SR-12-10-2013-3ECity Council Meeting: December 10, 2013
Agenda Item: 3 °E-
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Bid Award for Fleet Washing Services
Recommended Action
Staff recommends that the City Council award Bid #4102 for fleet washing services for
refuse and recycling collection and street sweeping vehicles to Qualified Mobile Inc., a
California -based company, in an amount not to exceed $56,000 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 $176,000 over a three -year period, with future year funding
contingent on Council budget approval.
Executive Summary
The City contracts fleet washing services for refuse and recycling collection and street
sweeping vehicles used by Resource Recovery & Recycling. In October 2013, the City
solicited bids for such services. After reviewing the two bids received, staff recommends
Qualified Mobile Inc. as the best bidder to provide fleet washing services for a total not
to exceed amount of $176,000 over a three -year period.
Discussion
The City requires supplemental fleet washing services for refuse and recycling
collection and street sweeping vehicles. The contractor would be required to wash each
vehicle every other week. City staff assigned to the service vehicle would wash the
vehicle on the alternate weeks. Regular cleaning of the vehicles eliminates grease and
material build -up around the mechanical equipment and underbody.
Staff requests $56,000 for FY 2013 -14 and $60,000 each for the subsequent year 2 and
year 3 renewal options. The increased costs for the latter years are due to the
anticipated addition of four new collection vehicles. Staff projects the cost per year for
the four new vehicles to be approximately $3,640.
1
Vendor Selection
In October 2013 the City published Notices Inviting Bids to provide fleet washing
services for refuse and recycling collection and street sweeping vehicles 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 101 vendors notified and 13 downloaded the bid. Two bids were received
and publicly opened on October 23, 2013 per Attachment A. Bids were evaluated on
price, references, experience, proximity to the City and compliance with City
specifications. Based upon these criteria, Qualified Mobile Inc. is recommended as the
best and lowest bidder to provide fleet washing services for refuse and recycling
collection and street sweeping vehicles in accordance with City specifications. Qualified
Mobile Inc. provided lower pricing across the board for the first year. It also offered
same price, terms, and conditions for subsequent renewals for the next two years while
the other bidder offered 3% increase from previous year's price for all areas or options.
In addition, Qualified Mobile Inc. has provided great customer service by being very
responsive to service change requests and scheduling adjustments.
2
Financial Impacts & Budget Actions
The purchase order to be awarded to Qualified Mobile Inc. is for an amount not to
exceed $56,000 for the first year. Funds are included in the FY 2013 -2014 budget in
division 27441. The purchase order will be charged to account 27441.555010. 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:
Martin Pastucha
Director of Public Works
Attachments: A — Bid Summary
41
Forwarded to Council:
Rod Gould
City Manager
Q M
W ryj
W N
LL �
W W
0 m
O
o t3
cc
a
z a
00
p d z
ti y Z
o
O w q
z o v
0 0 0
m m m
CN
o
C
0
u
IL:
O
1
O
O
Lq
M
N
N
Lq
V
O
O
M
a
O
w
E
a
a
a
•u
O
a.
O
O
D.
H
Z
Z
N
W
p
a.:.
X
m
O m
.+
.-i .
o .
m
.
o .
o
.
m .
m
o
Y •-
a
v
v
a�
m
m
m
-
0
0
*=
uNi
s
a
v c
N
N
w
m
m
m
v
O =
U
V
E
C
C
N V
o
0
�
m
m
u'
o0
00
00
00
00
00
00
M
00
-a
v
Wa:.N
N
v
w
-
d:
-1
Vim'
t/T
O
O
tN/T
VNT
V}
tN/F
N
i1}
VN1
u
C
W
'^
c
O
c
O
Y
:Ei
Y
i3
C-
CC
',C
EO
V
CL
N
}
O1
}
N
u
b
N
m
d
a
W
}
G
d
Z
ui
m
vi
w
Z
m
m
z
E
E
O
O
o
0
0
o
o
0
0
0
0
0
0
0
0
0
-:
m
N
N
N
N
N
N
O
,a
•Q
=.
m
M
m
m
m
m m
M
m
N
E
E
E
E
m
m
w
C
m
u
c
d:
C
OV
O
M1,
U
V
!
J
S N
}
0
0
N
>.
O
v
Y
a .S
o
u
E
u
C.
U
m
O
w
O
N
m
O:
a
�
as --.',
0
0
cr
v
a
m
`p
v
a'
m
y ;.
N
L m
vui
o
u:
:c
o
L
N
N
a v
c
v
3
s
v
`vim
3 c
E
o
O r.
v_
r
r:
r
O
O
m
Y
VNI
} N
E
E
a' •1/1
:.
i•
C
N
a
d
0
o n
o °u
vii
m
m
!
u°