City Council
Report
City Council Meeting: April 25, 2023
Agenda Item: 5.I
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To: Mayor and City Council
From: Edward F King, Director, Department of Transportation, Transit Maintenance Subject: Award Bid to CG, Inc. for Detail Repairs of Transit Bus Body Components Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of Categorical Exemption (Class 1 Existing Facilities) pursuant to Section 15301 of the California Environmental Quality Act (CEQA) Guidelines;
2. Award Bid #4447 to CG Inc. for detail repairs of transit bus body components for the Santa Monica Department of Transportation; and,
3. Authorize the City Manager to negotiate and execute an agreement with CG Inc., in an amount not to exceed $4,003,938, including a 10% contingency and a 3% cost escalator, over a five-year period with future year funding contingent on Council budget approval.
Summary
Big Blue Bus (BBB), a division of the Santa Monica Department of Transportation (DOT), operates 195 transit buses providing over 600,000 rides each month. While in service, transit buses experience body damage resulting from normal wear, road damage, and accidents that require repair and painting services. Bus body repair services are required to ensure that buses can be repaired and returned to service in a timely manner. Staff recommends that Bid #4447 be awarded to CG Inc. and that the City negotiate and execute an agreement with CG Inc. for body repairs to transit buses for a five-year period in an amount not to exceed $754,160 for the first year with a total five-year contract not to exceed $4,003,938 including a 10% contingency and a 3% annual cost escalator.
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Discussion
DOT takes pride in maintaining its fleet of transit buses in a like-new condition free of significant paint or body damage. Body repair services consist of repair, replacement, and fabrication of bus body panels, painting of body panels and surfaces as needed, and repairs to bus structural components. DOT staff perform minor body repairs inhouse; however, repairs and painting resulting from major accidents exceed DOT’s capabilities, workspace, and staffing levels to repair.
DOT has customarily contracted its bus body repair and paint services in accordance with the guidance set forth in the “Contracted and As-Needed Staffing Review Policy, Practice Recommendations” report approved by Council on January 13th, 2015. Transit bus body repairs require specialized technical expertise, space requirements, and capital equipment and pose an excessive risk to the City. Bid #4447 requires that the vendor provide all equipment and materials necessary to repair and replace bus body panels and structural components. Additionally, the bid requires that the vendor have a fully enclosed paint booth in their facility in accordance with Federal, State, and local rules and regulations, and requires vendors to have certified painters and technical staff. Based on the need for specialized training, equipment, and facilities staff recommends the award of Bid #4447 to CG Inc.
Vendor/Consultant Selection
Best and Only Bidder CG Inc.
Municipal Code SMMC 2.24.180
Evaluation Criteria
Price, quality of services offered, ability to perform all services, bidder experience and history providing these services to the Department of Transportation.
Submittals Received
Clean Energy $ 4,003,938
Bid Data
Date Posted Posted On
Advertised in
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
2/23/2023 ProcureNow
Santa Monica Daily
Press 5 3/15/2023
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Additional Vendor Outreach and Justification to Award
The City received two "No Bid" responses from Gillig and Complete Coach Works that stated they do not offer the services sought or could not submit a competitive bid, under Bid #4447. CG Inc.'s bid cost represented a reasonable increase over the current contract pricing. CG Inc. also submitted paint samples, per the bid requirements, that were free from defects and demonstrated acceptable paint quality.
Additionally, CG Inc has a positive history of providing transit bus body repairs for DOT transit buses. Based on the evaluation criteria, CG Inc. is recommended as the best bidder.
Environmental Review
The project is categorically exempt from CEQA pursuant to Section 15301 of the CEQA Guidelines. Section 15301 exempts Class 1 (Existing Facilities) projects from CEQA, which include the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. The awarded contract would address the maintenance responsibilities of existing transit buses, and therefore, it has been determined that the project is categorically exempt pursuant to Section 15301 of the CEQA Guidelines. Furthermore, staff has determined that none of the exceptions to Categorical Exemptions set forth in the CEQA Guidelines, section 15300.2 apply to this project.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Big Blue Bus Fund to award a contract with CG Inc. for transit bus painting and body repairs. Future year funding is contingent on Council budget approval.
Contract Request
FY2022-23 Budget
Request Amount Department Account # Total Contract Amount $100,555 60600008.550012 $3,203,150
$25,139 C6004750.689000 $800,788
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Prepared By: David Nanjo, Administrative Analyst
Approved Forwarded to Council
Attachments:
A. CG Inc. Oaks