AGENDA FOR MASS TRANSIT DEPARTMENT BOARD MEETING

300 N. Campbell, Council Chambers, City Hall

Tuesday, March 6, 2018 @ 10:00 a.m.

 

AND

 

LEGISLATIVE REVIEW MEETING OF THE WHOLE

300 N. Campbell, City Hall Main Conference Room, 2nd Floor

Monday, March 5, 2018 @ 9:00 a.m.

 

After the meeting is convened, the Mass Transit Department Board shall consider the following items no sooner than the designated time, but may consider them at a later time:

 

ROLL CALL

 

*At any time during the Mass Transit Department Board meeting, the Mass Transit Department Board may meet in executive session pursuant to Section 3.5A of the El Paso City Charter and the Texas Government Code, Chapter 551, Subchapter D, to discuss items as permitted by law.

 

 

CALL TO THE PUBLIC – PUBLIC COMMENT

 

 

This time is reserved for members of the public who would like to address the  Mass Transit Department Board on items that are not on the Mass Transit Department Board Agenda

 

A sign-up form is available on line at http://www.elpasotexas.gov/municipal-clerk/forms for those who wish to sign up in advance of the meeting date.  A sign-up form is available outside the City Council Chambers at the City Clerk table for those who wish to sign up on the day of the meeting.  Requests to speak must be received by 9:00 a.m. on the date of the meeting. 30 Minutes total is allotted for speakers. Three to five minutes may be allowed for each speaker.

 

 

NOTICE TO THE PUBLIC

 

 

All matters listed under the CONSENT AGENDA, including those on the Addition to the Agenda, will be considered by Mass Transit Department Board to be routine and will be enacted by one motion unless separate discussion is requested by Board Members.  Prior to the vote, members of the audience may ask questions regarding items on the consent agenda.  When the vote has been taken, if an item has not been called out for separate discussion, the item has been approved.  The Mass Transit Department Board may, however, reconsider any item at any time during the meeting.

 

 

 

CONSENT AGENDA – APPROVAL OF MINUTES

 

Strategic Goal 5: Promote Transparent and Consistent Communication Amongst All Members of the Community

 

1.              Approve the Minutes for Mass Transit Board Meeting held on February 6, 2018.

 (Attachment)

 

 

CONSENT AGENDA – EXCUSE ABSENT MASS TRANSIT DEPARTMENT BOARD MEMBERS

 

 

Strategic Goal 6: Set the Standard for Sound Governance and Fiscal Management

 

2.          Request to excuse the following absent Board Member(s):

 

 

CONSENT AGENDA

 

Strategic Goal No. 7:  Enhance and Sustain El Paso’s Infrastructure Network

 

3.            Discussion and action to award of Solicitation No. 2018-027 Remanufactured Electrical Components to The Aftermarket Parts Company, LLC. for an initial three (3) year term in the estimated amount of $496,089.15. Sun Metro will use the items to maintain and optimize maintenance efficiency and technical service for the Transit Fleet.

 

Contract Variance: No Prior Contract Available.

 

Department:                                                    Mass Transit (Sun Metro)

Award to Vendor 1:                                         The Aftermarket Parts Company, Llc.

                                                                        Delaware, OH

Item(s):                                                            All

Initial Term:                                                     3 years

Option to Extend:                                          None  

Annual Estimated Award:                               $165,363.05

Total Estimated Award:                                  $496,089.15 (3 years)

Account No.:                                                   531180- 560 – 60060 – 3200 –– P6019

Funding Source:                                             Sun Metro Operating

District(s):                                                        All

 

This is a Low Bid Supplies contract.

 

The Purchasing & Strategic Sourcing and Mass Transit – Sun Metro recommend that Kirks Automotive, Inc. be deemed non-responsive for failure to bid on all items in addition to bidding on items that did not meet mandatory specifications.  Mass Transit – Sun Metro recommends award to The Aftermarket Parts Company, LLC. for Group I as the lowest responsive, responsible bidder.

