SR-07-23-2013-3IY
roll
goo of it Council Report
Santa Monied
City Council Meeting: July 23, 2013
Agenda Item: 3-
To: Mayor and City Council
From: Gigi Decavalles- Hughes, Director of Finance
Subject: Formal Bids Staff Report 2013
Recommended Action
Staff recommends that the City Council award Bids for the issuance of Blanket
Purchase Orders for the attached list of recommended best bidders for goods or
services formally bid between March and June 2013 for fiscal year 2013 -14, in an
amount not to exceed $1,460,158, with two one -year renewal options for a total amount
not to exceed $4,380,475 over a three -year period, with future year funding contingent
on Council budget.
Executive Summary
The City's Purchasing Unit formally bid for a variety of goods and services from March
2013 -June 2013. Attachment A represents a consolidated list of best bidders for these
citywide goods or services.
Discussion
The City's Purchasing Unit bids for goods or services as required by City departments
throughout the fiscal year. However, the bidding process is amplified during the time
period between March and June as staff prepares for the new fiscal year. The attached
list details the citywide formal bids that have taken place between March 2013 and June
2013. The list identifies the best bidder, rationale for award and the number of vendors
submitting bids. In order to facilitate the consolidation of all formal bids completed
during March 2013- June 2013, staff is submitting one bid award report. To ensure
continuity of delivery of necessary goods or services, staff recommends that Council
approve the attached list of vendors to provide the specified good or service through
June 30, 2014. Departments will submit individual staff reports for bid awards during
the rest of the fiscal year. Attachment A includes the amounts for the first year as well
1
the total multi -year amount that includes two annual renewal options. The renewal
options allow for the City, at its discretion, to renew the contract for additional years at
the same price, terms and conditions.
Vendor Selection
Bids for each of the goods or services were posted on the City's online bidding system
in accordance with the City Charter and Municipal Code provisions related to vendor
selection, and were determined to be the best bidder as defined in 2.24.072 of the
Municipal Code.
Financial Impacts & Budget Actions
The goods and services listed in Attachment A are funded from various budgets. The
goods and services listed in Attachment A will only be purchased if funds are available
in the appropriate accounts in the FY 2013 -14 Budget. Budget authority for subsequent
years will be requested in each budget cycle for Council approval. Future funding of
purchases is contingent on Council approval.
Prepared by: Araceli Esparza, Purchasing Services Manager
roved:
Attachments:
A. Best Bidders
2
Forwarded to Council:
Rod Gould
City Manager
ATTACHMENT
Number of
Total Expenditure Not To Exceed
Bidding
Annual
For The Term of Three Year
Bid #
Vendor Name
Department
Description of Goods /Service
Best Bidder Justification
Vendors
Expenditure
Agreement
4075
Paul's Welding
Water
Welding Services
Pricing
2
$ 80,000
$ 240,000
4074
PumpMan
Waste Water
Water Pump Maintenance /Repair
Abilty to provide per specifications
2
$ 251,900
$ 755,700
4080
Commonwealth
BRO
Armored Car Service
Pricing
1 Bid, 1 No -Bid
$ 42,033
$ 126,100
4063
Clean Source and Royal Corporation
Public Landscape
Custodial Supplies
Pricing, quality of products, and
9
$ 63,580
$ 190,740
approval from OSE
4065
California Waters -
Public Landscape
p
Fountain Maintenance at PSF &
Pricing, compliance with bid
4
$ 17,600
$ 52,800
Library
specifications
4069
Hillyard
Custodial Supplies
Equipment Purchase & Repairs
Sole respondent
1 Bid, 1 No -Bid
$ 65,000
$ 195,000
4070
Eagle Security
Beach House
Security Guard Services
Pricing, best qualifications, and
30
$ 158,400
$ 475,200
compliance with bid specifications
4092
Logan's Marketing
Street & Fleet
Pervious concrete
Pricing, only bidder
1
$ 75,000
$ 225,000
4058
GFI Parts (Incumbent Vendor,
BBB
GFI Replacement Parts & Repair
cumulative total)
Service
Price
2
$ 50,645
$ 151,935
4066
HM Carpet (Primary),
Elite Floorcoverin (Secondary)
(
Facilities
Carpet Flooring Contractor Services
Pricing, qualifications, and
5
$ 250,000
$ 750,000
9 ry)
compliance with bid specifications
4060
HD Supply
BBB
ZF Transmission Parts
Price
2
$ 56,000
$ 168,000
Ramco General (Primary),
Pricing, related work experience,
4093
Omega Constmcdon (Secondary),
Facilities
General Contractor Services
qualifications, and compliance with
5
$ 350,000
$ 1,050,000
Crescent Pacific (Tertiapo
bid sciecifications
TOTAL
$ 1,460,158
$ 4,380,475