SR-07-14-2015-3C - 205-003/1000-001-11ID
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City of
Santa Malden,
To: Mayor and City Council
City Council Regular Meeting: July 14, 2015
Agenda Item: -°C,
From: Edward King, Director, Big Blue Bus, Transit Maintenance
Subject: Transit Bus Electronic Equipment & Service
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4185 to Intercon Technologies, Inc., a California -based company, for the
purchase of vehicle electronic equipment and service for transit buses;
2. Authorize the City Manager to negotiate and execute a contractual service agreement
with Intercon Technologies, Inc., in an amount not to exceed $131,750 for one year,
with two additional one -year renewal option(s) in the amount of $263,500, under the
same terms and conditions for a total amount not to exceed $395,250 over a three -year
period, with future year funding contingent on Council budget approval.
Executive Summary
Maintenance and repair service of electronic components and equipment is essential to
maintaining vehicles and equipment in a state of good repair. Staff recommends award
of Bid No. 4185 to Intercon Technologies, Inc., for a one -year period with two additional
one -year renewal options with the total expenditure for the three -year term not to
exceed $395,250. This would provide Big Blue Bus with the appropriate electronic
components for vehicle repair and facility support to ensure that the fleet and facilities
are effectively and efficiently maintained, repaired and rebuilt.
Discussion
Maintenance and repair service of electronic components and equipment is essential to
maintaining vehicles and equipment in a state of good repair. This service would
provide the appropriate electronic equipment for vehicle repairs, and facility and shop
equipment to support operations and maintenance technicians conducting these
repairs. Rebuilding electronic equipment as opposed to replacing it with new
components has significant benefits. Staff estimates the cost to purchase new parts
and equipment, as opposed to rebuilding them, would exceed $150,000 per fiscal year.
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Rebuilt electronic components are used where feasible to reduce costs and reduce the
environmental waste associated with disposal of damaged components. Damaged
components would be removed by BBB maintenance technicians, and sent off property
to be rebuilt by a skilled electronic technician. This process is more efficient than
sustaining an in -house electronics rebuild shop and ensures reliability and longevity of
the component through vendor warranties.
Method of Service
Council approved contracted staff for this service as part of the January 13, 2015
Contract and As- Needed Staffing Review. The service has not changed substantially
since that analysis. Staff will re- review the service according to the Policy for Hiring
Contracted or As- Needed Staff for Non - Professional Services following the end of this
contract term.
If the City were to provide electrical services to the battery room and service to the
battery components on transit buses using in -house staff, staff estimates a cost
difference of $163,018 including $100,000 ongoing for staffing and equipment testing.
Fiscal Year
Period
Contractual
Service
In -House
Cost Variance
Variance percentage
FY 15/16
Year 1
$131,750.00
$294,768.00
$163,018.00
- 124%
FY 16/17
Year
$131,750.00
$194,768.00
$63,018.00
-48%
FY 17/18
Year 3
$131,750.00
$194,768.00
($63,018.00 )
-48%
Grand Total
$395,250.00 $684,304.00 ($289,054.00)
-73%
Vendor /Consultant Selection
In April 2015, the City published Notices Inviting Bids in accordance with City
specifications to provide electronic equipment service and repair as required by the Big
Blue Bus Maintenance Division, responsible for the maintenance and repair of transit
coaches and transit facilities. 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
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Charter and Municipal Code provisions. A total of 896 vendors were notified, of which
20 vendors downloaded the bid. One bid was received and publicly opened on May 7,
2015 per Attachment A. The bid was evaluated based on the criteria in SMMC
2.24.072, including price, previous experience, capacity and skill, ability to deliver,
quality of product, and compliance with City specifications and scope of work.
Procurement conducted additional outreach to vendors who downloaded the bid to
determine why they did not submit a bid. Three responses were received: one indicated
that they were not interested, another did not meet the requirements of the bid
specifications and the third did not provide reasoning as to why they didn't submit a bid.
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Financial Impacts and Budget Actions
The agreement to be awarded to Intercon Technologies, Inc., is for an amount not to
exceed $131,750. Funds are available in the FY 2015 -16 Capital Improvement Program