 

Purchasing & Strategic Sourcing, Bruce D. Collins, 212-1181

Mass Transit (Sun Metro), Jay Banasiak, 212-3301

(Attachment)

 

 

4.            Discussion and action on the request that the Director of Purchasing & Strategic Sourcing Department be authorized to exercise the City’s option to extend current Contract 2015-599 (Armored Vehicle Services - Mass Transit) with Soto Enterprises dba Miracle Delivery Armored Services for two (2) additional years pursuant to the provisions of an award approved by the Mass Transit Board on March 10, 2015. The extended contract period will be from March 11, 2018 to March 10, 2020. Contract will provide Armored Vehicle Services to the Sun Metro fleet and Administrative Offices.

Department:                                                     Mass Transit Department (Sun Metro)

Award to Vendor:                                             Soto Enterprises dba Miracle Delivery

                                                                       Armored Services

                                                                         El Paso, TX

Item(s):                                                            All

Option:                                                             2 Year

Annual Estimated Amount:                             $62,257.62                                           

Total Estimated Award:                                   $124,515.24 (2 years)

Account No.:                                                    522150-560-60000-3200-P6003

Funding Source:                                              Sun Metro Operating Fund

District(s):                                                        All

 

This is a best value, services contract.

 

Purchasing & Strategic Sourcing, Bruce D. Collins, 212-1181

Mass Transit (Sun Metro), Jay Banasiak, 212-3301

(Attachment)

 

 

REGULAR AGENDA- PURCHASING

 

Strategic Goal No. 1:  Create an Environment Conducive to Strong, Sustainable Economic Development.

 

5.            Discussion and action to award of Solicitation No. 2017-1280 (Janitorial Services – Sun Metro) to Ace Governmental Services, LLC for an initial term estimated amount of $1,053,174.64. The award is to include a two (2) year optional amount of $702,116.60 for a total five (5) year award of $1,755,291.66. Mass Transit – Sun Metro requires efficient, timely and professional janitorial inspection of its transfer centers to promote safety and good public image of its operations.

 

Contract Variance:

 

The difference in cost, based on the comparison to the previous contract, is as follows:

A decrease of $1,141,487.55 over the three (3) year initial term. The Bill Rate increased by 17% but the overall decrease represents 52% from the previous contract due to the reduction in the number of sites and service hours:

 

Department:                                                      Mass Transit Department (Sun Metro)

Vendor:                                                           Ace Governmental Services, LLC

                                                                        El Paso, TX

Item(s):                                                            All

Annual Estimated Amount:                             $351,058.32

Initial Term Estimated Award:                        $1,053,174.64 (3 year)

Total Estimated Award:                                  $1,755,291.66 (5 years)                      

Account No.                                                    522060 560 3215 60050 P6018 P60FTA117 

Funding Source:                                              Sun Metro Grant (5307)                   

District(s):                                                        All

 

This is a Best Value, service contract.

 

The Purchasing & Strategic Sourcing and Mass Transit – Sun Metro recommends award as indicated to Ace Governmental Services, LLC the bidder offering the best value bid.  In accordance with this award, the City Manager or designee is authorized to exercise future options if needed.

 

Purchasing & Strategic Sourcing, Bruce D. Collins, 212-1181

Mass Transit (Sun Metro), Jay Banasiak, 212-3301

(Attachment)

 

 

6.            Discussion and action on the award of Solicitation No. 2018-360 Lubricants for Transit Fleet to M.J. Madder Enterprises, Inc dba Bio-Dyne Chemical Co. for an initial three (3) year term in the estimated amount of $1,933,569.00. The award is to include a two (2) year optional amount of $1,289,046.00. for a total five (5) year award of $3,222,615.00 Sun Metro will use this contract to provide maintenance and operations services to their fleet.

 

            Contract Variance:

The difference in cost, based on the comparison to the previous contract, is as follows:

An increase of $1,933,569.00 over the three (3) year initial term. Said increase represents a 3.2% increase over the initial three (3) year term.

 

Department:                                                    Mass Transit (Sun Metro)

Award to Vendor :                                           MJ Madder Enterprises, Inc. dba Bio-Dyne Chemical Co.

