SR-092308-1BCity Council Meeting: September 23, 2008
Agenda Item: Ogg
To: Mayor and City Council
From: Stephanie Negriff, Director of Transit Services
Subject: Liquefied Compressed Natural Gas Fueling Station Maintenance
Recommended Action
Staff recommends that the City Council award Bid No. 2933 to Northstar in the amount
of $748,490 to provide maintenance, repair, service and parts for the Liquefied
Compressed Natural Gas (LCNG) fueling station, with the first year amount not to
exceed $193,434.
-Executive Summary
The Big Blue Bus has all of its LCNG fueling station maintenance done on-site by an
outside firm. City published Notice Inviting Bids for LCNG fueling station maintenance.
Two bids were received and based on bid criteria Northstar was selected as most
responsive bidder. The service requires specialized technicians trained and certified to
work on cryogenic components. The Big Blue Bus does not currently have the
technicians on staff to perform this function. Funds are available in the' current budget.
Discussion
The Liquid Compressed Natural Gas (LCNG) fuel system was built and put into service
in 2002 to fuel the Liquid Natural Gas (LNG) buses. Since the opening of the LCNG fuel
facility, the number of LNG buses has increased to 100. Also fueled is the City's fleet of
Compressed Natural Gas (CNG) vehicles. The LCNG fuel system dispenses
approximately 2,000,000 gallons of LCNG per year. LCNG fuel systems incorporate
very sensitive and costly components, some of which require lead times of up to three
1
to four months. Many of the components will be warehoused to minimize down time due
to the essential operation of the fueling site.
Contractor/Consultant Selection
In April 2008, the City published Notices Inviting Bids to provide maintenance, repair,.
service and parts for the LCNG fueling station facility in accordance with City
specifications. Bid forms were distributed to 23 vendors and notices were advertised in
accordance with City Charter and Municipal Code provisions. Two bids were received
and publicly opened on May 2, 2008, per Attachment A.
Bids were evaluated based on vendor interviews, competitive pricing, bid response
time, vendor experience and references. Based upon these criteria Northstar is
recommended as the best bidder.
Financial Impacts & Budget Actions
Funds of $183,234 are available in account 0410826.589000 for replacement parts and
$10,200 in account 41651.555015 for maintenance services. The total estimated
expenditure for the three-year term is $748,490. The annual contract renewal will be
proposed in the respective Proposed Budget for Council's review and adoption.
Prepared by:
Ralph Merced, Transit Maintenance Manager
Approved: Forwarded Council:
L
Ste anie NegrifF
Dir or of Transit Services
Attachment A: Bid No. 2933
P. L,dmont Ewell
C Manager
2
ATTACHMENT A
BID #2933
TITLE: PROVIDE MAINTENANCE, REPAIR AND SERVICE FOR THE LNG/CNG FUELING FACILITY AS REQUIRED BY THE BIG BLUE BUS.
VENDOR /BID ITEM
92 DAY SERVICE
PERIOD 1 _ ___-- -~~~~_-- ~~--
(07101/08 -06130/09) CHART'INTERNATIONAL, INC. NORTHSTAR, INC.
Vendor must respond within six (8) hours of call out for
emer ency services Can Compl Can Com I
Steam clean entire containment area Can Com I Can Com I
Cost per
Descri tion Cost per quarter Bidder's comments quarter Bidder's comments
92 day inspection (per original bid and number of hours allocated
for ins ection $ 3,000.00 24 total man hours $ 3,500.00
Cost per hours for repairs based on the 92 day inspection Hourly Tabor rate $75.00
'overtime labor rate $es
oo
(materials + 15% $ 125.00 $ 75.00 .
/estimated s2 day expense $3,7so.oo
Due to the salt in the air, system is starting to rust. Please quote NORTHSTAR is currently working twenty
on the extra time for corrosion control, cost for epoxy primer, Touch up painting is hours per quaver on corrosion control and
paint and painting materials (not including painting the tops of $
8
08.00 included at 4 hrs. If we it is not enough. Therefore NORTHSTAR
the storage tanks). Include number of hours that are included _
. need to fill corrosion proposal includes forty hours perquader @ --- ~
with 92 da Ins ection. Cost er hour for corrosion control above
Y P P
areas Wfth filler material $75.00 per hour. Cost for epoxy primer,
and be and 92 da ins ection corrosion control.
(101.00/hr) ,
then it will be char ed.
$ 3,000.00 paint antl painting materials will be billed at
cost pWS is%.
