SR-08-25-2015-3G
City Council
Report
City Council Regular Meeting: August 25, 2015
Agenda Item: 3.G
1 of 3
To: Mayor and City Council
From: Edward King, Director, Big Blue Bus, Transit Maintenance
Subject: Award Bid to Provide Heavy-Duty Batteries
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4190 to:
a. Battery Power, a California-based company, for the purchase of DEKA brand
heavy-duty batteries for transit coaches; and
b. Advanced Battery Systems, Inc., a California-based company for the
purchase of Odyssey brand heavy-duty batteries for transit coaches and Fire
vehicles.
2. Authorize the Purchasing Services Manager to issue purchase orders totaling
$308,488 with:
a. Battery Power for DEKA brand heavy-duty 8D and Group 31 batteries in the
amount not to exceed $60,000 for one year, with two additional one-year
renewal options with 2% increase per year for a total amount not to exceed
$183,624, with future year funding contingent on Council budget approval;
b. Advanced Battery Systems, Inc. for Odyssey brand heavy -duty bus and Fire
apparatus batteries in the amount not to exceed $40,000 for one year, with two
additional one year renewal options with 4% increase per year for a total
amount not to exceed $124,864, with future year funding contingent on
Council budget approval.
Executive Summary
Changing batteries on transit coaches and fire vehicles is a necessary part of
preventative maintenance schedule. Transit coaches use six different styles of heavy
duty battery models; the Fire Department vehicles use two types. Following a formal bid
process, staff recommends a split award in the following manner:
Battery Power to provide DEKA brand heavy-duty 8D and Group 31
batteries, in an amount not to exceed $60,000
Advanced Battery Systems, Inc. to provide Odyssey brand heavy-duty
Group 31 batteries, in an amount not to exceed $40,000
The bid award is for specified batteries plus applicable sales tax for a one -year period
with two one-year renewal options at 2% increase per year with Battery Power and 4%
increase per year with Advanced Power Systems, Inc., with the same terms and
2 of 3
conditions as the first year period. The total expenditure is $100,000 for the first year,
and the total amount for three years is not to exceed $308,488.
Discussion
Transit and Fire Department vehicle electrical systems require heavy-duty batteries that
can withstand long periods of amperage draw from electronic equipment that continues
to operate after engines are shut off. The onboard surveillance, methane detection,
head sign and farebox systems function on battery power once the engines are shut off .
As a result, batteries must be able to withstand the constant amperage draw and must
recharge quickly after the engines start. This service demand on the batteries requires
use of high quality and durable batteries. After considerable research and experien ce,
BBB has identified that the DEKA and Odyssey batteries can withstand the battery
service cycles placed on transit and fire vehicles. Transit buses use six different styles
of heavy duty battery models; the Fire Department vehicles use two types. The batteries
to be purchased are heavy-duty Model 8D batteries and Group 31 batteries.
Vendor/Consultant Selection
In March 2015, the City published Notices Inviting Bids to provide DEKA and Odyssey
Model 8D and Group 31 heavy-duty batteries as required by Big Blue Bus, which is
responsible for maintenance of transit buses and Fire Department vehicles 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. Notifications were made to 401 vendors, of
which 22 vendors downloaded the bid. Five bids were received and publicly opened on
May 7, 2015. Bids were evaluated based on the criteria in SMMC 2.24.072, including
price, product availability, selection, quality of material and compliance with City
specifications. Battery Power was the lowest bidder to provide DEKA brand batteries
and Advanced Battery Systems, Inc., was the lowest bidder to provide Odyssey brand
batteries. Based on these criteria, Battery Power and Advanced Battery Systems, Inc.
are recommended as the best bidders.
Financial Impacts and Budget Actions
The purchase order to be awarded to Battery Power is for an amount not to exceed
3 of 3
$183,624. Funds in the amount of $60,000 are included in the FY 2015-16 Capital
Improvement Program budget at account C410106.589000.
The purchase order to be awarded to Advanced Battery Systems, Inc. is for an amount
not to exceed $124,864. Funds in the amount of $40,000 are included in the FY 2015-
16 Capital Improvement Program budget at account C41 0106.589000.
Future year funding is contingent on Council budget approval.
Prepared By: Getty Modica, Transit Maintenance Officer
Approved
Forwarded to Council
Attachments:
A. F4190 - Provide Heavy-Duty Batteries
BID # 4190 BID CLOSE DATE:5/7/2015
Advanced Battery
Systems, Inc.Battery Power Battery Systems Bid 1
of 2 Romaine Electric Valley Power
Systems, Inc.
