sr-012412-3nCity City Council Report
Santa Monica
City Council Meeting: January 24, 2012
Agenda Item: ✓ I V
To: Mayor and City Council
From: Edward F. King, Director of Transit Services
Subject: GFI Faeebox Parts and Service
Recommended Action
Staff recommends that the City Council award Bid No. 3068 to GFI Genfare, an Illinois -
based company, for the purchase and service of GFI farebox parts and components for
a one -year term, for a total amount not to exceed $200,000.
Executive Summary
Staff recommends award to GFI Genfare for purchase and delivery of GFI Odyssey fare
collection system replacement parts and service at specified unit prices plus applicable
sales tax. Due to the high volume of passengers that ride the Big Blue Bus (BBB), the
technical components that comprise the system, and the age of the fareboxes (the
system was purchased in 2001), the farebox components are changed out and repaired
frequently. The award would enable the BBB to maintain manufacturer
recommendations on the current fareboxes, reduce the on- the -road failure rate, and
maintain the effectiveness of and accountability of the fare collection system. The total
amount for the one -year term is $200,000.
Discussion
Fareboxes in transit coaches require routine preventative maintenance and repair.
Considering that the average BBB transit coach travels over 25,000 miles per year as
well as the high volume of cash revenue deposits, the fareboxes require replacement
parts and repair. When the system was purchased in 2001, BBB secured spare parts
with the original purchase to maintain the fareboxes in good condition. The systems are
subject to various road and weather conditions, and endure repetitive jostling.
Furthermore, the BBB relies upon valuable ridership and revenue data from the fare
collection system for planning and financial forecasting. For these reasons, replacement
parts and service are necessary on an ongoing basis until a new fare collection system
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is installed. A farebox replacement/refurbishment project will be presented to the City
Council later this year.
Vendor Selection
In October 2011, the City published Notices Inviting Bids to provide GFI farebox parts
and service 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. A total of nine firms received the Notice Inviting Bids. Of
those nine prospective bidders, only one bid was received and publicly opened on
November 9, 2011. GFI Genfare is recommended as the best bidder based on the
quality of service offered and the Big Blue Bus' positive experience with the firm. GFI
Genfare is recognized nationally as a leading provider of farebox equipment. Specific
pricing and per hour labor cost are detailed in Attachment A.
Financial Impacts & Budget Actions
The amount of the purchase order to be awarded to GFI Genfare for the one -year term
is $200,000. Funds are included in the FY 2011 -12 budget at account
C410099.589000. All funds used for this purchase order come from funding sources
specifically dedicated for transit uses.
Prepared by: Getty Modica, Transit Maintenance Superintendent
Approved:
Director of Transit
Attachment: Attachment A— Pricing
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Forwarded to Council:
Rod Gould
City Manager
Attachment A
7. Pricing
Labor to service components in shop $_L25. 00per hr.
Labor for on -site fareboxtvault systems $ per hr.
Below is a sample list of parts that the City Intends to purchase. Vendor may include other GFI
Odyssey farebox parts in bid response. The City Intends to purchase GFI Odyssey farebox and GFI
vault system parts needed and other parts not listed on an as needed basis.
Product Description
GFI Part Number
Cost Per Unit
S/A Bill Validator
C26300 -0001
$437.75
Bill Transport Assy.
D23698 -DO04
$580.92
S/A Cable, OCU, EXT
GND, 3FT
C23922 -0003
$ 45.58
StA OCU, 30 Button
D22832 -OD01
1313.25
Farebox Cover
D21345-Off
1 .03
Shaft Assembly —76
614633-0002
36:08
Shaft Assembly — 9
A14534 -0002
31.26
Shaft Assembly —5
B14240 -0001
64L61
Shaft Assembly —1
A14502 -0001
50.58
Shaft Assembly —4A
A15109 -0001
$ 45.72
Read Head
815705 -OD02
17.00
Chock Coil
A15713-01001
9.63
Bill Trans Motor
B0019D-MaTt VVVZ
4Z. 10
Trans 0-rinq Large
A01793 -0002
1,23
Bill Trans O-ring Small
A01793 -0003
.90
Belt 40 Groove
C09132 -0006
Flange Bearing
A00168 -001
$ 6.87
Bill Trans Belt
C09132 -0023
8.17
Trim Belt 175 Gr..
C14201 -0001
$ 4.77
Power Supply
022217 -0001
NOT A VALID
RENEWAL OPTIONS:
1. Same price, terms and conditions
Year 2: yes no GFI Agrees to a one (1) year agreement.
Year3: yes no
2. Year 2 _% increase/decrease (circle one) of previous year's prices
Specify alternate terms and conditions if applicable:
Year 3: _% increaseldecrease (circle one) of previous year's prices
Specify alternate terms and conditions if applicable:
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City of Santa Monica Bid 0068