City Council
Report
City Council Meeting: January 28, 2025
Agenda Item: 5.H
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To: Mayor and City Council
From: Anuj Gupta, Director of Transportation, Department of Transportation, Transit Maintenance
Subject: Award Contract to Western States Converters and Transmissions, Inc. for Transit Bus Allison Transmission Repairs
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of Categorical Exemption pursuant to Section 15301 (Existing Facilities) of the California Environmental Quality Act (CEQA) Guidelines;
2. Award Bid #4492 to Western States Converters & Transmissions, Inc. to provide parts and repairs for transit bus Allison transmission systems for the Department of Transportation; and
3. Authorize the City Manager to negotiate and execute an agreement with Western States Converters & Transmissions, Inc., in an amount not to exceed $902,500 over a five-year period, 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. Allison transmissions are on 117 of these buses, and form a critical piece of the buses’ drive train. In addition, the City of Santa Monica’s Fire Department (FD) has 19 heavy-duty apparatus with Allison transmissions that are maintained at DOT’s maintenance facility. During operation, these transmission systems experience normal wear and tear that may require the transmissions to be rebuilt or replaced. Staff recommends that Bid #4492 be awarded to Western States Converters and Transmissions, Inc., to provide transmission repairs and re-built transmissions for transit 2 of 4
buses and FD heavy-duty apparatus in an amount not to exceed $902,500 over a fiveyear period.
Discussion
Normal wear occurs to transmission components over the 12-year useful life of transit buses and FD heavy-duty apparatus that may result in the need to replace transmission components or whole transmission systems. During operation, friction materials in clutch components wear and gearing components may become damaged, limiting the transmission’s ability to transmit engine power to the drive axle rendering the vehicle inoperable. To minimize service disruptions from inoperable transmissions, DOT maintains a stock of transmissions that may be used to replace transmissions that have failed, enabling the vehicle to be returned to service in a timely manner. DOT purchases rebuilt transmissions because the internal transmission components that commonly wear can be replaced and the transmission rebuilt at a lower cost than purchasing a new transmission without impacting DOT’s ability to provide reliable service.
The bid award would enable the City to purchase rebuilt transmission systems ensuring that any failed transmissions can be removed and replaced with rebuilt transmission in a timely manner, minimizing vehicle downtime and lowering DOT’s vehicle repair costs.
Staff recommends that Bid #4492 be awarded to Western States Converters and Transmissions, Inc. for transmission repairs and purchase of rebuilt transmissions.
Vendor Selection
Bidder Recommendation
Best Bidder Western States Converters and Transmissions, Inc.
Evaluation Criteria
Price; experience, the quality of the service and materials provided; ability and capacity of the bidder to provide the services and materials.
Municipal Code SMMC 2.24.180
Submittals Received
Western States Converters & Transmissions, Inc. $902,500 DARTCO Transmission Sales and Service, Inc. $1,162,289
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Bid Data
Date Posted Posted On Advertise In Vendors
Downloaded Date Publicly Opened
(City Charter & SMMC)
11/12/2024 City's Online
Bidding Site Santa Monica Daily Press 16 12/3/2024
Best Bidder Justification
Bid #4492 was evaluated by staff from the Department of Transportation, Transit Maintenance Division. Bids were evaluated based on the price, experience rebuilding transmissions, and ability to provide all repair and rebuild services requested. Western States Converters and Transmissions, Inc. was the lowest cost bidder. Additionally, they have a positive history providing transmission rebuild services to DOT with no complaints regarding their service.
Environmental Review
The contract for transit bus and FD apparatus transmission repairs and rebuild services 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 repair and rebuilding of FD apparatus and transit bus transmission systems 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 contract with Western States Converters and Transmissions, 4 of 4
Inc. for repair and rebuild of transit bus and FD apparatus transmission systems. Future year funding is contingent on Council budget approval.
Contract Request
FY 2024-25
Department/CIP Account # Total Contract Amount
Request Amount
$5,000 01190001.529470 $25,000
$90,250 C6004750.689000 $877,500
Total $902,500
Prepared By: David Nanjo, Administrative Analyst
Approved Forwarded to Council
Attachments:
A. Western States Oaks
B. Western States Levine Act