Location:                                                         El Paso, Texas

Item(s):                                                            All

Option to Extend:                                           2 years

Initial Term:                                                     3 years

Annual Estimated Award:                               $644,523.00

Initial Term Estimated Award:                        $1,933,569.00 (3 years)

Total Estimated Award:                                  $3,222,615.00 (5 years)

Account No.:                                                   530040,560,60060,3200,P6019         

Funding Source:                                             Sun Metro Operating

District(s):                                                         All

 

This is a Low Bid Supplies contract.

 

The Purchasing & Strategic Sourcing Department and Mass Tranist – Sun Metro recommend Safety-Kleen Systems, Inc. be deemed non-responsive for failure to bid on all items and bidding on items that did not meet specifications and C&R Distributing, LLC for failure to bid on all items as required.

 

Purchasing & Strategic Sourcing, Bruce D. Collins, 212-1181

Mass Transit (Sun Metro), Jay Banasiak, 212-3301

(Attachment)

 

 

7.            Strategic Goal No. 7:  Enhance and Sustain El Paso’s Infrastructure Network

 

Discussion and Action to award Solicitation No. 2018-510 Radiator and Tank Repair Services to Frontera Radiators and Parts, Inc., for an initial term estimated award of $600,000.00. The award is to include a two (2) year optimal amount of $400,000.00 for a total five (5) year award of $1,000.000.00. Sun Metro will use the items to maintain and optimize maintenance efficiency and technical service for the Transit Fleet.

 

Contract Variance:

 

The difference in cost, based on the comparison to the previous contract, is as follows:

The same amount of $600,000.00 over the three (3) year initial term did not change. Said amounts to remain the same due to estimated usage not changed from last bid in 2013.

 

Department:                                                     Mass Transit Department (Sun Metro)

Vendor:                                                            Frontera Radiators and Parts, Inc.

                                                                          El Paso, TX                                          

Item(s):                                                            All

Option to Extend:                                            2 Year

Annual Estimated Amount Group:                 $200,000.00

Initial Term Estimated Award:                        $600,000.00 (3 Year)

Total Estimated Award:                                 $1,000,000.00 (5 year)                                                    

Account No.:                                                    531180,560,3215,60060,P6019,P60FTA117

Funding Source:                                               PM 5307 Grant

District(s):                                                         All

This is a Best Value, services contract.

 

Purchasing & Strategic Sourcing, Bruce D. Collins, 212-1181

Mass Transit (Sun Metro), Jay Banasiak, 212-3301
(Attachment)

 

 

 

EXECUTIVE SESSION

 

 

The Mass Transit Department Board of the City of El Paso may retire into EXECUTIVE SESSION pursuant to Section 3.5A of the El Paso City Charter and the Texas Government Code, Chapter 551, Subchapter D, to discuss any of the following: (The items listed below are matters of the sort routinely discussed in Executive Session, but the Mass Transit Department Board of the City of El Paso may move to Executive Session any of the items on this agenda, consistent with the terms of the Open Meetings Act.) The Mass Transit Department Board will return to open session to take any final action and may also, at any time during the meeting, bring forward any of the following items for public discussion, as appropriate.

 

Section 551.071 CONSULTATION WITH ATTORNEY

Section 551.072 DELIBERATION REGARDING REAL PROPERTY

Section 551.073 DELIBERATION REGARDING PROSPECTIVE GIFTS

Section 551.074 PERSONNEL MATTERS

Section 551.076 DELIBERATION REGARDING SECURITY DEVICES

Section 551.087 DELIBERATIONS REGARDING ECONOMIC DEVELOPMENT

 

NOTICE TO THE PUBLIC:

Sign Language interpreters will be provided for this meeting upon request. Requests must be made to the Mass Transit Department 212-3301 a minimum of 24 hours prior to the posted date and time of this meeting. Copies of this agenda will be provided in Braille, large print, or audiotape upon requests made a minimum of 48 hours prior to the date and time of the meeting.

 

Hearing Assistance Devices are available upon request.

 

MASS TRANSIT BOARD AGENDAS ARE PLACED ON THE INTERNET THE THURSDAY PRIOR TO EACH MEETING AT THE FOLLOWING ADDRESS: http://www.sunmetro.net/