SR-10-23-2012-3KCity Council Meeting: October 23, 2012
Agenda Item: 3—K_
To: Mayor and City Council
From: Edward F. King, Director of Transit Services
Subject: Provide Motor Oil, Automatic Transmission Fluid and Other Lubricants to
BBB and Public Works Fleet Management Division
Recommended Action
Staff recommends that the City Council award Bid No. 4006 to Rosemead Oil Products
Inc., a California -based company, for the purchase and delivery of motor oil (recycled
and new), automatic transmission fluid and other lubricants for transit coaches and City
vehicles for a term of one year in the amount of $266,000 with two additional one -year
renewal options in the amount of $266,000 and $279,300, respectively, for a total
amount not to exceed $811,300.
Executive Summary
Changing oils and lubricants on transit coaches and other City vehicles is a necessary
and normal part of preventative maintenance. Transit buses and City fleet vehicles use
different types of oils and lubricants. Following a formal bid .process, Rosemead Oil
Products, Inc. is recommended to provide re- refined motor oil, new oil, transmission
fluid and other lubricants. The bid award is for .specified oils and lubricants plus
applicable sales tax for a one -year period with two additional one -year renewal options.
The first option year has a 0% increase, the second option year has a 5% increase. The
same terms and conditions apply for all periods.
The total annual expenditure for both BBB and Public Works Fleet Management
Division is $266,000 for the first and second year periods. The third option year has a
5% increase for a total of $279,300. The combined three -year period amount is not to
exceed $811,300.
Discussion
Routine maintenance is essential to operating transit buses and other City vehicles
maintained by the BBB and the Public Works Fleet Management Division. Today's low
1
emission engines require high quality oils and lubricants that meet Original Equipment
Manufacturer (OEM) specifications and standards. Transit bus transmissions require
synthetic type lubricants that have a long life and provide superior lubricating properties.
Allison, the bus transmission manufacturer, requires that the fluids and oils be as
specified in order to honor the warranty. Replacement of engine oils and other
lubricants with OEM approved lubricants ensure reliability, efficiency and help to extend
the useful life of equipment.
BBB and Public Works Fleet Management Division use re- refined motor oils where
possible and permissible by OEM specifications. These oils are derived from used
motor oil that is re- refined and processed to an as new condition. After refining, specific
additives are blended that comprise the new chemical makeup. Unfortunately, some
engine OEM's require oils and lubricants that are only available as new. For this reason,
this award also includes new oils and lubricants for components that require new fluids
to maintain OEM warranties.
Vendor Selection
In August 2012, the City published Notices Inviting Bids to provide motor oil and
automatic transmission fluid as required by the Big Blue Bus and Public Works Fleet
Management Division responsible for maintenance of transit coaches and City fleet
vehicles in accordance with City specifications. The bid 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. Four bids were received
and publicly opened on September 10, 2012 per Attachments A and B. Bids were
evaluated based on price, product availability, selection, quality of material, and
compliance with City specifications. While not the lowest bidder, Rosemead Oil
Products, Inc. is recommended as the best bidder based on the evaluation criteria to
provide motor oils and lubricants in accordance with the City specifications.
2
Financial Impacts & Budget Actions
The purchase order amount to be awarded to Rosemead Oil Products Inc., for the
three -year term is $811,300. Big Blue Bus funds in the amount of $240,000 are
available in FY 2012 -13 budget at account number 41.111009 and come from funding
sources specifically dedicated for transit uses. Public Works Fleet Management Division
funds in the amount of $26,000 are available in account 54459.522910. Budget
authority for the subsequent years will be requested in the following budget cycle for
Council approval.
Prepared by: Getty Modica, Transit Maintenance Officer
Approved:
Edward F. King
Director of Transit
Forwarded to Council:
't
Rod Gould
City Manager
Attachments: Attachments A & B — Pricing
k,
BID 4006
BBB PRICING
BID DESCRIPTION: PROVIDE MOTOR OIL& ATF FLUIDAS REQUIRED BY BBBAND FLEET ATTACHMENTA
DION &SONS INC
ROSMmw
] FATTEN ENERGY, INC -
':
SOUTHERN COUNTIES LUBRICANTS
V:LONGSEACH,CA
SAN CA
LOSANGELES,CA
ORANGE,CA
-
EST. ANNUAL
C UNIT
EMENDED
BRAND
UNIT
BRAND
UNIT -
EXTENDED
BRAND
UNIT COST
EXTENDED
DESCRIPTION
BRAND
'. USAGE
.COST
COST::
COST
COST
COST
:COST
.
NORTH AMERICAN
DIESEL
SHELL ROTELLA T140
200
51059
$ 211].80
SMART SAE 40 CF -2
S]97
0
LUBRICANTS
$944
$ 188800
`)6 TRITONSOOS E G), SAE
3015
$ .163000
SAE -0OWT
PUREGREEN FLEET
-
d0
z
NOR AMERICAN
SAE-0SW140 DIESEL
ELO POWER HD 15Wd0
6000
5869
S 62140.00
SMART SAE i5W40 CJ-0
$]81
0
LUBRI
LUBRICANTS EXTRA-
$840
$ 504000076
FIREBIRO RE- REFINED
$730
$ 4380000
-.