budget in the Big Blue Bus Department. The agreement will be charged to account
0410106.589000. Future year funding is contingent on Council budget approval.
Prepared By: Getty Modica, Transit Maintenance Officer
roved
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Edward F. King, Dir ctor 7/1/2015 Elaine M Polachek, Asst. City Manager 716/2015
Attachments:
A. 4185 - Vehicle Electronic Equipment & Service (DOCX)
B. Cost Analysis - Electronic Equipment SR (XLSX)
G. m"
Bid No. 4185 Attachment —A: Pricing
DESCRIPTION
COST
Rebuild Delco Remy Regulator - part
number 1118447 (Replace all Transistors,
Potentiometers )
164.82 per unit
Rebuild Allen Bradley Power Supplies with
Rack Assembly (Repair or Replace PWM &
$ 212.50 per unit
Low Power OP Amp)
Rebuild Allen Bradley Output & Input
Modules (Replace Relays and Clean up
Inside of Units
$ 1
63.18 per unit
Rebuild Allen Bradley Processor Boards
(Change Components
138.78 per unit
Mirrors — Rebuild New Flyer type — Contains
dual glass & one motor, (Repair Housings
and Paint; Replace Glass, Motors and
$ 187.50 per unit
Harnesses as Needed. Rework the
Assembly)
Mirrors — Rebuild NABI square plug type —
dual glass & single motor, (Repair Housings
and Paint; Replace Glass, Motors and
$ 187.50 per unit
Harnesses as Needed. Rework the
Assembly)
Mirrors — Rebuild NABI square plug type -
single motor & single glass (Repair
Housings and Paint; Replace Glass, Motor
$ 187.50 per unit
and Harness as Needed
Mirrors — Rebuild NABI with arm assembly -
dual glass dual motor - Contains two motors
& two glass (Repair Housings and Paint;
$ 298.00 per unit
Replace Glass, Motor and Harness as
Needed
Mirrors — Rebuild New Flyer — dual glass
dual motor - Contains two motors & two
glass (Repair Housings.and Paint; Replace
$ 225.00 per unit
Glass, Motor and Harness as Needed
Mirrors — Rebuild Gillig bus — dual glass
dual motor with internal turn signals -
Contains two motors & two glass (Repair
$ 225.00 per unit
Housings and Paint; Replace Glass, Motor
and Harness as Needed
Mirrors — Rebuild Gillig bus — dual glass
dual motor with external turn signals -
Contains two motors & two glass (Repair
$
225.00
per unit
Housings and Paint; Replace Glass, Motor
and Harness as Needed
Amerex Battery Packs Build Units
$
122.50
per unit
Midtronics Battery Tester (Repair
$
204.25
per unit
Connections or Replace Components)
TPI Gas Detector (Repair)
$
85.00
per hour + parts
Onan Micro Lite Generator Rebuild
$
633.00
per unit
Jumper Cables (Build 15 ft and 20 ft) 400
$
275.96 15ft — $309.77 20ft per
unit
amp
Output Cables Build
157.32
per unit
Battery chargers Preventative Maintenance
mobile
$
204.25
Per unit (monthly)
Battery Room Charging Station & Related
Equipment Preventative Maintenance
(Battery chargers, storage system, conveyor
system and watering system)
437.50
Per Month
Watering Carts Preventative Maintenance
(battery watering)
204.25
Per Month
Other Service and Repair
Describe: Pelican work lights
$
85.00
per hour + Parts
Taylor Dunn Electric Utility Vehicle
$
204.25
per month
Taylor Dunn Electric Utility Cart
$
275.00
per month
Skylift Utility Lift Vehicle
$
278.00
per month
• Percentage discount off manufacturer's list on parts 10 %
• Payment Terms 10% NET 25 DAYS
Intercon Technologies, Inc.
Purchase order Amount
$131,750.00
Total: $131,750.00
Capital Equipment Requirements
$0.00
Space Requirements
Supplies and Materials*
$0.00
$0,00
Outsource Cost (Estimated) for Year 1:
$131,750.00
Intercon Technologies, Inc. `7 7777 77777
Intercon Technologies, Inc.
"7 �! �,"77777777777>- ` - :'�
Purchase order Amount
$131,750.00
Total: $131,750.00
In-House
Capital Equipment Requirements $0.00
Space Requirements $0.00
Supplies and Materials* $0.00
Outsource Cost (Estimated) for Year 1: $131,750.00
Intercon Technologies, Inc.
Purchase order Amount
Intercon Technologies, Inc. $131,750.00
Total: $131,750.00
Capital Equipment Requirements $0.00
Space Requirements $0.00
Supplies and Materials* $0.00
Outsource Cost (Estimated) for Year 1: $131,750.00
Contractual
Fiscal Year
Period
In-House
Service
FY 15/16
Year 1
$131,750.00
$294,768.00
FY 16/17
Year 2
$131,750.00
$194,768.00
FY 17/18
Year 3
$131,750.00
$194,768.00
Grand Total
$395.250.00
$684.304.00
Mechanic II (Per position request FY 14/15)
Mechanic II (Per position request FY 14115)
Step B annual salary with
benefits
Supplies and Materials - electronic boards and related parts
In -House Cost (Estimated) for Year 1:
Personnel - Fully"Loaded'Step 2•- Per Finariee= POs�t�on Esti`ineting Tool " ""
Step B annual salary with
Transit Mechanic 11 (Per position request FY 14/15) benefits
Transit Mechanic II (Per position request FY 14/15) "
Capital Equipment Requirements - electronic test
equipment
Supplies and Materials - electronic boards and related parts
In -House Cost (Estimated) for Year 1:
Pe, "rsonnef- "Fully:Loaded Step,2': Per Finance Position Estimating Toal
Step B annual salary with
Transit Mechanic II (Per position request FY 14/15) benefits
Transit Mechanic II (Per position request FY 14/15) "
Capital Equipment Requirements - electronic test
equipment
Supplies and Materials - electronic boards and related parts
In -House Cost (Estimated) for Year 1:
Amount
$92,384.00
$92,384.00
Total: $184,768.00
$100,000.00
$10,000.00
$294,768.00
777777 7,77
Amount
$92,384.00
$92,384.00
Total: $184,768.00
$0.00
$10,000.00
$194,768.00
Amount
$92,384.00
$92,384.00
Total: $184,768.00
$0.00
$10,000.00
$194,768.00
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Reference:
Agreement No. 10073
(CCS)