SR 07-25-2017 3D
Ci ty Council
Report
City Council Meeting : July 25, 2017
Agenda Item: 3.D
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To: Mayor and City Council
From: Edward King, Director , Big Blue Bus, Transit Maintenance
Subject: Purchase and Delivery of Brake Reline Kits
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4291 to American Moving Parts, LLC, a California -based company,
for the purchase and delivery of transit bus brake reline kits;
2. Authorize the City Manager to negotiate and execute an agreement with
American Moving Parts, LLC, in an amount not to exceed $110,000 for one year,
with four ad ditional one year renewal options with costs increasing by three
percent in the first two renewal periods and five percent for the final two, for a
total amount not to exceed $59 1 ,194 for a five year period. Future year funding is
contingent on Council app roval.
Executive Summary
Staff recommends award of bid #4291 to American Moving Parts, LLC for the purchase
and delivery of brake reline kits at specified unit prices plus applicable sales tax. The
award of the bid would enable the City to purchase brake reline kits that contain brake
drums, brake lining, brake pads , and all associated hardware needed to refurbish
completely the braking systems on transit coaches. The award would also ensure that
the braking systems are maintained to Original Equipment Ma nufacturer (OEM)
recommendations and that the braking systems conform to all Federal, State and local
laws, rules and regulations governing air brake system functions and components. The
annual expenditure for this bid is not to exceed $110,000 with four o ne -year renewal
options with a three percent increase in years one and two, and a five percent increase
in years four and five. The total expenditure for the five -year term is $591,194.
Background
Big Blue Bus (BBB) uses reline kits containing a set li st of parts needed to reline the
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drum brakes on its transit buses. The bundling of parts needed to perform the work of
relining the brakes on transit buses improves workflow in the performance of the work
and simplifies the purchase of brake parts. BBB pur chases t hese kits and other brake
parts through its contract with American Moving Parts. This service was approved by
City Council on August 12, 2014 and a contract with American Moving Parts was signed
and executed on January 7, 2015. A modification of th is contract was signed and
executed on November 17, 2016 to exercise the second option to extend the original
contract for a one -year period ending December 15, 2017. The vendor’s service quality
has been satisfactory for the duration of its contract with BBB.
Discussion
The City’s fleet of transit buses requires routine brake pad and drum/rotor replacement.
The brake reline kits would provide all necessary parts and hardware to facilitate the
complete refurbishment of the brake assembly. The kits would ensure that the braking
systems are maintained to OEM specifications in order to operate at optimum efficiency
and perform at “as new condition.”
The award of the bid would enable the City to purchase brake reline kits that contain
brake drums, brake lin ing, brake pads , and all associated hardware needed to refurbish
the braking systems on transit coaches. The award would also ensure that the braking
systems are maintained to OEM specifications and that the braking systems conform to
all Federal, State an d local laws, rules and regulations governing air brake system
functions and components.
Staff recommends that bid #4291 be awarded to American Moving Parts to provide
brake reline kits to BBB, based on the bid price submitted by this vendor and their
previous work history with the City.
Vendor/Consultant Selection
On May 11, 2017, the City published Notices Inviting Bids to provide brake reline kits
and parts for transit buses in accordance with City specifications. The bid was posted
on the City’s on line bidding site, and notices were advertised in the Santa Monica Daily
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Press in accordance with the City Charter and Municipal Code provisions. Eight -
hundred and forty -two vendors were notified, of which 15 downloaded the bid. One bid
was received and op ened in public on May 25, 2017 , per the table below:
Cost Estimate American Moving Parts
Estimate - Based on historical purchases over
previous contract period
$ 1 10,000
Contract – Five -Yea r Total
$ 591,1 9 4
The bid was 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. American Moving Parts has a positive history providing brake reline k its
and parts to Big Blue Bus and is able to meet all of the City requirements. This type of
service is specialized. There are few vendors that provide these services. Other
vendors include bus manufacturers; however, their product line is limited to the types of
buses they produce. BBB’s fleet includes buses from four different manufactures, so no
one bus manufacturer would be able to provide all of the services requested. AMP, an
independent corporation, can provide all of the requested services. To our knowledge,
they are the only Los Angeles based business of this type and they provide the same
type of service to most of the local transit operators. The bid price for brake reline kits
has been compared to the previous bid pricing and the new bid pricing was found to be
lower than the previous bid . Based on these criteria, American Moving Parts is
recommended as the best bidder.
Financial Impacts and Budget Actions
The contract to be awarded to American Moving Parts, LLC is for an amount not to
exceed $591,194 over a five -year period . Funds in the amount of $110,000 are
available in the FY 2017 -18 adopted Budget in the Big Blue Bus department. The
contract will be charged to account 41651.544220 . Future year funding is contingent on
Council budget appro val.
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Prepared By: Getty Modica, Transit Maintenance Officer
Approved
Forwarded to Council
Attachments:
A. American Moving Parts - Oaks
REFERENCE:
Agreement No. 10508
(CCS)