RFQ 2022-08 Bus Line Inspection Services

Request for Quote to Provide Bus Line Inspection and Post Delivery Buy America Audit Services at the Gillig Corporation for the Livermore Amador Valley Transit Authority

Bus Line Inspection Services

LAVTA seeks a qualified firm (Vendor) to provide Bus Line Inspection and Post Delivery Buy America
Audit Services in connection with a purchase order LAVTA has issued to Gillig Corporation for the
manufacture and delivery of Sixteen (16) 40’ BRT-style, low- floor, hybrid buses.

Assembly of the buses will take place at Gillig’s manufacturing facility in Livermore, California.

The production is being done in two phases:

  • Phase one involves seven (7) 40’ BRT Wheels Style, low-floor hybrid buses with production
    scheduled to begin August 1, 2022, with a tentative completion date of August 30, 2022.
  • Phase two involves nine (9) 40’ BRT Rapid Style, low-floor hybrid buses with production scheduled
    to begin August 16, 2022, with a tentative completion date of September 13, 2022.

LAVTA is requesting the Vendor selected have an inspector on-site at Gillig’s manufacturing
facility throughout the entire project to ensure compliance with technical specifications and
quality standards.

The Vendor must provide LAVTA with all necessary FTA documentation required under 49 U.S.C. §
5323(m) and 49 CFR Part 663, including detailed inspection records and a
buy-America audit report.

LAVTA is seeking inspection services to:

  1. Ensure each bus manufactured conforms to LAVTA’s technical specifications, industry standards,
    Gillig’s quality standards, and compliance with all federal regulations;
  2. Ensure each bus is built to the highest level of reliability and maintainability;
  3. Ensure each bus is in full compliance with all FTA regulations stated in 49 CFR 663.37 and Buy America requirements as outlined in 49 CFR 661;
  4. Represent LAVTA by providing an experienced bus production line inspection team to be on-site during the manufacturing process;
  5. Ensure each bus is as free of defects as possible when delivered to LAVTA;
  6. Ensure all aspects required by FTA 49 CFR 663.37 and Buy America requirements are met;
  7. Provide, at a minimum, weekly written reports detailing inspection activities, status of each bus, photos, charts, and spreadsheets as appropriate;
  8. Ensure any changes be made after the contract award are followed by Gillig during the build.
  9. Visually verify the use of looms and proper clamps, especially through the frame and body. Each wire should be protected from abrasion as well as sharp edges; and
  10. Visually verify the adhesion, type, and thickness of the corrosion protection in order to provide maximum protection.

Uniformity of Component Installations
The Vendor must ensure care is taken with respect to the alignment, vibration isolations, and proper support of various components.

The Vendor will perform the following tasks:

Task 1: Project Kickoff
Immediately after receiving a written notice to proceed, the Vendor’s Project Manager will contact LAVTA and receive the following information for use in the construction of the inspection records, any pre-inspection meeting(s), and assignment of inspection activities:

Approved equals

Technical specifications

Pre-Award Buy-America Audit Report

Any other information related to this procurement

In addition, the inspection forms to be used in the project shall be customized to meet LAVTA’s requirements and standards.

Task 2: Pre-production Off-line Activities
Prior to the start of production, the Vendor shall review and become familiar with LAVTA’s technical specifications and shall discuss technical specifications with LAVTA to determine if the planned in-plant quality assurance activities need to be revised to reflect changes in the production process or to respond to particular concerns expressed by LAVTA.

Task 3: Production Line Monitoring and Inspection

Prior to the scheduled start of production, the Vendor’s inspector will inspect the major
components such as the chassis, and verify that they comply with the specifications.
Once production has started, each vehicle will be inspected at critical points during the
manufacturing process.

