HomeMy WebLinkAbout01/22/2008, C2 - IFB FOR TROLLEY REPLACEMENT {
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CITY O F SAN LUIS O B I S P O
FROM: Jay Walter,Public Works Directoi�G�
Prepared By: John Webster, Transii Manager
SUBJECT: IFB FOR TROLLEY.REPLACEMENT
CAO RECOMMENDATION
1. Authorize an Invitation for Bid (IFB) or Sole Source procurement for a previously
approved Trolley replacement.
2. Authorize CAO to award bid and issue purchase order if within current Trolley
replacement budget of$179,700
DISCUSSION
In August 2006, the Council approved Resolution #9824 (2006 series),which in part authorized
the CAO to negotiate a cooperative purchase agreement to replace the Trolley. In the August
2006, the Council Agenda report indicated "Staff has not identified a piggyback contract for the
trolley at this time, and will continue searching for an available contract. If.a piggyback
contract for the trolley is not available, staff will solicit proposals to purchase the trolley. " This
project was delayed due to the Transit Manager vacancy. Staff has been unable to locate an
adequate Trolley cooperative purchase agreement (piggyback contract) that meets the Federal
Transit Administration (FTA) standards. Due to the advanced age, and rapidly deteriorating
mechanical condition of the existing trolleys, we must issue an invitation for bids (IFB) for the
trolley to replace this dated equipment. Staff is also investigating low mileage used trolleys (sole
source procurement) as the advantage would be a greatly reduced cost and immediate availability
as opposed to an expected five (5) month procurement process. The proposed IFB is for a
gasoline engine model replacement trolley. Staff has explored the possibility of utilizing alternate
fuel such as compressed natural gas (CNG) or Diesel-Electric Hybrid technology but
unfortunately the cost of a trolley with a standard emissions compliant Cummins diesel powered
engine at approximately $240,000 exceeds our existing budget. Estimated costs (not including
tax) for a (CNG) Trolley are in the $330,000-$340,000 range with Hybrid diesel-electric options
from $350,000-$430,000.
FISCAL IMPACT
There will be no impact to the City's General Fund. Staff has secured funding from a Federal
Transit Administration 5307 grant to purchase this vehicle. At the August 1, 2006 meeting
Council approved the FTA Program of Projects and necessary budget amendments to purchase
transit vehicles including the Trolley. The funding for this replacement was originally $195,000
but had to be reduced in the FTA 5307 grant by approx $15,300 to pay for unexpected cost
increases associated with one of the new Gillig buses that was delivered in October 2007. The
current project budget of $179,700 reflected in Table 1 is sufficient to purchase a new 25
passenger gasoline model or a low mileage used vehicle in excellent condition.
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Report Title Page 2
Table 1 Project budget
Source Amount
FTA 5307 .$139,760
TDA-LTF $39,940
Total $179,700
ALTERNATIVES
Council could authorize additional funds be added to the project budget in Table 1 to supplement
the TDA-LTF local match in the FTA 5307 grant for the purchase of an alternate fuel or hybrid
trolley replacement. Approximately $176,000 to $284,000 additional fiords (includes sales tax)
would be needed to purchase a new CNG or Hybrid Electric model replacement Trolley..
Staff is recommending a new or low mileage used trolley be purchased within the existing
project budget.
READING FILE
Invitation for Bid(IFB)-Available for review in the Council Reading File.
G:\Staff-Reports-Agmdas-Minutes\ CAR12 =TmsitVCAR TROLLEY REPLACMFNIVCAR-Trolley IFB 90814 ftW 01-14-07.doe
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