SR-072308-1B (2)c;~YO; City Council Report
Santa Monica
City Council Meeting: July 23, 2008
Agenda Item:
To: Mayor and City Council
From: Stephanie Negriff, Director of Transit Services
Subject: Award of a Contract to Purchase Alternative Fuel Transit Coaches and
Miscellaneous Spare Parts
Recommended Action
Staff recommends that the City Council Award Bid #2948 to Creative Bus Sales to
purchase five Gasoline/Electric Hybrid transit coaches and miscellaneous spare parts,
with options to purchase up to 25 additional coaches.
Executive Summary
Mini Blue service-was implemented in FY .2006-07 to serve Santa Monica's business
districts and neighborhoods. The five vehicles recommended for purchase. will replace
Mini Blue buses that have exceeded their useful life. Following extensive public
outreach and marketing research, the community indicated a preference for small, quiet
transit coaches to operate within the commercial and residential districts. Procurement
specifications were developed to bid. Twenty-eight bid forms were mailed to vendors
and three bids, shown in Attachment A, were received and opened on June 12, 2008.
The total will be funded using federal, state and county transit sales tax funds.
Background
Previous City Council actions included the adoption of a $.50 base fare for Mini Blue
services on April 10, 2007 and amulti-year service plan concept on July 24, 2007. At
the June 12, 2007 City Council Budget Hearing, the Council directed staff to present
options for Mini Blue vehicle designs at a later date.
At the September 25,.2007 City Council meeting, staff submitted a recommendation to
Council to award Bid #2924 to North American Bus Industries fora 30' trolley vehicle.
Council directed staff to go back to the proposed supplier of Bid #2924 with suggestions
to modify the .design of the transit vehicles. Staff met with the vendor and it was
determined that they could not make the suggested changes. As a result, the City
1
Council approved the recommendation to reject all bids at the January 8, 2008 Council
meeting.
Discussion
In FY 2006-07, the Big Blue Bus implemented Mini Blue community transit services in
Santa Monica. The system operates routes, called "Rides," using distinctively designed
small buses within the City's business districts and neighborhoods. Currently, the Mini
Blue system consists of the Tide Ride, the Crosstown Ride, and the Sunset Ride.
BBB conducted extensive public outreach and market research during the two-year
development of the .Mini Blue service to determine what improvements would
encourage use of public transit.. The community in general expressed a desire for
improved mobility and transit coverage within the City of Santa Monica. Smaller, quieter,
vehicles, frequent service, and community oriented routes within the City were highly
desired features. This included discussions with members of the business community
who were particularly interested in small buses with a distinctive appearance for routes
serving the City's commercial districts. Staff will present design concepts for Council
consideration at a later date, following vehicle selection.
Financial Impacts & Budget Actions
The project total cost is $4,127,544.33, broken down as follows:
5 Coaches $3,478.717.90 ($695,743.58 per coach)
Training 52,800.00
Spare parts 220,795.14
Contingency 375,231.29
Project is funded in part through the Federal Transit Administration (FTA) including $1.0
million obligated in FTA grant CA-15-X115, $894,000 in FTA Section 5307 formula
funds, $233,544 in State Transit Assistance Fund, and $2.0 million in Transportation
Development Act funds. This project is included in the Federal Transportation
Improvement Plan. Funds for this purchase are available in account 0410519.589000.
Prepared by:
Ralph Merced, Transit Maintenance Manager
2
Attachment: Attachment A -Pricing
3
Approved: Forwarded to Council:
Page 1 of 7
1717 Fourlh Street, Suite 250 Bld Res U~ts
santa Monica, CA 90ao1 BID # 2948 BID CLOSE DATE: 6/12/2008
Telephone: 310-458-8281
Fax: 319-393-6142 TITLE: FURNISH AND DELIVER UP TO FIVE (5) SMALL ALTERNATIVE FUEL TRANSIT VEHICLES WITH OPTIONS TO PURCHASE
"'° ""°"°` UP TO TWENTY-FIVE (25) ADDITIONAL VEHICLES.
