sr-061411-3mCity Council Meeting: June 14, 2011
Agenda Item: ~ " M
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 City Council award Bid No. 3023 to General Physics
Corporation, aCalifornia-based company, to provide maintenance, repair, service and
parts for the Liquefied. Compressed Natural Gas (LCNG) fueling station for afour-year
term for a total amount of $560,235.
Executive Summary
Staff recommends awarding Bid No. 3023 to General Physics Corporation to provide
maintenance, repair, service and parts for the LCNG fueling station at specified rates
plus applicable sales tax, through June 30, 2015. Three additional one-year renewal
options are available at a 3°/u increase each year. The total expenditure for the four-year
term is $560,235.
Background
The LCNG fuel system was built and put into service in 2002 to fuel the Liquefied
Natural Gas (LNG) and Compressed Natural Gas (CNG) buses. The Big Blue Bus fuels
its fleet of 125 LNG buses at the facility on a daily basis. The City's fleet of CNG
vehicles is also fueled at the station. The LCNG fuel system dispenses approximately
3,250,000 gallons of LCNG per year.
LCNG fuel systems incorporate very sensitive and costly components, some of which
require lead times of up to three to four months to replace. Many of the components will
be warehoused to minimize down time due to the essential operation of the fueling site.
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Discussion
In March 2011, the City published Notices Inviting Bids to provide maintenance, repair,
service and parts for the LCNG fueling station as required by the Big Blue Bus in
accordance with City specifications. The bid was posted on the City's on-line bidding
site, Planet Bids, and notices were advertised in the Santa Monica Daily Press in
accordance with City Charter and Municipal Code provisions. Two bids were received
and publicly opened on March 21, 2011 per Attachment A. Bids were evaluated based
on competitive pricing, vendor's experience and references. Based on these criteria,
General Physics Corporation is recommended as the best bidder.
Financial Impacts & Budget Actions
The purchase order amount to be awarded to General Physics Corporation for the four-
yearterm is $560,235. Funds in the amounts of $140,059 for FY 2011-12 and $140,059
for FY 2012-13 have been included in the proposed budget in accounts 41651.555015
for $60,000 and 0410826.589000 for $80,059 for FY 2011-13. Future funding for
additional years will be requested in future years' budgets and will be contingent upon
Council's approval. All funds used for this purchase come from funding sources
specifically dedicated for transit uses.
Prepared by: Ralph Merced, Transit Maintenance Manager
Approved: Forwarded to Council:
S e anie Negriff i~ Rod Gould
D'ir~ctor of Transit Services City Manager
Attachment A: Pricing
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ATTACHMENT A
elD RESULTS
BID q: 3023 CLOSE DATE: March 21, 2011
