sr-032712-3cI®
City of City Council Report
Santa Moaiea®
City Council Meeting: March 27, 2012
Agenda Item: 3C--
To: Mayor and City Council
From: Edward F. King, Director of Transit Services
Subject: ZF Transmission Repair Services
Recommended Action
Staff recommends that the City Council award Bid No. 3072 to HD Industries, a
California -based company, to provide ZF transmission overhaul services and repair for
a one -year term, for a total amount not to exceed $200,000.
Executive Summary
Staff recommends award to HD Industries for ZF transmission overhaul services, repair
and installation at specified unit prices, plus applicable sales tax. The total estimated
expenditure for the one -year term is $200,000.
Discussion
The ZF transmissions are critical components of approximately 31% of the buses in the
Big Blue Bus fleet. Based on transit fleet industry standards, a ZF transmission should
be overhauled at the 300,000 mile mark. The re- manufacturing must be performed by
an authorized ZF transmission dealer, using genuine ZF parts and tested on a
Dynamometer to simulate road speeds. The transmission overhaul services would
enable the Big Blue Bus to maintain the 62 buses equipped with ZF transmissions to
Original Equipment Manufacturer (OEM) specifications and to minimize roadside
breakdowns related to ZF transmission premature failures.
Vendor Selection
In January 2012, the City published Notices Inviting Bids to provide ZF transmission
overhaul and. repair services as required by the Big Blue Bus in accordance with City
specifications. The bid was posted on the City's on -line bidding site and notices were
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advertised in the Santa Monica Daily Press in accordance with City Charter and
Municipal Code provisions. Fifteen prospective bidders made requests for bid
documents. One bid was received and publicly opened on January 31, 2012 per
Attachment A. The bid was submitted by the only authorized dealer in the western
United States. Southern California and bid evaluation was based on price and
compliance with City specifications. Based on these criteria, HD Industries is
recommended as the best bidder.
Financial Impacts & Budget Actions
The total amount of the purchase order to be awarded to HD Industries for the one -year
term is $200,000. Funds are available in account number 0410106.589000. All funds
used for this purchase come from funding sources specifically dedicated for transit
uses.
Prepared by: Getty Modica, Transit Vehicle Maintenance Superintendent
Approved:
Edward F. King
Director of Transit
Attachments: Attachment A — Pricing
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Forwarded to Council:
Rod Gould
City Manager
Attachment A
3. Minimum Qualifications
• Vendor must have a minimum of five years' experience in rebuilding T drive
ZF Ecomat 6H P- 592c transmisslons,
• Vendor shall be a certified distributor /dealer for ZF transmissions and parts.
• Vendor shall use new genuine ZF parts only. After - market parts are not
acceptable.
• Technicians rebuilding Big Blue Bus ZF transmissions shall be ZF factory .
trained and certified to rebuild Ecomat 6HP -592c transmissions.
• Vendor shall submit proof that they meet all Minimum Qualifications of this
bid.
3. Pricing
• Soft rebuild including parts and labor $ 8,480.00 _per unit
• Hard rebuild including parts and labor $17,480.00 per unit
(Not including transmission casing)
Cost of complete solenoid replacement $ 2,314.84 per set
• Cost of reverse hot oil flush cooler cleaning $ 350.00 per unit
Cost of new ZF Ecomat 6HP- 952c transmissions $ 24,254.55 per unit 5 to 6 weeks
• Cost of swing.rebuiit $ §,980.00 per unit
• Core charge for swing transmission' $107000 per unit
• Discount front list price for additional parts needed 20 %
• Transmission casing4149 201 002 $ 3..933.34 per unit
• Remove and replace transmission on New Flyer bus (at vendor facility/ Big Blue
Bus facility) $ 2.400 00 -per unit / $ 1,900.00 per unit.
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• Time and material at overtime hours (at vendor facility / Big Blue Bus facility)
$ 150 00 •per hour / $ 150.00 per hour.
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City of Santa Monica Bid 163072