Meeting Body
OPERATIONS, SAFETY, AND CUSTOMER EXPERIENCE COMMITTEE
SEPTEMBER 19, 2024
Subject
SUBJECT: CIRCUIT BREAKER RETROFIT KIT
Action
ACTION: AWARD CONTRACT
Heading
RECOMMENDATION
Title
AUTHORIZE the Chief Executive Officer to award a two-year, Indefinite Delivery / Indefinite Quantity (IDIQ) Contract No. MA111914(2)000 to Gillig LLC, the lowest responsive and responsible bidder to supply Circuit Breaker Retrofit Kits in the not-to-exceed (NTE) amount of $1,339,042.21 inclusive of sales tax, subject to the resolution of any properly submitted protest(s), if any.
Issue
ISSUE
This procurement is for the acquisition of circuit breaker retrofit kits, which are required to maintain the safe and reliable operation of the Metro bus fleet. The circuit breakers that protect high voltage electrical systems on the New Flyer Xcelsior buses have failed at an increased rate due to the age of this equipment, and this contract will support the replacement of these components. The award of this contract will ensure that Bus Maintenance has an adequate inventory to repair and maintain buses according to Metro maintenance standards.
Background
BACKGROUND
Circuit breakers are used on Metro’s New Flyer Xcelsior buses to protect the high voltage electrical systems on the heating and ventilation systems. These buses were purchased in 2013 and 2015, and the buses are experiencing higher failure rates of the circuit breakers. The replacement of the circuit breakers is extremely important in ensuring proper functioning air conditioning systems on the bus fleet.
Discussion
DISCUSSION
Metro’s current bus fleet of New Flyer Xcelsior buses are equipped with a circuit breaker retrofit kit that are an integral part of the air conditioning system. The circuit breaker retrofit kit will be used to replace failed circuit breakers that provide high voltage power to the air conditioning system. The circuit breaker enables mechanics to turn off the power and perform maintenance as well as repairs to the air conditioning system. Aging circuit breakers could cause severe injury to the mechanic due to high voltage electrical power. The circuit breaker retrofit kits are replaced at the bus operating divisions in response to performance issues or circuit breaker failures.
The contract to be awarded is a “requirements type” agreement in which Metro commits to order only from the awardee, up to the specified quantity, for a specific duration of time, but there is no obligation or commitment to order any or all of the required circuit breaker retrofit kits. The bid quantities are estimates only, with deliveries to be ordered and released as necessary. The requirements type agreement will ensure that Metro only purchases the quantity of parts needed to repair equipment with damaged components.
Material Management will purchase, maintain, and manage circuit breaker retrofit kits in inventory. The appropriate budget project numbers and accounts will be charged as circuit breaker kits are issued.
Determination Of Safety Impact
DETERMINATION OF SAFETY IMPACT
The award of this contract will positively impact safety by ensuring bus operating divisions have an adequate inventory of parts to maintain the bus fleet according to air conditioning manufacturer and Metro Maintenance standards. A sufficient supply of these critical parts ensures the safety of maintenance mechanics working on the air conditioning system and maintains a safe environment for customers by ensuring optimal air conditioning in Metro buses.
Financial Impact
FINANCIAL IMPACT
The funding of $669,521.11 for this product is included in the FY25 budget under multiple bus operating cost centers in project 306002 Operations Maintenance under Line 50441, Parts - Revenue Vehicle.
Since this is a multi-year contract, the cost center managers and Chief Operations Officer will be accountable for budgeting the cost in future fiscal years.
Impact to budget
The current funding sources for this action include Federal 5307, Proposition A, Proposition C, Measure R, Measure M, and Transportation Development Act. These sources are eligible for Bus Operating or Capital projects.
Equity Platform
EQUITY PLATFORM
The benefits of this action are to ensure the bus fleet that serves most regions in Los Angeles County, including many Equity Focus Communities (EFC), can provide vital transportation services to neighborhoods where disparities within the area can exist between residents’ access to jobs, housing, education, health, and safety. Bus transportation provides an essential lifeline for the residents in EFCs, and the Metro bus maintenance programs ensure the proper State of Good Repair of the bus fleet to provide transportation for these communities. The procurement of the circuit breakers will ensure the reliability of the air conditioning systems and ensure that the interior temperature of the buses remain within industry standards and avoid the potential for heat exhaustion during summer heatwaves.
The Diversity and Economic Opportunity Department (DEOD) established a two percent (2%) goal for this procurement. Gillig, LLC made a 2% DBE commitment.
Implementation of Strategic Plan Goals
IMPLEMENTATION OF STRATEGIC PLAN GOALS
Procuring circuit breaker retrofit kits for the Xcelsior buses supports Strategic Goal 1: Provide high-quality mobility options that enable people to spend less time traveling. Installing circuit breaker retrofit kits will maintain the reliability of the bus fleet and ensure that our customers can arrive at their destinations without interruption and in accordance with the scheduled service intervals for Metro bus operations.
Alternatives Considered
ALTERNATIVES CONSIDERED
The alternative is not to award the contract and procure the circuit breaker retrofit kits as needed, using the traditional “min/max” replenishment method. This strategy is not recommended since it does not require a commitment from the supplier to ensure availability, timely delivery, continued supply, and a guaranteed fixed price for the parts.
Next Steps
NEXT STEPS
Metro’s requirements for circuit breaker retrofit kits will be fulfilled under the contract's provisions.
Attachments
ATTACHMENTS
Attachment A - Procurement Summary
Attachment B - DEOD Summary
Prepared by
Prepared By: Harold Torres, Senior. Director, Central Maintenance, (213) 922-5714
James Pachan, Senior. Executive Officer (213), 922-5804
Matthew Dake, Deputy Chief Operations Officer, (213) 922-4061
Debra Avila, Deputy Chief Vendor/Contract Management Officer, (213) 418-3051
Reviewed by
Reviewed by: Conan Cheung, Chief Operations Officer, (213) 418-3034
