SR-012709-1d~;tYa; City Council Report
Santa Mouica
City Council Meeting: ~+'~• 2-~~2C~
Agenda Item: I®l-~
To: Mayor and City Council
From: Carol Swindell, Director of Finance
.Subject: Purchase of LNG Cummins. Engine Parts
Recommended Action
Staff recommends that City Council award Bid #2946 to Cummins Cal Pacific, LLC to
furnish and deliver new and remanufactured OEM (original equipment. manufacturer)
LNG (liquid natural gas) Cummins engine parts as required by the Big Blue Bus in the
estimated annual amount of $191,000.
Executive Summary
This report recommends award of bid to Cummins Cal Pacific, LLC for the purchase of
new or re-manufactured OEM LNG Cummins engine parts at specified unit prices, plus
applicable sales tax through June 30, 2009 with two additional one-year renewal options
at a 4.5% increase each year, subject to annual budget approval. The estimated
expenditure for the balance of this fiscal year is $95,500, and funds are available in the
Big Blue Bus budget. The total estimated expenditure for the two and one half year
term is $503,672.
Discussion
The. Cummins OEM LNG parts will be used to perform routine maintenance on the.
fleet's transit coaches. The replacement parts are purchased on an as-needed basis
throughout the year.
Vendor Selection
In October 2008, the City published Notices Inviting Bids to furnish and deliver OEM
LNG Cummins engine parts in accordance with City specifications. Bid forms were
mailed to seventeen vendors, posted on Planet Bids and notices were advertised in
accordance with City Charter and Municipal Code provisions. Six bids were received
and publicly opened. on November 26, 2008 per Attachment A.
1
Bids were evaluated based on competitive pricing, bid response, and. additional
available options. Based on these criteria, Cummins Cal Pacific, LLC is recommended
as the best bidder.
Financial. Impacts & Budget Actions
Since Fiscal Year 08/09 has begun, the estimated expenditure for the remainder of this
fiscal year will be $95,500. Fiscal Year 2008/2009 budget authority in the amount of
$95,500 is available as follows:
^ $82,500 in account 41.111006, "Inventory -Materials/Supplies"
• $10,000 in account 41.113002, "Pre-Paid Expenses" (Core Charges)
• $3,000 in account 41651.544220.60W "Repair Parts & Materials"
Budget authority for subsequent years will be included in each annual proposed City
budget.
Prepared by:
Kellee Mac Donald, Senior Buyer
Approved: Forwarded to Council:
~~~~ry ~ 4
Carol Swindell P. of
Director of Finance Cit ana~
Attachments: Attachment A
2
ATTACHMENTA
Page 1 of 2
Vendor : ~CUmmi ns Cal Pacif ic, LLB _ HdC~14C ~ iesel.and E gwipmgnt Munc ie T.r~~sif S up{ifly
Item Part# Descri tion New Remnfd notes New RemnFd notes New Remnfd notes
#1 3289279 ae¢iensioner $ 44.05 N/A $ 45.17 N/A $ 46.00
New 3800976
#2 3800976RX Water Pump $ 156
48 $ 109.08 Reconditioned $ 160
46 $ 112.83 $ 165
60 $ 120.70
. $ 33.64 Core pin
32853240 fee .
$ 30.00
~ core .
$ 34.40
core chg
#3 3933080 Fuel Shutoff Valve $ 457.85 NIA PT#3931710 $ 469.47 N/A PT#a93nto
$ 502.21
#4 3932185 Manifold exhaust $ 224.49 N/A $ 230.19 N/A $ 246.24
#5 3933841 Fuel Flow valve $ 976.68 N/A ~ $. 1,001.48 N/A $ 1,071.33
#6 3965953 ecM $ 1,797.73 N/A $ 1,841.36 N/A $ 1,969.80
#7 3973945 Ignition Module $ 13.55 N/A $ 13.90 N/A soot $ 97.75
#8 4001675 02 Sensor $ 395.68 N/A $ 405.28 N/A $ 433.55
#9 4062315 Humidity Sensor $ 153.81 N/A PTa49ss1zs $ 157.55 N/A PT#4955125 $ 168.54
#10 4089445 Turbocharger $ 1,480.57. N/A $ 1,516.52 N/A $ 1,622.30
#11 4921495 Fuel Pressure Switch $ 91.00 N/A $ 94.95 N/A $ 101.57
#12 4955226 Spark Plugs $ 53.82 N/A $ 55.13 N/A $ 58.98
New 4946293
#13 4946293RX Air Compressor $ 871
59 $ 666.15 Reconditioned
893
73
$ $ 713.22
$ 956
06 $ 782.04
. $ 336.38 core pin
3s444soo tee .
