SR 07-24-2018 3P
City Council
Report
City Council Meeting: July 24, 2018
Agenda Item: 3.P
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To: Mayor and City Council
From: Edward King, Director, Big Blue Bus, Transit Maintenance
Subject: Award Bid for Purchase of Detroit Diesel and Allison Engine and Parts
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4322 to Dartco Transmission Sales & Service Inc., a California-
based company for the purchase of new Detroit Diesel and Allison engine and
transmission parts;
2. Authorize the Purchasing Services Manager to issue a purchase order with
Dartco Transmission Sales & Service Inc. for the purchase of Detroit Diesel and
Allison Transmissions parts in the amount not to exceed $100,658 for one year,
with three-additional one-year renewal options to extend on the same terms and
conditions for a total amount not to exceed $421,117, which includes a 10%
contingency and applicable taxes, with future year funding contingent on Council
budget approval.
Summary
The City of Santa Monica’s fleet of transit buses and Fire Department (FD) heavy-duty
vehicles require routine engine and transmission maintenance and repairs to ensure
that the vehicles are maintained in good operating condition. Big Blue Bus (BBB)
solicited bids to provide the engine and transmission parts needed to perform these
repairs. Staff recommends awarding Bid #4322 to Dartco Transmission Sales & Service
Inc. (Dartco) for the purchase and delivery of transmission parts from Allison
Transmission (Allison) and engine parts from Detroit Diesel Corporation (Detroit Diesel),
in an amount not to exceed $421,117 which includes a 10% contingency and all
applicable taxes, over a four-year period.
Discussion
To perform routine maintenance and repairs the BBB purchases genuine Original
Equipment Manufacturer (OEM) parts for Detroit Diesel Fire vehicle engines and Allison
transmissions. BBB has historically solicited bids for Detroit Diesel and Allison
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Transmissions repair parts so that adequate spare parts are in stock for the timely
repair of these components. These engines and transmissions have several hundred
parts, varying based on model year. Replacement parts are necessary to enable BBB to
service these components to manufacturer specifications and to ensure proper
operation of the components.
Vendor Selection
Financial Impacts and Budget Actions
The purchase order to be awarded to Dartco Transmission Sales & Service Inc., is for
an amount not to exceed $421,117, which includes a 3% annual cost escalator, a 10%
contingency, and all applicable taxes. The award for FY 2018-19 is $100,658. Funds of
$65,658 are available in BBB’s FY 2018-19 Adopted Budget and funds of $35,000 are
available in the Fire Department’s budget. The contract will be charged to the accounts
below:
FY 2018-19 Account Amount
60.106602 15,658
60.106619 47,000
60600008.550012 1,000
60600008.529030 2,000
01190001.529470 35,000
Bid Data
Bid Posting Date Bid Posted
On
Bid Advertised In
(City Charter &
Municipal Code)
# of
Vendors
Downloaded
# of
Submittals
Received
Date
Publicly
Opened
3/12/2018 City's Online
Bidding Site
Santa Monica Daily
Press 12 4 3/29/2018
Submittals Received Vendor Selection Recommendation
Dartco $421,117 Municipal Code SMMC 2.24.072
LA Truck
Centers $466,123
Evaluation Criteria
Price, previous experience, ability to deliver, quality
of product, and compliance with City specifications.
Valley
Power $448,056
Western
States $538,615
Best and Lowest
Bidder
Dartco
Best Bidder Justification
Dartco is the lowest bidder and is able to meet all of the City’s requirements. Based on these criteria,
Dartco Transmission Sales & Service Inc. is recommended as the best bidder.
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Future year funding is contingent on Council budget approval.
Prepared By: David Nanjo, Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. 2015-7-28 - Staff Report Engine & Trans. parts
B. Dartco Oaks