Culver City, CA San Fernando, CA Garden Grove, CA Chula Vist, CA City of Industry, CA
Response Response Response Response Response
Item
No.Brand Battery
Part No.Type
Cold
Cranking
Amperage
Minimum
Reserve
Capacity
Unit Price Unit Price Unit Price Unit Price Unit Price Unit Price Unit Price
1 DEKA 908DFT LEAD
ACID 1425 440 $171.13 + 40 Core deposit $130.51 Exchange + $56.00
Core $ 185.00 $ 155.56 $ 174.15
2 DEKA 8A8D AGM 1450 517 $389.54 + $40 Core deposit $365.83 Exchange + $56.00
Core $ 440.00 Full River. FFD260-
12. AGM. 1150. 560 $ 380.00 $ 424.60 $ 398.04
3 DEKA 7T31 LEAD
ACID 730 190 $99.68 +$18 for Core $81.14 Exchange + $21.00
Core $ 110.00
Full River. C-31-
10STMF. Lead Acid.
950.190.
$ 95.00 $ 101.76 $ 90.73
4 DEKA 9A31 LEAD
ACID 925 190 $167.83 +$18 for Core $156.30 Exchange + $21.00
Core $ 185.00
Full River. C-31-
10STMF. Lead Acid.
950.190.
$ 95.00 $ 185.12 $ 136.45
5 DEKA 8A31 LEAD
ACID 800 210 $170.90 +$18 for Core $159.09 Exchange + $21.00
Core $ 185.00
Full River. C-31-
10STMF. Lead Acid.
950.210.
$ 95.00 $ 189.72 $ 135.69
6 ODYSSEY PC2150 AGM 2150 205 $243.95 + $18 for Core $275.00 Exchange + $21.00
Core $ 245.00 $ - 144.74 + $18.00 Core
7 ODYSSEY PC1200 AGM 540 78 $166.92 +$18 for Core $190.00 Exchange + $14.00
Core $ 155.00 $ -
Response Response Response Response Response
1 No charge $ 65.00 $ - $ - $ 95.00
2
0.To be conducted by Odyssey
engineer(s), maximum twice per
year
$ 65.00 $ - $ - $ 95.00
3 20%20%10%25%
4 $ - $ 65.00 $ - Free N/C $ 95.00
5
Please see the attached
"Understanding Batteries and
Battery Charging" guide we've
included. We can also include
the guides from manufacturers, if
we're chosen as your supplier
We recommend an associated
6080A charger, and a midtronics
XP-800 tester along with an
Autometer SB5/2 load tester
Please see our attached Check
& Charge Policy As per manufacturers specs.
We believe no additional fees or
charges will be necessary N/A None None
USA Both Deka and Odyssey
are made in the USA Deka + Odyssey USA DEKA/USA
Net 30 2% 20 Days, Net 30 Net 30 Net 30 Net 30
Response Response Response Response Response
1-2 Days ARO
4% Increase of previous year's
price for all areas or options.
2% Increase of previous year's
price for all areas or options.
3% Increase of previous year's
price for all areas or options.Increase or Decrease. None
4% Increase of previous year's
price for all areas or options.
2% Increase of previous year's
price for all areas or options.
3% Increase of previous year's
price for all areas or options.Increase or Decrease. None
The market is unpredictable. We
would be open to negotiate and
work with you when the time
comes.
Batteries to be sold to BBB at
25% gross profit margin over
current manufacturer's price at
time of renewal.
Out-of City Business License Out-of City Business License Out-of City Business License
Submitted Submitted Submitted Submitted Submitted
No presence No presence No presence No presence No presence
Subject to Living Wage Subject to Living Wage Subject to Living Wage Subject to Living Wage Subject to Living Wage
Battery Parts 9A31 and 8A31
are AGM, not lead acid
Oaks Initiative
Living Wage
Notes
AZ based business No presence
Subject to Living Wage
Submitted
Business License requirements
3% Increase of previous year's price for all
areas or options.Renewal Option Year 3
Specify alternate terms and conditions if applicable
Delivery Within
3% Increase of previous year's price for all
areas or options.Renewal Option Year 2
Provide a description of recommended re-charging and re-
testing criteria
Please describe any additional fees and charges not listed above
Please indicate origin of manufacturer
Payment Terms
Additional Questions
$ - Hourly Labor Rate for Training
Response
Please see attached Check & Charge Policy
None
USA
Net 30
Pricing Continued
Battery and 12/24 Volt Charging System Training- per event
10%
$ - Vehicle Data Logging
Mark-Up on Related Parts and Diagnostic Tools and
Equipment
Response
$ -
$ 185.00
$ 245.00
$ 155.00
Response
Garden Grove, CA
Purchasing Section
1717 4th St, Suite 250
Santa Monica, CA 90401
Tel: 310-458-8281
Pricing
At tachment - A
BID DESCRIPTION:Furnish and deliver batteries and related service as required by the Big Blue
Bus.
Battery Systems Bid 2 of 2