sr-022310-1f~~
City of
Santa Monica
City Council Report
City Council Meeting: February 23, 2010
Agenda Item: ~ ~' F
To: Mayor and City Council
From: Stephanie Negriff, Director of Transit Services
Subject: Award a Bid to North American Bus Industries Inc. for Alternative Fuel
Transit Coaches
Recommended Action
Staff recommends that the City Council
1) Authorize the City Manager to award Bid No. 2981 to North American Bus
Industries Inc. (NABI) for the purchase of nine low floor compressed natural gas
(CNG) transit coaches, including tax, miscellaneous spare parts and 10%
contingency, with options to purchase up to an additional 58 coaches over afour-
yearoption period, subject to approval by the City Council.
2) Authorize the City Manager to negotiate and execute a contract in the amount of
$5,115,261.
3) Authorize City Manager to issue a Notice to Proceed.
Executive Summary
Forty-foot low floor buses are desired to operate on Big Blue Bus (BBB) fixed route
services in order to improve operational efficiency and service quality. The total cost of
$5,155,261 includes CNG base vehicle costs, spare parts, tax, training, Americans with
Disabilities Act (ADA) equipment, delivery, extended warranty, and a 10% contingency.
In accordance with the City's policy on sustainability, BBB will replace-nine 40-foot
diesel powered buses with CNG alternative fueled buses, which have exceeded their
useful life of 12 years.
Of the total purchase cost of $5,155,261, three buses will be purchased with American
Reinvestment and Recovery Act (ARRA) economic stimulus funding in the amount of
$1,874,662.
Background
Santa Monica's Big Blue Bus developed a Capital Improvement Program to replace
aging buses as they approach the end of their useful life. Federal Transit Administration
(FTA) guidelines set the useful life of a transit coach at 12 years of age. Experience
indicates that buses exceeding this age are more costly to maintain and operate. These
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buses will replace transit vehicles that are 13 years old. The new buses, in addition to
being less costly to maintain, will enhance customer comfort and reduce service
interruptions
In accordance in the City's policy on sustainability and California Air Resources Board
requirements, the Big Blue Bus purchases only alternative fuel buses. Currently, over
50 percent of buses run on alternative fuel with the remaining buses on biodiesel. With
the additional nine 40-foot buses and 11 articulated buses due to arrive in October
2010, over 65% of the transit fleet will be powered with natural gas or hybrid technology.
Ih February 2009, the American Reinvestment and Recovery Act-was passed which
provided over $14 million in stimulus funds to the Big Blue Bus. ARRA funds totaling
$1,874,662 will purchase three of nine buses included in this solicitation.
Discussion
Vendor Selection
In September 2009, the City published a Notice Inviting Bids to furnish and deliver up to
nine 40-foot advanced design low floor alternative fuel (CNG) coaches in accordance
with City specifications. Bid forms were posted on Planet Bids and notices were
advertised in accordance with City Charter and Municipal code provisions. Four bids
were received and publicly opened on November 5, 2009 (Attachment A). Based on the
cost analysis per vehicle, NABI is able to furnish the required buses at the lowest cost to
the City. In our current fleet, BBB operates 37 NABI buses originally purchased in 2002.
Staff reviewed the four bids received and determined NABI was the lowest responsive
bidder based on the information submitted. Responsiveness included price breakdowns
for spare parts, training, publications and diagnostic tools which were requested in the
bid.
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a contact with NABI and to issue a Notice to Proceed. Once a contract has
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been executed; the anticipation delivery date for the first 40-foot bus would be
September 2011.
Financial Impacts & Budget Actions
The project total cost is $5,155,261 including:
9 coaches including spare parts and training: $4,686,601
Contingency (10%) $468,660
The project is funded by the American Reinvestment and Recovery Act (ARRA) and
FTA Section 5307 Capital Funds. Funds for this. purchase are available in account
0410519.589000.
Prepared bys
Ralph Merced, Transit Maintenance Manager
Approved:
Forwarded to Council:
._,~,
Steph~e Negriff Rod Gould
Direc~o of Transit Services City Manager
Attachment:
A. 40-foot Bus Bids
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40-t®®t bus Bads Attachment A
CNG
NABI ORION NEW FLYER EL DORADO
Base Bus 410,982.00 402,040.00 .424,990.00 451,200.00
Tax (9.75%) 40,070.75 39,198.90 41,436.53. 43,992.00
Subtotal 451,052.75 441,238.90 466,426.53 495,192.00
ADA Equipment 17,075.00 42,304.00 22,439.00 29,000.00
Extended Warranty-Engine 5,455.00 5,712.00 4,800.00 4,800.00
Extd. Warranty-Transmission 2,455.00 3,962.00 2,160.00 3,950.00
Delivery 7,786.00 5,483.00 4,332.00 200.00
Cost per:Bus `483,823.75 < 498;699:90 ! 500,157.53 533,142.00
isYOrder-(9).buses 4,354,413.71 4,488,299:10 4,501,417.73 -4,798,278:00
Spare Parts 216,304.00 113,388.00 107,726.00 164,922.00
Tax 21,089.64 11,05533 10,503.29 16,079.90
Subtotal ):237,393.64 124,443133 -118;229.29 181,001:90
Training 60,227.00 72,169.00 68,868.00 42,000.00
Publication 10,713.00 Non-Responsive 8,085.00 Non-Responsive
Diagnostic TOOls 23,854.00 Non-Responsive 30,109.00 16,000.00
Subtotal .94;794.00 72,169:00 °:107,062.00 b8,000.00
', Total Cost of'1st Ortler 4,686,b01.35 4,684,931.43 4,726,709.01 5,037,279.90
1st Bus Schedule 13 months 12 months 19.5 months 17 months
Total Available Funds $6,115,626
LNG
EL DORADO NEW FLYER
Base Bus 444,500.00 475,570.00
Tax (9.75%) 43,338.75 46,368.08
Subtotal 487,838.75 521,938.08
ADA Equipment 29,000.00 22,439.00
Extended Warranty- Engine 4,800.00 4,800.00
Extd. Warranty-Transmission 3,950.00 2,160.00
Delivery 200.00 6,573.00
Costper Bus -. 525,788.75 557,910:08
-1st Order?(9)buses -x.4,732,098:75 5,021;190.685
Spare Parts 161,552.00 107,353.00
Tax 15,751.32 10,466.92
Subtotal '. 177;303:32 :317;519.92.
Training 42,200.00 68,868.00
Publication Non-Responsive 8,085.00
Diagnostic Tools 16,000.00 30,109.00
"Subtotal :58,200.00 -.107,062:00
Total Co"st of 1st Order R;967,602.OZ 5,246,Q72.59'.
1st Bus Schedule 17 months 19.5 months
contingency (10%) - 468,660.13
total 5,155,261.48
Reference Contract No.
9175 (CCS).