HomeMy WebLinkAboutAgenda Bill 3.E 08/02/2010^~S A L tr
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DATE: August 2, 2010
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TO: Honorable Mayor and Members of the City Council through City Manager
FROM:: Vincent Marengo, Public Works Director
SUBJECT: Resolution Authorizing the Purchase of Ones Replacement Paratransit Van and
Two Replacement.Fixed-Route Buses for Petaluma Transit
RECOMMENDATION
It is recommended that the City Council adopt the attachedresolution authorizing the purchase of
one replacement paratransit van and two replacement. fixed route buses'.for Petaluma Transit.
BACKGROUND
This purchase is the culmination of a larger vehicle upgrade strategy that was initiated with a
similar order. for one paratrarisit van aril two fixed route buses, approved by City Council at their
meeting of December 7, 2009. This additional purchase wi l complete the planned upgrade of
the City's entire fixed-route fleet to standard transit vehicles. The City currently owns four Gillig
buses that are the foundation of the current Petaluma Transitfixed=route fleet.
At their meeting of July 6, 2009; the City Council adopted a resolution authorizing the filing of
an application .for.Federal 'Transit. Administration (FTA) Section 53,07 funding for this vehicle
purchase. That,grant has recently been approved by the FTA, providing funding that allows the
City to place the order for this second' set of vehicles.
DISCUSSION
. an and two , .
pp ~t~ates construction o one ora o aratrarisit re acement v
Purchase a royal in p p ,,
Gillig fixed route replacement buses. The paratranstt wan will arrive m the fall of 20'10, aril the ~'
two new fixed.route buses will arrive in April 20-11.
At the.December 7, 2009 Council meeting, Council .authorized the expenditure of $896,834 for
two fixed route vehicles and $88,016 for one paratranst van. Si"nee negotiations with both
vendors resulted in lower pricing than initially anticipated, this request is for a lesser'amount to
complete the planned upgrade ($798,635 and $77,000 respectively).
In advance of the°purchase of.the first two fixed route vehicles, two bus specification choices
were evaluated and vetted'by the City's Transit Advisory Committee (TAC); including vehicle
length%style, and fuel' choice. To balance the fleet size and best match vehicles with demand,
Agenda
Dept.
City Attorney Finance Director_1/.y~~ City Manager
TAC and staff recommend continuing with the smaller, heavy-duty buses in the 29/30' size
range.
TAC considered modern clean, diesel, hybrids, .and compressed natural gas (CNG). Due to clear
evidence that emissions reductions are comparable, operational flexibility greater, purchase costs
less, and infrastructure investment. zero; staff and TAC recommend continuing to purchase
modern, clean diesel engines for the replacement fixed route buses. TAC and staff also
recommend that gasoline continue to be the fuel of choice in the paratransit fleet, and these
replacement vans will be gas-powered.
The two replacement fixed route buses and the paratransit van are being procured in compliance
with.Petaluma Municipal Code Section 4:04.100, utilizing ari FTA-approved method of
piggybacking onto another agency's publicly bid process, and thereby exempting the City from
competitive bidding requirements. The same method was used for the purchase approved by
City Council in December .2009. For the fixed route buses, an option for purchase of low-floor
buses was located through a procurement consortium led by SamTrans (San Mateo County
Transit District), where the Gillig Corporation of Hayward,. CA was the successful bidder. For
the paratransit van, an option was located through a different effort, also led by SamTrans, where
Creative Bus Sales of Chino, CA was he successful bidder.
FINANCIAL IMPACTS.
Purchase of these three replacement vehicles is funded by a combination of Federal Transit
Administration (FTA) Section 5307 funds ($638,908), Proposition 1 B Public Transportation
Modernization, Improvement, and. Service Enhancement A'ccount'Program (PTMISEA) funds
($77,000), and Transportation Development Association (TDA) Article 4.0 funds ($159,727).
Due to slow bond sales, less Prop 1 B PTMISEA funds are available than anticipated in 2009,
which.. will require the City to utilize TDA funds to fund the remaining local match on these
buses. All funds are included in the FY 2011 Budget.
