AWARD CONTRACT FOR BOOT AND SPRING ASSEMBLY

Transcription

1 Metro Los Angeles County Metropolitan Transportation Authority One Gateway Plaza Los Angeles. CA Tel metro.net OPERATIONS COMMITTEE JANUARY 21,2010 SUBJECT: ACTION: BOOT AND SPRING ASSEMBLY AWARD CONTRACT FOR BOOT AND SPRING ASSEMBLY RECOMMENDATION Authorize the Chief Executive Officer to award a 36-month, indefinite delivery/indefinite quantity, firm fixed price contract under Bid Number to Prevost Car (US), Inc. the lowest responsive, responsible bidder for boot and spring assemblies for an amount not to exceed $1,734,098, inclusive of sales tax and two one-year options. RATIONALE The boot and spring assembly is needed to replace worn parts during routine bus maintenance on Detroit Diesel, Series 50 G natural gas engine. The boot and spring assembly's function is to transfer the spark energy from the coil pack to the spark plug. Routine replacement is necessary to ensure optimal engine performance. The standard warranty period for the boot and spring assembly is six months. The contract to be awarded is a "requirements type" agreement in which we commit to order only from the awardee, up to the specified quantity for a specific duration of time, with no obligation or commitment on our part to order any or all of the boot and spring assemblies that may be anticipated. The bid quantities are estimates only, with deliveries to be ordered and released as required. Boot and spring assemblies and associated parts will be purchased, maintained in inventory, and managed by Material Management. As the parts are issued, the appropriate budget project numbers and accounts will be charged. FINANCIAL IMPACT The funding of$192,678 for boot and spring assemblies is included in the FY10 budget under multiple bus operating cost centers projects under Line Item 50441, Parts Revenue Vehicle. Since this is a multi-year contract, the cost center manager and

2 Chief Operations Officer will be accountable for budgeting the cost in future fiscal years. In FY09, a total of $688,221 was expended on boot and spring assemblies. Impacts to Bus and Rail Enterprise Fund Operating and Capital Budgets The source of funds for this project is Enterprise Funds (EF) such as fares, sales taxes and TDA4. These funds are eligible for bus and rail operating and capital expenses. No other sources of funds were considered for this project because these are the designated funds available for bus operations. This procurement is part of the on-going maintenance costs of the bus maintenance programs. ALTERNATIVES CONSIDERED The alternative is not to award the contract and continue to procure boot and spring assemblies on an as-needed basis at a higher cost. This approach is not recommended since it does not provide a commitment from the suppliers to ensure availability and price stability. ATTACHMENTS A. Procurement Summary A-1. Procurement History A-2. List of Subcontractors B. Bid Tabulation Prepared By: T. Allen, Procurement Planning Administrator J. Roberts, Deputy Executive Officer, Operations Boot and Spring Assembly 2

3 (WJv~.~ Arthur T. Leahy Chief Executive Officer Boot and Spring Assembly 3

4 BOARD REPORT ATTACHMENT A PROCUREMENT SUMMARY BOOT AND SPRING ASSEMBLY 1. Contract Number: Recommended Vendor: Prevost Car (US) Inc., 2200 Point Blvd. Ste 100, Elqin, IL Cost/Price Analysis Information: 1. Bid/Proposed Price: IRecommended Amount: $ 1,734,098 $1,734,098 B. Details of Significant Variances are in Attachment A-1.D 4. Contract Type: Fixed Price 5. Procurement Dates: A. Issued: 9/14/09 B. Advertised: 9/15/09 C. Pre-bid Conference: N/A D. Proposals/Bids Due: 11/19/09 E. Pre-Qualification Completed: N/A F. Conflict of Interest Form Submitted to Ethics: Yes 6. Small Business Participation: A. Bid/Proposal Goal: 0% Date Small Business Evaluation No goal recommended Completed: 7/29/09 B. Small Business Commitment: 0% No DBE Anticipated Level of Participation (DALP) was recommended. 7. Invitation for Bid/Request for Proposal Data: Notifications IBids/Proposals Picked IBids/proposal~ Received: Sent: 29 up: 6 8. Evaluation Information: Award based on item by item evaluation - not total bid. A. Bidders/Proposers Names: Bid/Proposal Amount: Best and Final Prevost Car (US), Inc. $1,734,098 Offer Amount: Brenco Operating Texas, LLP $1,835,829 Valley Power Systems, Inc. $2,863,961 N/A New Flyer Industries $3,160,383 MCI Service Parts, Inc. $3,819,754 Muncie Reclamation $3,881,727 B. Evaluation Methodology: Selection of the lowest responsive, responsible bidder. 9. Protest Information: A. Protest Period End Date: B. Protest Receipt Date: N/A C. Disposition of Protest Date: N/A 10. Contract Administrator: Telephone Number: Tanya Allen 213/ Project Manager: Telephone Number: John Roberts 213/ Boot and Spring Assembly 4

