City Council Meeting: June 14, 2011
Agenda Item: 3-P
To: Mayor and City Council
From: Stephanie Negriff, Director of Transit Services
Subject: Repair Services to Transit and Fire Vehicles
Staff recommends that the City Council award Bid No. 3036 to Grigsby’s Santa Monica Automotive, a California-based company, to provide repair services on transit and fire vehicles for a three-year term, for a total amount of $280,000.
Recommendation to award Bid #3036 to Grigsby’s Santa Monica Automotive, to provide repair services on transit and fire support vehicles at specified unit prices plus applicable sales tax, 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 $280,000.
The Big Blue Bus manages the maintenance and repair of all Fire Department support vehicles as well as its fleet of service vehicles. To ensure proper operation and safety, the vehicles must be maintained to manufacturers’ recommendations. The Big Blue Bus maintenance facility hoist and repair bays are designed for transit coaches and heavy duty vehicles. Without dedicated staff and equipment, it is more efficient to contract maintenance and repairs of the light duty vehicles to an outside contractor.
In April 2011, the City published Notices Inviting Bids to provide repair services on transit and fire vehicles 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 26, 2011 per Attachment A. Bids were evaluated based on cost of service per specifications and City’s history with vendor. Based on these criteria, Grigsby’s Santa Monica Automotive is recommended as the best bidder. Services would include bumper-to-bumper preventive maintenance inspection services and component repairs. Grigsby’s provides pick-up and delivery of vehicles, allowing City staff to remain at their job site while vehicle is being repaired.
The purchase order amount to be awarded to Grigsby’s Santa Monica Automotive for the three-year term is $280,000. Funds in the amounts of $93,333 for FY 2011-12 and $93,333 for FY 2012-13 have been included in the proposed budget as follows:
$23,333 in account 41651.555012 for FY 2011-12
$25,000 in account 41651.555019 for FY 2011-12
$45,000 in account 41651.544220 for FY 2011-12.
$23,333 in account 41651.555012 for FY 2012-13
$25,000 in account 41651.555019 for FY 2012-13
$45,000 in account 41651.544220 for FY 2012-13
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.