SR-6E (5)
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PURCH:PW DH'sd/f'\finance\purch\stfrpts\srbd2512
Councll Meeting: January 24, 1995 Santa Monlca, California
JAM 2 It 1995
TO: Mayor and City Counell
FROM. City Staff
SUBJECT: Recommendation to Award Bld to Furnish and Dellver
Envlronmentally Preferable Cleanlng Products, Bld #2512
Introduction
Thls report concerns award of bid to furnlsh and deliver
environmentally preferable cleanlng products at specifled unit
prlces, plus applicable sales tax.
Backqround
In response to publlshed Notices Inviting Bids (published September
2 and 3, 1994) to furnish and dellver envlronmentally preferable
cleaning products in accordance wlth City specificatlons, blds were
received and publicly opened and read on October 18, 1994 Proposal
forms were mailed to thirty-one vendors and notlces were advertlsed
in accordance wlth City Charter and Municipal Code provisions.
Nineteen proposals were received, seven of which met the City's bid
speclflcations and are listed in Attachment A. The remainlng
twelve proposals recelved did not contain the requlred information
and/or falled the pOlnt score evaluation explained below.
This bld covers an array of custodlal cleanlng products such as all
purpose cleaners, metal cleaners, floor care products, solvents and
soaps
JAM 2 ,. 1995
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City staff has developed a procurement process for custodlal
cleanlng products that allows the Clty to conslder the overall
worker health and environmental lmpacts of the purchase and use of
these products. Detailed speciflcations requlred bidders to supply
informatlon such as product u:gredlents, blodegradabillty,
measurements of volatile organlc compounds, packaglng, and
corporate environmental commitment ln order for City staff to
assess envlronmental preferability. Thls informatlon was used to
asslgn a point value for each element in the speciflcatlons for
purposes of calculatlng a cumulatlve score for each product Once
the products were ranked accordlng to thelr envlronmental
preferability a select group of custodians tested the top scoring
products to evaluate product performance. Clty staff then
evaluated the products based on price and admlnlstrative
convenience favorlng more extenslve product llnes when possible.
Evaluation of bids was based on prlce, product performance,
packaglng, dilutlon ratios and envlronmental preferabillty. Such
procurement gUldellnes are conslstent with, and an integral part
of, Santa Mon~ca's Sustalnable City Program.
Clean Environment consistently scored well on human health and
envlronmental lmpact due to product lngredients Product testing
narrowed the award to the ten products that performed to City
standards Environmental Products submltted fewer bids but product
ingredients scored well and product testlng showed a preference for
the two products awarded in the bid.
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Staff has revlewed the bids and finds that it is ln the City's
interest to SpIlt the bid.
Budget/Financial Impact
Fiscal Year 1994/95 appropriation authorlty for this purchase is
ln the maintenance accounts of various departments. As the
materials are drawn out of inventory, they wlll be expensed against
avallable FY 1994/95 appropriatlon authority.
Recommendation
Staff recommends the award of Bid #2512 be split as follows, per
attached unlt prlces (Attachment A), plus applicable sales tax, as
the best bidders:
VENDOR ITEM NUMBERS
Environmental Products 1, 13
Clean Environment 2, 3, 5-8, 11, 12, 15, 16
Note: Items 4, 9, 10, and 14 wlll not be awarded at all as they
did not pass product performance testlng and/or were not
environmentally preferable; therefore, the recommendation
is to reJect all bids for these speclflc ltems only.
Prepared By: Pam Wortham, Purchasing Agent
Diane Howell, Buyer
1/17/95
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