SR-04-24-2012-3II
City of City Council Report
Santa monies
City Council Meeting: April 24, 2012
Agenda Item: 3 -1
To: Mayor and City Council
From: Edward F. King, Director of Transit Services
Subject: P -Trap Replacement Parts & Service
Recommended Action
Staff recommends that City Council award Bid No. 3086 to Ironman, Inc., a California -
based company, for P -trap replacement parts and service for a term of one year in the
amount of $150,000, with two additional one -year renewal options in the amount of
$150,000 each additional year, for a total amount not to exceed $450,000.
Executive Summary
Replacement parts and services are needed to maintain the particulate filters on diesel
transit buses (a device designed to remove particulate matter or soot from the exhaust
gas of an engine) to Original Equipment Manufacturer (OEM) standards and to maintain
compliance with the California Air Resources Board (CARB) regulations on Particulate
Matter (PM) and Nitrogen Oxide (NOx) emission levels. Staff recommends Ironman, Inc.
for Particulate -Traps (P- traps) replacement parts and service in an amount not to
exceed $450,000.
Discussion
In 2007, the Cleaire Longview particulate trap system was installed on Big Blue Bus
New Flyer transit coaches to reduce PM emissions by 85% and NOx emissions by 25 %.
For efficiency, the system requires routine maintenance and service. Part of the service
includes cleaning the diesel - particulate filter before reaching 200 grams in weight. To
preserve the integrity of the complete particulate trap system, filter cleaning must be
performed using the manufacturer's cleaning methodology.
Vendor Selection
In February 2012, the City published Notices Inviting Bids to provide P -trap parts and
service as required by the Big Blue Bus in accordance with City specifications. The bid
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was posted on the City's on -line bidding site, and notices were advertised in the Santa
Monica Daily Press in accordance with City Charter and Municipal Code provisions.
Eighteen vendors requested online bid packages. Two bids were received and publicly
opened on February 28, 2012 (Attachment A). Bids were evaluated based on pricing,
compliance with City specifications, meeting minimum qualifications, and positive
history with the vendor. Ironman, Inc. is the only bidder who met the bid specifications
of having the ability to provide replacement parts and clean filters using the
manufacturer's clean air methodology.
Financial Impacts & Budget Actions
The purchase order amount to be awarded to Ironman, Inc for the three -year term is
$450,000. Funds in the amount of $300,000 are available in the FY2011 -13 budget at
account number 0410106.589000. Budget authority for the subsequent years may be
requested in the following budget cycle for Council approval depending on the quantity
of diesel transit buses remaining in the BBB fleet. All funds used for this purchase order
come from funding sources specifically dedicated for transit uses.
Prepared by: Getty Modica, Transit Maintenance Vehicle Superintendent
Approved:
Edward F. King
Director of Transit
Attachments: Attachment A —Pricing
ON
Forwarded to Council:
Rod Gould
City Manager
ATTACHMENT A
BID DESCRIPTION: PROVIDE P -TRAP PARTS AND
SERVICES AS REQUIRED BY THE BIG BLUE BUS.
BID RESULTS FOR 3086 - P -TRAP PARTS AND SERVICES
COMPLETE COACH WORKS
IRONMAN PARTS & SERVICES
PRICING
RIVERSIDE, CA
CORONA, CA
DISCOUNT OFF OF MANUFACTURERS LIST PRICE FOR CLEAIRE PARTS:
NO BID
SEE COMMENTS
DISCOUNT OFF MANUFACTURERS LIST PRICE FOR DONALDSON PARTS:
60%
38%
LABOR COST PER HOUR:
$85.00
$82 PER PERSON
CLEAIRE CLEANING LEVEL 1, 2 & 3:
$300.00 PER FILTER
5% OFF LIST PRICE FOR EACH LEVEL
COMMENTS:
NONE
CLEAIRE DOES NOT CURRENTLY HAVE
A LIST PRCE FOR IT'S PRODUCTS BUT
ONLYA CONFIDENTIAL DEALER COST.
IRONMAN WOULD AGREE TO PROVIDE
PRODUCTS UNDER THIS CONTRACTAT
MARGINS MOTTO EXCEED 24 %-
RENEWAL OPTIONS
1. YEAR 2 AT 39/. INCREASE
YEAR 2 AT 2 "/o INCREASE
YEAR 3 AT 3% INCREASE
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