sr-061411-3pCity Council Meeting: June 14, 2011
Agenda Item: ?~-~
To: Mayor and City Council
From: Stephanie Negriff, Director of Transit Services
Subject: Repair Services to Transit and Fire Vehicles
Recommended Action
Staff recommends that the City Council award Bid No. 3036 to Grigsby's Santa Monica
Automotive, aCalifornia-based company, to provide repair services on transit and fire
vehicles for athree-year term, for a total amount of $280,000.
Executive Summary
Recommendation to award. Bid #3036 to Grigsby's Santa Monica Automotive; to provide
repair services on transit and fire support vehicles at specified unit prices plus
applicable sales tax, through June 30, 2014. Two additional one-year renewal options
are available, subject to annual budget approval. The total expenditure for the three-
yearterm is $280,000.
Discussion
The Big Blue Bus manages the maintenance and repair of all Fire Department support
vehicles as well as its fleet of service vehicles. To ensure proper operation and safety,
the vehicles must be maintained to manufacturers' recommendations. The Big Blue Bus
maintenance facility hoist and repair bays are designed for transit coaches and. heavy
duty vehicles. Without dedicated staff and equipment, it is more efficient to contract
maintenance-.and. repairs of the light duty vehicles to an outside contractor.
Vendor Selection
In April 2011, the City published Notices Inviting Bids to provide repair services on
transit and fire vehicles 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 Dailv Press in accordance with City
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Charter and Municipal Code provisions. Two bids were received and publicly opened
on April 26, 2011 per Attachment A. Bids were evaluated based on cost of service per
specifications and City's history with vendor. Based on these criteria, Grigsby's Santa
Monica Automotive is recommended as the best bidder. Services would include
bumper-to-bumper preventive maintenance inspection services and component repairs:
Grigsby's provides pick-up and delivery of vehicles, allowing City staff to remain at their
job site while vehicle is being repaired.
Financial Impacts & Budget Actions
The purchase order amount to be awarded to Grigsby's Santa Monica Automotive for
the three-year term is $280,000. Funds in the amounts of $93,333 for FY 2011-12 and
$93,333 for FY 2012-13 have been included in the proposed budget as follows:
$23,333 in account 41651.555012 for FY 2011-12
$25,000 in account 41651.555019 for FY 2011-12
$45,000 in account 41651.544220 for FY 2011-12.
$23,333 in account 41651.555012 for FY 2012-13
$25,000 in account 41651.555019 for FY 2012-13
$45,000 in account 41651.544220 for FY 2012-13
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:
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-'- -•,
- u, ~~ ~J C
p anie Negriff i Rod Gould
~r ctor of Transit Services City Manager
Attachments: Attachment A -Pricing
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ATTACHMENT A
BID #: 3036 BID CLOSE DATE: 4/26/2011
BID TITLE: REPAIR AIR SERVICES TRANSIT&FIRE DEPT VEHICLES -
Gri~sby's;aMa Moltica AutamoY'rye
$ohTa MOIjlEO, CA; Penske [hRvrolet of Cer[ito3
Yehitos, CA-
PRICING: - local preference
__
HOURLY LABOR RATE: _
$ 76.00 $ 74.25 BLANK
EMERGENCY (AFTER HOURS) LABOR RATE: $ 75.00 $ 74.25 BLANK
INDICATE YOUR "AFTER HOURS": 6:00 PM TO ' 7:OOAM _ __ BLANK TO BLANK
__
PICKUP & DROP OFF RATE: $ BLANK
DISCOUNT OFF MANF. LIS7 PRICE ON PARTS: 10-15% BLANK
PAYMENT TERMS: NET 30 S% NET 20
RENEWAL OPTIONS:
YEAR 2: SAME PRICE, TERMS, & CONDITIONS SAME PRICE, TERMS, & CONDITIONS
YEAR 3: SAME PRICE, TERMS, & CONDITIONS 20 % INCREASE