BID TITLE: PROVIDE MAINTENANCE,REPAIR &SERVICE OF THE LNG/CNG FUEL FACILITY AS REQUIRED BY THE BIG BLUE BUS.
General Physics Corporation-
Esegntlitlo, CA Clean Energy,
Seal eegch, CA
PRIC ING SERVICE RATES:
ITEM DESCRIPTION
PRICE PER ONE (l)92 DAV SERVICE per specificafions~: $ 3,200.00 /SERVICE $ 4,100.00 /SERVICE
EXTENDED AMOUNT
ANNUAL RATEOF920AYSERVICE
$
12,800.00
/YEAR
$
16,400.00
/YEAR
ITEM DESCRIPTION gppI TIONAI SERVICES BEYOND SPECIFICATIONS Ap01TIONAL SERVICES BEYOND SPECIFICATIONS
' HOURLY LABOR RATE (7AM -4PM) $ 90.00 /HR $ 150.00 /HR
EMERGENCY RAFTER-HOURS)RATE $ 105.]5 /HR $ 150.00 /HP
SATURDAY $ 105.]5 /HR $ 150.00 /HR
SUNpgY $ 121.50 /HR $ 150.00 /HR
EgUIPMENT COST fOR GOODS QF DIFFERENT) /HR /HR
TRAVELTIMEIFAPPLICABLE:
PER TRIP OR MINIMUM
N/A
N/A
RENEWAL OPTIONS/SERVICE MAINTENANCE:
PERIOD 2: 3%INWEASE
3°h INCREASE
PERIOD 3: 3°h INCREASE
3°6INCREASE
PERIOD 4: 3bINCREASE
3%INWEASE
SPA RE PARTS FOR LNG/CNG STATION:
ESTIMATED PERIOD 1 PERIOD 1
N
1 ANNUAL
QUANTITY
1
DESCRIPTION
COOLED END FOR THE LNG PUMPS
"
UNIT COST
$ 11,412.00
E%TENOED COST
$ 11,412.00
DELIVERY WITHIN
90 DAV5
UNITfOST
$. 10,275.20
E%TENOED[OST
$ 10,2]5.20
DELIVERY WITHIN
56 DAV5
2 3 1/2
WORCHESTER PACKING KITS $ 188.89 $ 566.6] 20 DAYS $ 184.24 $ 552.72 14 DAYS
3 3 1"WORCHESTER PACKING KIT $ 231.00 $ 693.00 20 DAYS $ 286.32 $ 858.96 14 DAYS
4
5 3
3 11/2" WORCHESTER PACKING KITS
2"WORfHE$TER PACKING KITS
" $
$ 311.46
343.64 $
$ 934.38
1,030.92 20 DAYS
20 DAV5 $
$ 35].28
454.38 $
$ 1,0]1.84
1,363.14 14 DAYS
14 DAYS
6 1 3
WORCHESTER PACKING KITS $ 521.23 $ 521.23 20 DAYS $ 66].25 $ .66].25 14 DAV5
] 4 KUNKLE RELIEF VALVES $ 218.52 $ 8]4.08 15 DAYS $ 156.85 $ 62].40 21 DAV5
e 10 END SEATS FOR IC CgRTEft LNG NOZZLE $ 109.64 $ 1,096.40 10 PAYS $ 143.16 $ 1,431.60 14 DAYS
9
1D 1
1 JC CARTER N02ZLE W/ADAPTER FITTING
MACRO TECH VENT NOZZLE $
$ 9011.09
365.8] $
$ 9,011.09
365.8] 10 pAYS
S DAYS $
$ 7,593.]4
262.2] $
$ ],593.]4
262.2] 21 DAV5
J DAYS
11
12 2
q GRDUND REELS FOR DISPENSERS&OFFLOAD
FUELING HOSES $
$ 26].4]
fi52.00 $
$ 534.94
2,608.00 SDAYS
15 DAYS $
$ 352.05
361.01 $
$ ]04.10
1,444.04 ]DAYS
21 DAYS
13
14 q
2 VENT HOSES
MACHINED BREAKAWAY FITTINGS FOR LNG $
$ 536.00
532.29 $
$ 2,144.00
1,064.58 i50AY5
200AY5 $
$ 243.]5
303]5 $
$ 9]S.OD
60].50 21 DAYS
]DAYS
15
16 2
2 CGA GASKETS FOR OFFLOAD FITTING
RETRACTORS FOR DISPENSER HOSE $
$ 20.93
233.33 $
$ 41.86
466.66 SDAYS
15 DAYS $
$ 39.28
260.56 $
$ ]8.56
521.12 ]DAYS
] OAVS
1] 1 SUREX 3600 psi $ 1,]08.63 $ 1,]08.63 15 DAV5 $ 1,599.00 $ 1,599.00 210AY5
18 1 SUREX 3000 psi $ 1,]09.51 $ 1,]04.51 15 DAYS $ 1,599.00 $ 1,599.00 21 DAV5
19 1 COOLED END FOR THE LNG PUMPS $ $ 10,891.]1 $ 10,891]1
20 1 LNG OFFLOAD PUMP $ 60,455.40 $ 60,455.40 120 DAV5 $ 55,556.25 $ 55,556.25 126 DAV5
21 1 SPARE PASS THROUGH FOR LNG $ 99]]5 $ 99275 30 DAYS $ 941.03 $ 941.03 28 DAYS
22 1 LNG BOOST PUMP $ 22,8]9.42 $ 22,8]9.42 90 pAYS $ 22,335.]5 $ 22,335.75 84 DAYS
PAY MEN T TERMS NET 30 NET 30
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