DUTY M.O.
$)22
$ 43,320.00
SUPREME
SUPREME
-
-
$AE- 151NI40 CNGILNG '.
ECO POPWER NGP bW 40
6500
$930
$ 60450.00
SMART SAE 1 6W40CNG PLUS
$925
0LUBRIAMERICAN
$ 60125.00
LUBRICANTS
$829
$ 53885.00')6
TRITION VGEO PLUS
$825
$ 5362600
NGEO
;::
PRUREGREENGED
AMERICAN
DIXTRON III ATF
ELO POWER ATF
500
<$)94
$ 3,870.00
SMART ATF OEXIMERCON
$7.15
$ 3575.00
LUBRICANTS
LUREGREBIS
$8.10
$ 4050.00'FAMIV
SUPR ATF
$7.26
$ 1362000
PUREGREEN M.P. ATF
BOWI1403YNTHETIC DIFF
SHELL SG AKME SAE BON -140
1540
$28.42
8 43765.26
PREMIUM EXPRESS 8OW140
$1860
"SHELL
$ : 28,49000
SPIRAX SI
52752
$ 4238060
-76 FAMILY TRITON
SYNTHETIC GEAR LURE
$2349
$ 36174.60
-
MME
NORTH AMERICAN
.76 FAMILY MEGAFLOW
ANY 315 HYDRAULIC
GOD POWER AW HYD. 68
1760
$ 1196800
SMART HYDRAULIC AW ISO 68
$682
$ 1200320
LUBRICANTS
$721
$ 1268960
AW 68
$680
$ 11.96000
..8680
"'.
PUREGREEN HYD OIL
TRANSYNO(SYNTHETIC)
'c
rv.RTH AWMRI N
AUTOMATIC TRANSMISSION
BP- AUTRAN SYN 295
: 6000
$2960
$ 1)),600.00
SP AUTRAN TEI 296
$2844
$ 170,640.00
wSPXANTSPURESYNHD
$15.60$
9180000•SPAUTRANTES
-295
$2624
S 157,44000
FLUID
MOT IN COMPUAPCEI
SUBTOTAL
$351,911.06
$323,28720
1 $257,09340 SUB TOTAL RE- REFINED
$ 30825760
SUBTOTAL ALTERNAWE
$ 30])97.60
SALES TAX (9.25 %)
$32,551.A
.. $n,904.07
0.$23,781.14
DELIVERY
-:$7.5 PER DELIVERY
9.15 /DEANERY
!:: $800 .TOTAL RE- REFINED
:.$2851383
$ '336,711.43
GRANDTOTAL
$384,462.83
$3531193.Y7
- $280,899.54 TOTAL ALTERNATIVE
;?$2846943
$:'336,247.03
• PRICE IS PER POUND
- PRODUCTS ARE NOT
NOTANAPPROVED
MADE /OFFERED AS RE
NOTES:
EQUAL
- REFINED. PLEASE SEEPAGE
ATTACHED FROM OIL
MANUFACTURER.
RENEWAL OPTIONS
YEAR TWO INCREASE
: SHALL INCLUDE ANY PRICE
SAME PRICE, TERMS & CONDITIONS
- 10 %INCREASE
?915% INCREASE BASED ON
INCREASE FROM SUPPNERS
MANFACTURERS INCREASES '
YEAR THREE INCREASE
P. SHALL INCLUDE ANY PRICE
5 %INCREASE
10% INCREASE
:::0.30% INCREASE BASED ON
INCREASE FROM SUPPLIERS
MANFACTURERS INCREASES ^:
OTHERFEES
CORP: $.26 /GL CMOAA:
CORP: $.12/GL CMOA: $.03 /GL
CORP. $26 CMOA: $.03
CORP 2 MCA: A3, 20
$03/GU ENVIRONMENTAL
DRUM DEPOSIT REFUNDABLE
COMPLIANCE FEE: $5.95
WHEN CLEAN /EMPTY RETURNED
IN GOOD CONDITION
ADDENDUM A
YES
YES
NO
11
PUBUCWORRS FLEET
MANAGEMENT DIVISION
PRICING
0104006 ATTAC UV EMB
DID DESCRIPTION: PROVIDE MOTOR OIL &ATF FLUID AS REQUIRED BY BBB AND FLEET FLUTPRICING
DION &SONS INC.:.
