City Council Meeting: June 14, 2011

Agenda Item: 3-N

To:               Mayor and City Council 

From:           Stephanie Negriff, Director of Transit Services

Subject:        Transit Air Conditioning Repair Service



Recommended Action

Staff recommends that the City Council award Bid No. 3033 to Bus Systems Unlimited, a California-based company, to provide transit air conditioning repair services for a three-year term, for a total amount of $450,000.


Executive Summary

Recommendation to award Bid #3033 to Bus Systems Unlimited, to provide air conditioning repair and maintenance on transit coaches at specified labor rates through June 30, 2014.  Two additional one-year renewal options are available, subject to annual budget approval. The total expenditure for the three-year term is $450,000. 



The City’s fleet of transit buses requires routine air conditioning system maintenance and repair. To ensure proper air conditioning system performance and maximum passenger comfort, the Big Blue Bus contracts with a state certified technician to conduct preventive maintenance and repairs on transit air conditioning systems. The air conditioning repair service will enable the Big Blue Bus to maintain the transit air conditioning systems to Original Equipment Manufacturer (OEM) standards and provide comfort to passengers year round.


Vendor Selection

In April 2011, the City published Notices Inviting Bids to provide transit air conditioning repair service as required by the Big Blue Bus in accordance with City specifications.  The bid was posted on the City’s 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 April 18, 2011 per Attachment A.  Bids were evaluated based on competitive pricing and vendor’s experience. Based on these criteria, Bus Systems Unlimited is recommended as the best bidder.


Financial Impacts & Budget Actions

The purchase order amount to be awarded to Bus Systems Unlimited for the three-year term is $450,000.  Funds in the amounts of $150,000 for FY 2011-12 and $150,000 for FY 2012-13 have been included in the proposed budget in account C410106.589000 for FY 2011-13. Future funding for additional years will be requested in future years’ budgets and will be contingent upon Council’s 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



Attachments:    Attachment A – Pricing