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HomeMy WebLinkAboutAGENDA REPORT 1998 0121 CC REG ITEM 10GITf 10 • G-. �.I�� City of Moorpark AGENDA REPORT CM OF MOORPARR, CALIFORMA City Council Meeting or -3—. X1.4 Z t 199 TO: The Honorable City Council A` )N: A$212 X-0 c' Yi _ FROM: John Brand, Senior Management Analyst BY: DATE: January 9, 1998 (CC meeting of January 21, 1998) SUBJECT: Consider award of bid for the procurement of one transit bus to A -Z Sales BACKGROUND Late last year, Council authorized staff to solicit bids for a replacement bus for use on the Moorpark City Bus fixed route. The existing cutaway style van /bus runs on gasoline, and has logged more than 82,000 miles. The cutaway body style has proven problematic withstanding the stops and starts associated with the transit route, and overall the vehicle has experienced an unacceptable breakdown rate. Staff proposed retaining this vehicle for use as a back -up. Currently, the contract operator, Antelope Valley Bus Service, provides an old converted school bus for use as a back up on the Moorpark City Bus route. As with the existing bus, the operation and maintenance of a new City bus is to be provided by Antelope Valley Bus Service. Staff proposed the purchase of a 24 passenger, medium to heavy duty bus, with two wheel chairs positions. Specifications were developed to provide the most optimal balance between customer comfort, ridership demand, serviceability, traffic conditions, terrain and cost. For that purpose, it was proposed to have a 5.9 Liter diesel engine, a 135" wheelbase maximum, and 21,500 Gross Vehicle Weight Rating minimum. Additional specifications included such necessary, recommended or desirable features as: automatic overdrive; AT 545 transmission; four wheel hydraulic disc brakes; ADA wheelchair lift with pad kit; 45 gallon capacity fuel tank; high output heaters; front and rear - mounted air- conditioning; steel rear bumper and exterior side panels; and a fare box. The bus will be white and include striping and lettering similar to the existing bus, and have the City seal attached to the sides of the bus, as it is now. It was anticipated that the cost of the bus, with tax, would be $95,000. Staff applied for a Section 9 grant in the amount of $100,000 and has received approval from the Federal Transit Authority (FTA). Section 9 funds require a 20 percent match. TDA funding to cover the 20 percent matching requirement for the bus purchase has been included in the FY 1997/98 adopted budget. After Council approval, bids were solicited and opened on October 17, 1997. SUMMARY Four bid proposals were submitted. The individual proposals were evaluated against the detailed bid specifications. A summary of the evaluation appears below. "OK" means' bidder met or exceeded all specifications in that category. Some exceptions to specifications are noted. Section C:WCFMCCRPT�Bus Procurement Report ver Iwo 000043 9 of the Instructions to Bidders states: "The City reserves the right to accept or reject any and all bids and to award a contract to the bidder who best meets the needs of the City." And, "Purchase shall be on best buy basis after due consideration of all relevant factors..." These specifications were built with the past experience in mind, and with the recommendations of the contractor operator, Antelope Valley Bus. Therefore, a particular emphasis was placed on the vehicle wheelbase, weight, interior floor, and interior headroom, and the availability of certain options. Some of the major exceptions to the specs are noted in the table below. It was also desirable to select a bus that has a much in common as possible with the sizable fleet that Antelope maintains in the area. The exceptions in the bids of two proposers, United Bus Corporation and Specialty Vehicles, were considered substantive enough to render their bids non - responsive, because they do not "best meet the needs of the City' as called -for in the specifications. That left two bidders, Sunset and A -Z. Each of these were deemed responsive. Of these two, A -Z best matched the specifications of the City. In addition, the contractor has a large fleet of similar vehicles that are maintained at the same facility as will be used to maintain the City bus. In light of the specifications, price, and quality, staff recommends acceptance of the A -Z bid. The City Transportation and Streets Committee discussed bus bid results at its December meeting, and concurred with staff. •%A D.. onr Rive Rlrl RECOMMENDATION (Roll call vote) The recommendation of the Transportation and Streets Committee and staff is to make a finding that A -Z Bus Sales is the most qualified responsible bidder, accept their bid, and authorize staff to complete procurement, not to exceed $100,000, for one twenty -four passenger bus. C:MCrry\CC.RpT\Bus Procurement Report — 2.wpd 000044 Sunset Bus United Bus Specialty Vehicles S Ie Bloc. Bidder Corporation Crown/ Champion Diamond Coach 1998 Blue Bird Make Carpenter Commercial CTS DC 3100 T le Model (Counselor) C1 FE wheelbase wheelbase & weight wheelbase & weight OK Chassis Equipment Wheelbase, engine, etc. Body Construction & Dimensions headroom seats straddle wheel housing fiberglass frame & sides, headroom OK frame, body, insulation, headroom, etc. Body Equipment Flooring, grab /guard rails, lights, etc. OK OK OK OK Heating & A/C OK rear BTUs low OK OK Front & rear, BTUs Seating & Accessibility OK OK OK OK Seats, ADA, lift, Wheelchair, etc. Other Equipment OK OK OK OK Paint, fare box, etc. 89,163.37 80,675.71 76,996.00 83,068.39 Price all available no air brake no air brake all avails e Options Air brakes, air /electric door, warranty Evaluation responsive non responsive i non responsive responsive 96,209.87 ..: • *• 99,173.79 Price with all options RECOMMENDATION (Roll call vote) The recommendation of the Transportation and Streets Committee and staff is to make a finding that A -Z Bus Sales is the most qualified responsible bidder, accept their bid, and authorize staff to complete procurement, not to exceed $100,000, for one twenty -four passenger bus. C:MCrry\CC.RpT\Bus Procurement Report — 2.wpd 000044