ROSMFAD OIL PRO DU CIS
PATTEN
ENERGY, INC
EL SOUTHERN GOUNUES LUBRICANTS
4 LONG BEACH, CA -
SANTA FE SPRINGS, C9
WSANGELES.CA
': ORANGECA
DESCRIPTION
OFSCRIPON
BRAND
EBT.ANNUALUSAGE G
UNIT
EXTENDED
BRAND
UNIT
EXTENDED
BRAND
UNIT
EXTENDED
BRAND
UNIT
EXTENDED
LOST
COST f::
-COST
5G03T
:
COST
+:COST
COST
COST
NORTH AMERICAN
IM40CNG MOTOR OIL
ECO POWER NGP 1 SW40NGEO
320
tS930
$ 2,978.00
SMART SAE ISW40 CNG PLUS
C E925
$ 2,960.00
LUBRIOANTSPUREGREEN
$1056
$ ` 337920
'76 TRITON VGEO PLUS
$825
$" :2640.00
GED
16W40 MOTOROIL
ECO POWER H016W40
'220
I$B 69
$ 18t1.803MARTSAE
15W40 CJd
$7 .61
6 171820
NORTH AMERICAN
5902
S `. 198410
76 FI0.EGIRD RE- REFINED
ET 30
$ : 160800
WBNCANT$E%TRAAUTY
76 FAMILY FLEET SUPREME:
YY11
$: 158840
NORTH AMERICAN
GW30MOTOROIL
ECO POWER PCMO M30
m
'$860
$ 7,568.00
SMART SAE SW30
iS809
S '. ]11920LUBRICANTS
PRUREGREEN
$83]
S : ],365.60]6
PROBING RE-REFINED
$695
$. '611640
SUPREME
].SUPER
5695
$ ' 611600
:.
NORTH AMERICAN
A.225 HYO OIL
ECOPOWERAWHYD4C
1100
$660
$ 7,260.00
SMART HYDRAULIC AW ISO 46
$682
$ 7,60200
LUBRICANTS PUREGREEN
945
S 8,195.00
76 FIREBIRD REFURFINEO
SCSI
$'. 7271.00
HYD. ?
76 FAMILY MEGA FLOW AW 46
SEAS
$' 7106.OD
ATP
ECO POWER ATF
120
974
$ ROS.SO
SMARTATFOEUMERCON
°. SF15
$ 85840
NORTH AMERICAN WD
$8.26
$ 99000
•BPAUTPAN TE8295
E2824
$ .3,148.50
PUREGREEN M.D. AV
NYD OIL
GALLONS)
SMART UNIVERSALTRACTOR
NORTH AMERICAN
<
TRACTOR
SHELL $PIRA%54T%M
4 DRUMS (2P0
$80281
$ 2.409.N
FLUID
$810
5 178200
LUBRICANTS PUREGREEN
UTFJ211C
$864
$ 1 190080
76 FIREBIRD RE- REFINED
$758
$ 169.60
76 HYDRAULIC TRACTOR FLUID
$7.43
E/ :1,fi36.60
80190 GEAR OIL
HELL SPRAX HD 8OW90
10 UM 151 GL)
$61400
$ fi34.00
$MART SAE 80 W 9O GEAR OI L RS
: $9]6
S 53650'
>6MF GVAROIL
5168
S
RLUBE
E964
S' 64120
GLI
140ZGREASECARTRIDG9
SHE LLGADUMSSV2200%2
1400CARTRIDGES
/ $262
$ 36706O
RED4EP2GREASE
1.276
S 3,66COD
SHELL DACUS S2 V2202
$264
$
$203
$t '2,842.00
SUBTOTAL.
$2],35064
$26,326.2.
$28,383.0EFINED
MGMURE
c $25,832.60
RNATIVE
$2S,6ll00
SALESTAX(9.25 %)
$25306]
$2,435ll I.
$2,606.93
$238952
DELIVERY.<
,: $]$PER DELIVERY
::9:15 /DELIVERY
.:$25.00s
$2500
GRANDTOTAL
$29,88931
[:$28,7613] :
-: $30,834.9L USING RE- REFINED
• PRODUCTS ARE NOT MADE/OFFERED AS RE.
NOTES
REFINED. PLEASE SEE PAGEATTACHED FROM OIL
TOTAL USING ALTERNATIVE
•PWCEISPFAPOUND :
MANUFACTURER.
$28,OGL57 ::
RENEWAL OPTIONS
YEAR TWO INCREASE
SHALL INCLUDE ANY PRICE
SAME PRICE, TERMS S, CONDITIONS
-10'I INCREASE
C15% INCREASE BASED ON MAMACNREBS
INCREASE FROM SUPPLIERS
INCREASES
YEAR THREE INCREASE
SHALL INCLUDE ANY PRICE
5% INCREASE
- 10'61NCREASE
`
0 -30% INCREASE BASED ON MANFACTURERE
INCREASE FROM SUPPLIERS
INCREASES
OTHER FEW:
CORF. $LU /GL CMOA'
CORF: $.12/G4 CMOA: $03/GL
CORE: $26 CMOA: $.03
CORF: $26 CMOA: $.03; $20 DRUM DEPOSIT
$103 /GL; ENVIRONMENTAL(
REFUNDABLE WHEN U.EAN /EMPW
- :
COMPLIANCEFEE $5.65'..
- RETURNED IN GOOD CONDITION
ADOENeUMI
YES
YEE
NO
YES