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SR-08-26-2014-3F - 205-003City of City Council Santa Monica City Council Meeting: August 26, 2014 Agenda Item: 3 ` �7 To: Mayor and City Council From: Edward F. King, Director of Transit Services Subject: Transit Facilities Maintenance Recommended Action Staff recommends that the City Council: 1. Award Bid #4141 to Vehicle Technical Consultants, Inc. (VTC), a California - based company, to provide facilities maintenance and repair services on Big Blue Bus (BBB) buildings and grounds for one year, with two additional one -year options to extend; 2. Authorize City Manager to negotiate and execute a contract with Vehicle Technical Consultants, Inc. (VTC), in an amount not to exceed $150,000 for one year, with two additional one -year options on the same terms and conditions for a total not to exceed $450,000, with future year funding contingent on Council budget approval. Executive Summary Staff recommends award of bid to Vehicle Technical Consultants, Inc., to provide facility maintenance and repair services to Big Blue Bus buildings and grounds facilities at specified hourly labor charges plus applicable sales tax for materials. The award of the bid would enable the City to maintain Big Blue Bus buildings and grounds in good repair and would ensure compliance with federal, state and City codes and regulations. The total expenditure for the three -year term is $450,000. Background Big Blue Bus is a 24 -hour, seven -day per week operation with 103,598 square feet of facilities located at 1660 7th Street and 1620 6th Street in Santa Monica. BBB facilities at these locations consist of three major buildings (BBB Operations Building, the Fuel and Wash Facility, and the Transit Maintenance Facility), tangential components (parking lots and underground facilities) and grounds (landscape and utilities). The fuel dispensary at 5th and Olympic and the Transit Mall at Broadway from Ocean Blvd. to Stn Street, and Santa Monica Blvd. from Ocean Blvd. to 7th Street, comprise BBB's off -site 1 facilities. Scheduled maintenance of facility subsystems is required in order to ensure compliance with Original Equipment Manufacturer (OEM) warranties and to maintain functionality of these systems. Facility subsystems include: air compressors (provide compressed air to oil /transmission- fluid /coolant pumps), pumps (deliver engine oil, transmission fluid and engine coolant to 14 mechanic work areas), bus washer (cleans the exterior of the buses), automated lighting systems (turn on lights when areas are occupied), bus lifts (enable mechanics to perform work under a bus), pressure washers (to clean engine compartments and chassis of buses), fire suppression (building water sprinklers and related components) and gas detection systems (sense release of methane — these systems mandatory and regulated by the National Fire Prevention Association), and emergency generator and automated electrical switching system (emergency generator provides back -up power in event of a power outage the electrical switching system automatically switches buildings from city power to emergency generator electrical power). The award of this bid would assist BBB's facility maintenance section in performing best practice and OEM Preventative Maintenance Inspections (PMI's) of the facility subsystems and general inspections of offices, parking lots, fencing, gates and landscaped areas. The award would also assist in performing building and facility component repairs (basic electrical, plumbing, carpentry, heating, ventilation, and air conditioning systems), and other associated facility maintenance. BBB's Liquefied Compressed Natural Gas (LCNG) fuel system, Compressed Natural Gas (CNG) powered emergency generator, methane detection systems, vehicle lifts, major electrical systems, elevators and other safety sensitive systems will continue to be monitored by BBB facility management and, as needed, repaired by system subject experts that currently have purchase orders with the City. However, the award would enable BBB's facility management to perform routine visual and functionality inspections. All repairs to these systems would be through the subject expert vendors. 4 Discussion The FY13 -15 budget includes a new BBB facilities maintenance section to ensure that facility and equipment PMI's and repairs are addressed in an efficient and effective manner. In addition, a cost center was established for this as these expenses which had historically been lumped into motor coach cleaning, facility maintenance and repair, and bus stop maintenance. Several work plan objectives were established to monitor and track facility repairs, equipment preventative maintenance, bus stop cleaning and maintenance, and more effective management of BBB's complex CNG -LNG fueling infrastructure and systems. Key Performance Indicators (KPIs) were established to monitor these efforts during the fiscal year. In September 2013, BBB hired a facility maintenance supervisor to lead and manage the facility maintenance program. A needs analysis was conducted, as well as an analysis of BBB's facility maintenance program and methodology. While a turnkey approach to facility maintenance was needed due to key staff vacancies prior to the establishment of the facilities maintenance section, BBB's current staffing structure, access to the City's facility maintenance management software, and use of in -house City resources called for a different approach, one that provided more effective and efficient use of resources and budget control. Other recommended changes included use of the City's existing web -based facility maintenance software "Maintenance Connection" at BBB. Maintenance Connection is used to process work requests, work orders, and PMI's, provide reports, and track time and materials used. Previously, there was no maintenance management program or software used to manage facility maintenance and repairs. Another recommendation was better utilization of City staff to undertake facility repairs whenever possible. Implementation of these two changes, alone, resulted in a significant reduction in outsourcing facility maintenance management. 