SR-07-23-2013-3D0
City of City Council Report
Santa Monica'
City Council Meeting: July 23, 2013
Agenda Item: 3 -D
To: Mayor and City Council
From: Edward F. King, Director of Transit Services
Subject: Assignment of 16 Option Buses to Arlington County Transit
Recommended Action
Staff recommends that the City Council authorize the City Manager to:
Negotiate and execute an assignment agreement with Arlington County Transit in
Arlington, Virginia and North America Bus Industries Inc. (NABI) for the release of
sixteen 40 -foot CNG low floor buses from contract No. 9175 (CCS).
2. Negotiate and execute an assignment agreement with other cities that request release
of buses from contract No. 9175 (CCS) on an as- needed basis until the agreement
expires on December 31, 2015.
Executive Summary
On May 27, 2010, the City executed contract No. 9175 (CCS) with NABI to purchase nine 40-
foot CNG powered low floor buses with five one -year options to purchase up to 15 buses per
option year.
Arlington County Transit has petitioned the City to release sixteen 40 -foot CNG powered low
floor buses from contract No. 9175 (CCS). Fifteen buses would be from option year three and
one from option year four. The release of the option buses would enable Arlington County
Transit to expedite their purchasing process by approximately eight months. The City would
retain rights to the remaining 14 buses in option year four and 15 buses in option year five.
The release of 16 buses would not be detrimental to the City as the Big Blue Bus does not
intend to purchase buses from option year three or four of contract No. 9175 (CCS). Staff also
recommends that Council authorize the City Manager to negotiate assignment agreements
with other municipalities and government agencies that wish to purchase option buses from
contract No. 9175 (CCS) until the agreement expires on December 31, 2015 or all options
have been assigned.
Discussion
On Februar23 2010, Council approved award of Bid No. 2981 to North American Bus
Industries, Inc. to purchase nine 40 -foot CNG powered low floor buses with options to
purchase additional buses over a five -year period. On May 27, 2010, the City executed
contract No. 9175 (CCS) with NABI to purchase nine 40 -foot CNG powered low floor buses
with five one -year options to purchase up to 15 buses per option year. The City took delivery of
the first nine buses in April 2011.
Arlington County Transit has an immediate need for sixteen 40 -foot CNG powered buses. The
purchase of the vehicles would enable Arlington to provide better transit services. The Big Blue
Bus would like to assist Arlington County Transit by releasing the requested number of buses.
The City currently has option rights to 15 buses in year three, 15 buses in year four and 15
buses in year five of contract No. 9175 (CCS). Given current and future anticipated operations,
the release of the 16 buses would not be detrimental to the City. The Big Blue Bus would have
14 option buses remaining in option year four and 15 buses in option year five. Furthermore,
the Big Blue Bus ordered 58 buses from Gillig LLC, contract No. 9591, approved by Council on
June 12, 2012
Federal purchasing regulations allow transit properties to procure vehicles and equipment by
"piggybacking" on another agency's purchase. Piggybacking is the post -award use of a
contractual process that allows an agency that was not involved in the original competitive
procurement to purchase the same supplies /equipment through that original process. Arlington
County Transit would like the opportunity to participate on the City of Santa Monica's contract
with NABI, which would allow Arlington County Transit to expedite the purchasing process and
enable the purchase of vehicles approximately eight months earlier than issuing a separate
Request for Proposal.
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Staff recommends that the City release rights to sixteen 40 -foot buses to Arlington County
Transit, 15 buses from option year three and one from option year four of contract No. 9175
and authorize the City Manager to release other option buses on an as- needed basis through
December 31, 2015 providing that doing so does not infringe on future 40 -foot bus needs of
the City of Santa Monica.
Financial Impacts & Budget Actions
There is no immediate financial impact or budget action necessary as a result of the
recommended action. Funds for these buses were not included in the FY 2013 -14 CIP and for
that reason, there is no immediate financial impact.
Prepared by: Getty Modica, Transit Maintenance Officer
Forwarded to Council:
Edward F' King Rod Gould
Director of Transit Servic s City Manager
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Reference:
Agreement No. 9772
(CCS)