sr-062612-3e1
„YO City Council Report
Santa Muniea®
City Council Meeting: June 26, 2012
Agenda Item: 3E
To: Mayor and City Council
From: Edward F. King, Director of Transit Services
Subject: Passenger Vehicle /Light Duty and Fire Apparatus Tire Service
Recommended Action
Staff recommends that the City Council award Bid No. 3092 for purchase of tire service
for Fire Department and Big Blue Bus service vehicles to Byron Woodley Tire Co., a
California -based company, for a term of one year in the amount of $80,000, with two
additional one -year renewal options in the amount of $80,000 per option year, for a total
amount not to exceed $240,000.
Executive Summary
The Big Blue Bus (BBB) and Fire Department utilize a contracted vendor to provide
routine tire replacement and repairs for service vehicles. In addition the vendor provides
tire repair and front wheel alignment. The bid award is for a one -year period with two
additional one -year renewal options. The total expenditure for the three -year term would
be $240,000.
Discussion
Due to normal wear and tear and the number of miles operated, tires on BBB service
vehicles and all Fire Department vehicles need to be replaced every 20,000- 40,000
miles and /or every seven years. Also, front wheel alignments are needed on service
vehicles every time tires are changed or due to wear and tear of steering components.
The BBB operates a fleet of 22 service vehicles and the Fire Department operates a
fleet of 51 vehicles. To offset operating costs, all Fire Department vehicles are
maintained at the BBB maintenance facility where the vendor performs the service. The
tire service consists of delivery, mounting, balance and installing of new tires and also
includes repair of tires and front wheel alignment.
1
Vendor Selection
In April 2012, the City published Notices Inviting Bids to provide bus passenger
vehicle /light duty tires as required by the BBB and Fire Department 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. Over 320 vendors were notified and 11
prospective bidders made requests for bid documents. One bid was received and
publicly opened on April 25, 2012 (Attachment A). The bid was evaluated based on
price and compliance with City specifications. Staff recommends awarding the bid to
Byron Woodley Tire Co. The vendor met the minimum qualifications and has a positive
history with the City.
Financial Impacts & Budget Actions
The purchase order to be awarded to Byron Woodley Tire Co. for the three -year term is
$240,000. Funds are included in the FY 2012 -13 budget at the following accounts:
41651.555012 Service Vehicles $30,000
41651.555019 Outside Repairs -Fire Department $50,000
TOTAL $80,000
Budget authority for subsequent years will be requested in each budget cycle for
Council approval. Future funding is contingent upon Council approval. All funds used for
this purchase order come from funding sources specifically dedicated for transit uses.
Prepared by: Getty Modica, Transit Maintenance Officer
Approved: Forwarded to Council:
Edward F. King Rod Gould
Director of Transit Servic s City Manager
Attachments: Attachment A — Pricing
2
ATTACHMENT A
BID 3092 BID CLOSING DATE: 05/01/2012
BID DESCRIPTION: FURNISH AND DELIVER TIRES AND RELATED
SERVICES FOR PASSENGER AND LIGHT DUTY VEHICLES AS REQUIRED BY BBB
MISC DESCRIPTION
BYRON WOODLEY TIRE
CO
TIRE DESCRIPTION
ESTIMATED
ANNUAL
USAGE
UNIT PRICE
EXTENDED
COST
LT235/751115 GOODYEAR
30
$114.99
$3,449.70
LT245/75R17 WRANGLER SRA
30
$151.72
$4,551.60
P195/601116 BRIDGESTONE
30
$135.00
$4,050.00
P225/701115 EA RSA GOODYEAR
10
$87.74
$877.40
P225/601116 EA RSA GOODYEAR
30
$97.47
$2,924.10
P235/551117 RSA
30
$107.99
$3,239.70
P235/55SR17 EA RSA GOODYEAR
30
$107.99
$3,239.70
TOTAL TIRE EXTENDED COST
$22,332.20
MISC DESCRIPTION
UNIT PRICE
VALVE STEMS
$3.00
DISPOSAL
$2.00
DISMOUNT & MOUNT
$5.00
WHEEL BALANCE
$10.00
FLAT REPAIR
$25.00
ROAD CALLS
NO BID
WHEEL ALIGNMENT
$68.00
DISCOUNT PERCENTAGE FOR
TIRES NOT LISTED ABOVE
POLICE
50%
AUTO
48%
LT TRUCK
39%