SR-03-18-2014-3DCity of i�
,Santa Monica'
City Council Meeting: March 18, 2014
Agenda Item: 5-° -D
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Bid Award for Purchase of Metal Refuse /Recycling Bins
Recommended Action
Staff recommends that the City Council award Bid #4101 to Consolidated Fabricators
Corp., a California -based company, in an amount not to exceed $50,000 for FY 2013 -14
for the purchase of 2 and 3 -yard metal refuse /recycling bins, with two one -year options
to renew at the same price, terms and conditions, for a total award amount not to
exceed $296,000 over a three -year period, with future year funding contingent upon
Council budget approval.
Executive Summary
In October 2013, the City solicited bids for the purchase of 2 and 3 -yard metal refuse/
recycling bins. After reviewing the three bids received and conducting performance
tests on the bin samples received, staff recommends Consolidated Fabricators Corp. to
provide metal bins for a total not to exceed amount of $296,000 over a three -year
period.
Discussion
The City container replacement program provides for the ongoing replacement of 2 and
3 -yard metal bins used for the storage of solid waste and recycling material for
collection by the Resource Recovery & Recycling (RRR) Division. More than 4,000 two
and three -yard bins are used throughout the City on a daily basis.
On March 19, 2013 Council authorized a modification to the agreement with Ball,
Bounce and Sports, Inc. for the purchase of plastic bins in order to meet operational
demands, since the metal bin supplier contract had been cancelled due to the business
being sold. That staff report advised that although the plastic bins were more desirable
due to their design and safety features, staff would evaluate the need to purchase metal
bins in the future.
1
Staff has reviewed the collection operations needs and has determined that a need still
exists for metal bins in the City. The metal bins have a smaller width and footprint,
which allows for placement in smaller enclosure areas or at alley locations where space
is more compact.
The purchase of the metal bins would enable the City to replace approximately 150
metal bins annually or 1,200 bins over an eight -year replacement program cycle. This
is approximately 30% of all the 2 and 3 -yard bins used in the City. The projected bin
total is an estimated value based on previous year's usage, the need to maintain stock
in inventory, and the rental bin (Rent -A -Bin) program which is used frequently by
residents.
Approximately $50,000 would be required for purchases of metal refuse /recycling bins
through the end of FY 2013 -14. Purchases for additional years are estimated at:
$95,600 for FY 2014 -15; $95,600 for FY 2015 -16; and $54,800 for FY 2016 -17 (through
March 2017), for a total award amount not to exceed $296,000.
Vendor Selection
In October 2013, the City published Notices Inviting Bids to provide 2 and 3 -yard
refuse /recycling bins 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 354 vendors notified and 24 vendors
downloaded the bid. Three bids were received and publicly opened on October 30,
2013 per Attachment A. The bids were evaluated on price, experience, performance
testing, proximity to the City, and compliance with City specifications. The lowest
bidder, Kelcor, did not submit a sample for performance testing as required by the
specifications. Consolidated Fabricators Corp., the second lowest bidder, met all the
requirements of the specifications. Based upon these criteria, Consolidated Fabricators
Corp. is recommended as the best bidder for the purchase of 2 and 3 -yard
refuse /recycling metal bins in accordance with City specifications.
2
Financial Impacts & Budget Actions
The purchase order to be awarded to Consolidated Fabricators Corp. is for an amount
not to exceed $50,000 through the end of FY 2013 -14. Funds are included in the FY
2013 -14 Capital Improvement Program budget in account C270227.589000. 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:
k"L-F- -
Martin Pastucha
Director of Public Works
Attachments: A — Bid Summary
3
Forwarded to Council:
Rod Gould
City Manager
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