|
Title:
|
Approval of an Agreement with Complete Coach Works for the Removal and Installation of the Orbital/ACS SmartBus Systems on Twenty Old and New Transit Buses in an Amount Not to Exceed $228,941.
|
City of Culver City, California
Agenda Item Report
Meeting Date: 12/5/2011 Item Number: C-4
CITY COUNCIL AGENDA ITEM: Approval of an Agreement with Complete Coach
Works for the Removal and Installation of the Orbital/ACS SmartBus Systems on
Twenty Old and New Transit Buses in an Amount Not to Exceed $228,941.
Contact Person/Dept.: Paul Condran
/Transportation
Phone Number: 310-253-6520
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: Agenda and Meetings – City Council (12/1/11); Complete Coach
Works (11/7/11); DataLED(11/10/11)
Department Approval:
Art Ida (11/23/2011)
City Attorney Approval:
Carol Schwab (by H. Baker) (11/28/11)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (11/29/11)
City Manager Approval:
John M. Nachbar (11/29/11)
RECOMMENDATION:
Staff recommends that the City Council approvea contract with Complete Coach
Works (CCW) to remove the Orbital/ACS SmartBus System from twenty (20) 1998
Transit Buses and reinstall this system into twenty (20) new 2011 Transit Buses in
the amount of $222,273, plus a 3% contingency for unforeseen technical issues
which may arise, for a total not-to-exceed amount of $228,941.
BACKGROUND:
On May 2, 2011, the City Council authorized the acquisition of twenty (20) new
heavy duty transit buses from New Flyer of America. These vehicles will replace our
twenty (20) 1998 heavy-duty transit buses. The 1998 buses are installed with a
“smart-advanced” SmartBus Automatic Vehicle Location (AVL) System
manufactured by Orbital/ACS. This highly sophisticated and technical system has
numerous specialized sub-system technologies to enable the safe and accurate
transfer of data, vehicle information, GPS location, and operator messaging devices.
Itis also connected to the farebox, destination sign, and all related vehicle electrical
equipment. This system allows transit operations to communicate with vehicle
operators through wireless connectivity, vehicle locations and accurate on-time
customer performance including route annunciation. This system includes a seven
(7) camera on-board surveillance security system which is integrated directly into the
Smart Bus/AVL equipment.
City of Culver City, California
Agenda Item Report
This project consists of the removal of the full SmartBus and security camera
systems and their components, and then reinstalling these systems into our twenty
new buses. The highly complex and technical nature of this project demands
accurate and thorough understanding of electronic communication (video/audio) to
ensure a quality transition of communication and data.
DISCUSSION:
The Equipment Maintenance & Fleet Services Division issued a Request for
Proposal (RFP #1491) to provide potential proposers with an opportunity to perform
the important task of removing and reinstalling the Orbital/ACS SmartBus and
camera systems from our 1998 buses into our new buses while ensuring compliance
with the technical requirements of the project. The Request for Proposal was
published on September 8, 2011. All potential proposers were required to attend a
mandatory job walk and technical information meeting to provide clear instructions
and a thorough understanding of the project’s scope of work and thereby allowing
them to participate in this solicitation.
Within the contents of the RFP, a technical/numerical evaluation was included to
assist the Department in determining the most qualified proposer. Because of the
advanced technical nature of this project, price was not the absolute dictator of
project award. The criteria were as follows:
1. Technical understanding of the RFP and the scope of work: 35%
a. Ability to comply with the scope of work
b. Followed bid instructions
2. Proposer’s ability to comply with the technical specifications: 25%
a. Proposers Experience
b. Proposer’s execution of the project
c. Quality control of all materials
3. Proposer’s timeframe for work completion: 10%
4. Pricing 30%
The Department received two proposals: one proposal from DataLED an Oregon-
based company, and one from Complete Coach Works in Riverside, California.
1. Complete Coach Works $222,273.00
2. DataLED $195,059.55
Both of the bids were very technical in their response and execution of the scope of
work. DataLED submitted a lower priced bid, however, pursuant to the RFP,
proposers were asked to submit considerable technical information and DataLED
was found deficient in the following specific areas:
City of Culver City, California
Agenda Item Report
1. Did not submit a detailed work plan
2. Did not submit a Quality Assurance Plan
3. Did not provide any indication on how they intend to create and submit
required publications or a definite timeframe for such as defined in the RFP
After a thorough review and analysis of the bids, the Department provided each
proposer with a list of questions asking for clarifications and additional information.
DataLED’s response was found to be incomplete.
CCW has considerable experience working specifically on public transit buses as
this is their core function within their business acumen. Based on the bid submittals
and the information subsequently provided, DataLED was rated at 70.8 and CCW
was rated at 94.3. Therefore, staff recommends this award be made to Complete
Coach Works.
FISCAL ANALYSIS:
Sufficient grant funds to pay for the entire scope of work are appropriated in the
Fiscal Year 2011-2012 Transportation Department’s Budget, Account Number
20368300.732100, and have been obtainedfrom the following sources:
FTA 5307 Grant Funds
FTA 5309 Grant Funds
Proposition 1B PTMISEA Grant Funds
No General Fund money will be used.
ATTACHMENTS:
None.
MOTION:
That the City Council:
1. Approve an Agreement with Complete Coach Works in an amount not to exceed
$228,941 ($222,273 plus $6,668 in 3% contingency) for the removal and
reinstallation of SmartBus/AVL equipment from and into twenty transit buses, and
2. Authorize the City Attorney to review/prepare the necessary documents, and,
3. Authorize the City Manager to execute such documents on behalf of the City.