. $ 300.00 core . $ 350.00 corecng
off mnf's list price on items not listed
Payment Terms
Payment terms discoun 25% t0 25%
Net 30
N/A 20°/a t0 23%
=~ I;x ;l Ei ',~,;; ,te ~30 ;j¢'~
~~, '~~,;Elp , ',.4~ _ 3~h I ~ ; reCOn 5% t0 neW 23%
Net 30dayS
N/A
Frelgh Not included - CCP ships common carrier for pad sales
Pricing for shipping fees based on weight and size of product
There is no mark up on shipping fees.
Parts iha[ must be rushetl from Cummins factory antl cannot
wait until the stock °rtler arrives will receive a 17 h premium
charge. This basically covers the next day air shipping fee.
No[ included
Factory back order parts require inbound freight charges for
next tla tleliver No frei ht char es for 10-
y y 9 9 14 tlay delivery.
-
Inclutled
Renewal option year 2 (New) 4.5% increase of previous year's prices Increase subject to OEM increases 3% increase of previous year'sprices
Renewal option year 2 (Remanufactured) 4:5% increase of previous year's prices ~ Increase subject to OEM increases 3% increase of previous year's prices
Renewal option year 3 (New) 4.5% increase of previous year's prices Increase subject to OEM increases 3% increase of previous year's prices
Renewaloption year 3 (Remanufactured) 4.5% increase of previous year's prices ~ Increase subject to OEM increases 3% increase of previous year's prices
RFO#: 2946 Date 1/7/2009
ATTACHMENTA
Page 2 of 2
Vendor : Nirtb Am erican Bus Industries - Sou th Bay Ford 4M 'TEG of Califor nia
Item Part# Descri lion New RemnFd notes New Remnfd notes New Remnfd notes
#1 3289279 Belt Tensioner $ 46.02 N/A seu iensianer $ 45.56
$ 45.56
#2 3800976RX Water Pump $ 165.40 N/A $ 132.87 - $ 113.82
$ 34.50 core
#3 3933080 Fuel Shutoff Valve $ 478.31 N/A sss 3s3mo $ 473.59 R/BM 3931]10
$ 473.59
#4 3932785 Manifold Exhaust $ 234.52 N/A $ 253.67
$ 232.21
#5 3933841 Fuel Flow Valve $ 1,020.32 N/A $ 1,010.26 $ 1,010.26
#6 3965953 ECM $ 1,876.00 N/A $ 1,968.94 $ 1,968.12
#7 3973945 Ignition Module $ 14.16 N/A soot $ 15.31 $ 15.31
#8 4001675 025ensor $ 412.91 N/A $ 458.51
$ 458.51
#9 4062315 HumidirySensor $ 160.52 N/A ss#assstzs $ 178.24 Rta#assetzs $ 168.46
#10 4089445 Turbocharger $ 1,563.20 N/A $ 1,715.67 $ 1,715.67
#11 4921495 Fuel Pressure Switch $ 96.74 N/A $ 95.78
$ 8727
#12 4955226 s ark Plus
P 9 $ 56.17 N/A $ 62:36 $ 62.36
#13 4946293RX Air Compressor $ 932.19 N/A $ 719.47 $ 719'47
$ 345.00 core
off mnf's list price on items not listed 25:134% t0 26.86% COSt plus 15% 20% to 20%
Payment Term Net 30days Net 30 Net 30
Payment terms discoun N/A N/A N/A
Ffeigh Included Not indutled -Freight is on a case by case Not inclutled -Pads not stocked at local tlisiributor
Renewal option year 2 (New) 5% increase of previous year's prices dealer cost + 15°/o 7% increase of previous year's. prices
Renewal option year 2 (Remanufacmred) N/A dealer cost + 15% 7% increase of previous year's prices
Renewal option year 3 (New) 5% increase of previous year's prices dealer cost + 15°/o 10% increase of previous year's prices
Renewal option year 3 (Remanutactured) N/A dealer cost + 15% 10% increase of previous year's prices
RFQ#: 2946 Date 1/7/2009