SR 12-18-2018 3A
City Council
Report
City Council Meeting: December 18, 2018
Agenda Item: 3.A
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Architecture Services
Subject: Award Construction Contract to EFS West for the Big Blue Bus Methane
Detection System Upgrades Project
Recommended Action
Staff recommends that the City Council:
1. Award Bid #SP2371 to EFS West, a California-based company, for the
construction of the Methane Detection System Replacement for the Big Blue Bus
at the Transit-Maintenance Facility.
2. Authorize the City Manager to negotiate and execute an agreement with EFS
West in an amount not to exceed $632,815 (includes a 10% contingency) for two
years with future year funding contingent on Council budget approval.
3. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within contract authority.
Summary
The Big Blue Bus has a gas-leak/methane detection system at the Transit-Maintenance
Facility since they operate buses fueled by compressed natural gas (CNG) or methane
and liquified compressed natural gas (LCNG). The existing Big Blue Bus methane
detection system frequently malfunctions and requires replacement. Malfunctions cause
false alarms, which create facility disruptions and waste personnel time. Staff
recommends awarding a contract with EFS West to replace the methane detection
system at the Big Blue Bus Transit-Maintenance Facility. Replacing the existing system
would eliminate false alarms, improve system reliability, and minimize disruptions to
equipment operations while maintaining a high degree of safety in the facility.
Discussion
The Big Blue Bus operates two buildings, the Fuel and Wash Building and the
Maintenance Building, that require gas-leak detection due to the extensive use of buses
fueled by CNG or methane and LCNG. There is a potential for a hazardous, flammable
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condition in or around CNG and LCNG equipment, and the atmosphere must be
monitored to protect lives and property.
The detection systems in these buildings frequently produce erroneous gas-leak
detection and ‘trouble alarms’ where sensor malfunctions trigger alarm events and
cause electrically powered equipment to disconnect. These false alarms create
disruptions to the work flow and waste personnel time. The components of the existing
gas detection system, including sensors and controllers, are outdated and unreliable.
Therefore, the existing system needs to be replaced to eliminate false alarms, improve
system reliability, and maintain a safe work environment. Hence, staff recommends
awarding a contract with EFS West to replace the methane detection system at the Big
Blue Bus Transit-Maintenance Facility.
Vendor Selection
Bid Data
Bid Posting
Date Bid Posted On
Bid Advertised In
(City Charter &
Municipal Code)
# of Vendors
Downloaded
# of
Submittals
Received
Date
Publicly
Opened
09/25/2018 City's Online
Bidding Site
Santa Monica
Daily Press 27 2 10/23/2018
Submittals Received Selection Criteria
EFS West $575,287.00
Municipal
Code SMMC 2.24.072
Clean Energy $716,131.00
Evaluation
Criteria
Price, experience, qualifications, and
references
Best Bidder EFS West
Best Bidder Justification
Staff evaluated EFS West and verified the vendor meets City requirements and
specifications. EFS West has broad experience working on similar projects with the Los
Angeles County Metropolitan Transportation Authority, North County Transit District, City
of San Diego, City of Torrance, City of Long Beach and the City of Los Angeles.
Additionally, all references provided the highest reviews of the work completed on past
projects. Based on the criteria above, EFS West is recommended as the best bidder.
Financial Impacts and Budget Actions
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Staff seeks authority to award a contract with EFS West to provide construction services
for the Big Blue Bus Methane Detection System Upgrades Project.
Contract Request
Request Amount
(including 10% contingency)
FY 2018-19 Budget
CIP Account # Total Contract Amount
$632,815 C6007530.689000 $632,815
Prepared By: Amelia Feichtner, Senior Architect
Approved
Forwarded to Council
Attachments:
A. EFS West Oaks Initiative Disclosure Form
REFERENCE:
Agreement No. 10784
(CCS)