Metro REVISED SYSTEM SAFETY, SECURITY AND OPERATIONS COMMITTEE OCTOBER 16, 2014 SUBJECT: ALTERNATORS AWARD CONTRACT FOR ALTERNATORS RECOMMENDATION

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1 Metro Los Angeles County One Gateway Plaza Zi3.g22.2o0o Tel Metropolitan Transportation Authority Los Angeles, CA gooi metro.net REVISED SYSTEM SAFETY, SECURITY AND OPERATIONS COMMITTEE OCTOBER 16, 2014 SUBJECT: ALTERNATORS ACTION: AWARD CONTRACT FOR ALTERNATORS RECOMMENDATION Authorize the Chief Executive Officer to award a 24-month, firm fixed price contract under Bid Number to the following lowest responsive and responsible bidders for bus alternators for a base amount not to exceed $1,412,695 inclusive of sales tax, and a one year option for the amount of $1,419,745 inclusive of sales tax. A. Romaine Electric for line item 1 (Engine Alternator 24V Belt Drive) and line 2 (Engine Alternator 300 AMP Drive) for a total contract value of $2,120,320; and, B. B&C Truck Electric Inc. for line item 3 (Engine Alternator 24v/500 Belt Drive) for a total contract value of $712,120. ISSUE This procurement is for the acquisition of alternators which are required for maintaining the safe and reliable operation of the bus fleet. Award of contract will ensure that operating divisions have adequate inventory to repair and maintain the buses according to Metro maintenance standards. DISCUSSION The alternator is a key component of the bus electrical system that is needed to recharge the batteries and to power the buses' electrical system when the engine is running. The contract to be awarded is a "requirements type" agreement in which we commit to order only from the awardee, up to the specified quantity for a specific duration of time, but there is no obligation or commitment for us to order any or all of the alternators that may be anticipated. The bid quantities are estimates only, with deliveries to be ordered and released as required.

2 DETERMINATION OF SAFETY IMPACT Award of contract will ensure that all operating divisions have adequate inventory to repair and maintain the buses according to Metro Maintenance standards. FINANCIAL IMPACT The funding of $756,029 for these products is included in the FY15 budget under multiple bus operating cost centers in project Operations Maintenance under line 50441, Parts Revenue Vehicle and in Central Maintenance cost center 3366, under project FY12-FY14 Bus Midlife Project and line item 50441, Parts Revenue Vehicle. Since this is a multi-year contract, the cost center manager and Chief Operations Officer will be accountable for budgeting the cost in future fiscal years including any option exercised. Impact to Budget The source of funds for this procurement is bus operating funds and under project from Federal Grants and the Transportation Development Act (TDA). ALTERNATIVES CONSIDERED The alternative is to not award the contract and continue to procure alternators on an as-needed basis at a higher cost. This approach is not recommended since it does not provide a commitment from the supplier to ensure availability and price stability. NEXT STEPS Metro's requirements for alternators will be fulfilled under the provisions of the contract. ATTACHMENTS A. Procurement Summary B. Bid Tabulation Prepared By: Amy Romero, Director of Central Maintenance Questions: Chris Reyes, Senior Administrative Analyst, Operations (213) Alternators Page 2

3 { i~ ~ J ~ n ` eph ie Wiggin Executive Director endor/contract Management William L. Foster Interim Chief Operations Officer n 1. Arthur T. Leahy Chief Executive Officer Alternators Page 3

4 ATTACHMENT A PROCUREMENT SUMMARY ALTERNATORS 1. Contract Number: Recommended Vendor: Romaine Electric,470 Trousdale Drive, Chula Vista, CA B C Truck and Electric, Inc., 1275 Gra hite Dr., Corona, CA Type of Procurement (check one) : ~ IFB RFP RFP A&E Non-Com etitive Modification Task Order 4. Procurement Dates: A. Issued: 2/26/14 B. Advertised/Publicized: 2/28/14 C. Pre- ro osal/pre-bid Conference: D. Pro osals/bids Due: 6/13/14 E. Pre-Qualification Com leted: F. Conflict of Interest Form Submitted to Ethics: Yes G. Protest Period End Date: 10/16/14 5. Solicitations Picked up/downloaded: 37 Bids/Proposals Received: Contract Administrator: Tan a Allen 7. Project Manager: John Roberts Telephone Number: Telephone Number: A. Procurement Background Procurement of alternators was conducted as a formal sealed bid, competitive acquisition, in support of awarding along-term Master Agreement in order to ensure availability and price stability. IFB was issued February 26, 2014 and advertised February 28, Contract type is Firm-Fixed Price. Amendment One was issued on April 15, 2014 to answer potential bidder's questions. Amendment Two was issued on May 23, 2014 to answer potential bidder's questions. Alternators Page 4

