SR 07-12-2011 3H~,tyo, City Council Report
Santa Monica'
City Council Meeting: July 12, 2011
Agenda Item:
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: CNG Fueling Station Maintenance and Repair Services
Recommended Action
Staff recommehds that the City Council award Bid #3027 to Natural Gas Systems, Inc.,
a California-based company, to provide maintenance and repair services for the CNG
Fueling Station for athree-year term in an amount not to exceed $150,000.
Executive Summary
The City operates a CNG Fueling Station at the City Yards to provide fuel for City
vehicles. The CNG Fueling Station requires maintenance and repair services from a
specialized contrac#or. Natural Gas Systems, Inc. is recommended to provide
maintenance and repair services for the CNG Fueling Station for athree-year term in an
amount not to exceed $150,000.
Discussion
The CNG Fueling Station at the City Yards was originally built and put into .service in
2000 to fuel natural gas City vehicles. The compressors and other equipment were
upgraded in 2005. Since the opening of the CNG Fueling Station, the number of City
CNG vehicles has increased from 97 to 265. The fueling station now dispenses
approximately 225,000 gallons of CNG fuel per year. Maintenance and repair services
at the CNG Fueling Station must be performed by specialized and certified technicians.
The Fleet Management Division currently does not have technicians on staff to perform
these services. Scheduled maintenance on the CNG Fueling Station average 160
hours per year, and unscheduled repairs average 120 hours per year.
Vendor Selection
In March 2011, the City issued Notices Inviting Bids to provide maintenance and repair
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services for the CNG fueling station at the City Yard in accordance with City
specifications. The notice was published in the Sarita Monica Daily Press and posted
on the City's website. The following three-bids were received and publicly opened on
April 25, 2011:
Bidder Hourly Rate Emergency Rate
Natural Gas Systems, Inc. $90.00 $135.00
Trillium USA Company $90.00 $135.00
Mansfield Gas Equipment Systems Corp. $99.50 $1.45.00
Natural Gas Systems, Inc., is recommended as the best bidder based on competitive
pricing, vendor experience, and references.
Financial Impacts & Budget Actions
The purchase order amount to be awarded to Natural Gas Systems fora .three-year
term is $150,000.. Funds in the amount of $100,000 are included in the proposed
budget for FY2011-13 in account 54459.555010 at $50,000 per year. Budget authority
for subsequent years will- be requested in each biennial budget cycle for Council
approval.
Prepared by: Elizabeth Martyn, Administrative Analyst
Approved: Forwarded to Council:
G ~. ~~_ ~~
Martin Pastucha Rod Gould
Director of Public Works City Manager
Attachments: A -Bid Summary
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ATTACHMENT A
BID #3027
TITLE: PROVIDE MAINTENANCE & REPAIR SERVICES FOR THE CNG FUELING STATION AT THE CITY YARDS AS REQUIRED BY FLEET
BID CLOSE DATE: 04125/17 MANAGEMENT
PRICING
MONTHLY RATE: $ 1,815.00 $ 2,400.00 $ 998.00
ANNUAL RATE
(MONTHLY RATE x 12)
$
21,780.00
$
28,800.00
$
11,976.00
REPAIRS IN ADDITION TO INSPECTION/MAINTENANCE SCHEDULE
HOURLY LABOR RATE: _ $ 99.50 $ 90.00 $ ~ 90.00
EMERGENCY (AFTER HOURS) RATE: $ 145.00 $ 135.00 $ 135.00
DOUBLE (AFTER 12-HOUR DAY) RATE: $ 199.00 $ 180.00 $ 180.00
TRAVEL TIME(PORTAL TO PORTAL): $ 152.00 $~ 90.00 $ 180.00
PERCENTAGE DISCOUNT OFF MANUFACTURER'S LIST PRICE ON REPAIR
PARTS: ~
0%TO O%
OY TO O%
ADDITIONALINFORMATION: ~ REPLACEMENT HOSES AND VALVES FDUNDTO BE
FAULTY THROUGH SITE INSPERIONS ARE NOT
INCLUDED IN THE MONTHLY RATE 25Y MARKUP ABOVE OUR VENDOR COSTS. WE DO NOT
CHARGE LIST PRICE, ALL VENDOR DISCOUNTSARE PASSED
ONTO OUR CUSTOMER.
PAYMENT TERMS: NET 30 NET 30 NET 30
RENEWAL TERMS
PERIOD2(07/01/12-06/30/13): 3%INCREA6E 5%INCREASE 5%INCREASE
PERIOD3(07/01/13-06/30/14):
REFERENCES: 2%INCREASE
SUBMITTED 5%INCREASE
6UBMITTED 6Yo INCREASE
SUBMITTED
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