SR-06-09-2015-3J- 10900 City it Report
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City Council Regular Meeting: June 9, 2015
Agenda Item: <,�
To: Mayor and City Council
From: Edward King, Director of Transit Services (BBB)
Subject: Transit Air Conditioning Repair Service
Recommended Action
Staff recommends that the City Council authorize the City Manager to exercise the first
year renewal option to contractual service agreement #4015 with Bus Systems
Unlimited, a California -based company, to provide transit air conditioning maintenance
and repair services in an amount not to exceed $175,000 for one year, with one
additional one -year renewal option under the same price, terms and conditions for a
total amount not to exceed $525,000 over the three -year period, with future year funding
contingent on Council budget approval.
Executive Summary
Staff recommends exercising renewal options for up to two additional years of
contractual services agreement #4015 with Bus Systems Unlimited, to provide transit air
conditioning maintenance and repair services at specified labor rates set forth in the
agreement.
Background
Big Blue Bus (BBB) must maintain transit air conditioning systems to original equipment
manufacturer recommendations in order to keep buses at comfortable temperatures. In
May 2014, staff solicited a bid that included multi -year renewal options. In the midst of
the selection process, on August 26, 2014, staff was directed by Council to review
contracted services throughout the City and identify situations where contracted
services could be brought in- house. Because continuation of the service was
necessary during the review time, staff structured the agreement to include a one -year
term with two one -year renewal options, pending the outcome of the study and Council
action. The bid was awarded by contractual services agreement for the first year under
the authority of the City Manager.
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On January 13, 2015, Council agreed with staff's determination that this service is best
contracted out because of the specialized expertise that is required, allowing staff to
exercise the renewal options. With the renewal options, the total expenditure for the
three -year term is $525,000 and, as a formal bid, requires Council approval.
Discussion
The City's fleet of transit buses requires both major and routine air conditioning system
maintenance and repair services, depending upon the age of the bus fleet and bus type.
To ensure proper air conditioning system performance and maximum passenger
comfort, BBB performs routine preventive maintenance inspections (PMIs) on transit
bus air conditioning (AC) systems, by testing the AC system for functionality and
cleaning the filters. The scheduled and in -depth AC PMIs and all required repairs are
performed by Bus Systems Unlimited. The air conditioning maintenance and repair
service would enable BBB to maintain the transit air conditioning systems to original
equipment manufacturer standards and provide a comfortable onboard environment
yearround.
Method of Service
On January 13, 2015, Council adopted a Policy for Hiring Contracted or As- needed
Staff for Non - professional Services. This policy includes criteria under which
contracting for a public service is appropriate. Council approved contracted staff for this
service as an activity requiring technical expertise that City staff cannot or does not
provide. This equipment must be installed to manufacturer specifications by certified
technicians. Thus each employee completing this work is required to undergo specific
training on an ongoing basis to complete work accurately. Providing the service in
house would require building a new and specialized expertise within City staff that is not
part of its core mission, applies only to that specific activity, and thus provides lower
return in service provided on investment of financial and other resources.
This renewal is at the same price and terms as the initial agreement. Staff will re- review
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the transit air conditioning maintenance and repair service needs according to the
Council adopted policy following the end of this contract term.
Vendor /Consultant Selection
In April 2014, the City published Notices Inviting Bids to provide transit air conditioning
repair service as required by the Big Blue Bus in accordance with City specifications.
The bid was posted on the City's online bidding site, Planet Bids, and notices were
advertised in the Santa Monica Daily Press in accordance with City Charter and
Municipal Code provisions. Two bids were received and publicly opened on May 21,
2014 per Attachment A. Bids were evaluated based on competitive pricing and vendor
experience. Based on these criteria, Bus Systems Unlimited was recommended and a
Contractual Services Agreement was executed for a one -year period, July 1, 2014
through June 30, 2015, with options for up to two additional one -year renewals requiring
Council approval.
Staff recommends exercising the renewal options of agreement #4015 with Bus
Systems Unlimited for up to two additional years, to provide transit air conditioning
repair service at specified labor rates set forth in the agreement.