Production Inspection Points

  • Verification of welding of sub-assemblies as meeting quality standards
  • Inspection of critical build-up of sub-assemblies and modular sections prior to joining into
    larger coach modules
  • Identifying and causing repair of hydraulic, compressed air, air conditioning, refrigerant, and fluid leaks
  • Verification of torque on critical bolts and fasteners
  • Verification of routing of wiring and protection from chafing, abrasion, and sharp edges
  • Verification of the integrity of circuit terminals in both application and installation
  • Verification of uniformity of component installations, alignment, and support structures
  • Verification of alignment of access doors and hinges, floor covering, ducting, interior and exterior panels, moldings, and seat supports
  • Verification of proper grade bolts, appropriate type, and application of blind fasteners
  • Verification of proper thickness, type, and adhesion of undercoating, sealants, interior as well as exterior paint, and primers
  • Verification of proper materials, routing, stress relief, and support of rigid and flexible lines for power steering, transmission, pressure and temperature sensors, coolant, brakes, wheelchair lift primary connections, and manual override systems
  • Verification of the proper installation and function of heating and air conditioning piping, sensors, compressor support, and vibration isolation
  • Verification of front suspension alignment checks
  • With respect to junction and component boxes, verification of proper location, labeling, and integrity of junction boxes for electrical components
  • Verification of proper integration of drive train components and supporting electrical, hydraulic, air, and fluid systems
  • Verification of the proper installation, alignment and operation of the wheelchair lift/ramp
  • Verification of rattle-free installation of barriers and panels
  • Verification of easy access to components mounted behind the paneling
  • Verification of type and arrangement of passenger seating including wheelchair positions and tie-downs
  • Verification of all interior doors for appearance, fit, and function, panels for door operating mechanisms, and that other doors open with or without special tools as specified
  • Verification of mounting, clearance, presence, and location of specified stanchions and handholds

Gillig’s quality assurance department shall be presented with copies of comments regarding
discrepancies noted by the Vendor’s inspector. Vendor’s inspector will work closely with Gillig and
LAVTA to assist in resolving open items.

The Vendor shall have an inspector present throughout the manufacturing process and to conduct a
complete final inspection of each unit as required by 49 CFR 663.37 (a). The inspector will monitor
the use of materials and components to ensure compliance with the findings of the Pre-Award Buy
America audit. Inspector will also visually verify that the construction and operation comply with
the technical specifications as required by 49 CFR 663.35(b) and 49 CFR 663.37(a)(2), respectively.
Daily logs will be maintained and provided to LAVTA showing these activities.

Task 4: Pre-Delivery Testing
The Vendor shall conduct several visual and measured inspections in every area of the bus including
the undercarriage, engine compartment, interior, and exterior, along with functional tests such as:

  • Water Testing for a minimum of 10 consecutive minutes
  • HVAC Test
  • Wheelchair ramp/lift function test
  • Random paint-pull test

At this time, a configuration audit will be performed. The configuration audit shall verify that
the actual buses manufactured meet the detailed specifications as required by LAVTA. In addition, a
final checklist on each bus shall verify the use of materials and components identified in the
Buy-America audit. In accordance with the procedures published by the FTA, a record of these tests
will be maintained. Specific elements of
procedures for LAVTA will include:

Interior

  • Driver Controls: Verification of accessibility and function of all switches, controls, ankle
    motion, grouping of non-OEM controls, identification of prime controls, and door control function.
  • Instrumentation: Verification of location, function and readability of instruments and indicators
    with the steering wheel in a straight-ahead position.
  • Interior Trim General Requirements: Verification of absence of inaccessible maintenance areas,
    protuberances, and sharp or abrasive edges.
  • Trim Panels: Verification of trim materials, surfaces, carpeting, or panels of textured
    stainless steel or anodized aluminum, or plastic as specified, verification that painted areas are
    free of dirt, runs, and orange peel.
  • Exit Signal: If specified, verification of presence and function of chimes, switch tapes located
    near interior lighting fixtures with a driver-controlled bypass switch.
  • Inside Mirrors: Verification of presence and adjustability of inside mirrors and that placement
    does not obscure right outside mirror.
  • Radio System: Verification of space for radio, verification of the presence of specified,
    protected lead as applicable.
  • Windows: Verification that all windows are distortion-free and contain no scratches, verification
    of proper opening and closing functions and proper weather sealing, and verification of proper
    emergency release function.
  • Destination Signs: Verification of specified signs, decals, and instruction plates, and if
    specified, verification of presence and function of destination signs on the front and right side
    of the coach.
  • Wheelchair Ramp: Verification of accessibility and function of all switches, controls, cycle
    counters, and safety sensors, verification of level and angles of the ramp, handrails, and
    barriers, verification of weight requirements of the ramp, and smooth operation of ramp and
    compliance with ADA standards and regulations.

Exterior

  • Body: Inspect for fit and sealing, lack of distortion and strain points at fasteners, proper
    sealing, and overall finish.
  • Rain Gutters: Verification of installation of rain gutters over the passenger windows and doors;
    inspection for dams or obstructions in gutters.
  • Doors: Inspection of door installation for fit and sealing, check for proper closure and
    tightness, check for safety control, proper wiring, and line routing.
  • Exterior Lighting: Verification of type and function of headlights, marker lamps, turn signal
    lights, and curb area lighting.
  • Outside Mirrors: Verification of specified mirrors and rear field of vision.
  • Exhaust Locations: Verification of specified exhaust pipe routing and installation of proper
    discharge and absence of leakage.
  • Bumper Material: Verification of manufacturer, specified color, and material.
  • Batteries: Verification of rating of batteries and correct positioning and securements.