Total Cost of Proposal or Project: $875,635
Amount Budgeted: $875,635
Name of Account: Vehicles
Account Number: 65200.62220 & 65300:62220
Current Account Balance: $1,857,550
ATTACHMENTS
1. Resolution
2. SamTrans FTA-approved procurement documentation, upon which the City will
piggyback:its purchase.
e4TT~lCFI NI ~Id'T 1
,,
RESOL;UTIDN AUTHORIZING TIDE PURCHASE° OF ONE REPLACEMENT
PARATRANSIT VAN AND TWO REPLACEMENT FIXED-ROUTE BUSES FOR . .. ,,.
PETALUMA TRANSIT
WHEREAS, pursuant to Safe, Accountable, Flexible, Efficient Transportation Equity
Act: A Legacy for Users (SAFETEA-LU), eligible project sponsors wishing to receive Federal
Transit Administration (FTA) :Section 5307 grants for a project shall submit an application with
the metropolitan transportation planning organization (MPO), for review and inclusion in the
MPO's Transportation Improvement Program (TIP); and
WHEREAS, the City of Petaluma submitted an application for FTA Section 5307
funding for transit vehicle procurements in the amount of '$636,508 ("the project") to MTC and
the FTA in June 2010, and funding has been subsequently awarded; and
WHEREAS, additional funding fore the replacement buses is available from the 2009
FTA Section 5307 grant; Proposition 1 B Transit Capital funds, and Transportation Act Article
4.0 funds, and purchase orders are required to initiate production; and
WHEREAS, an option was located to purchase low-floor buses through a procurement
consortium led by SamTrans (San Mateo County Transit District), where the Gillig Corporation
of Hayward, CA was the successful bidder; and
WHEREAS, an option was located to purchase paratransit vans through a procurement
consortium, also led by SamTrans, where Creative Bus Sales of Chino, CA was the successful
bidder; and
WHEREAS, the bus and paratransit van purchases under SamTrans'
competitively bid.. procurement processes meet the requirements of Petaluma Municipal, Code
Section 4.04.100 for an exemption from City of Petaluma competitive bidding requirements; and
WHEREAS, after reviewing the quotes from Gillig Corporation and Creative Bus Sales,
staff recommends that the Council authorize the purchase of two fixed route transit buses, and
one paratransit van from these respective vendors.
NOW, THEREFORE, BE IT RESOLVED, that the City Council hereby authorizes the
City Manager to issue purchase orders for the purchase of one paratransit van from Creative Bus
Sales in -the amount of $77,000, and two 30-foot low-floor buses from Gillig Corporation in an
amount not to exceed $795,635.
~4TTACHnII~R-T 2
FINANCE ITEM # 7
MARCH ] 5, 2007
SAN MATEO COUNTY TRANSIT DISTRICT
STAFF REPORT
TO: Finance Committee
THROUGH Michael J. Scanlon
General Manager/CEO
FROM: George Cameron C. H. (Chuck) Harvey
.Chief Administrative Officer Chief Operating Officer
SUBJECT: AWARD: OF A,CONTRACT FOR PURCHASE AND DELIVERY OF
NINETEEN PARATRANSI7' VEHICLES
ACTION
Staff proposes thatxhe Committee recommend that the Board:
I. Award a contract to~Creative Bus Sales, Inc., for the purcliase and delivery of nineteen 22-
foot paratransit vehiclis for a total estimated cost of $1,668,275 for athree-year base term.
2. Authorize the General Manager/CEO to execute a contract with Creative Bus Sales, ]nc.,
the highest consensus-ranked firm.
3. Authorize the General Manger/CEO to exercise an option for 10 additional 22-foot
paratransit vehicles'contingent upon the availability of funds'and if in the best interest of the
District.
4. Authorize the General Manager/CEO to exercise up to wo additional.-one-year option terms
at the appropt"iate time and if deemed in the best interest of the District.
SIGNIFICANCE
The award of this contracewill provide the District with the ability toyreplace the existing iwenty-
nine 1999 and 2001 ElDorado paratransit vehicles (vehicles) and will ensure continued, reliable
Redi-Wheels serviceao paratransit customers. The new vehicles will be upgraded to meet the
needs identified by the Pa'ratransit Coordinating Council's (PCC) vehicle advisory committee.
BUDGET IMPACT
Procurement,of the first 19 vehicles will be funded 80 percent by a federal grant and 20 percent by
local m"atcliing fiinds'programmed in the approved FY 2007 capital budget. Subsequent Funding
for the additional ]0 vehicles at the base price, plus costs due to new California Air Resources
Board.t•equirements and any Producer Price Index increases, will be included in filture year capita)
budgets subject to Board approval.
