Meeting_Body
SYSTEM SAFETY, SECURITY AND OPERATIONS COMMITTEE
JUNE 16, 2016
Subject/Action
SUBJECT: ELECTRIC COOLING FAN SYSTEM
ACTION: AWARD CONTRACT FOR ELECTRONIC COOLING FAN SYSTEMS
Heading
RECOMMENDATION
Title
AWARD an Indefinite Delivery Indefinite Quantity Contract, No. MA5246200 to Modine Manufacturing Company, the lowest responsive and responsible bidder, for Electric Cooling Fan Systems for an amount not-to exceed $2,758,124.00.
Issue
ISSUE
The Bus Maintenance Midlife program targets buses at the mid-point of the bus life and includes major mechanical systems replacements and interior and exterior refurbishment. During the Midlife, the engine which will have accumulated an average of 350,000 miles is replaced. The cooling fan system is part of the engine installation package. The existing hydraulic driven fan system will be replaced with an electric cooling fan system during the engine package change out. This procurement is required to ensure that buses in the Midlife program can continue to operate without delays and that revenue service is not impacted. The Contract will provide up to 299 electric cooling fan systems for engine packages.
Discussion
DISCUSSION
The NABI 8100-8400 45’ composite series which includes 300 buses is on schedule for refurbishment through the Bus Midlife Program. A new Cummins ISLG 280 HP engine package will be installed on these buses. As part of the new engine package installation, the existing hydraulic driven fan system will be replaced with an electric cooling fan system. The new fan system package will include a radiator, fan assemblies, controllers, power generation and necessary wiring, and are warranted to be free from defects in design and materials for two-years with full parts and labor on all warrantable failures. One (1) Electric Cooling Fan System from Modine Manufacturing Company has been installed and tested to ensure workability.
The engine assembly and installation takes an average of two weeks and is performed by Metro Mechanics at the Central Maintenance Shops. One hundred sixty eight (168) engine replacements with electric cooling fan systems are scheduled to be installed in FY17. The balance of one hundred and thirty one (131) will be installed in FY18.
Determination_Of_Safety_Impact
DETERMINATION OF SAFETY IMPACT
Award of the Contract will result in a positive impact on safety. Installing a new electric cooling fan system will ensure that the bus is maintained in accordance with Metro Maintenance standards, eliminate hydraulic fluid leaks, and improve on-road performance and reliability of the bus which will have a beneficial impact on system safety.
Financial_Impact
FINANCIAL IMPACT
The contract value for these components is $2,758,124 for up to 299 units. Funding of $230,612 for the procurement of 25 electric cooling fan system units is included in the FY16 budget in cost center 3366 Central Maintenance Shops, under Capital Project 203036 Bus Midlife Project program, line item 50441, Parts - Revenue Vehicle.
The cost center manager, project manager, and Chief Operations Officer will ensure that the remaining $2,527,512 for purchase of the remaining 274 electric cooling fan system units will be budgeted in future fiscal years.
Impact to Budget
For FY16 through FY17, the source of the funds for this procurement is a combination of Transportation Development Act Article 4 and Proposition C 40%. Through FY17, these are the designated funds available for bus midlife overhaul project. These funds are eligible for Bus Operations activities however it has a neutral impact to the FY budget as they have been programmed into the project allowing for execution of the proposed recommendation. No other funding sources were considered.
Alternatives_Considered
ALTERNATIVES CONSIDERED
The alternative is not to award this master agreement contract and procure electric cooling fan system units on an as-needed basis, using the traditional "min/max" replenishment system method. The "min/max" replenishment system method calculates minimum and maximum inventory levels. This strategy is not recommended since it does not provide for a commitment from the supplier to ensure availability, timely delivery, continued supply and a guaranteed fixed price for electric cooling fan system units.
Next_Steps
NEXT STEPS
Refurbishment of the NABI 8100 series bus fleet will continue in accordance with Operations Support Services bus mid-life program and engine replacement program. The engine replacement including the electric cooling fans systems for this NABI bus series is scheduled to be completed by the end of FY18.
Attachments
ATTACHMENTS
Attachment A - Procurement Summary
Attachment B - DEOD Summary
Prepared_by
Prepared by: Amy Romero, Director of Central Maintenance, (213) 922-5709
Christopher Reyes, Transportation Planning Manager III, (213) 922-4808
Reviewed_By
Reviewed by: James T. Gallagher, Chief Operations Officer, (213) 922-4424
Ivan Page, Interim Executive Director, Vendor/Contract Management (213) 922-6383
