City Council
Report
City Council Meeting: June 11, 2024
Agenda Item: 5.D
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To: Mayor and City Council
From: Anuj Gupta, Director of Transportation, Department of Transportation, Transit Maintenance
Subject: Award Purchase Order with American Moving Parts, LLC for Transit Bus and Fire Department Brake Parts
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 #4488 to American Moving Parts LLC for the purchase of brake components for transit buses and heavy-duty fire apparatus for the Transportation and Fire Departments;
3. Authorize the Procurement Manager to issue a purchase order with American Moving Parts, LLC for the purchase of transit bus and heavy-duty fire apparatus brake parts in the amount not to exceed $169,096 for one year, with five additional one-year renewal options to extend on the same terms and conditions for a total amount not to exceed $1,177,097, which includes a 10% contingency, with future year funding contingent on Council budget approval.
Summary
Big Blue Bus, a division of the Santa Monica Department of Transportation (DOT), operates 194 transit buses that provide over 800,000 rides and travel 390,000 miles each month. Additionally, the Santa Monica Fire Department (FD) operates 25 heavyduty apparatus that are maintained at DOT’s maintenance facility. The brake components of these vehicles experience normal wear and tear during operation and must be periodically replaced. The award to American Moving Parts for purchase of brake parts would enable DOT staff to perform maintenance, repairs, and replacement of braking systems on transit buses and FD apparatus to ensure that the braking systems are maintained to Original Equipment Manufacturer (OEM) recommendations, 2 of 4
and that the braking systems conform to all Federal, State, and local laws, rules and regulations governing air brake system functions and components. Staff recommends that Bid #4488 be awarded to American Moving Parts, LLC, to provide brake parts for transit buses and FD heavy-duty apparatus in an amount not to exceed $1,177,097, which includes a 10% contingency.
Discussion
The City’s fleet of transit buses and FD apparatus require routine brake pad and drum/rotor replacement due to normal wear and tear on brake components in service.
DOT uses reline kits containing a set list of parts needed to reline the drum brakes on its transit buses and FD apparatus. The bundling of parts needed to perform the work of servicing brake systems improves workflow in the performance of the work and simplifies the purchase of brake parts. The brake kits provide all necessary parts and hardware to facilitate the complete refurbishment of brake assemblies and ensure that the braking systems are maintained to OEM specifications to operate at optimum efficiency.
The bid award would enable the City to purchase brake reline kits that contain brake drums, brake lining, brake pads, and all associated hardware needed to refurbish the braking systems on transit buses and FD apparatus. The award would also ensure that the braking systems are maintained to OEM specifications and that the braking systems conform to all Federal, State, and local laws rules and regulations governing air brake system functions and components. Staff recommends that Bid #4488 be awarded to American Moving Parts, LLC for purchase of transit bus and FD apparatus brake parts.
Vendor Selection
Bidder Recommendations
Best Bidder American Moving Parts, LLC
Evaluation Criteria
Price; experience, the quality of the material or services offered; the ability and capacity of the bidder to provide the materials or services.
Municipal Code SMMC 2.24.180
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Submittals Received
American Moving Parts, LLC $1,177,097 RWC Group $1,171,248 Bid Data
Date Posted Posted On
Advertise In Vendors
Downloaded
Date
Publicly
Opened
(City Charter &
SMMC)
4/18/2024 City's Online
Bidding Site
Santa Monica
Daily Press 12 5/9/2024
Best Bidder Justification
Bid #4488 was evaluated by staff from the Department of Transportation, Transit Maintenance Division. Bids were evaluated based on the price, experience providing brake parts to transit agencies, and ability to provide all parts listed the request for bid. Based on the evaluation criteria, staff recommend awarding the bid to American Moving Parts, LLC as the best bidder. While not the lowest bidder, American Moving Parts, LLC was able to provide all parts listed in the request for bid and had more relevant experience providing brake parts to the Orange County Transportation Authority, OMNITrans, and the Massachusetts Bay Transportation Authority. The low bidder did not have any experience providing brake parts to transit agencies and did not bid on all products requested.
Environmental Review
The purchase order for transit bus and FD apparatus brake parts is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301 (Existing Facilities) of the CEQA Guidelines. Section 15301 exempts Class 1 (Existing Facilities) projects from CEQA, which includes 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 purchase of transit bus and FD apparatus brake parts would not result in any modifications to existing maintenance facilities and would not expand or materially change existing maintenance operations or increase the fleet of vehicles or equipment using these parts. Therefore, this is categorically exempt as set forth in Section 15301 of the CEQA Guidelines.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Big Blue Bus Fund and the General Fund to award a purchase order with American Moving Parts, LLC for purchase 4 of 4
and delivery of transit bus and FD apparatus brake parts. Future year funding is contingent on Council budget approval.
Purchase Order Request
Current Year
Request
Amount
Amount for
Future Years Fund Department/CIP Account #
Total
Amount
$10,000 $898,597 Big Blue Bus 60600008.5293000 $908,597 $3,000 $177,000 Big Blue Bus C6004750.689000 $180,000
$1,500 $87,000 General Fund 01190001.529470 $88,500
Prepared By: David Nanjo, Administrative Analyst
Approved Forwarded to Council
Attachments:
A. AMP Oaks
B. City of SM - Levine Form AMP 5.30.2024