Initial Order -Fiscal Year 2008-2009 (July 1, 2008 to June 30. 20091
Vendor : Creative Bus Sales New Flyer Proterra
Pricing Optio 1 2 1 2 1
Fuel Type ISE Electric? Gasoline
Hybrid CNG Dedicated Natural
Gas Electric /Gasoline
Hybrid CNG Dedicated
Natural Gas Electric? Gasoline
Hybrid
eid item Unit Price Unit Price Unit Price Unit Price Unit Price
Less than39'TransitVehicle $ 533,110.00 $ 362,600.00 $ 531,165.00 $ 396,169.00 $ 549,500.00
Complete Siemens Radiocommunication
System
$
25,170.00
$
25,170.00
$
25,193.00
$
25,193.00
$
17,500.00
Complete Mobile Digital Video Recorder (DVR)
System
$
10,127.00
$
10,127.00
$
5,952.00
$
5,952.00
$
16,900.00
Sales Tax (8.25°/) $ - 46,893.58 $ 32,826:50 $ 46,390.58 $ 35,253.41 $ 48,171.75
Handicap Accessibility Equipment $ 29,000.00 $ 29,000.00 $ 14,628.00 $ 14,628.00 $ 9,200.00
Delivery Charge to: Santa Monica, Calif. $ 400.00 $ 400.00 $ 4,477.00 $ 4,538.00 $ 2,400.00
Extended Warranty for Engine $ _ $ 4,500.00 N/A $ 4,600.00 incl.
Extended warranty for Transmission $ - $ 3,400.00 N/A $ 3,200.00 ~ iDCI.
Extended warranty far Hybrid system $ 30,443.00 $ - $ 28,995.00 N/A incl.
Total Cost Per Vehicl $ 675,143.58 $ 468,023.50 $ 656,800.58 $ 489;533.41 $ 643,671.75
One•Time Cost (Training)
• 8 Hours Bus Operation & Safety $ 1,200.00 $ 1,200.00 $ 1,590.00 $ 1,280.00
• 12 Hours Overview $ 1,800.00 $ 1,800.00 $ 2,210.00 $ 1,920.00
• 12 Hours PM Inspection $ 1,800.00 $ 1,800.00 $ 2,210.00 $ 1,920.00
• 16 Hours Electrical Safety $ _ 2,400.00 $ 2,400.00 $ 2,810.00 N/A
• 80 Hours CNG Fuel System (If applicable) N/A $ 12,000.00 N/A $ 12,800.00
•.80 Hours of Hybrid System (If applicable) $ 12,000.00 N/A - $ 15,500.00 N/A
• 40 Hours Engine ~ $ 6,000.00 $ 6,000.00 $ 7,750.00 $ 9,000.00 ,
• 8 Hours Font Axle $ 1,200.00 $ 1,200.00 $ 1,280.00 $ 1,280.00
• 8 Hours Rear Axle
$
1,200.00
$
1,200.00
$
1,280.00
$
1,280.00 included in price of bus
Date 7/1/2008
Page 2 of 7
uuuar vruer - rracar rear GVVO-cVV7 tJUly "I, LUUiS IO JUfI@ JU, ZUUH)
Vendor : Creative Bus Sales New Flyer Proterra
Pricing Optio 1 2 1 2 1
Fuel Type ISE Electric /Gasoline
Hybrid CNG Dedicated Natural
Gas Electric /Gasoline
Hybrid CNG Dedicated
Natural Gas Electric /Gasoline
Hybrid
• 2p Hours Brake System $ 3,000.00 $ 3,000.00 $ 3,510.00 $ 3,200.00 '
•8 Hours Steering System - $ 1,200.00 $ 1,200.00 $ 1,260.00 $ 1,280.00
• 40 Hours PLC System $ 6,000.00 $ 6,000.00 $ 6,400.00 $ 6,400.00
• 40 Hours Central Computer System $ 6,000.00 N/A $ 7,750.00 N/A
• 20 Hours HVAC System $ ~ 3,000.00 $ ~ 3,000.00 $. 4,000.00 $ 4,000.00
• 40 Hours Instructor Support in Service $ 6,000.00 $ 6,000.00 $ 6,950.00 $ 6,408.00 .
exrensesall include all travel and lodging
P Acknowledged Acknowledged
ISE requires a one time fee:
$78,000 + applicable tax (lo be
amortized over initial quantity of Siemens requires one time fee of
buses) $25,000 + applicable tax (to be Vehicle price includes Siemens
Notes/Exception Siemens requires one time fee of amortized over initial quantity of radio and di
er
l
a
l
$25,000 + applicable tax (to be buses) Total cost p
e
r
vehecle s w/o
amortized over initial quantity of One time costs would apply for add extended warranties
'buses) on agency if purchased
One time costs would apply for add - -
on agency if purchased
1 Bus kneeling system -front and rear $ - 1,000.00 $ 381.42 Kneeling system
2 ADA PA System w/exterior speaker $ 500.00 $ 391.00 ,;;,R4yR mc~tes~
~
; >':
3 Farebox rail $ 450 00 „ - 170 IRC~,t4a)$~ i „
,
IIOt IndlCat&d -r
4 Ceiling grabrails $ 500 00 ', {1Qt Ipolpat~~' ', ~ , ,~ ;~ ~~ Rpt Indl~ ~~
.