5 B. Evaluation of Proposals/Bids A total of thirteen bids were received June 13, The firms recommended for award, Romaine Electric and B C Truck Electric Inc., were found to be in full compliance with the bid requirements. New Flyer Bid #1, the apparent low bidder for line 3, does not meet the Buy America requirements and the preliminary findings indicate that the alternator offered is not compatible with the existing unit because the mounting/cradle and the regulator may require modifications. Bidder/Proposer Bid/Proposal Best and Note those that Name Amount Final Offer were Amount disqualified as explained above 1. Elreg Distributors $849, New Flyer Industries X2,924, See above Canada Bid # 1 3. H & H Auto Parts $1,892, Neopoart ~2,02~, NC Auto Parts, LLC X2,159, B & C Truck Electric X2,764, Inc. 7. Gilli LLC ~2,~97, Romaine Electric $2, NABI Parts $2,981, Muncie Transit $3,210, Su I 11. New Flyer Industries X3,302, Canada Bid #2 12. Kirk's Automotive, X3,551, Inc. 13. Prevost Car US Inc. $4,891, Alternators Page 5

6 Cost/Price Analysis The recommended bid price of $2,832,438 has been determined to be fair and reasonable based upon adequate price competition and selection of the lowest responsive and responsible bidder. Price savings based on historical data is $265,282. D. Backqround on Recommended Contractor The responsive and responsible low bidder, Romaine Electric for line items 1 and 2 is located in Chula Vista, CA and has been a bus manufacturer and after market distributor of bus parts and other related products for 88 years. Romaine Electric has provided similar products to other transit agencies including Trimet Transit, Portland Oregon, Lane Transit in Eugene Oregon, Pierce Transit Tacoma, WA and King County Transit in Seattle WA. To date, ~~ Romaine Electric has provided satisfactory service and products to Metro on previous purchases. The responsive and responsible low bidder, B & C Truck Electric, Inc. for line item 3 is, located in Kansas City, MO and has been a bus distributor of after market bus parts and other related products for 20 years. B & C Truck Electric, Inc. has provided similar products to most transit agencies nationwide such DART System, Dallas, TX, Metropolitan Transit Houston, TX, St. Louis Transit, Kansas City, and others. To date, B & C Truck Electric will be a new vendor with Metro. E. Small Business Participation The Diversity and Economic Opportunity Department (DEOD) did not recommend a Race Conscious Disadvantage Business Enterprise (RC DBE) goal for this Master Agreement solicitation that involves replenishing the stock for Bus Alternators. It was confirmed that all work associated with this project will be performed by the Prime(s). DEOD provided a listing of DBE trucking firms for outreach consideration, but neither B & C Truck Electric, Inc., nor Romaine Electric Corporation made DBE subcontractor commitments. Alternators Page 6

