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STAFF RE PO RT TO: AC Transit Board of Directors FROM: Michael A

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Report No: 15-251a Meeting Date August 10, 2016 Alameda-Contra Costa Transit District STAFF RE PO RT TO: AC Transit Board of Directors FROM: Michael A. Hursh, General Manager SUBJECT Contract Award for Purchaseof Double Deck Buses ACTIONITEM RECOMMENDED ACTION(S) Consider awarding a contract to Alexander Dennis for the purchase of ten (IO) double deck buses with an option for the District to acquire ten (IO) additional buses, and independent options for the University of California, Davis to. acquire three (3) double deck buses and Western Contra Costa Transit Authority to acquire six (6) double deck buses. BACKGROUND/RATIONALE The District issued a Request for Proposal(RFP) for the procurement of ten double deck buses, with options for up to nineteen additional buses, to twenty-two bus manufacturers on the FederaITransit Administration Transit Vehicle Manufacturers list. As this procurement contains FTAfunds, only those firms on the FTA'slist can participate and be evaluatedfor award. The RFP was issued on December 30, 2015 to ensure that the then current California weight requirements would be grandfathered into this procurement. A pre-proposal conference was held on February 2, 2016. The District received one proposal from Alexander Dennis, Inc. Upon receipt of the proposal, the AC Transit technical evaluation team reviewed and scored the proposal based on a pre- defined evaluation matrix. Two external advisors also reviewed and scored the proposal based on the same evaluation matrix. The external advisors were from the UniTrans-Universityof California, Davis and WestCAT-Western Contra Costa Transit Authority as these agencies will hold options under the contract to acquire three and six double deck buses, respectively. Upon Board approval to award a contract to Alexander Dennis, the District will procure the base order of ten (IO) double deck buses that are expected to arrive in fiscal year 2017/18. These buses will assist in replacing the high capacity MCI bus fleet. Staff will report back to the Board for authorization to exercise the District's option for up to ten additional buses. UniTrans-Universityof California, Davis and WestCAT-Western Contra Costa Transit Authority will enter into separateagreements with AlexanderDennis for their option orders,so these options wilmot require additionaIBoard approval. ProposalTimeline e RFPIssued: December 30, 2015 e ProposalSubmitted: April 21, 2016 e Technical Committee Scoring Evaluation: June 16, 2016 1 of 4 Report No. 15-251a Page 2 of 4 The following tables provide the scores recorded from the technical evaluation process along with the pricing submitted by Alexander Dennis. Internal Exte mal Alexander Dennis Evaluation Technical Team Advisors Average Score 4 5 Technical Weight 6 6 Total 24 30 Average Score 4 5 Qualifications Weight 4 4 Total 16 20 Average Score 2.8 4 Delive ry Weight 4 4 Total 11.2 16 Average Score 4.2 5 PastPerformance Weight 2 2 Total 8.4 10 Qualitative Total Average 59.6 76 q I'n rn Cost '"' ' N/A N/A Weight 6 6 Total N/A Total WeightedAverage 59.60 76.00 Ten Double DeckBuses(Base Quantity) U nit Price Extension Buses $ $ 820,595.00 8, 205, 950. 