sr-041409-1cCity Council Meeting: April 14, 2009
Agenda Item: ~ r~
To: Mayor and City Council
From: Stephanie Negriff, Director of Transit Services
Subject: Provide Body Repair and Painting of Transit Coaches
Recommended Action
Staff recommends that the City Council award Bid No. 2968 to Carlos Guzman Inc. to
provide body repair and painting of transit coaches. The award shall be for aone-year
period with three additional one-year renewal options.
Executive Summary
Body repair and painting of transit coaches are necessary as a normal part of wear and
tear throughout the useful life of a bus. Carlos Guzman Inc. is recommended to provide
this service following a formal bid process. The bid award is for a specified hourly labor
and material price plus applicable sales tax for aone-year period with three additional
one-year renewal options with the same price, terms and conditions for the first renewal
year and a possible increase in renewal option periods three and four, not to exceed
5%. The total annual estimated expenditure is $300,000 with the four-year term
estimated at $1,200,000.
Background
The Big Blue Bus requires body repair and painting services for transit coaches that
become damaged. It is essential that vehicle exteriors be maintained promptly to
preserve service quality. Big Blue Bus has staffing to perform a limited number of body
repairs in-house. However, for more extensive campaigns and detailing work, buses are
sent to an outside vendor.
Discussion
In November 2008, the City published a Notice Inviting Bids to provide body repair and
painting of transit coaches in accordance with City specifications. Bid forms were
1
mailed to fourteen (14) vendors, posted on Planet Bids and notices were advertised in
accordance with City Charter and Municipal Code provisions. Five bids were received
and publically opened on January 23, 2009 per the pricing attachment.
Vendor Selection
Bids were evaluated based on competitive pricing, turnaround time for repairs to be
made, vendor .experience, .and references. Based upon these criteria, Carlos Guzman
Inc. is recommended as the most responsive bidder to provide the required services.
Financial Impacts & Budget Actions
Funds in the amount of $210,000 are available in account 41651.555011.60W "Outside
Repairs-Buses" and $90,000 in account 41651.544220.60W "Repair Parts-Buses."
Budget authority for the subsequent years will be included in each annual proposed City
budget.
Prepared by:
Ralph Merced, Transit Maintenance Manager
Approved:
ie Negriff
of Transit
Forwarded to Council:
~,~'" ~'~ ,~/rte ~U~-'i
P. L nt Ewell
City Manager
Attachment: Pricing
2
Purchasing Section
nom. 1]i] Fouah SVeet, Buita 250
Santa Monica, CA 90401
Telephone'. 310-4588281
F:a. x..e:- ___ Faz'. 310-3966142
ATTACHMENT
Vendor - Carlos Guzman Inc. - Joe's fleet Painting Quality Pleat & Truck Smith & Hartford ':West CoachCorp
SlgheI HIII CA .Fontana CA SGardena CA Compton CA Chino CA.
Pricing Rate Notes Rate Notes Rate Notes Rate Notes Rale Notes
labor $ 32.00 $ 62.00 $ 58.00 $ 38.00 $ 76.00
HoudY eeum~e~ca
shop rate paint a materials (rermish
$ 30.00
$ 20.00 o
COST + 20 /o
Par mvmce
$ 30
00 c
amwauoas
a~a maoao-y $ 30
00 eateaa' 6 are
par
a
. areaaaraa we . rmm l
bor
caarge for pat 60616
o nt ou
Miscellaneous material mark up 20% 10% 20% 20% 18%
(small
1 1/2 - 2 days damage/ a¢
naing
Estimated turn around time aa`mayel 3-4 days on
magnnme a 10 days 4 days 8 to 10 da
s
Assessetl accortling to the Large repairs y
tlamage8paa availability tlamagesl neeaetl
ccitlems
o
Tote'. s szzo t a az.1o s s sa.zo s Be.zo a $ 1ob.'la s
Applicable sales tax t9.,2.5"nt` $ 695 fl C Z69 $ G 5.38 5 3 681 B g,gg g
Grand total $ 67.95 y _ $ 59.69 $ _ $ " 63.58 $. $ 74.51 $ $ 116.00 $
Payment Terms
P Net 20 days Net 30 30 day
ayment terms tliscounl N/A N/A N/A
1 % Local Ventlor Preference N/A N/A N/A N/A N/A
Total after discounts) $fi7.95 $0.0 $89.69 $0.00 $63.56 $0.00 $74.51
$0.00
$116.00 0
Renewal Option PeOOtl:
(]/V0 9 - 6/30110; N/A Same price. terms antl contliti¢nsas
l 5%chan eof fs
9 previous yea prices Sameprice, termsantlc¢ntlirions as 5%changeof previous years prices ores
prev
ous year revlous
p year
price lntlex Increases
Renewal Optlon Periotl;
p/1/10-6I30I1P 25y
Possible increase. NOt tlepentling Same prlce, teems and contliti¢nfi as
i
5%chan9e of previousyeafs paces Same
Price, terms antl cenditions as
5%change ofPrevlous years prices ores
so much on Living Wage but on cost of prev
ous year prev us year pace intlex increases
Renewal Option Perietl4
(])1/11-619 0112) materials antl pans (overbeatl - indutling
ins.0o¢t, etc J, Iflhey increase.
Same pace, terms antl contligonsa
i
6%change of prevlous years prices p
Same ace, terms antl contlitions a6 ge of prevlous year's prices or as
5%chan
prev
ous year previous year price intlex increases
statement or nomcollusien Complete Complete Complete Complete Complete
Algeavi Complete Complete - Complete Complete Complete
eervlce pertormetl on City pmpeal No, but can. We have an AOMD Various
I NO
' Yes Ye
ecagons permit to de so s
Delivery in company vehicle No, not usually but can. We meet Ins. No Ves V
Requirements es
Business License & Insurance requirements Gan comply Can comply
~ ~ Can comply Can comply
oaks lnitlativ6 Complete x ~ _ ~~.~ ~ -.f . ,
Llvin9 Wage Complete Ccmplete Complete Complete Complete
#ef emploYees affectetl by LW . _' 1 "' 5 6 < ~~ t ~.
Adtlentlum 1 Complete Complete Complete Complete-
Aatlentlum2 Complete Complete Complete Complete