- •'-
5 Passenger signal system -ADA $ 400 00 r' ,-,'71¢t~61,dtR~@d~: . ,. ,;. „,, „
, ,
i
ADA call button
6 Belt storpge $
100.00 ~ ,,
~. ,+~',i40ttpolcateds ~ '..,.~ ~ , . ,
; ;~~nptin icata~? _;.':; -~'~
7 American flip seating
' $. 3,000.00 $
4 992 00
American seating ADA
9 American ARM system w/O
Straint -
wheelchair restraints
$ 4,000 00
~- ~ ~~~ s
'lIOt IRtlICat@rl
American seating ADA tie down
, ~.,,, system
ADA Package - Ricon FR2SS 24-volt
9
rear ramp $ 8,500.00 $ 4 205.00 ADA Ramp
10 Interlock system $ 550.00 ~. ; CIOt i11C(Ig2fed~, r? pqt IRdlGated -
,
,
11
Bus body ramp support structure (low-
~. ,. ~: ..~ _~ ,. ~ ,
.
,,,~ ~, ,
floor design) $ 10 000.00 ~, ~ ; ; FiOf IfidlOat@d"; ~ , . ,.:''~. , , ~ ; rtdt Indicated .+,`~ - ~ ~.
- I +
N/A
Page 3 of 7
Initial Order -Fiscal Year 2008-2009 (July 1, 2008 to June 30. 20091
Vendor : Creative Bus Sales New Flyer
...:. Proterra
Pricing Optio 9 2 1 2 1
ISE Electric /Gasoline CNG Dedicated Natural Electric /Gasoline CNG Dedicated Electric /Gasoline
Fuel Type
Hybrid Gas Hybrid Natural Gas Hybrid
2 A/c compressor ' 1 $! 4 099 62. $ 4,099.62 $ t 427 66 $ i 1,427.66 :$ 5 401 DD $ 5,401.00 $ 5 401 00 $ i 5 401 00' N/A
3 Air cleaner 5" 1 $ - $ - $ 96.67 $ 96.67 $ 233.00 $ 233.00 $ 233.00 $ 233.00 N/A
4 Air cylinder 1 gl 450 00. $ 450.00 $ rr 450 00 $ 450A0 = '. N/A N/A S-= N/A
5 Airdryer 1 $ - $ - $ 459.96 $ 459.96 $ 645.00 $ fi45.00 $ 645.00 $ 645.00 $ 31200 $ 312.00
6 Ai ftlter 1 $ ! $ $ $ $ 97 00 $ 97.00 $ ': 87 00 $ '. 97 D0 $ ;60 00 $ 60 DOf
7 Air valve 1 $ - $ - $ - $ - $ 26.00 $ 26.00 $ 26.00 $ 26.00 N/A
e Bag front air spring 1 $i 140 76. $ 140.76 $ 140 76 $ 14096 '.$ 350 OD $ 350.00 $ : 350 00 $ 35p 00' $ $0 40 $ 80 00'-
9 Bag, rear air-spring 1 $ 143.28 $ 143.28 $ 143.28 $ 143.28 $ 348.00 $ 348.00 $ 348.00 $ 348.00 $ 80 00 $ 80.00
14 Bearing flange 1 $... 22.69: $ 22.59 $ E 22 69 $ ; 22.69 '; N /A N /A '. '.', NIA
11 Bike rack with ad frame 1 $ 1,900.00 $ 1,900.00 $ 1,900.00 $ 1,900.00 $ 1,842.00 $ 1,842.00 $ 1,842.00 $ 1,842.00 N/A
12 Bushing shock absorber front and 1 '.
rear $
17 70 $ 17.70 $ ': 17,70 $ ', 17.70 '.$ 56 00 $ 56.00 $ '. 56 00 $ '.. 56 00'i $ 15 00 $ 15 00'