00 Manuals Lump Sum $ 8,801.00 Training Lump Sum $ 133,333.00 Spare parts package $ 253,534.00 Test equipme nt and specialtools $ 165,054.00 Transit Style Seating Uppe r/Lower(Amseco) 32,529.00 $ 325,290.00 Extended Warranty(As defined in Table 9-1, p.180 of RFP) 2i,826.00I $ 218,260.00 Salestax(if applicable)- 9.5% $ 889,173 .59 Delive ry charge s $ 4,950.00I £ 49, 500.00 TOTAL PROPOSED PRICE $ 10, 248,895.59 ADA equipment(included in above unit prices) $10,840.00 2 of 4 Report No. 15-251a Page3 of 4 District Option for Ten Additional Double Deck Buses Unit Price Extension Buses $ 841,110.25 $ 8,411,102.50 Manuals LumpSu m $ 4,747.89 Training LumpSu m $ 71,929.47 Spareparts package $ 136,774.74 Test equipment and specialtools $ 89,042.11 Transit Style Seating Uppe r/Lower(Amseco) $ 33,342.00 $ 333,420.00 ExtendedWarranty(As defined in Table 9-1, p.180of RFP) $ 22,372.00I $ 223,720.00 .jsaies tax(if applicable) - 9.5% $ 885,540.05 Delivery charges $ 5,073.75 I S. 50,737.50 ESTIMATED PROPOSED PRICE FOR 10 BUSES $ l0,207,014.26 ADAequipment(included in above unit prices) $ll,lll.oo UniTrans -University of California, Davis Option for Three Buses and Western Contra CostaTransit Unit Price Extension Authority Option for Six Buses Buses $ 841,110.25 $ 7, 569, 992.25 Manuals Lump Sum $ 4,273.11 Training Lump Sum $ 64,736.53 Spareparts package $ 123,097.26 Test equipment and speclaltools $ 80,137.89 $ Transit Style Seating Upper/Lower(Amseco) $ 33,342.00 300,078.00 Extended Warranty(As defined in Table 9-1, p.180 of RFP) $ 22,372.00I $ 201, 348.00 Salestax(if applicable) - 9.5% $ 796,986.05 Delivery charges $ 5,073.75I .! 45,663.75 ESTIMATED PROPOSED PRICE FOR 9 BUSES $ 9, 186, 312. 84 ADAequipment(included in above unit prices) $u,UI.oo BUDGETARY/FISCALIMPACT The current capital budget included $8,610,000 for the purchase of ten double-decker buses, based on ear]y cost estimates. To make up the $].,638,896 deficit, staff proposes two actions: 1. Transfer $1,164,200 in surplus District Capital funds from the 27 articulated bus purchase for the East Bay Bus Rapid Transit project. The finalcost of the tools, warranty, andspare parts for the 27 buseswas lower than the initialestimates, and so the project has excess funding. 3 of 4 Report No. 15-251a Page4 of 4 2. Transfer $474,696 in District Capital funds from the Facilities Seismic Assessment project. The Facilities assessmentproject has$1million in District capitaland the initial assessmentsplanned will only require a small amount of those funds. Staff will revisit that project budget in the mid-yearadjustment. ADVANTAaES/DiSADVANTACES Award of this contract will provide the District with the necessaryhigh capacity buses for Transbay service. The advantages of procuring these buses are: 8 A high capacity bus with a shorter length than articulated buses e Acceptable maneuverability in downtown and residentialareas e No additionalmaintenance for the articulated joint as with a sixty-foot bus 8 Improved air quality and fueleconomy 8 Increased ridership and reduced congestion ALTERNATIVES ANALYSIS Staff considered other bus types but was unable to find any alternative high capacity busesthat would meet the service requirementsof the District. In reviewing forty-foot suburbanbus alternatives,the thirty-six (36) passengerseats would not meet peak service demands for Trans-Bay service. Articulated buses with fifty-two (52) seats would provide more passenger accommodations, but still less seating capacity than the eighty(80) seats available in the double deck bus. The double deck buses willprovide the maximum number of passenger seating along with the shortest high capacity bus length to provide maneuverability in residential and downtown areas. PRIOR RELEVANT BOARD ACTION/POLICIES AC Transit Board Policy No. 350: Procurement Policy 15-251-- Procurement of Double Deck Buses A'TTACHMENTS None Approved by: James D. Pachan, Chief Operating Officer Reviewed by: DeniseC. Standridge, GeneralCounsel Jon Medwin, Director of Purchasing and Materials Chris Andrichak, Manager, CapitalPlanning & Grants Prepared by: Stuart Hoff man, TechnicalServices Manager 4 of 4.
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