sr-052212-3dCity of
Santa Monica
r *
City Council Meeting: May 22, 2012
Agenda Item: 3
To: Mayor and City Council
From: Edward F. King, Director of Transit Services
Subject: Reject Bid No. 3085 to Provide Alternative Fuel Vehicle Repairs
Recommended Action
Staff recommends that City Council:
1. Reject all bids received for alternative fuel vehicle repair services at the Big Blue
Bus.
2. Direct staff to reissue a request for bids in order to obtain the best bidder for this
project.
Executive Summary
The Big Blue Bus (BBB) requires repair services on electronic components of
alternative fuel vehicles in the fleet. Staff recommends that City Council reject all bid
responses to Bid No. 3085 to provide alternative fuel vehicle repair services in order to
obtain the best bidder for this project.
Background
BBB historically contracts out the technical work of repairing and maintaining
Programmable Logic Controllers (PLC) panels and electronic mirrors for the bus fleet as
well as maintenance of the battery chargers and other battery room components to an
outside firm that specializes in this area. As a result, significant savings estimated at
$40,000 annually have been realized rather than purchasing new panels, mirrors and
battery room components.
Discussion
In February 2012, the City published Notices Inviting Bids to provide repair service to
PLC panels and electronic mirrors for the bus fleet and for service and repair of the
battery chargers as required by the Big Blue Bus in accordance with City specifications.
1
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. Sixteen vendors downloaded the specifications, however
only one bid was received and publicly opened on February 28, 2012. During the bid
review process, it was determined that the bid project title suggested to some bidders a
different type of project. This reduced the number of qualified vendors that were notified
of the bid.
Staff recommends rejecting all bids, revising the project title, revising the technical
specifications, and reissuing a revised Notice Inviting Bids, with additional clarification to
the bid submittal requirements. This would provide potential bidders with a more clearly
defined set of requirements and would promote opportunity for the City to receive bid(s)
which accurately meet specifications.
Financial Impacts & Budget Actions
There are no budget or financial impacts associated with the recommendation made in
this report.
Prepared by: Eddie Benson, Transit Maintenance Manager
Approved: Forwarded to Council:
Edward F. King Rod Gould
Director of Transit Se ices City Manager
2