13 Camshaft, left 1 $ $ $ 67.78 $ 67.78 $ 239.00 $ 239.00 $ 239.00 $ 239.00 N/A
14 Clutch 4an drive ~ 1 $ $ - $ '~, 744.09 $ 7A4,00 : -' N/A N /A '. I N/A
15 Complete transmission, r& r ready 1
$ - $ _ $ 19,011.60 $ 79,011.60 N/A
$ 20,669.00
$ 20,669.00
$ 2,90000 $ 2,90000
16 Cooling system fan drive 1 ;$ - $ - $ 1 593 60 $ l 1,593.60 ! - N /A N /A ': $ 160 00 $ 16D 00'J.
17 Cummins complete engine R&R 1
ready $ - $ - $ 41,520.00 $ 41,520.00 $ 29,151.00 $ 29,151.00 $ 46,369.00 $ 46,369.00 N/AA
18 Defroster motorw/controller 1 $', 609.96. $ 609.96 $ ! 609 96 $ 609.96 $ 3,381 00 $ 3,381.00 $ 1 931 00 $ ', 1 931.Oga $ 75 00 $ 75 OD:'
19 Desiccant cartridge, air dryer 1 $ _ $ - $ 133.09 $ 133.09 N /A N /A N/A
20 Destination signs software 1 $'. 1440 0q: $ 1,440.00 $ ,1,440 90 $ -.. 1,440.00 : $ 1,34600 $ 1,346.00 $ 1 346 00 $ : 1,346 00 $ 1 050 00 $ 7,050 OD '.
21 Engine diagnostic software 3 $ 9,120.00 $ 27,360.00 $ 2,556.00 $ 7,668.00 $ 10,683.00 $ 32,049.00 $ 2,290.00 $ 6,870.00 N/A
22 Fan drivers 2 speed 6 1/2 1 $'. 79 20: $ 79.20 $ '- 79.20 $ 79.2p ', $ 450;00 $ 450.00 $ 266 00 $ 266 OOj $ '85 00 $ '! 85 001
23 Fire & methane diagnostic software 3
$ 518.40 $ 1,555.20 $ 518.40 $ 7,555.20 $ 561.00 $ 1,683.00 $ 561.00 $ 1,683.00 N/A
24 Fire suppression sensors 10 $', 169 92I $ 1,69920 $ '. 169 92 $ :'. 1,699.20 '. $ 168,00 $ 1;680.00 $ 168 00 $ '- t.68q q0 N!A
25 Front brake drum sludpilot (webby 1
$ 151.70 $ 151.70 $ 151.70 $ 151.70 $ 159.00 $ - 159.00 $ 159.00 $ 159.00 $ 350.00 $ 350.00
26 Frank brake reline kits 2 $ 173,8D'. $ 347.60 $ ', 173 80 $ '.. 347.60 $ 2,308:00 $ 4,616.00 $ 'k2 308 00 $ i 4,616 OO b. $ 128 00 $ @250.00:
27 Front door motor assembly 1 $ 6,899.16 $ 6,899.16 $ 6,899.16 $ 6,899.16 $ 2,904.00 $ 2,904.00 $ 2,907.00 $ 2,907.00 $ 1,29000 $ 1,29000
28 Gear assy steeling 1 $: 779 81 $ 779.81 $ '. 779 81 $ 779.81 $ 1,246:00 $ 1;246,00 $ '.2 105 00 $ 2,105 OOII $ 1 375.00 $ 1';375 00-.
29 Generator/alternator/power supply 1
$ - $ - $ 2,774.40 $ 2,774.40 $ 4,546.00 $ 4,546.00 $ 2,439.00 $ 2,439.00 N/AA
30 HD CNG radiako 1 $ $ - $ 1910 40 $ i 1,910.40 i N /A $ :6 050 00 $ '. 6,050 00'< N/AA
31 Hvac compressor w/clutch 1 $ 1,365.00 $ 1,365.00 $ 5,799.60 $ 5,799.60 $ 5,401.00 $ 5,401.00 $ 5,401.00 $ 5401.00 N/AA
32 Hvac condensor moforw/controller 1
$', 116260!. $ 1,167.60 $ {.16760 $ - 1,167.60 ': iN/A NIA '. ': N/AA
33 Hvac evaporator motor w/controller 1
$ 1,167.60 $ 1,167.60 $ 1,167.60 $ 1,167.60 N/A N/A N/AA
34 Hvac hot water pump 1 $'. 638,40 $ 63$.4p $ i 638 40 $ 638.40 I$ 1 124f00 $ 1,124A0 $ i1 130 00 $ '- 1 130 00. $
35 Hvac system controller 1 $ 1,039.20 $ 1,039.20 $ 1,039.20 $ 1,039.20 N/A N/A $
36 1CiG brake shoe -.:front w/hardware 1
$'.. 173 80'.
