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MAR 2 3 1999
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Council Meeting' March 23, 1999 Santa MOnica, California
TO. Mayor and City Council
FROM City Staff
SUBJECT Authonze City Manager to Negoliate and Enter into a Sole Source
Agreement with APS Systems for the Procurement of Two 26 Foot Low-
Floor Electric Buses, Necessary Spare Parts and Test Equipment, Total
Agreement Not to Exceed $520,000
Introduction
This report recommends that the CounCil approve the procurement of two low-floor 26 foot
electnc buses, necessary spare parts and test equipment The two buses will bnng the
Transportation Department electric bus fleet up to five buses The two buses will be used
In regular transit route service and help provide backup for the TIDE service.
Background
The Transportation Department IS In the process of expanding service to alleviate bus
overcrowding and Improve transit services within the Big Blue Bus service area
The Department has determined that there are several service areas where the current
ndershlp demands do not require the use of a large 40 foot bus The 26 foot electnc
shuttle bus demonstration project will be expanded to test small electric buses on all-day
transit routes. The Department will evaluate the operating performance, reliability and bus
change-out Impacts Involved With operating an electric bus fleet Electric buses In TIDE
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MAR 2 3 1999
service currently operate 10 to 12 hours before needing a battery pack recharge The new
buses will be equipped WIth on-board chargers capable of cutting the recharge time In half,
from 8 hours to 4 hours This reduced charging time greatly improves the electric bus
fueling turn-around time and bus availability for both scheduled and unscheduled bus trade
outs
DIscussion
A Request for Letters of Interest and Statement of Qualifications was sent to ten electric
bus manufacturers on January 5, 1999 to see If any manufacturers currently make a low-
floor 26 foot electric bus equal to or better than the APS buses purchased by the City In
1996 The Request was also published In .Passenger Transport" (the transit Industry's
weekly newspaper) on January 4, 1999 Four letters of Interest were received Three of
the firms (AVS, Columbine Bus and IntelllSystems) expressed Interest in proViding the City
with buses other than what was speCified, but none of the three firms has made a 26 foot
low-floor electric bus APS IS the only manufacturer that makes a 26 foot low-floor electric
bus uSing a fully composite body structure that completely Isolates high voltage electrical
components from the passenger compartment The City owns three 26 foot low-floor
electric buses that were manufactured by APS and have been operating satisfactorily on
the TIDE service for the past two years
Because APS Systems currently has no competition In the 26 foot electric bus market, staff
recommends that the City proceed With an Onglnal EqUipment Manufacturer (OEM), sole
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source procurement for two more 26 foot low-floor electric buses from APS Systems under
the Santa MOnica MUniCipal Code Exceptions to Competitive Bidding, Section 2 24.080 (1)
Procurement from APS enables the City to maintain a standardized fleet of electric buses
which minimizes the costs Incurred With driver training, mechamc training and parts storage
Issues
APS Systems has agreed to provide current state-of-the-art 26 foot low-floor electric buses
to the City at the same price, $226,000 per bus plus tax, as the City'S previous electric bus
procurement In 1996 in Agreement No 7197 The new electric buses Will have all the
improvements that APS has made to the bus since the City's last order Delivery time from
placement of order IS 120 days.
Budgetary/Flnanclallmpact
The total cost of the two buses plus spare parts IS $520,000. Funding for the purchase IS
prOVided through four funding sources Califorma Energy Commlsslon/PVEA (Petroleum
Violation Escrow Account) Program, Proposition A Local Return Funds, Federal TranSit
Administration (FTA) Section 9 Funds and TranSit Development Act Funds
Funds to finance these projects are In the follOWing revenue and balance sheet accounts
20-600-656-00000-0615-10000 $100,000
California Energy Commlsslon/PVEA
20-130-224-00000-0292-10000 $160,000
Proposition A Local Return Funds
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40-000-000-00000-9800-04508 $260,000
Transportation Dept Balance Sheet Account
Funds from TDA and FTA grants are drawn down after purchase of the
vehicle to reimburse the balance sheet account
Funds are appropriated In the following accounts
20-750-657-20099-8900-99779
California Energy Commisslon/PVEA Funds: $100,000
Prop A Local Return Funds $160,000
TOTAL $260,000
41-750-658-20098-8900-99519
Federal Transit Administration Section 9 Funds $208,000
Transit Development Act Funds $ 52,000
TOTAL $260,000
TOTAL PROJECT $520,000
Recommendation
City staff recommends that the City Council authorize the City Manager to negotiate and
enter Into a sole source agreement with APS Systems for the procurement of two 26 foot
low-floor electnc buses, necessary spare parts and test eqUipment, total agreement not
to exceed $520,000
Prepared by John Catoe, Director of Transportation
Roy Neva, FaCIlities Maintenance & Vehicle Engr Manager
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