SR 04-25-2023 5I
City Council
Report
City Council Meeting: April 25, 2023
Agenda Item: 5.I
1 of 4
To: Mayor and City Council
From: Edward F King, Director, Department of Transportation, Transit Maintenance
Subject: Award Bid to CG, Inc. for Detail Repairs of Transit Bus Body Components
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of Categorical Exemption (Class 1 Existing Facilities) pursuant to
Section 15301 of the California Environmental Quality Act (CEQA) Guidelines;
2. Award Bid #4447 to CG Inc. for detail repairs of transit bus body components for
the Santa Monica Department of Transportation; and,
3. Authorize the City Manager to negotiate and execute an agreement with CG Inc.,
in an amount not to exceed $4,003,938, including a 10% contingency and a 3%
cost escalator, over a five-year period with future year funding contingent on
Council budget approval.
Summary
Big Blue Bus (BBB), a division of the Santa Monica Department of Transportation
(DOT), operates 195 transit buses providing over 600,000 rides each month. While in
service, transit buses experience body damage resulting from normal wear, road
damage, and accidents that require repair and painting services. Bus body repair
services are required to ensure that buses can be repaired and returned to service in a
timely manner. Staff recommends that Bid #4447 be awarded to CG Inc. and that the
City negotiate and execute an agreement with CG Inc. for body repairs to transit buses
for a five-year period in an amount not to exceed $754,160 for the first year with a total
five-year contract not to exceed $4,003,938 including a 10% contingency and a 3%
annual cost escalator.
5.I
Packet Pg. 200
2 of 4
Discussion
DOT takes pride in maintaining its fleet of transit buses in a like-new condition free of
significant paint or body damage. Body repair services consist of repair, replacement,
and fabrication of bus body panels, painting of body panels and surfaces as needed,
and repairs to bus structural components. DOT staff perform minor body repairs in-
house; however, repairs and painting resulting from major accidents exceed DOT’s
capabilities, workspace, and staffing levels to repair.
DOT has customarily contracted its bus body repair and paint services in accordance
with the guidance set forth in the “Contracted and As-Needed Staffing Review Policy,
Practice Recommendations” report approved by Council on January 13th, 2015. Transit
bus body repairs require specialized technical expertise, space requirements, and
capital equipment and pose an excessive risk to the City. Bid #4447 requires that the
vendor provide all equipment and materials necessary to repair and replace bus body
panels and structural components. Additionally, the bid requires that the vendor have a
fully enclosed paint booth in their facility in accordance with Federal, State, and local
rules and regulations, and requires vendors to have certified painters and technical
staff. Based on the need for specialized training, equipment, and facilities staff
recommends the award of Bid #4447 to CG Inc.
Vendor/Consultant Selection
Best and Only Bidder CG Inc.
Municipal Code SMMC 2.24.180
Evaluation Criteria
Price, quality of services offered, ability to perform all services,
bidder experience and history providing these services to the
Department of Transportation.
Submittals Received
Clean Energy $ 4,003,938
Bid Data
Date Posted Posted On
Advertised in
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
2/23/2023 ProcureNow
Santa Monica Daily
Press 5 3/15/2023
5.I
Packet Pg. 201
3 of 4
Additional Vendor Outreach and Justification to Award
The City received two "No Bid" responses from Gillig and Complete Coach Works that
stated they do not offer the services sought or could not submit a competitive bid,
under Bid #4447. CG Inc.'s bid cost represented a reasonable increase over the
current contract pricing. CG Inc. also submitted paint samples, per the bid
requirements, that were free from defects and demonstrated acceptable paint quality.
Additionally, CG Inc has a positive history of providing transit bus body repairs for DOT
transit buses. Based on the evaluation criteria, CG Inc. is recommended as the best
bidder.
Environmental Review
The project is categorically exempt from CEQA pursuant to Section 15301 of the CEQA
Guidelines. Section 15301 exempts Class 1 (Existing Facilities) projects from CEQA,
which include the operation, repair, maintenance, permitting, leasing, licensing, or minor
alteration of existing public or private structures, facilities, mechanical equipment, or
topographical features, involving negligible or no expansion of existing or former
use. The awarded contract would address the maintenance responsibilities of
existing transit buses, and therefore, it has been determined that the project
is categorically exempt pursuant to Section 15301 of the CEQA
Guidelines. Furthermore, staff has determined that none of the exceptions to
Categorical Exemptions set forth in the CEQA Guidelines, section 15300.2 apply to this
project.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Big Blue Bus Fund to award
a contract with CG Inc. for transit bus painting and body repairs. Future year funding is
contingent on Council budget approval.
Contract Request
FY2022-23 Budget
Request Amount Department Account # Total Contract Amount
$100,555 60600008.550012 $3,203,150
$25,139 C6004750.689000 $800,788
5.I
Packet Pg. 202
4 of 4
Prepared By: David Nanjo, Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. CG Inc. Oaks
5.I
Packet Pg. 203
5.I.a
Packet Pg. 204 Attachment: CG Inc. Oaks (5677 : Award bid for bus body repairs)