BACKGROUND
The Qistricrprggratits.the,routine replacement of its vehicles in accordance with Federal Transit
Administration (FTA) and Metropolitan Transportation Commission (MTC) guidelines. The
Pogo I of?
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nineteen 1999 and the ten 2001 E1Dorado vehicles being replaced are currently the oldest vehicles
in the District's Redi-Wheels fleet and~the vehicles have reached the end of their useful service
Fife.
The District, as the lead procuring~agency, formed a,buying consortium with Alameda-Contra
Costa County Transit, Central Contra Costa Transit Authority, and San Joaquin Regional Transit
District, tosolicit competitive proposals for up to a combined consortium member total of 69
paratransit vehicles. This contract will enable metrtbers of the consortium to standardize their fleet
and realize better pricing tltrougl3 volume discounts. This contract will also-allow the District to
exercise itself, oc assign to other public agencies, options to purchase up: to an additional 525
paratransit vehicles~during the term of the..contract. Each agency to whom an option is assigned
will award its own individual contract with Creative Bus.Sales; Inc.
Within 90 days from thaDistrict's.issuance of a Notice To Proceed, the Contractor will deliver 19
vehicles at $87,804 per;vehicle, including tax and delivery; for"a total purchase price of
$],668,275. The District intends to purchase ] 0 additional vehicles within 14 months of the first
purchase when funds become available.
A Request for Proposals (RFP) was issued in November 2006, detailing the vehicle's technical
requirements. Five firms downloaded the RFP fi-om the District's procurement Website and the
solicitation information was advertised in a local. newspaper. Staff"receivzd two proposals from
one Proposer as follows:
• Creative Bus Sales, Inc., Chino
The evaluation committee (committee) consisting of District staff, reviewed and ranked proposals
according to the following weighted criteria: ,
• Product design and performance 0 - 35 points
• Manufacturer's:reputation and performance 0 - 35 .points
• Understanding of scope and RFP requirements 0 - I S points
• Cost proposa[ D - 15 points
One proposal was for an ElDorado Aerotech Medium-Duty (Aerotech) model and the other for a
Goshen Coach. Medium-Duty?model. After review, evaluation,.and initial scoring of both
proposals, the proposal forthe Aerotech model was found to be in the competitive range. The
n interview with Creative Bus Sales, Inc. and performed reference checks.
committee conducted a
Upon completion of final scoring of Ute proposal, interview and price analysis; the committee
determined that Creative Bus Sales,,lnc. meets all of the solicitation requirements:and this finm is
fully capable of providing the specified equipment at a fair and reasonable pricer
Contract Qflicer::Brian Geiger 650-508-7973
Project'1Vlanager: Ken Quijano; Bus Maintenance Contract Administrator 650-508-6418
Puge 2 of ?
RESOLUTION N0.2008- 57
BOARD OF DIRECTORS, SAN MATEO COUNTY TRANSIT DISTRICT
STATE OF CALIFORNIA
*~,~
AUTHORIZING AWARI3 OF A CONTRACT TO GILL7G CORPORATION FOR
THE PURCI~ASE AND DELIVERY OF 1'33 HEAVY-llUTY BUSES FOR A
TOTAL COST OF $18,706;999:71
WHER)JAS in accordance with California Public Contract Code Sections 20216-20217,
San Mateo County Transit District (District) Board Resolution 2007=07, passed on February 14,
2007, authorized use of the competitive negotiation procurement process in lieu of a sealed
competitive bidding process,to purchase'up to 137 X10-foot, heavy-duty transit buses; and
WI-IER>JAS, the District, as lead agency of a consortium consisting of the Central Contra
Costa Transit Authority, City of Modesto, CA, City of Santa Mafia, CA, l~ampton Roads
Transit, VA, and Regional Transpot~tation Commission of Washoe County, NV, issued a Request
for Proposal (RFP) fa• the purchase and delivery of up to 401 buses. including a base purchase of
132 buses by the. District. and an option for the District and/or otliei- public agencies to purchase
additional buses dui-ing'a`three year base term; and
WHEREAS, in response to the District's RrP, two firms~submitted a proposal; and
WHEREAS, ati Evaluation Committee reviewed and scored the proposals in accordance
with the criteria serforth'in the RFP; and
WHEREAS, upon com}~letion of the proposal scoring process, the F_valuation
Committee found that the proposal submitted by Gillig Corporation of Hayward, California met
all the solicitation requirements and was the highest ranked proposal; and
WHEREAS, stall- and General Counsel have reviewed the proposal and finds that it
meets all of the requirements of the RFP; and
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WHEREAS, the General Manager/CEO recommends and the Committee concurs that a
contract be awarded to Gillig; the firm that received the highest consensus ranking.
NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of the District
awards a contract to Gillig' for the purchase and delivery of ] 32 buses for a total cost of•
$48,706;999.71, inchisi;ucoftraining, manuals, spare parts, tax and delivery; and
I3E 1T FLiRTHER RESOLVED .that the General 'Manager/CEO or his designee is
authorized to execute a contract on behalf of the District•with;Gillig for a threeyear term, in full
conformity with all the terms and conditions of the solicitation documents; and
BE IT FURTHi/R RESOLVEll that the General Manager/CEO or his designee is
authorized to execute up to two additional one-year option terms wiQ~ Gillig provided that such
options are in the best interest of the District.
Regularly passed and adopted this 15th day of October, 2008 by the following vote:
A~'ES~ GROOM, GUILBAULT, HARRIS, HARTNET.T, HILL,
KERSTEEN=TUCKER, LLOYD, MATSUMOTO, TISSIER
NOES: NONE
ABSrNT.; NONE
nx= p~/
air. oard of Directors
EST: V ~`
Drstrict Secretary
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RESOLUTION NO.20~7- ~ 4
BOARD OFDIRECTOYtS, SAN MATEO COUNTY'TRANSIT DISTRICT
STATE' OF' CALIFORPTIA
*.*
CREATIVE. BUS SALES, INC.
1F'NINETEEN 22-FOOT
WHEREAS, the San Mateo County Transit .District '{District}, as. the lead procuring
agency, formed a buying consortium with. Alameda=Contra. Costa County Transit, Central
Contra Costa Transit Authority, and San Joaquin Regional Transit District, to solicit
competitive proposals for paratransit vehicles; .and
WHEREAS, the District issued a Request for -Proposals `(RFP) for the purchase and
delivery of up to a combined consortium member total of 69' paratransit vehicles, with a
provision for the. District. to exercise itself, or assign to other public agencies, options for up to
i
525 para[ransit vehicles;, and ,
WHEREAS, in'r'esponse to the Districts RFP, on.e firrim~sabmitted two proposals; and
WHEREAS; an evaluation committee has reviewed; and evaluated the proposals in
accordance with the cnteria° set forth in the RFP and conducted an interview; and
'WHEREAS; upon completion of proposal 'evaluations' and interview, the evaluation
committee found that the proposal submitted by Creative: Bus Sales, Inc. of Chino, California, for
the Aerotech Medium-Duty model parafransit vehicle ,met all solicitation requirements: and was.
the liighest ranked proposal; and
WHEREAS, staff has conducted a price analysis. and.finds Creative Bus Sales' prices to
be fair and reasonable; and
WIiEREPS, staff and General Counsel have reviewed' the 'proposal and finds that it
meets all of the requirements,ofthc RFP; and
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1305786.1
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WHEREAS; the Genera[ Manager/CEO recommends, and'the Committee concurs, that a
contract be awarded to Creative Bus Sales; lnc. of Chino, California, whose firm received the
highest consensus ranking, for athree-year base term at an estimated" cost to. he District of
$1,668,275 for 19 paratransit'vchicles:
NOW, TIFIEREFORE, BE IT RESOLVED that the'Board of Directors of the District
awards a contract to Creative'Bus Sales,'Inc..'for the purchase and delivery of 19 paratransit
vehicles for a total estimated cost of $1,668;225, including'tax and delivery,based upon the
requirements of the,District and at the prices. submitted for these~vehcles; and
BE IT FITRTHER RESOLVED that the General Manager/CEO ar his designee is
authorized. to .exercise an option to .procure 1`0 additional paratransit vehicles from Creative Bus
Sales, Inc. at the base bid price plus any cost increases resulting• from additional California Air
Resources Board'requirements, or Producer Price Index changes, contingent upon the availability .
of funds and if'it i's;in.th~e best interest of the District; and
BE IT FURTHER: RESOLVED that the General° Manager/CEO, or his designee, is
authorized to exercise up to two additional one-year option terms with Creative Bus Sales, Inc.,
provided that such options are in the best interest of the District..
