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Agenda Item # 16

BOARD MEMORANDUM

RECOMMENDATION:

Authorize the General Manager to execute a contract with San Jose Forklift (DBA Js Forklift), the lowest responsible and responsive bidder, for Floor Scrubbers and Vacuums preventive maintenance and repair at all VTA Maintenance Divisions.  The term of the contract is for three years with two one-year options in the amount of $121,465 per year for the first three years and $126,548 per year for option years four and five.  The total amount of the contract including materials and parts is  $617,491 for the five-year period. 

BACKGROUND: 

VTA maintains 17 floor scrubbers for Maintenance Shop and Fuel Island floor cleaning, 21 dust control vacuums for three Body Shops, and three brake lathe vacuums.  These machines must be properly maintained to comply with Californias Occupational Safety and Health Administration (OSHA) regulations.  This contract for maintenance and repair services includes quarterly preventive maintenance on all floor scrubbers and vacuum systems and replacement of associated filters.  It also provides for emergency repairs as necessary. 

VTAs current contract for these services is with Bay Area Floor Machine Company Inc. which was awarded on December 12, 2000 and expires December 11, 2003.

DISCUSSION:  

On September 16, 2003, an Invitation for Bids (IFB) was issued to solicit qualified firms to provide Floor Scrubbers and Vacuums Maintenance and Repair. The IFB was based on fixed unit pricing at each location for a three-year period.  On October 10, 2003, at 3:00 p.m., two sealed bids were received with the following results:

• San Jose Forklift (DBA Js Forklift)                                 $184,395
• Bay Area Floor Machine Company Inc.                         $217,794

                    Engineers Estimate (3-year: Basis of award)        $195,000

Bids were quoted based on VTAs Floor Scrubbers and Vacuums Maintenance and Repair service requirements using a fixed cost for scheduled quarterly preventive maintenance.  Unit pricing was used for unscheduled (on call) labor.  The cost of the fixed price and time and materials contract proposed by San Jose Forklift (DBA Js Forklift) is $61,465 annually for three years with an additional $60,000 per year contingency to cover materials and parts for a total cost of $121,465.  This includes $35,340 for scheduled preventive maintenance, $22,000 for 400 regular labor hours, and $4,125 for 75 emergency labor hours.  The terms of the bid document include a provision that VTA reimburse the contractor for parts at manufacturers list price plus 10 percent markup.

San Jose Forklift (DBA Js Forklift) is the lowest responsible and responsive bidder.  The bid is approximately 5.4% lower than the Engineers Estimate. VTA staff recommends awarding the contract for services to San Jose Forklift (DBA Js Forklift).

ALTERNATIVES:

There are no practical alternatives to the recommended action.

FISCAL IMPACT: 

Funding for these services are included in the FYs 2003-2004 and 2004-2005 Adopted Budget.  Funding for additional years of this contract will be included in future operating budget proposals.

DISADVANTAGED BUSINESS ENTERPRISE (DBE) PARTICIPATION:

Based on the limited scope of work and no subcontracting opportunities, no specific goal has been established for this contract.  Contractor is encouraged to make reasonable efforts to utilize DBEs in its procurement of ancillary services and products associated with the performance of this contract.

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