SR 07-25-2017 3J
Ci ty Council
Report
City Council Meeting : July 25, 2017
Agenda Item: 3.J
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To: Mayor and City Council
From: Edward King, Director , Big Blue Bus, Transit Maintenance
Subject: Transit Air Conditioning Repair Service
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4290 to Bus Systems Unlimited, a Califor nia -based company, for the
repairs and maintenance of the air -conditioning systems on transit buses and
Fire Department heavy apparatus;
2. Authorize the City Manager to negotiate and execute an agreement with Bus
Systems Unlimited, in an amount not to e xceed $173,250 for one year with four
additional one year renewal options to extend on the same terms and conditions,
for a total amount not to exceed $866,250, with future year funding contingent on
council budget approval.
Executive Summary
Staff recom mends the award of Bid #4290 to Bus Systems Unlimited to provide repair
and maintenance service to air -conditioning systems on transit buses and Fire
Department heavy apparatus as required by Big Blue Bus. The award of the bid would
enable the City to main tain the air -conditioning systems on its transit buses and Fire
vehicles to ensure the safety and comfort of transit customers and Fire Department
personnel. The annual expenditure for this bid is not to exceed $173,250 for one year,
with four one -year ren ewal options on the same terms and conditions. The total
expenditure for the five -year term is not to exceed $866,250.
Background
Big Blue Bus (BBB) maintain s air -conditioning (AC) systems on its fleet of transit buses
to original equipment manufacturer r ecommendation s in order to maintain the
performance of the systems at optimum efficiency . On May 7, 2014, staff solicited a bid
that included two one -year r enewal options . Contract number 4015 was signed June 30,
2014 , with Bus Systems Unlimited for repair s to the bus AC systems at BBB . On August
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26, 2014, Council directed staff to review contracted services throughout the City and
identify situations where contracted services could be brought in -house. In order to
ensure continuation of the air -conditioni ng service during the review, 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 t he City Manager ’s authority .
On January 13, 2015, Council approved staff’s recommendation to award Bid 4139 to
Bus Systems Unlimited for repair and maintenance service for air -conditioning systems
on transit buses because of the specialized expertise that is required to do this work.
When the first renewal option for the contract was executed on June 9, 2015, the
contract number was changed from 4015 to 10073.T he total expenditure for the three -
year term with the renewal options was not to exceed $525,000. The vendor’s service
quality has met contractual obligations with BBB for the duration of the contract.
Discussion
The City’s fleet of transit buses and Fire Department heavy apparatus require s both
major and routine AC system maintenance and repair ser vices. To ensure proper air -
conditioning system performance and maximum passenger comfort, BBB performs
routine preventative maintenance inspections (PMIs) by testing the AC system for
functionality and cleaning the air filters. The vendor , as required by BBB , performs
scheduled in -depth AC PMI’s and any needed repairs. The combination of staff and
contract AC maintenance and repair enable s BBB to maintain the air -conditioning
systems on its transit buses and Fire Department vehicles to original equipment
manufacturer standards and provide a comfortable onboard environment for customers
and staff year -round.
Method of Service
On January 13, 2015, Council adopted a Policy for Hiring Contracted or As -needed
Staff for Non -professional Services. This policy i ncludes criteria under which
contracting for a public service is appropriate. Council approved contracted staff for this
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service as an activity requiring technical expertise that City staff does not provide. The
service has not substantially changed since that analysis. Th e AC systems equipment
must be installed to manufacturer specifications by certified technicians. Providing the
necessary training to certify current City employees as technicians with an expertise too
narrow to benefit the rest of the or ganization would be costly and ultimately an
inefficient use of city funds compared to contracting with an outside vendor.
Staff recommends that bid #4290 be awarded to Bus Systems Unlimited for air -
conditioning repair and maintenance services related to BBB’s fleet of transit buses and
Fire Department’s heavy apparatus, 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 fur nish and provide air -
conditioning repair and maintenance service for transit buses and Fire heavy apparatus
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. Eight -hundred and fifty vendors were
notified, of which 11 vendors downloaded the bid. Two bids were received and opened
in public on May 25, 2017 per the table below:
Cost Estimate BUS SYSTEMS
UNLIMITED @ $45/hr.
COMPLETE COACH
WORKS @ $85/hr.
Estimate - 3,500 hours
per year
$ 157,500.00 $ 297,500.00
10% Contingency $ 15,750.00 $ 29,750.00
Contract 5yr Total $ 866,250.00 $ 1,636,250.00
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.
Bus Systems Unlimited has a posi tive history providing air -conditioning system repair
services for Big Blue Bus and is able to meet all of the City requirements in addition to
being the lowest bidder. Based on these criteria, Bus Systems Unlimited, the lowest
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bidder, is recommended as th e best bidder.
Financial Impacts and Budget Actions
The contract to be awarded to Bus Systems Unlimited is for an amount not to exceed
$866,250. Funds of $173,250 are available in the FY 2017 -18 budget in the Big Blue
Bus and Fire Departments. The contra ct will be charged to the following accounts:
C410106.589000 $ 160,050
01312.569290 $ 13,200
$ 173,250
Future year funding is contingent on Council budget approval.
Prepared By: Getty Modica, Transit Maintenance Officer
Approved
Forwarde d to Council
Attachments:
A. Bus Systems Unlimited - Oaks
B. June 9, 2015 Staff Report to exercise 1st option (Web link)
C. Jan. 13, 2015 Staff Report criteria for contracted labor (Web link)
D. June 9, 2015 Staff Report Appr ove 1st renewal of contract 4015 (Web link)
REFERENCE:
Agreement No. 10510
(CCS)