Regularly passed and adopted this 15th day ofMarch, 2007 by the following vote:
.AYES: Guilbault, 3arris, Hart tt, Hill;, Lloyd, Matsumoto,
Tisser, Hershman
NOES:
None
ABSENT: Kersteen-Tacker ~~ ~-~
Chair;.. anl:of Di ctors
EST:
Board Secretary
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eimteta To~iintt WAIVER ANI)~RELEASE.
d-lu}~or
WHEREAS, Gillig LLC (Contractor) has entered into a procurement contract
Teresa Ilarrelt
Unvid c}nss erititled'"09-SAMTR=M-001, PURCHASE.AND DELIVERY OF HEAVY-DUTY BUSES,
f1[ike Hnrris
Jlil:c Healy
Dnvid nniinii~
datetlOctobe~ 15, 2008 (herein referred to as Contract)~~with SAN MATEO COUNTY
Tlrrnn3• RcnEe
Cormcilnreiirbers TRANSIT°DISTRICT (District); and
`WHEREAS; the District is willing to assign to Gity of,,Petaiuma, CA (Agency)
District's right to acquire fourHeavy-Duty Buses from Contractor under the terms and
conditions ofthe Contract, and pursuant to a eparate•:agreementbetween Contractor
and Agency.
NOW THEREFORE, in exchange for the District's assignment of the right to
acquire four Heavy-Duty Buses from Contractor, Agency hereby declares and states as
follows:
1. Agency warrants that it meets all:re,,quirements for eligibility to participate
in the•assignment of these options.
Prtbtlc tYorks 2. Agency hereby waives and releases any and all claims it may have
rrm;nislrntion
lie»g)sr, srrr~t agaihst the District with respect to any and all obligations of the Agency under the
Peralrnrra, C.19a'>53
Plrnrre (7n~r 77s-d97-t 'agreemenfbetw.,een. Contractor and Agency forthe purchase-of said Heavy-Duty Buses
Far (70T) 77h-360?
E-:1 tai L- priGlic-trorkst~ pursuant to the Gontract:between Contractor and District.
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3. Agency shall defend, indemnify, and hold District, and its directors,
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6~)„sir ItarrcA officers, agents; and~employees harmless from and againstany and all claims, suits,.or
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rar,(707) 778-.~~n; actions arising out of, resulting from, or in any way related to Agency's purchase,
' iristallation, and use of the Heavy-Duty Buses.
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WAIVERAND RELEASE
WHEREAS, Creative Bus Sales, lric. (Contractor) has entered into a
procurem@nt contract entitled"117-SAMTR-M-023, RURCHASEAND DELIVERY OF
CUTAWAY'BU$ES, datetl March 15,.2007 (herein refereed to as Conf~act} with SAN
NIATEO COUNTY`TRANSIT DISTRICT (District);;and
WHEREAS, the District is willing to assign to-City of Petaluma (Agency) Districts
right to~acquire two Cutaway Buses from Contractor.'under tie terms Arid conditions of
the Contract, and pursuant to a separate agreement between Contractor and Agency.
NOW`THEREFORE, in exchange forthe Districts assignment of the right to
acquire~Ewo GutawayBuses from Contractor, Agency hereby declares and states as
follows:.
1. Agency warrants that it meets all requirements foreligibility to participate
ih the assignment of'these options.
2. Agency'hereby waives and releases any and all claims it may have
.against the.DistricGvrith respect to any ahd all obligations of`tfie.Agehcy underthe
agreement betvveen Coritractorand Agency for• the pu~c_hase of aid Cutaway Buses
pursuant to the Contract between Contractor and District.
3. Agency shalhdefehd, indemnify, and•hold District, and its directors,
officers; agents, anduemployees harmless.from.andragainst.any and all claims, suits, or
actions arising.~out`of, resulting from,. orin°aii'y'way related to Agency,'s purchase,
..installation, and use•of he C~,utaway Buses.
Agency's Names C i-t..~ ~;~ ~iz-t a ~ u:,r-. d
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Pririt: `~ c~Ct°t~t ~`t
Title: lr~.~st-z- ~'wis~~ ~ti~r.
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