5 A. Background on Contractor BOARD REPORT ATTACHMENT A-1 PROCUREMENT HISTORY BOOT AND SPRING ASSEMBLY The responsive and responsible low bidder, Prevost Car (US) Inc., located in Elgin, IL, has been in the bus part distribution business since Prevost Car (US) Inc. has distributed bus parts to other agencies, including MTA-New York, NJT New Jersey, Mass Bay Boston, Citifare Reno and Union Street and other transit agencies. In the past, Prevost Car (US) Inc. has provided satisfactory service and delivery of bus parts to us. B. Procurement Background Evaluation of the six bids received was based on the submittal of offers for our approved manufacturer part numbers. First article submitted by the low bidder has been approved. The Diversity and Economic Opportunity Department did not recommend a Disadvantaged Business Enterprise Anticipated Levels of Participation (DALP) for this procurement C. Evaluation Criteria Technical review and selection of the lowest responsive, responsible bidder. Bidder #1 Bidder #2 Bidder #3 Bidder #4 Bidder #5 Prevost Car (US) Inc. in the amount of $1,734,098 is in full compliance to the technical specifications and the bid requirements. Brenco Operating Texas LLP in the amount of $1,835,829 is in full compliance to the technical specifications and bid specifications. Valley Power Systems, Inc. in the amount of $2,863,961 is in full compliance to the technical specifications and bid specifications. New Flyer Industries in the amount of $3,160,383 is in full compliance to the technical specifications and the bid requirements. MCI Service Parts, Inc. in the amount of $3,819,754 is in full compliance to the technical specifications and bid specifications. Boot and Spring Assembly 5

6 Bidder #6 Muncie Reclamation and Supply in the amount of $3,881,727 is in full compliance to the technical specifications and bid specifications. D. Cost/Price Analysis Explanation of Variances The recommended bid price of $1,734,098 has been determined to be fair and reasonable based upon adequate price competition and selection of the lowest responsive and responsible bidder. Price savings based on historical figures are $119,370. Boot and Spring Assembly 6

7 BOARD REPORT ATTACHMENT A-2 LIST OF SUBCONTRACTORS BOOT AND SPRING ASSEMBLY PRIME CONTRACTOR Prevost (US), Inc. DBE Commitment 0% Other Subcontractors None Boot and Spring Assembly 7

8 " ATTACHMENT B Bids Out: 09/14/09 Total 29 Bids Opened: 11/19/09 Total 2- Prevost Car (US), Brenco Operating- Valley Power Muncie Reclamation Advertisement Date(s): 09/15/09 Inc. Texas, LLP Systems, Inc. New Flyer Industries MCI Service Parts, Inc. and Supply Newspaper: Daily News ItemI MTA Item I Description I IUM Unit I Unit I Unit I Unit I Unit I Unit I No. Code Qty Price Total Price Price Total Price Price Total Price Price Total Price Price Total Price Price Total Price 12 MONTH i 1 I IMotor Tech 1 1U,38u 1 EA $ $511, $ $552, $ $779, $ $913, $ $1,101, $ $1,121, Sub Total $511, $552, $779, $913, $1,101, $1,121, Sales Tax 9.75% $49, $53, $75, $89, $107, $109, Total 12 Month $561, $606, $854, $1,002, $1,208, $1,231, Option 1 (12 Month) 1 I IMotorTech 1 10,380 I EA I$ $526, $ $552, $ $895, $ $959, $ $1,159, $ $1,178, Sub Total $526, $552, $895, $959, $1,159, $1,178, Sales Tax 9.75% $51, $53, $87, $93, $113, $114, Total Option 1 $577, $606, $983, $1,052, $1,272, $1,292, Option 2 (12 Month) 1 I IMotor Tech I 10,380 I EA I$52.251" $542, $~4.751 $568, $ $934, $ $1,007,067.6~11 $ $1,220,169.0~11 $119:161 $1,236, Sub Total $542, $568, $934, $1,007, $1,220, $1,236, Sales Tax 9.75% $52, $55, $91, $98, $118, $120, Total Option 2 $595, $623, $1,025, $1,105, $1,339, $1,357, GRAND TOTAL I $1,734, $1,835, $2,863, $3,160, $3,819, $3,881, I hereby certify Prevost Car (US), Inc. as being the lowest responsive, responsible bidder and recommend the award to them for total price, including sales tax, of $1,734,098. Date Signature Boot and Spring Assembly 4