City Council Meeting: June 14, 2011

Agenda Item: 3-M

To:†††††††††††††† Mayor and City Council

From:†††††††††† Stephanie Negriff, Director of Transit Services

Subject:††††††† Liquefied Compressed Natural Gas Fueling Station Maintenance



Recommended Action

Staff recommends that City Council award Bid No. 3023 to General Physics Corporation, a California-based company, to provide maintenance, repair, service and parts for the Liquefied Compressed Natural Gas (LCNG) fueling station for a four-year term for a total amount of $560,235.


Executive Summary

Staff recommends awarding Bid No. 3023 to General Physics Corporation to provide maintenance, repair, service and parts for the LCNG fueling station at specified rates plus applicable sales tax, through June 30, 2015.Three additional one-year renewal options are available at a 3% increase each year. The total expenditure for the four-year term is $560,235.




The LCNG fuel system was built and put into service in 2002 to fuel the Liquefied Natural Gas (LNG) and Compressed Natural Gas (CNG) buses. The Big Blue Bus fuels its fleet of 125 LNG buses at the facility on a daily basis. The Cityís fleet of CNG vehicles is also fueled at the station. The LCNG fuel system dispenses approximately 3,250,000 gallons of LCNG per year.


LCNG fuel systems incorporate very sensitive and costly components, some of which require lead times of up to three to four months to replace. Many of the components will be warehoused to minimize down time due to the essential operation of the fueling site.



In March 2011, the City published Notices Inviting Bids to provide maintenance, repair, service and parts for the LCNG fueling station as required by the Big Blue Bus in accordance with City specifications.The bid was posted on the Cityís on-line bidding site, Planet Bids, and notices were advertised in the Santa Monica Daily Press in accordance with City Charter and Municipal Code provisions.Two bids were received and publicly opened on March 21, 2011 per Attachment A.Bids were evaluated based on competitive pricing, vendorís experience and references. Based on these criteria, General Physics Corporation is recommended as the best bidder.


Financial Impacts & Budget Actions

The purchase order amount to be awarded to General Physics Corporation for the four-year term is $560,235. Funds in the amounts of $140,059 for FY 2011-12 and $140,059 for FY 2012-13 have been included in the proposed budget in accounts 41651.555015 for $60,000 and C410826.589000 for $80,059 for FY 2011-13. Future funding for additional years will be requested in future yearsí budgets and will be contingent upon Councilís approval. All funds used for this purchase come from funding sources specifically dedicated for transit uses.


Prepared by: Ralph Merced, Transit Maintenance Manager





Forwarded to Council:








Stephanie Negriff

Director of Transit Services


Rod Gould

City Manager






Attachment A: Pricing