SR-06-24-2014-3CID
City of
Santa Monaca
17A 4 W - • •
City Council Meeting: June 24, 2014
Agenda Item:
To: Mayor and City Council
From: Edward F. King, Director of Transit Services
Subject: Liquid Natural Gas /Compressed Natural Gas Tank Refurbishment and
Repair Services on Transit Buses
Recommended Action
Staff recommends that the City Council award Bid #4142 to Agility Fuel Systems, a
California -based company, in an amount not to exceed $400,000 to provide bus Liquid
Natural Gas /Compressed Natural Gas (LNG /CNG) tank refurbishment and repair
services on transit buses, with two additional one -year renewal options in the amount of
$800,000, for a total not to exceed $1,200,000 over a three -year period, with future year
funding contingent on Council approval and budget adoption.
Executive Summary
Staff recommends award of bid to Agility Fuel Systems, to provide LNG /CNG tank
refurbishment and repair services on transit buses at specified unit prices plus
applicable sales tax. The award of the bid will enable the City to maintain the LNG /CNG
fuel tanks and systems onboard transit buses to Original Equipment Manufacturer
recommendations ensure regulatory compliance and maintain overall system safety and
reliability. The total expenditure for the three -year term is $1,200,000.
Discussion
Of the City's fleet of 201 transit buses, 99 are Liquefied Natural Gas (LNG) and 100 are
Compressed Natural Gas (CNG). The LNG and CNG transit buses require routine fuel
tank and fuel system refurbishment and repair services. To ensure the safe operation of
these alternative fueled vehicles, the Big Blue Bus performs LNG fuel system
refurbishment and repair. In addition, the CNG fuel tanks require annual certification for
compliance. Award of the methane fuel system refurbishment and repair services would
enable the Big Blue Bus to maintain the LNG and CNG fuel systems to Original
Equipment Manufacturer (OEM) standards and keep compliant with regulatory agency
fleet fuel tank and system regulations.
1
Vendor Selection
In April 2014, the City published Notices Inviting Bids to provide LNG /CNG tank
refurbishment and repair services on transit buses as required by the Big Blue Bus 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. Three hundred twenty seven (327) vendors
were notified, fifteen (15) vendors downloaded the bid and two (2) vendors attended the
job walk. One bid was received and publicly opened on May 21, 2014 per Attachment A.
The bid was evaluated on price, experience, performance, and compliance with City
specifications. Based upon these criteria, Agility Fuel Systems is recommended as the
best bidder for bus LNG /CNG tank refurbishment and repair services in accordance with
City specifications.
Financial Impacts & Budget Actions
The purchase order to be awarded to Agility Fuel Systems is for an amount not to
exceed $1,200,000. Funds in the amount of $400,000 are available in the FY 2014 -15
proposed Capital Improvement Program budget at account C410106.589000. Future
year funding is contingent on Council approval and budget adoption.
Prepared by: Getty Modica, Transit Maintenance Officer
Approved:
Edward F. King
Director of Transit Services
i
Forwarded to Council:
Rod Gould
City Manager
Attachments: Attachment A, Provide Bus LNG /CNG Tank Refurbishment Services Bid
Results
`a
Parchaamg section BID #: F4142 BID CLOSE DATE: 512112014
1717 4th SL Suite 250
Santa Monica. CA S0401 TITLE: PROVIDE BUS LNG /CNG TANK REFURBISHMENT SERVICES AS
Agility Fuel Systems
`Santa Ana, CA
ITEM / DESCRIPTION
PERIOD 1
PERIOD 2
PERIOD 3
PRICING :
TBD- 06130/16
07/01115 06/30/16
: 07/01/16 106130117
REFURBISHMENT OF ONE (1) BUS
$ 2,352.00
$ 2,562.00
$ 277200
LABOR
REFURBISHMENT OF ONE (1) BUS
$ 3,221.00
$ 3,543.00
$ 3,897.00
PARTS
SALES TAX (9.50%):
$ 306.00
$ 336.59
$ 370.22
TRANSPORTATION FEES (ONE ROUND
$ 690.00
$ 690.00
$ 690.00
TRIP IF APPLICABLE):
TOTAL COST FOR REFURBISHMENT OF
$ 6,569.00
$ 7,131.59
$ 7,729.22
ONE 1 BUS
COST FOR ONE (1) REPLACEMENT LNG
$ 14210.90
$ 15,631.99
$ 17,195.79
TANK (NEXGEN, CHART, HLNG115)
SALES TAX (9.50%)
$ 1,350.03
$ 1,485.04
$ 1,633.54
TOTAL COST FOR ONE (1)
REPLACEMENT LNG TANK
$ 15,560.93
$ 17,117.03
$ 18,828.73
NEXGEN /CHART, HLNG115
PRICING '( CONTINUED).