7 LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTHORITY BID TABULATION Bid No: Alternators Bids Out: 02f26/14 Total 37 Bids Opened: 06/13/14 Total 13 Elreg Distributors Advertisement Dates (~ :02128!14 LTD Newspaper: LA gait News New Flyer Industries Canada UI.0 H & H Auto Parts Neopart NC Auto Parts, llc g~tl 1 item MTA No. PaR No. Description QTY UM Unit Pfice Extension Unit Price Extension Unit Price Extension Unit Price Extension Unit Price Extension B 8 C Truck Electric Inc. a~~~~9 ~-LC Unit Price Extension Unit Price Extension 12 Month Base ~ - ~ ~ ' Altemalor- Engine, 24V Belt Drive 828 EA no bid 50.0 $1, $1,065,743.6 $1, $861,442.9 $1, $827,360.0 $ $774,180.0 $1, $932,121. $1, ,952. Alternator- Engine, 24V, 50 DN AMP, Belt Drive, 204 EA no bid $0. no bid $0.0 no bi $0.0 no bitl $0.0 $ $190,740.0 no bid $0.0 no bi $ Alternator -Engine 24V/500A, Belt Drive 132 EA $2, $382,161.1 $1,890.1 $249,493.2 no bid $0.0 no bid $0.0 no bid $0.0 $2, $323,426.4 $2, $351,662.5 SuGtotai 12 Month $382,161.1 $1,315, ~._~ 5861, ,360.0 S984, ,265, ,266, Month Option Alternator- Engine,24VBeitDrive 828 EA no bid 50.0 $1, $1,108,377.3 $1, ,366.0 $1, $927,360.0 $985,00 $815,580.0 $1, $950, , $846, Alternator- Engine, 24V, 50 ON 300 AMP, Belt Drive, 204 EA no bid $ $0.0 no bid $0.0 no bid 50.0 $ $200,940.4 no bid $0.0 no bid $0.0 Alternator -Engine 24Vl500A, Belt Drive 132 EA $3, $397,448. $1, $259,473.7 no bid $0.0 no bid $0.0 no bitl $0.0 $2,4992 $328,894.4 $2, ,883.6 Subtotal Option 1 E387,448. $1,367, , ,663, ,810.9 Subtotal Base and Option Sales Tax 9% $7'18,608.1 $70,164.8 $Y41,477.9 ;186,222.9 $827,360.0 b1,864, , ,016,b ,981, , , ,536, , ,311,iS0.3 52,566, ,007.0 GRAND TOTAL $848,773.8 T $2,924,56b.8 51,892, ,021,BA4.8 $2,7b9, ,764, ,797,762.3 Romaine Electric San Diego Muncie Reclamation and New Plyer Industries NABI Parts Supply dba Muncie Canada ULC Kirk's Automotive, inc. Prevost Cer (US] Inc. Transit Supply Bitl 2 Item No. MTA Part No. Description QTY UM Unit Price Extension Unit Price Extension Unit Price Extension Unft _._ Price 12 Month Base ~ r ~~~, ~ E#erasion Unit Price.. Extension Unit Price Extension >s Alternator- Engine, 24V Belt Drive 828 EA $ $784,944.0 $1, $965,994.4 $1, ,998.6 $1,29A.19 $1,071,589.3 $1,049.00, $866,572.0 $2, $1,761; Alternator- Engine, 2AV, 50 DN 300 AMP, Belt Drive, 204 EA $ $187,680.0 na bid $0.0 no bid $0.0 no bid SD.O $1,BOD.00 $387,200.0 no bid $D.0 Alternator -Engine 24V/SQOA, Belt Drive 132 EA $2,603.A5 $343,855.4 $2, $379,044. $3, $459,947.4 $3, $A18,876.9 $2, $ $3, $403,100.2 Subtotal 12 Month $1,316,279.4 $1,346, ,436, ,490, ,829, ,164, Month O tlon Alternator- Engine,24VBei[prive 826 EA $9A8.00 $784,944.0 $1, $995,868.7 $1, $1,025,850.6 $1, $1,103, , $868,572.0 $2,236.7 $1,852, Alternator - Engine, 24Y, 50 ON 300 AMP, Belt Drive, 204 EA $187,680.0 no bid S0. no bid $0.0 no bid 50.0 $1,800.0 $367,200.0 no bid 50.0 Alternator -Engine 24V/500A, Belt Drive 132 EA $ $343,855.4 $2, $394,837.0 $3, $482,944.4 $3, $435,633.0 $2, $393,380.0 $3, $470,857.2 Subtotal pption 1 51,3'16,278.4 $1,580,706.8 $1,508,795.0 $1,b39,S ,132.0 $2,322,896.4 Subtotal Base and Option $2,632,558.8 $2,755, ,741.0 $3,028, ,258,264.0 Sales Tax 9% 5236, , ,116.6 E272,886.b 5283,243.7 $4,487,664.1 SA03,889.7 GRAND TOTAL 52,869,A68.0 $2,961,961.8 $3,210, ,302, ,b61, ,881,563.8 ereby tartly Romaine -~1~~ Electric and B& T i ctrl as ~Ili9 fe owe pon rasp nsibie bitlder antl recommend the award to them for total price, including safes tax, of S Date Sib awre `~^~.,~ 7 Page 1 of 1 D D^ m Z -