SR 10-25-2022 5B
City Council
Report
City Council Meeting: October 25, 2022
Agenda Item: 5.B
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To: Mayor and City Council
From: Edward F King, Director, Department of Transportation, Transit Maintenance
Subject: Award Bid to American Moving Parts, LLC, for Purchase of Brake Parts for
Bus Fire Department Apparatus
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4426 to American Moving Parts, LLC for the purchase of brake parts
and brake reline kits for the Transportation and Fire Departments;
2. Authorize the Procurement Manager to issue a purchase order with American
Moving Parts, LLC for brake parts and reline kits in the amount not to exceed
$276,856, which includes a $25,169 contingency, over a two-year period, with
future year funding contingent on Council budget approval.
Summary
The City of Santa Monica’s Department of Transportation (DOT) operates 195 transit
buses fueled by renewable natural gas and battery electric power. DOT maintenance
staff perform replacements of worn items on the braking systems of DOT’s transit buses
and the Fire Department’s heavy-duty apparatus, which wear down because of normal
operation. DOT purchases brake reline kits that contain all necessary parts and
hardware to facilitate the complete refurbishment of the brake assembly.
Staff recommends awarding Bid #4426 to American Moving Parts for the purchase and
delivery of brake reline kits for transit buses and heavy-duty fire apparatus. The award
would ensure that the braking systems on the City’s heavy-duty transit buses and fire
apparatus are maintained in accordance with Original Equipment Manufacturer (OEM)
recommendations. The award would be for a two-year period in an amount not to
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exceed $128,770 for the first year, with the two-year total amount not to exceed
$276,856, which includes a 10% contingency and a 15% cost escalator in year two.
Discussion
The City’s fleet of heavy-duty fire apparatus and transit buses require routine brake pad
and drum/rotor replacement to ensure the safe operation of the vehicles. DOT’s transit
buses run over 380,000 miles per month. During normal operation, the braking systems
on these heavy-duty vehicles suffer wear requiring periodic replacement to ensure safe
operation. DOT uses reline kits containing a set list of parts needed to service the brake
systems on its transit buses and fire apparatus. The bundling of parts needed to
perform the work of servicing the brakes improves workflow and simplifies the purchase
of brake parts. The brake reline kits contain all the materials needed to replace brakes
including drums, brake linings and pads, and the associated hardware. The kits ensure
the braking systems are maintained to OEM specifications to operate at optimum
efficiency and maintain the brake system in a state of good repair.
The award of Bid #4426 to American Moving Parts would enable the DOT to perform
routine service and replacement on the City’s heavy-duty fire apparatus and transit
buses to maintain these vehicles in good operating condition.
Vendor Selection
Bidder Recommendation
Best Bidder American Moving Parts, LLC
Evaluation Criteria Price, quality of services offered, ability to perform all services,
bidder experience, and history of providing these services to
the Department of Transportation
Municipal Code SMMC 2.24.180
Submittals Received
American Moving Parts $276,856
Gillig LLC No Bid
John A. Martin & Associates No Bid
Muncie Transit Supply No Bid
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Bid Data
Date
Posted Posted On
Advertised in
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
3/29/2022 ProcureNow Santa Monica Daily Press 13 4/21/2022
Best Bidder Justification
Bids were evaluated based on the criteria in SMMC 2.24.180 including price,
ability to provide the services according to City specifications included in the bid,
experience, reputation, and training of the bidder. American Moving Parts was the
only bid received. The City received three no-bid responses stating that they did
not provide the requested products. American Moving Parts has a positive history
of providing this service to the Department of Transportation with no complaints
regarding their workmanship, and pricing consistent with current rates in the
industry.
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Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Big Blue Bus Fund and the
General Fund to award a purchase order with American Moving Parts, LLC for the
purchase of brake reline kits for transit buses and fire apparatus. Future year funding is
contingent on Council budget approval.
Purchase Order Request
FY 2022-23 Budget
Request Amount
Future Years’ Budget
Request Amount
Department/CIP Account
# Total Amount
$95,000 $109250 60600008.529300 $204,250
$23580 $27118 C6004750.689000 $50,698
$10,190 11,718 01190001.529470 $21,908
Total $276,856
Prepared By: David Nanjo, Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. AMP 7.27.22 Oaks
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5.B.a
Packet Pg. 38 Attachment: AMP 7.27.22 Oaks (5173 : Award bid for Bus and FD Brake Parts)
5.B.a
Packet Pg. 39 Attachment: AMP 7.27.22 Oaks (5173 : Award bid for Bus and FD Brake Parts)