SR-12-17-2013-3Brw
City of City Council, Report
Santa Monica
City Council Meeting: December 17, 2013
Agenda Item: 3- t3
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Bid Award for Big Belly /Smart Belly Dual Compactor
Recommended Action
Staff recommends that the City Council award Bid #4103 for the purchase of Big Belly/
Smart Belly dual compactors to Waxie Sanitary Supply, a California -based company, in
an amount not to exceed $100,000 for FY 2013 -14, with two one -year options to renew
at a 5% increase in price each year, for a total award amount not to exceed $300,000
over a three -year period, with future year funding contingent on Council budget
approval.
Executive Summary
In September 2013, the City solicited bids for the purchase of Big Belly /Smart Belly dual
compactors. After reviewing the only bid received, staff recommends Waxie Sanitary
Supply to provide Big Belly dual compactors for a total not to exceed amount of
$300,000 over a three -year period.
Discussion
There are over 400 concrete pedestrian litter containers throughout the City. The
containers are located at high foot traffic areas, business districts, and bus stops. As
part of the FY 2011 -13 budget process staff proposed the gradual change of the
existing open top concrete containers to new enclosed solar powered dual compactor
containers.
In FY 2012 -13, staff removed 13 concrete containers along Main Street and replaced
these containers with 13 Big Belly /Smart Belly dual compactor containers. The
compactor containers are collected two times per week rather than daily as required to
service the concrete containers. It is anticipated that with a significant replacement of
existing concrete containers with the compactor containers, a reduction in route hours
could be achieved. In addition, the dual compactor containers offer the public the
1
opportunity to recycle many materials which assists the City in achieving a higher
diversion rate and future zero waste goals.
The funds proposed over the next three years would be used to complete the Main
Street project, and initiate replacement of the concrete containers along the Montana,
Pico and the Downtown business districts.
Vendor Selection
In September 2013, the City published Notices Inviting Bids to provide Big Belly /Smart
Belly dual compactors 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 487 vendors notified and 14
downloaded the 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; no responses
were received.
The bid was evaluated on price, references, experience, proximity to the City and
compliance with City specifications. The proposed price of the new Big Belly /Smart
Belly dual compactors was compared against the price paid for the 13 compactors
installed on Main Street in early 2013, and the pricing was found to be comparable. The
13 compactor containers that were installed along Main Street were supplied by Waxie
Sanitary Supply. The vendor has been very responsive to staffs request to promote zero
waste by participating in outreach efforts. Based upon these criteria, Waxie Sanitary
Supply is recommended as the best bidder for the purchase of Big Belly /Smart Belly
dual compactors.
PAI
Financial Impacts & Budget Actions
The purchase order to be awarded to Waxie Sanitary Supply is for an amount not to
exceed $100,000 for the first year. Funds are included in the FY 2013 -2014 Capital
Improvement Program budget in account 0270227.589000. 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:
Attachments: A —Bid Summary
Forwarded to Council:
_7 ��:2
Rod Gould �'
City Manager
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Bid No. 4103
Bid Description: Big Belly Dual Compactor
Rid Close Date: 10 /11/13
ATTACHMENT A
WAHIE Sanitary Supply
Ontario, CA
Item
Pricing
- Response
1
Pricing per unit
$4,118.78
2
If bulk pricing is available indicate how many units qualify as bulk.
N/A
3
Additional charges /comments (if any)
Pricing above includes 1 -year license and 1 -year service pack.
Please see extended software licenses below.
4
Delivery per unit
$295.15
5
Total per unit
$4,414.93
Item
Options
1Response
Indicate the cost per hour to install bolting the
Cost Per Hour: $50.00 /hr
6
Installation
containers to the concrete sidewalk and
estimate time to install 13 units
Estimated total installation hour per unit: 1,5 /hr (19.5 hours
total for 13 units)
Indicate cost per hour for ongoing
Maintenance cost per hour (either system): $72.00 /hr
Estimated annual maintenance for 13 units: 10 /hrs
7
Maintenance
maintenance of the mechanism and
monitoring system as well as estimated hours
Discount off manufacturers list price for parts as necessary:
per year for maintenance
N/A %
$817.18 (1 logo per station)
$1634.36 (2 logos per station, one on the end of each unit
8
City Logo Addition
Total to customize 13 units with the City Logo
$2451.54 (2 logos per station plus Recycling and trash stickers
added to the front of each unit)
*Lifetime Software License: $1310.46/unit
-5-Year Software License Pre -Pay: 4885.94 /unit (48 months
9
Extended software License per unit:
additional software at Pre -Paid rate)
*Monthly Software License Pre -Pay: $18.46 /unit (per month)
Item
- Description
-" Response
10
Do you come Into the City of Santa Monica to conduct business?
Yes
11
Do you deliver parts and /or products in your own company
vehicle?
Yes
12
If awarded, vendors must comply with proper and complete
insurance requirements. Please indicate if you can /cannot comply.
Can Comply
13
A City of Santa Monica business license is required. Please indicate
If you can /cannot comply.
Can Comply
14
Payment Terms
Net 30
Renewal option available. Pricing subject to manufacturer's
Period 2
price increase of up to 5% or decrease. Proof will be provided
15
Renewal Options
upon request.
Renewal option available. Pricing subject to manufacturer's
Period 3
price increase of up to 5% or decrease. Proof will be provided
upon request.