SR-1000-001-07 (7)
Purch:PW:ML:RAH:F:\FINANCE\PURCH\STFRPTS\SRBD2875.DOC
Council Meeting: July 13,2004 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Award Bid #2875 and Authorize the City Manager to Execute a Contract for
Bus Reconditioning, and Installation of Video Equipment on 125 buses.
Introduction
This report recommends award of bid and authorization for the City Manager to execute a
contract to recondition 21 1995 NOVA and 67 1998 New Flyer buses in the amount of
$4,695,526. This mid-life reconditioning of 88 buses is to assure the twelve year life of the
coaches, preserve the appearance and maintain the safety and integrity of the coaches.
The scope of work will include refurbishment of wheelchair ramps on 67 New Flyer buses,
installation of seat inserts on 37 NABI buses, and installation of a video security system on
21 NOVA, 67 New Flyer, and 37 NABI buses. The installation of the cameras will help
reduce vandalism and graffiti, improve security, provide information on passenger and
driver disputes, and lower fraudulent claims.
Background
Federal Transit Administration (FTA) guidelines set the useful life of a transit vehicle at
twelve years of age. Santa Monica’s Big Blue Bus developed a capital improvement
program for the mid-life refurbishment of 88 buses and the installation of a video security
system on 125 buses.
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Discussion
On March 8, 2004, the City published Notices Inviting Bids to providebus reconditioning
and video security system installation in accordance with City and Federal (FTA)
specifications. Bid forms were mailed to three vendors and notices were advertised in
accordance with City Charter and Municipal Code provisions. Bids were received, publicly
opened and read on April 26, 2004. The following two bids were received:
TASK COMPLETE COACH WORKS CINEDYNE SVC AND PARTS
Bus Reconditioning $ 2,519,191.17 $ 2,775,952.78
Wheelchair Ramp $ 286,626.00 $ 289,091.60
Refurbishment
Seat Insert Installation $ 176,571.00 $ 180,353.16
Video Surveillance System $ 1,286,271.56 $ 1,344,148.35
Installation
Total Contract Amount $ 4,268,659.73 $ 4,589,545.89
Contingency (10%) $ 426,865.97 $ 458,954.59
Grand Total $ 4,695,525.70 $ 5,048,500.48
The bids were evaluated based on the qualifications of the bidder and their staff,
suggested methodology to accomplish the work, and cost effectiveness. City staff and an
outside third party evaluated the bid submitted by Complete Coach Works and finds that it
meets City specifications. Staff recommends Complete Coach Works to provide bus
reconditioning, wheelchair ramp refurbishment, seat insert installation, and video security
system installation based on the City’s best bidder criteria, as set forth in Santa Monica
Municipal code Section 2.24.072 as follows:
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1. Complete Coach Works submitted the most competitive price for services;
2. Since 1987, Complete Coach Works has focused on their sole business of
providing remanufacturing, modification or retrofitting of transit buses. They have
successfully performed thousands of rehabilitation projects ranging from body work,
paint, rust and corrosion repair, structural and frame repair, interior refurbishing,
wheelchair ramp repair, and retrofit and technology integration including camera
systems and LED destination signs;
3. Complete Coach Works has the staffing capacity and an experienced project
management team that meet the bid requirements.
Budget/Financial Impact
Funding for the bus reconditioning and video system contract is included in the Bus
Components capital improvement project account number C410106.589000.
Recommendation
It is recommended that City Council award Bid #2875 to Complete Coach Works not to
exceed $4,695,526, and authorize the City Manager to execute a contract with them to
provide bus fleet reconditioning, wheelchair ramp refurbishment, seat insert installation,
and video security system installation.
Prepared By: Diane Howell, Purchasing Agent
Richard Chiu, Buyer
Stephanie Negriff, Director of Transit Services
Joseph Stitcher, Assistant Director, Transit Operations
Ralph Merced, Transit Maintenance Manager
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