Meeting_Body
SYSTEM SAFETY, SECURITY AND OPERATIONS COMMITTEE
APRIL 12, 2018
Subject
SUBJECT: DENSO SPARK PLUGS SUPPLIER
Action
ACTION: AWARD CONTRACT
Heading
RECOMMENDATION
Title
AUTHORIZE the Chief Executive Officer to award a two-year, firm fixed price Contract No. MA48271000 to Romaine Electric Corporation, the lowest responsive and responsible bidder for Spark Plugs (Denso). The Contract one-year base amount is $701,158.68, inclusive of sales tax, and the one-year option amount is $701,158.68, inclusive of sales tax, for a total contract amount of $1,402,317.36, subject to resolution of protest(s), if any.
Issue
ISSUE
This procurement is for the acquisition of spark plugs which are required for maintaining the safe and reliable operation of the bus fleet. Award of contract will ensure that Bus Maintenance has adequate inventory to repair and maintain the buses according to Metro maintenance standards.
Discussion
DISCUSSION
Spark plugs are an electrical ignition device that fits into the cylinder head of a CNG engine and ignites the air-fuel mixture needed for combustion to power the engine. In accordance with manufacturer's recommendations, spark plugs are required to be changed at pre-determined intervals based on mileage. Replacement of the spark plugs is essential for the proper maintenance of Metro's bus fleet and to ensure that buses run as efficiently as designed.
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 spark plugs that may be anticipated. The bid quantities are estimates only, with deliveries to be ordered and released as required.
Spark Plugs will be purchased, maintained in inventory and managed by Material Management. As spark plugs are issued, the appropriate budget project numbers and accounts will be charged.
Determination_Of_Safety_Impact
DETERMINATION OF SAFETY IMPACT
Award of contract will ensure that all operating divisions have adequate inventory to maintain the bus and rail fleets and equipment according to Metro Maintenance standards.
Financial_Impact
FINANCIAL IMPACT
The funding of $116,859 for these products is included in the FY18 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 including any option exercised.
Impact to Budget
The funds for this action will come from various sources including Fares, Advertising, Operating eligible sales tax; such as PA, PC, MR/MM, TDA, and Federal. That are eligible for use on Bus Operating projects. Use of these funding sources will maximize allowable funding allocations give approved provisions.
Alternatives_Considered
ALTERNATIVES CONSIDERED
The alternative is to not award the Contract and procure spark plugs on the open market on an as-needed basis. This approach is not recommended since it does not provide a commitment from the supplier to ensure availability and price stability.
Next_Steps
NEXT STEPS
Metro’s requirements for spark plugs will be fulfilled under the provisions of the Contract.
Attachments
ATTACHMENTS
Attachment A - Procurement Summary
Attachment B - DEOD Summary
Prepared_by
Prepared By: Nathan Jones, Director of Contract Administration (213) 922-6101
Amy Romero, Senior Director Central Maintenance (213)922-5709
Reviewed_By
Reviewed by: Debra Avila, Chief, Vendor/Contract Management (213) 922-6383
James T. Gallagher, Chief Operations Officer (213) 922-4424
