SR 09-13-2016 3A (2)
Ci ty Council
Report
City Council Meeting : September 13, 2016
Agenda Item: 3.A
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To: Mayor and City Council
From: Susan Cline, Director , Public Works, Architecture Services
Subject: Big Blue Bus Fuel and Wash Construction Contract
Recommended Action
Staff recommends that the City Council:
1. Award Bid #2371 to JR Universal Construction Inc., a California -based company,
for the modernization of the fuel and wash building and replacement of the
existing bus wash apparatus;
2. Authorize the City Mana ger to negotiate and execute a contract with JR
Universal Construction Inc., in an amount not to exceed $1,684 ,0 0 0 (includes a
10% contingency); and
3. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within contract authority.
Executive Summary
The Big Blue Bus seeks to replace its bus wash appa ratus and upgrade the fuel and
wash support facilities in an effort to provide a more energy efficient wash system,
improve upon a safe work environment, and continue its uninterrupted service to the
citizens. In May 2016, the City solicited bids for const ruction services associated with
the improvements. Three bid s were received and opened on July 11, 2016. Staff
recommends JR Universal Construction Inc. as the best bidder for the BBB Fuel and
Wash Upgrade P roject in an amount not to exceed $1,684,000 .
B ackground
Providing clean and attractive buses is a key part of the strong local and regional appeal
of the Big Blue Bus. The existing BBB fuel and wash apparatus was installed in 2002.
The facility is open seven days a week and se rvices approximately 165 buses per night.
The manufacturer’s life ex pectancy of the bus wash is 15 years. Based upon 165 buses
being washed nightly, the current bus wash and support facilities have processed
approximately 770,000 to 840,000 bus washes over the last 14 years. Due to the major
wear and tear, the rising costs to maintain the current bus wash, and its lack of modern
energy efficiencies, the wash has come to the end of its service life. The support
facilities have also endured 14 years of industrial related service. T he facility is open to
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all of the outside weather elements and sees high volumes of vehicles and employee
traffic. During the fuel and wash hours of 6:00 pm to 5:00 am the facilities support up to
20 employees. During the daytime hours of 5:00 am to 6:00 p m the facilities are used by
other personnel for restroom services, fare media processing, and maintenance related
services. The current office space is deficient and needs design upgrades creating more
workable space to maximize efficiency. This project w ould modernize the fuel and wash
building by replacing the existing bus wash apparatus including all brushes, motors,
mechanisms, rollers, pumps, holding tanks and filters. The design criteria of the retrofit
would emphasize durability as well as energy an d water efficiency. Additionally, the
roof membrane would be replaced, light fixtures would be upgraded to reduce energy
costs , and the finishes and furniture would be replaced in the men's and women's
restrooms, break room, fare media offices and superv isor’s office.
Discussion
Contractor Selection
In May 2016, the City published Notices Inviting Bids to replace and upgrade the wash
apparatus of the existing BBB f uel and w ash building in accordance with City
specifications. The bid was posted on the Ci ty's on -line bidding site, and notices were
advertised in the Santa Monica Daily Press in accordance with City Charter and
Municipal Code provisions. Fifty -two vendors downloaded the bid and twelve
prospective bidders attended a pre -bid job walk. Three bid s were received and publicly
opened on July 11, 2016. The bid results are as follows:
Bidder Total Bid Amount
JR Universal Construction Inc. $1,530,414.72
West Valley Investment Group $1,548,000.00
USS Cal Builders $1,718,800.00
Bids were evaluated based on the criteria in SMMC 2.24.072, including price, previous
experience, ability to deliver, quality of product, and compliance with City specifications.
Based on these criteria, JR Universal Construction Inc., the lowest bidder, is
recomme nded as the best bidder. Staff contacted references provided by JR Universal
Construction Inc. for prior project experience at Tower Jazz Semiconductor, the County
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of Los Angeles and City of Santa Monica. All respondents reported that work was
completed i n a timely and cost -efficient manner while maintaining consistent quality.
Staff also verified with the Contractors State License Board that JR Universal
Construction In c . has a license that is current, active, and in good standing.
Schedule
Constructio n work is tentatively scheduled to begin in October 2016 and be completed
in spring 2017. During construction, the buses will be washed every other night using
only one lane while portions of the apparatus are replaced. The bus wash will be
completely clos ed for a maximum of three weeks while the final cut over phase is
completed .
Financial Impacts and Budget Actions
The contract to be awarded to JR Universal Construction Inc. is for an amount not to
exceed $1,684 ,0 00 (includes a 10% contingency). Funds are available in the FY 2016 -
17 Capital Improvement Program budget in account C410826.589000 (Facility
Upgrades and Renovation).
Prepared By: Tom Afschar, Architect
Approved
Forwarded to Council
Reference:
Contract No. 10357
(CCS)