3 The award to Vehicle Technical Consultants, Inc. would enable BBB to implement all the recommendations stemming from the facility maintenance program analysis, including a reduction of outsourcing, increased reliability of essential systems and components through City staff oversight, and implementation of a comprehensive facility preventative maintenance inspection system through Maintenance Connection. Vendor Selection In April 2014, the City published Notices Inviting Bids to provide facilities maintenance as required by Big Blue Bus in accordance with City specifications. The bid was posted on the City's online bidding site, and notices were advertised in the Santa Monica Daily Press in accordance with City Charter and Municipal Code provisions. 305 were notified; 17 prospective vendors downloaded the bid specifications. Three bids were received and publicly opened on May 21, 2014. The bid was evaluated based on the price (Attachment A), product availability, selection, quality of material, positive history with vendor and compliance with City specifications. Based on these criteria, Vehicle Technical Consultants, Inc. is recommended as the best bidder to provide facilities maintenance in accordance with the City specification. Protest On May 29, 2014, City staff posted a pending award notification on the City's online bidding site, putting all bidders on notice that staff's recommendation to Council would be to award Bid #4141 to Vehicle Technical Consultants, Inc. On June 4, 2014, the City's Purchasing Agent received a timely protest from Harder Facilities Maintenance (HFM). 0 The protest questioned whether: 1) VTC should have been disqualified from the bidding process for failure to attend the Job Walk; 2) VTC was the best bidder based on the City's criteria; 3) VTC had the level of experience specified in the bid documents; 4) VTC's quoted price was realistic; and, 5) VTC's primary location in Lake Elsinore would prohibit VTC from providing the required services. HFM submitted no evidence to back up any claims made in the protest as required by the Code. On June 10, 2014, after review of the protest documentation submitted, and speaking with BBB staff who had conducted the bid review and selection process, the Purchasing Agent denied the protest based on lack of evidence and grounds for protest. On June 17, 2014, HFM filed a timely appeal of the Purchasing Agent's decision to the Finance Director. The appeal made claims almost identical to those set forth in the original protest letter; however, HFM did provide evidence to support its claims. On June 26, 2014, after conducting her own review of the Purchasing Agent's decision and all the documentation submitted by HFM, the Finance Director upheld the Purchasing Agent's decision and denied the protest. Per the City's Purchasing Ordinance, the Finance Director's decision is the final determination of the protest. Based on the Finance Director's final determination to deny the protest, staff recommends that Bid #4141 be awarded to VTC. Alternatively, Council may reject all bids, and, in its discretion, instruct staff to re- advertise for the work. Based on the criteria stated above, it is recommended that the best bidder is Vehicle Technical Consultants, Inc. Financial Impacts & Budget Actions The contract to be awarded to Vehicle Technical Consultants, Inc. is for an amount not to exceed $450,000. The contract will be charged to the following accounts: 41654.555013 $40,000 41651.555015 $40,000 C410826.589000 $50,000 C410107.589000 $20,000 Total $150,000 Budget authority for subsequent budget years will be requested in each budget for Council approval. Future funding is contingent upon Council approval and budget adoption. Prepared by: Getty Modica, Transit Maintenance Officer Forwarded to Council: Edward F. King Rod Gould Director of Transit ervices City Manager Attachments: Attachment A, Provide Maintenance and Repair Services to BBB Facilities Bid Results 0 AI IHCHMlNIA '. Hafder FeCigty Maintenance Peterson Hydraulics, Inc. Vehicle Technical Consultants ,Inc. Banta Monica, CA 2080 El Segundo, CA `eeaumont, CA Rate Description Rate /Hr Rate / Hr Rate] Hr PRICING Labor per bour on an as- needed basis as airened by B6e $ 75.00 $ 756,000.00 5 85.00 $ 4500 FaaP If almennnce, M o.emmelabor price. Per nour on ea esneeaea boats mere $ 112.50 $ 142.50 $ 65,(10 M1ourrroIXtlay. %discount of fo f manufaatmefs price list farrelaled NIA to NIA 15 %1025% 0% to 0% .led Items Payment Terms Net 30 Net 30 Net 60 Please describe any additional fee58 charges not Emergency vrork call out Wil be billed @a(4) listed hour minimum drama. Overhead and pall= Freight charges Mil apply None 10 %oa Labor Invoice Renewal Option Year 2 2%, Prange. Same price, terms, andaontlib se 3 %increase Renewal Option Year 3 3% hormone 5 % Increase MA Increased Insurance requirements Can comply Can Comply AZ based business No Presence No Presence No Presence Oaks initiative Complete abcomplele Complete Living Wage Ordinance Complete Complete Complete (8) Hour Period Normal Hours: $75lper hr, Overdone and Saturdays. Time a i12: $112.50 Sundays a Holidays Double Time: $150.00Iper be, Seven Holidays: New Years, Memorial, July 4th, Labor Day, Veterans, Thanksgiving, and Notes Christmas Oay. If a holiday falls on a Sunday, the fogovJng Monday Mll be deraideretl holiday, All business related calls please use only loll free: 800.694.]]30. HFM nortnai business hours 7:00 AM -5:00 PM. Reference: Contract No. 9954 (CCS)