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CC - (1) Rejection of All Proposals Received for Request for Proposals (RFP) No. 1920, Vehicle Lift Replacement, and (2) Authorization to Release New RFP for the Replacement of In-Ground Vehicle Lifts
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Meeting Date: January 14, 2019
Contact Person/Dept: Allison Cohen/Transportation
Phone Number: (310) 253-6543
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X] Date:
Public Notification: (E-Mail) Meetings and Agendas - City Council (01/09/19)
Department Approval: Art Ida, Transportation Director (12/26/18)
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RECOMMENDATION
Staff recommends the City Council (1) reject all proposals received for City Request for Proposals (RFP) No. 1920, Vehicle Lift Replacement; and (2) authorize the release of a new RFP for the replacement of in-ground vehicle lifts located at the Culver City Transportation Facility.
BACKGROUND/DISCUSSION
The Equipment Maintenance and Fleet Services Division utilizes seven (7) hydraulic vehicle lifts for equipment maintenance purposes. These lifts are vital to the daily operations of the Fleet Services and Equipment Maintenance Division and allow technicians to safely repair a variety of vehicles. The City’s four (4) two-post lifts are used for transit buses and have reached the end of their useful lives and must be replaced.
Based on the scope of work, the replacement of in-ground lifts constitutes a public works project. On October 8, 2018, City Council waived formal bidding procedures, pursuant to Culver City Municipal Code Section 3.07.090.E, allowing staff to release a Request for Proposals thereby allowing staff to evaluate bids based on factors other than price to help ensure that existing equipment be replaced with a system that best meets the City’s needs and provides the best value to the City over the equipment’s estimated 15 year lifecycle.
On November 8, 2018, the City released RFP No. 1920 for the Vehicle Lift Replacement Project, and on December 20, 2018, the City Clerk’s Office publicly received proposals from the following three firms:
1. Makai Solutions
2. Southwest Lift & Equipment
3. Autolift Services
Each proposal was carefully reviewed to ensure project compliance with City and Federal Transit Administration (FTA) requirements. Proposals were then reviewed for their responsiveness to the scope of work identified in the RFP and evaluated based on several factors including qualifications, experience, responsiveness to the Scope of Work, fees, and proposed schedule. After careful evaluation of the proposals, staff determined that it would be in the City’s best interest to reject all proposals and issue a revised RFP with a new Scope of Work. While proposals were originally requested for new two-post lifts similar in size and capability to the lifts they would replace, staff recommends that a revised RFP be issued to better accommodate future vehicle maintenance needs.
As originally noted in Section VII of the Terms and Conditions of RFP No. 1920, the City in its discretion is permitted to reject any or all proposals and issue a subsequent RFP. Should all proposals received for RFP No. 1920 be rejected, staff intends to release a subsequent RFP with a revised Scope of Work that better allows for the maintenance of a wider variety of City vehicles including low-floor electric buses and three axle heavy-duty occupational vehicles.
FISCAL ANALYSIS
There is no fiscal impact associated with the rejection of current proposals and authorization to issue a revised RFP. Funding for the Vehicle Lift Replacement Project is included in the Transportation Department’s Fiscal Year 2018-19 Adopted Budget.
ATTACHMENTS
None
MOTION
That the City Council:
1. Reject all proposals received for Request for Proposals No. 1920: Vehicle Lift Replacement; and
2. Authorize the release of a Request for Proposals for the Replacement of Four In-Ground Vehicle Lifts per Revised Specifications.