THREE TANK LNG
SYSTEM REFURBISHMENT
NEW FLYER BUSES
REFURBISHMENT OF ONE (1) BUS
$ 3,696.00
$ 4,026.00
$ 4,356.00
ABOR
REFURBISHMENT OF ONE (1) BUS
$ 4064.00
$ 4,470.00
$ 4,917.00
PARTS
LNG FUEL TANK MOUNTING CRADLE
$ 8,612.53
$ 9,473.78
$ 10,421.16
REFURBISHMENT GALVANIZING
SALES TAX (9.50%):
$ 454.96
$ 500.41
$ 550.45
TRANSPORTATION FEES (ONE ROUND
$ 690.00
$ 690.00
$ 690.00
TRIP ) (IF APPLICABLE):
TOTAL COST FOR REFURBISHMENT OF
$ 17517.49
$ 19,160.19
$ 20,934.61
ONE 1 BUS
COST FOR ONE (1) REPLACEMENT LNG
This tank part # is no longer manufactured. Please See notes below.
TANK (TAYLOR- WHARTON 21X61', NG-
Specified tank of part # NG -89V no longer manufactured by Taylor Wharton.
PART CO3 )
Upon request, Agility Fuel Systems has the experience and resources to
convert the existing system to accept other model tanks and/or to a CNG
system. An additional option is a "special manufacturing run" by Taylor
SAL (,50sU
SALES TAX (9FOR
TOTAL COST FOR ONE
N
WEAR N21X81NGTANK(TAYLOR-
WHARTON 21X51 °, NG -69V, PART q:
Wharton Of this dISCODIInnetl Tank With a minimum quantity order t0 be
V088 00O3)
determined by Taylor Wharton.
PLEASE PROVIDE HOURLY LABOR RATED FOR OTHER REPAIRS OUTSIDE OF THE ABOVE SCOPE OF WORK. (2 AND 3 TANK .:
LNG SYSTEM) ,
SERVICE AND REPAIR HOURLY LABOR
$ 112.001
$ 122.00
$ 132.00
RATE
EMERGENCY (AFTER HOURS) RATE:
1 $ 140.001
$ 150.001
$ 160.00
PERCENTAGE MARK UPON MATERIALS FOR RELATED TO BUT NOT INCLUDING
30%
ABOVE SCOPE: COST+
CNGFUEL SYSTEM INSPECTION AND REPAIR ON SERVICE VEHICLES AND BUSES
CNG tank inspection on buses (flat rate)
$ 200.00
$ 215.00
$ 225.00
CNG tank inspection on service vehicles
$ 150.00
$ 175.00
$ 20000
(flat rate
CNG SERVICE AND REPAIR HOURLY
$ 112.00
$ 122.00
$ 132.00
LABOR RATE
EMERGENCY (AFTER HOURS) RATE:
$ 140.00
$ 150.00
$ 160.00
PERCENTAGE MARK UP ON MATERIALS FOR RELATED TO BUT NOT INCLUDING
30%
ABOVE SCOPE: COST+
VENDOR MEETS MINIMUM
YES
QUALIFICATIONS
PERCENT OFF MANUFACTURER'S
5% TO 10%
PRICE LIST FOR RELATED MISC ITEM
PAYMENT TERMS
NET 30 DAYS
INSURANCE
CAN COMPLY
COME TO CSM TO CONDUCT BUSINESS
YES
DELIVER PARTS /PRODUCTS IN OWN
YES
VEHICLE