~ $ 173.80 $ '. 173 80 $ '. 773.80 ' ' N/A N/A r $
37 Kit, brake shoe - rear w/hardware 1
$ 99 91
$ 99.91
$ 99.91
$ 99.91
N/A
N/A $
RFQ# 2948 (INITIAL: FY 08/09) _ Date 7/1/2008
Page 4 of 7
Page 5 of 7
RFQ#2948.(INITIALFY08/09) Date?/1/2008
Page 6 of 7
Initial Order- Fiscal Year 2008-2009 (July 1, 2008 to June 30. 20091
Vendor : Creative Bus Sales New Flyer Proterra
Pricing Optio 1 2 1 ~ 2 1
Fuel Type ISE Electric /Gasoline CNG Dedicated Natural Electric /Gasoline CNG Dedicated Electric /Gasoline
Hybrid Gas Hybrid Natural Gas Hybrid
1020 ELFA motor AC,(85kw 050u '~ n
30mm shaft) 8 6 938.72: $ 8,939,72
TBD Drive motor/gearbox assembly 1 $ 15,178.14 $ 15,178.14
TBD Engine assembly -Ford V10 '. 1 $'. 22 794 Oqi $ 22,744.00
TBD ISE ucap pack 1 $ gq,107.20 $ 44,107.20
4077 EGFA mono II {0. phase) inverter 1 $.. a 446 2P. $ $,4g6.2i
TO TA $ 126,460.25 $ 126,460.25
Delivery and Acceptance Schedule
Number of days the prototype vehicle will be
available for on-site inspection from the date of 365 Days 402 Days 270 Days
Notice to Proceed
Vehicle must beAltoona tested and Contractor - Cannot Comply
must furnish cedifcation prior to delivery of the Can Comply Can Comply Design will have completed
prototype vehicle Altoona by vehicle delivery
Number of days the prototype vehicle can be
delivered to Big Blue Bus upon on-site inspection 365 Days 5 Days 7 Days
approval
Contractor must notify the Big Blue Bus a
minimum of 7 days in advance prior to delivery of
any vehicle to ensure delivery can take place and Can Com I
P y
Can Comply
Can Comply
staff is prepared for acceptance review.
Number of days the next vehicle can be delivered 60 Days
to Big Blue Bus upon acceptance of the prototype Note: Delivery can be accelerated with
vehicle. This number should be consistent for all 710 14 days 35 Da s
y mutual agreement to proceed prior to
remaining vehicles Ordered. acceptance of pilot vehicle with the
understanding that any identifetl problems
will be corredetl on production vehicles
Training sessions must be scheduled within 30
days after the acceptance of the fnal vehicle of Can Comply Can Comply Can Comply
that particular order.
Creative Bus Sales, Inc, requests a
price increase for Regulatory
Changes be negotiated at time of
the change as applicable.
Optional Pricing:
Sportworks (2) $ 1,825.00
osition bike rack Spare parts list:
Numbering ana
$ 450
00 Missing page 33
Creative Bus Sales, Inc. requests a .
si nin N/A indicates pricing not available
Notes/Exce dons
p
price increase for Regulatory I/O controls, Dinex
~
a LED im
i
2
5 at time of bid due to short res onse
p
Changes be negotiated at time of er
ro $
,
00.00 time - if contract is negotiated will
li htin ~ have a
licabl
i
t th
t ti
the than a as a licable.
g PP
Drivers 2-speed tax pp
e pr
ces a
a
me
$ 75.00
s v2" ~ N/AB - not a licable to voted bus
PP q
RFQ# 2948 (INITIAL: FY 08/09) Date 7/1/2008
Page 7 of 7
Initial Order -Fiscal Year 2008-2009 lJuly 1.2008 to .Iona 3n ~nnat
Vendor : Creative Bus Sales New Flyer Proterra'
Pricing Optio 1 2 1 2 1
Fuel Type ISE Electric /Gasoline CNG Dedicated Natural Electric /Gasoline CNG Dedicated Electric /Gasoline
Hybrid Gas Hybrid Natural Gas Hybrid
Vapor hidden frame $ p,500:00
slide-glide doors come down over next 2 years
' Windows using heat $ 5
500.00
,
uartl lass
Twin vision $
electronic si ns
Perimeter seating or $
combination seating
Bid Bond Complete Complete
Affidavi Complete Complete Complete
Buy America compianc Compliant Compliant Non-compliant
Bus Testing Requirements compliant ~ Compliant - Compliant ~ Compliant
Certificationregarding lobbyin Complete Complete Complete
Business License & Insurance requirement Can Comply Can Comply Can Comply
Living Wage Ordinance Can Comply
Oaks Initiative disclosure for Complete Complete Complete
Addendum Complete Complete Complete
Addendum Complete Complete Complete
Upon City staff evaluation it has been determined that will be awarded this bid.
The City of Santa Monica would like to thank all vendors for participating and will keep their company information on file for future bids.
RFQ# 2948 (INITIAL: FY 08/09) Date 7/1/2008
Reference Contract No.
8963 (CCS).