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Financial Impacts & Budget Actions
The renewal option to be awarded to Bus Systems Unlimited is for $175,000, with one
additional one -year renewal option in the amount of $175,000 for an amended
agreement amount not to exceed $525,000. Funds are included in the FY 2015 -16
Proposed Capital Improvement Program budget in account C410106.589000. Future
year funding is contingent on Council budget approval.
Prepared By: Getty Modica, Transit Maintenance Officer
Approved Forwarded to Council
7
Edward Director of Trani NH116 Elaine M Polachek, Interim City M6r1' OOrI5
Attachments:
A. F4139 TRANSIT AC REPAIR SERVICE (XLSX)
B. January 13, 2015 Staff Report (web link)
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BID RESULTS
ATTACHMENT -A
BID In 4139 BID CLOSE DATE: 5121/2014
BID TITLE: PROVIDE REPAIR SERVICES AND MISC. PARTS FOR TRANSIT BUS AIR CONDITIONING SYSTEMS AND OTHER RELATED SERVICES AS REQUIRED BY THE
BIG BLUE BUS
REQUIREMENTS
Sus SystemSVnlitited.
' Sun,Vplley, CA
.'TKServleet,
Yemen, CA,
-
PRICING:
CAN COMPLY
BUSINESS LICENSE
PROVIDED
PROVIDED
MINIMUM QUALIFICATIONS
HOURLY LABOR RATE:
$ 50.00
EXPERIENCE STATEMENT
$
100.00
NON COLLUSION AFFIDAVIT
PROVIDED
OVERTIME HORLY LABOR RATE:
$ 60.00
OAKS
INCOMPLETE
$
150.00
ARIZONA
PROVIDED
PROVIDED
TRAVELTIME HORLY RATE:
$
Per
PROVIDED
$
60.00
PROVIDED
Per HOUR
TRAINING HOURLY LABOR RATE:
$ 50.00
PROVIDED
$
100.00
PRICE TO PERFORM MANUAL PMI A/C SERVICE ON THE
FOLLOWING ON BOARD SYSTEMS: (cost includes ports
nndlabar)
Sutrak Wide AC35 Roof Unit:
No. of hours:
4.0
cost:
$ 200.00
No. of hours:
2.3
cost:
$ 295.00
Thermo King Intelligent I Roof Unit:
No. of hours:
3.0
cos[:
$ 150.00
No. of hours:
2.3
cost:
$ 295.00
Thermo King In[elligne[ II R6 Series Roof Unit:
No. of hours:
4.0
cost:
$ 200.00
No. of hours:
2.3
cost:
$ 295.00
Thermo King Intelligent II TIT M60 Series Rear Unit:
No. of hours:
4.0
cost:
$ 200.00
No. of hours:
2.3
cost:
$ 295.00
Thermo King TE Series All Electric HVAC Rear Unit:
No. of hours:
3.01
cost:
1 $ 150.00
No of hours:
2.3
cost
$ 295.00
Carrier under Floor Unit:
No of hours:
4.0
cost:
$ 200.00
No. of hours:
2.3
cost:
$ 295.00
Cost plus Increase percentage on misc. parts related to
but not including the a hove scope of work:
Cost Plus:
15%
Cost Plus:
0%
PAYMENT TERMS:
30 DAYS
NET 30
RENEWAL OPTIONS:
YEAR2:
SAME PRICE, TERMS, AND CONDITIONS
SAME PRICE, TERMS, AND CONDITIONS
YEAR 2:
SAME PRICE, TERMS, AND CONDITIONS
SAME PRICE, TERMS, AND CONDITIONS
REQUIREMENTS
COMPLIANCE
INSURANCE
CAN COMPLY
CAN COMPLY
BUSINESS LICENSE
PROVIDED
PROVIDED
MINIMUM QUALIFICATIONS
CAN COMPLY
CAN COMPLY
EXPERIENCE STATEMENT
PROVIDED
PROVIDED
NON COLLUSION AFFIDAVIT
PROVIDED
PROVIDED
OAKS
INCOMPLETE
INCOMPLETE
ARIZONA
PROVIDED
PROVIDED
FY 2014 -15 UVING WAGE
PROVIDED
PROVIDED
SUBCONTRACTOR INSURANCE COMPLIANCE CERT.
PROVIDED
PROVIDED
DEBARMENT CERTIFICATION
PROVIDED
PROVIDED
Reference:
Agreement No. 10073
(CCS)