Engine Compartment

  • Inspect engine and transmission cradle including all sub-components installation; checking for
    improper line or wire routing; inspect for leaks and possible long- term problem situations.
  • Listen for abnormal noises; check for harmonic vibrations in lines, which may require added line
    support, if found.
  • Inspect manufacturer modifications for design and installation integrity and possible warranty
    conflicts.

Road Test

As part of the final inspection phase, the inspector shall witness the road test, riding the buses
and checking for abnormal power train noises and interior rattles as well as observing for proper
shift points, acceleration and braking performance, ride quality and appropriate functioning of
other systems.

Task 5: Release for Delivery
The Vendor shall continually monitor production and initiate corrective action for any defects
found. The Vendor shall maintain correspondence with appropriate Gillig personnel and maintain
discrepancy reports. Prior to the release of each bus, the inspector will verify that any noted
defects have been corrected. If not, the Vendor shall obtain the LAVTA’s permission to accept the
bus with the discrepancy.

Task 6: Post Delivery Audit
Upon completion of the inspections and delivery of the buses, the Vendor will issue a Post Delivery
Report to LAVTA stating that the vehicles comply with the requirements of 49 CFR Part 663. The
report will contain a copy of Gillig’s self-certification of compliance to FMVSS standards and a
Post-Delivery Buy America checklist for each vehicle. As required by the FTA, the inspector shall
physically and visually verify each of the components listed on the Buy America component list are
actually installed in the bus.

The Post Delivery Report will also contain a copy of a configuration audit. The Vendor’s inspector
shall confirm that the buses were built in compliance with LAVTA’s technical specifications as
amended through the Requests for Approved Equals process and that the components identified are
actually installed. A copy of this configuration audit will be provided upon project completion as
well as all inspector notes of communication completed throughout production.

Vendor will provide a copy of the weekly reports in order to verify that inspectors were present
during the manufacturing process. This report will meet the Post Delivery audit requirements of 49
CFR Part 663.

Project Deliverables
Throughout the project, LAVTA will receive continuous communication, via website, email, and/or
telephone as well as final project documentation upon completion of the inspections. Below is a
bulleted list of the deliverables to be received by LAVTA:

  • Weekly/Daily reporting via the website, email, and/or telephone as agreed upon during kick-off
    meeting
  • FTA Required Post-Delivery Buy America Audit includes:
  • Post-delivery certifications
  • FMVSS certification
  • Configuration audit
  • Post-delivery buy-America audit checklists
  • Copies of weekly inspection communication reports
  • Inspection booklets “Blue Books” includes:
  • Inspection forms
  • Defect sheets

    Quote for Service:

    Serial # PM Length Model Mode QTY Scheduled Start Day
    197933 Dave 40 BRT Wheels BRT 1 8/1/2022
    197934 Dave 40 BRT Wheels BRT 1 8/8/2022
    197935 Dave 40 BRT Wheels BRT 1 8/9/2022
    197936 Dave 40 BRT Wheels BRT 1 8/10/2022
    197937 Dave 40 BRT Wheels BRT 1 8/11/2022
    197938 Dave 40 BRT Wheels BRT 1 8/12/2022
    197939 Dave 40 BRT Wheels BRT 1 8/15/2022
    197940 Dave 40 BRT Rapid BRT 1 8/16/2022
    197941 Dave 40 BRT Rapid BRT 1 8/17/2022
    197942 Dave 40 BRT Rapid BRT 1 8/18/2022
    197943 Dave 40 BRT Rapid BRT 1 8/19/2022
    197944 Dave 29 BRT Rapid BRT 1 8/22/2022
    197945 Dave 29 BRT Rapid BRT 1 8/23/2022
    197946 Dave 29 BRT Rapid BRT 1 8/24/2022
    197947 Dave 29 BRT Rapid BRT 1 8/25/2022
    197948 Dave 29 BRT Rapid BRT 1 8/26/2022

Prospective Vendors shall provide a quote for a fixed fee per bus. This price must be inclusive of all labor, expenses, and overheads, and will be invoiced upon project completion. LAVTA WILL NOT be invoiced for any additional expenses including travel or labor. The proposed fee shall be based upon the scope of work outlined above. Quotes must be delivered via email to tedwards@lavta.org by July 11, 2022 at 2p.m. Pacific Time.

Tamara Edwards
Director of Finance, Interim Executive Director
June 27, 2022

For Details of the Request for Quote click here.

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  • Open Date: 06/28/2022 Close Date: 07/11/2022 2:00 pm