SR-12-10-2013-3DCity Council Meeting: December 10, 2013
Agenda Item: 3° D
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Bid Award for Refuse Bin Repair (Welding and Fabrication Services)
Recommended Action
Staff recommends that the City Council award Bid #4104 for refuse bin repair (welding
and fabrication services) to Weldworx Inc., a California -based company, in an amount
not to exceed $60,000 for FY 2013 -14, with two one -year options to renew at the same
price, terms, and conditions, for a total award amount not to exceed $180,000 over a
three -year period, with future year funding contingent on Council budget approval.
Executive Summary
The City contracts out refuse bin repair (welding and fabrication services) for the metal
bins used by the Resource Recovery & Recycling collection program. In September
2013, the City solicited bids for such services. After reviewing the only bid received,
staff recommends Weldworx Inc. to provide refuse bin repair for a total not to exceed
amount of $180,000 over a three -year period.
Discussion
The City requires welding services to repair metal refuse and recycling bins to extend
the life of the container. Since the City has been without a manufacturer of metal bins
since August 2012, the existing metal bin inventory has been repaired rather than
replaced. Services to be provided include repairing the pull handles, fork channels,
leach bars, casters /wheels and straightening the side panels.
Vendor Selection
In September 2013 the City published Notices Inviting Bids to provide refuse bin repair
as required by Resource Recovery & Recycling in accordance with City
specifications. The bid was posted on the City's on -line bidding site, and notices were
advertised in the Santa Monica Daily Press in accordance with City Charter and
Municipal Code provisions. There were 132 vendors notified and 10 downloaded the
1
bid. One bid was received and publicly opened on October 11, 2013, per
Attachment A. The City's Purchasing Section conducted additional outreach to vendors
who downloaded the bid to see why they did not submit a bid; one vendor sent a no -bid
response and no other responses were received. The bid was evaluated on price,
references, experience, proximity to the City and compliance with City
specifications. Based upon these criteria, Weldworx Inc. is recommended as the best
bidder to provide refuse bin repair services in accordance with City specifications.
Weldworx Inc. has provided great customer service and provided the City over 936
satisfactory bin repair service calls. Weldwork's price remains competitive and has not
increased in the past two years.
Financial Impacts & Budget Actions
The purchase order to be awarded to Weldworx Inc. is for an amount not to exceed
$60,000 for the first year. Funds are included in the FY 2013 -2014 budget in division
27441. The purchase order will be charged to account 27441.544260. Budget authority
for subsequent years will be requested in each budget cycle for Council approval.
Future funding is contingent upon Council approval.
Prepared by: Kim Braun, Resource Recovery and Recycling Manager
Approved:
Forwarded to Council:
Martin Pastucha Rod Gould
Director of Public Works City Manager
Attachments: A —Bid Summary
E
Bid No. 4104
Bid Description: Refuse Bin Rapair
Bid Close Date: 10/11/13
ATTACHMENT A
Weldworx, Inc
Somis, CA
Item
Pricing
Response
Pricing for partial bin rebuild (comprising of at least 4 of
1
the items included in the bid)
$30.00 to $80.00
2
Pricing for partial bin rebuild (comprising of at least 8 of
the items included in the bid)
$120.00 limit price
3
Off -site service if required per hour rate
$80.00 /hr * see bid for attached detailed price list
Item
Description
Response
4
Do you come into the City of Santa Monica to conduct
business?
Yes
S
Do you deliver parts and /or products in your own
company vehicle?
No
If awarded, vendors must comply with proper and
6
complete insurance requirements. Please indicate if you
Can Comply * See Bid for copies of CGL and Vehicle Insurance
can /cannot comply.
A City of Santa Monica business license is required. Please
*
indicate if you can /cannot comply.
Can Comply See Bid for copies of CGL and Vehicle Insurance
Item
Description
Response
8
Payment Terms
Net 30
Period 2
Same price, terms, and conditions offered
9
Renewal Options
Period 3
Same price, terms, and conditions offered