' One of Northstar's technician will need to
$_ _____2_,400.00
-- gelthe system ready forthe insulators and
Replace damaged insulation. Since the system will need to be supervise. Weekend hourly rate is 85 per
shut down and the process lines warmed; the work will need to One person plus the sub- hour. Insulation vendor will be billed at cost
be scheduled Burin the weekend.
(151.00/hr) contractor. We willquote
ahead oftime
$ 1,000.00 plus 75%. Estimated 92 day expense
$t,ooo.oo.
In addition to quarterly maintenance, provide trained technicians
and certifiedequipment to retest all safety relief valves annually. 1
If a safety relief valve fails during testing, a new safely relief Test is included
valve will be installed. Provide cost to test and certify safety retie replace low~pressure Labor cost and cenired equipment to retest
valves, quote per valve. Please include cost for the installation $185.00/valve safety relief valves=$1,325 per quarter. If
per safety relief valve and cost for per new valve. (refer to Cal
high pressure safety relief valve fails cost of new valve will
OSHA re uirements article 7 section 541(a 6
$875.00/valve
$ 1,325.00 be billed at cost plus 15%. NORTHSTAR
will stock all spare safety relief valves
One full time control engineer to be on call 10 hours per day and .
- -------
------ ------
5da s er week $ - Included $ 450.00 _
!
contra engineer to visit the site annually to add software Not needed if we can dial __
u rades and test the control s stem. $ 5,000.00 ~ in remote) $ 850.00
T TAL QUARTERLY PRICE
(SUM OF LINES ABOVE) $ 11,333.00 $ 10,200.00
90 D S PART LAB R EXCL IVE O -
WARRANTY MANUFACTURE WARRANTY MANUFACTURE
RENEWAL OPTIONS FOR SERVICES:
PERIOD 2 (07/01/09-06/30/10) 3% INCREASE OF PREVIOUS YEAR'S PRICES 3% INCREASE OF PREVIOUS YEAR'S PRICES
ENEWAL OPTIONS FOR SERVICES:
PERIOD 3 (07/01/10-06/30/11) 3% INCREASE OF PREVIOUS YEAR'S PRICES 3% INCREASE OF PREVIOUS YEAR'S PRICES
ATTACHMENT A
BID #2933
-
_-
TITLE: PROVIDE MAINTENANCE, REPAIR AND SERVICE FOR THE LNG/CNG FUELING FACILITY AS REQUIRED BY THE BIG BLUE BUS.
VENDOR /BID ITEM
SPARE PARTS FOR LNG/CNG STATION, NEW ITEMS
PERIOD 7 ~
(07101/08 -06/30/09) ?. CHART INTERNATIONAL, INC. NORTHSTAR;:INC.'
SPARE PARTS EST.
ITEM
# FOR LNG/CNG STATION
NEWITEMS
MANUFACTURER
PART# ANNUAL
QTY
Unit Cost Extended
Cost Delivery
I Within
Unit Cost Extended
Cost
Delive Within
1 __ Offload for L/CNG Pump ACD Model AC32 assy 53070- 2 $ 64,000.00 $ 128,000.00 _ 56 days _ $ 46,595.70 $ 93,191.40 16-19 weeks ARO
2 Boost Pump ACD Model AC34 assy 56280-1 2 $ 38,397.00 $ 76 794.00 57 days $ _ .20,551.65 $ 41,103.30 14-16 weeks ARO
0o e n ~ or the LNG Pumps ACD 57730-2 1 $ 5 800.00 $ 5,800.00 45 days $ 8,976.90 $ 8,976.90 12-14 weeks ARO
4 Kunkle Relief Valves KUNKLE 912BDCM01-KE____ 20 $-- 80000 _$ 16,000.00
____ 56 days
.. $ 144.20 j$ 2,884.00 2-3 weeks ARO
5
Surex 3600 psi ~
OPW ~
CT1000-P36
1
$ 3 880.00
$ 3,880.00
- 54 days _ -
-$ 1 377.70 --- -._..__
$
1,377.70 I ___._._-
; 2-3 weeks ARO
6 Surex 3000 psi
Ground Reels for Dispensers & OPW CT1000-P30 1 ~ $ 3,880.00 ~ $ 3,880:00 54 days $. _ 1,377.70 _-
$ 1,377.70 2-3 weeks ARO
-
7 Offload HUBBEL SD-2050N 2 $._ 745.00 $ 1,490.00 7days $ 316.25 $ 632.50 2-3 weeks ARO
8 Macro Tech Vent Nozzle Macro Technologies 11175 REF.10538867 1 $ 275.00 $ 275.00 21 days $ 242.21 $ 242.21 2-3 weeks ARO
9 3" Worchester Packing kits Worchester 3" CRK-44PM 1 $ 721.00 $ 721.00 45 days $ 616.40 $ 616.40 2-3 weeks ARO
10 2" Worchester Packing kits Worchester 2" CRK-44PM 3 $ .626.00 $ 1,878.00 45 days $ 419.75 $ 1,259.25 2-3 weeks ARO
11 1 1/2" Worchester Packing kits Worchester 1 1/2" CRK-44PM 3 $ 706.00 $ 2,118.00 45 days $ 330.05 $ 990.15 2-3 weeks ARO
12 1"Worchester Packing kit Worchester 1" CRK-44PM 3 $ 415.00 $ 1,245.00 45 days $ 264.50 $ 793.50 2-3 weeks ARO
13
- 1/2" Worchester Packing kits Worchester - 1/2" CRK-44PM 3 $ 308.00
----._.._ $ 924.00
.._.._- 45 days $ 170.20 $ 510.60 2-3 weeks ARO
(002) PAC AF4750-76E- -.._.- __----_... _-~ - --__-- -......__ ____.
