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)