14 Fueling Hoses Pacific Mechanical 76E-0008-120-DJ 4 $ 285.00
__. _. ~ $ 1,140.00
_... _.. 14 days-__
-___ $ 415.73
-_-. - $ 1,662.92, 2-3 weeks ARO
(001)PAC AF4750-76H- . ._-- -..--__ _...._
15 Vent Hoses
ac fined Breakaway Fittings for Pacific Mechanical 76H-0016-120-DJ 4 $ 135.00 $ 540.00 14 days
- $ _ _- 295.84
- $ 1,183.36 2-3 weeks ARO
16 LNG Dispensers NORTHSTAR Inc. BAF4SM 2 $ 1,000.00 $ 2,000.00 28 days $ 303.60 $ 607.20 2-3 weeks ARO
-
17 Retractors for Dispenser Hose
End Seats for JC Carter LNG CNI 9931 2 $ 300.00 $ 600.00 14 days- - $ 155.64 $ 311.28 2-3 weeks ARO
18 Nozzle Carter Cryogenic 678705-6 10 $ 68.00
~ $ 680.00 5 days $ __ ~ .99.66 $ 996.60 ~ 2-3 weeks ARO
~
19 JC Carter Nozzle
JC Carter Adapter Fitting for Carter Cryogenic 50E701 1 $ 11 300.00 $ 11,300.00 56 days
- $ 8,510.00 $ 8 510 00
- - 2-3 weeks ARO
20 above Nozzle Carter Cryogenic 691546-1 1 $ 1,250.00 $ 1,250.00 2S days $ 538.38 $ 538.38 2-3 weeks ARO
21 Spare pass through for LNG ACD 02669-12 2 $ 1,547.00 $ 3,094.00 28 days $ 752.10 $ 1,504.20 2-3 weeks ARO
ATTACHMENT A
BID #2933
TITLE: PROVIDE MAINTENANCE, REPAIR AND SERVICE FOR THE LNG/CNG FUELING FACILITY AS REQUIRED BY THE BIG BLUE BUS.
VENDOR /BID ITEM
SUBTOTAL $ 263,609.00 $ 169,269.55
SALES TAX (8.25%) $ 21,747.74 $ 13,964.74
Freight not inclutletl. Freight not lncludetl.
FREIGHT The freight is depentlent on coming out O( CA or the
speed at which it neetls to he deliveretl. Unable to esllmale freight costs (this will tlepend on when the
parts are actually ordered antl required.
ANNUAL TOTAL $ 285,356.74 $ 183,234.29
Item p2: We also offer rebuilt pumps for$24,500.00
in stock.
' liem #19: We also offer used nozzles that have peen
ADDITIONAL COMMENTS rebuilt to the Argo Tech standard for $5,075.00 with a
f4 day mbuild time
WARRANTY 9o days labor andparts Per manufacturer
PAYMENT TERMS 30 days 30 flays
RENEWAL OPTIONS FOR SPARE PARTS:
PERIOD 2 07/01/09-06/30/10 same price, terms and conditions:
We will only increase price if we get an increase from
the vendor
Cost plus 15
RENEWAL OPTIONS FOR SPARE PARTS:
PERIOD 3 (07/01/10-06/30/11 J Same price, terms and condltlons:
We will only increase price It we get an Increase from
the vendor
cost plus 15