SR-08-06-2014-3G - 1000-001-07 / 205-003City Council Meeting: August 26, 2014
Agenda Item: 3 ®r
To: Mayor and City Council
From: Edward F. King, Director of Transit Services
Subject: Bus Detailing Services
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4133 to Uniserve Facilities Service, Inc., a California -based
company, to provide bus and service vehicle detailing service for one year, with
two additional one year options to extend;
2. Authorize the City Manager to negotiate and to execute a contract with Uniserve
Facilities Service, Inc., in an amount not to exceed $110,000 for one year, with
two additional one -year options on the same terms and conditions for a total not
to exceed $330,000, with future year funding contingent on Council budget
approval.
Executive Summary
Staff recommends award of the bid to Uniserve Facilities Service, Inc., for transit bus
and service vehicle detail cleaning services. The detail service includes labor and
materials to thoroughly clean and detail transit buses and service vehicles at specified
prices. The award would ensure that the interior and exterior of transit buses and
service vehicles are cleaned and maintained to "an as -new condition, normal wear and
tear acceptable" standard. All cleaning materials would be environmentally friendly
products that conform to all Federal, State and local laws, rules and regulations
governing cleaning products. The total expenditure for the three -year term is $330,000.
Discussion
The City's fleet of transit buses requires daily cleaning, fueling, and fluids inspection. In
addition to daily cleaning, each Big Blue Bus transit bus requires a minimum of two
detail cleanings per year in order to maintain a high level of interior and exterior
cleanliness. Transit coach exterior detailing includes, but is not limited to, a complete
and thorough cleaning of exterior body panels, windows, tires, and wheels.
1
The interior detailing of transit coaches includes scrubbing and rinsing the floor panel,
and comprehensive cleaning of all interior surfaces including seats, operator area, and
windows. The exterior of the transit buses and service vehicles would receive an
application of a cleaning and polishing wax to maintain the paint color and to reduce
paint oxidation and fading.
Regular detailing minimizes the deterioration of upholstery, side walls, floors, and other
interior and exterior bus panels. In addition, scheduled detailing of transit coaches
would provide consistent new or as new conditions at an acceptable industry standard
outside of normal wear and tear.
Vendor Selection
In April 2014, the City published Notices Inviting Bids to provide bus detailing services
for the City's transit buses required by the Big Blue Bus 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 443 vendors notified and 29 downloaded the
bid. Four bids were received and publicly opened on May 21, 2014 per Attachment A.
Bids were evaluated based on competitive pricing, vendor experience, references, and
compliance with City specifications. Based upon these criteria, Uniserve Facilities
Service, Inc. is recommended as the best bidder to provide bus and service vehicle
detail services in accordance with City specifications.
E
Financial Impacts & Budget Actions
The contract to be awarded to Uniserve Facilities Service, Inc. is for an amount not to
exceed $330,000. Funds in the amount of $110,000 are available in the FY 2014 -15
budget in account 41651.555011. Budget authority for subsequent budget years will be
requested in each budget for Council approval. Future funding is contingent upon
Council approval and budget adoption.
Prepared by: Getty Modica, Transit Maintenance Officer
Approved:
Edward F. King "
Director of Transit
Forwarded to Council:
.' �\
Rod Gould
City Manager
Attachment: Attachment A- Bidders' Pricing Sheet
3
Attachment A - Bidders Pricing Sheet
vmnhasm8 section BID #: F4133 BID CLOSE DATE: 5121!:
1717 4th St. Suite 250
Santa Monica. CA 90401
IIILC. 1-RUV1UC DUO UC IHILIIVO OMMVIUMO MO MMQUIKCU IST I KC LHU ISLUt CUD.
Goodwill Southern CA
Master Wash NC
Uniserve Facilities Services
Westside Power Washers
-'- - - -• --
Los Angeles, CA
Santa Ana, CA
Commerce, CA
Los Angeles, CA
VEHICLE
UNIT COST
UNIT COST
UNIT COST
UNIT COST
PRICING
1997 40' NEW FLYER
$
235.00
$
450.00
$ 214.20
$ 700.00
2013/1440' GILLIG (ADDITIONAL
MODEL YEAR GILLIG BUSES MAY
BE ADDEO AT ANY TIME)
$
210.00
$
450.00
$ 220.63
$ 700.00
2002 40' NABI
$
219.00
$
450.00
$ 214.20
$ 700.00
20D440'NABI
$
219.00
$
450.00
$ 214.20
$ 700.00
2007 30' CUTAWAY
$
216.00
$
450.00
$ 171.36
$ 600.00
D09/11 32' EL DORADO
$
202.00
$
400.00
$ 182.07
$ 650.00
201160'ARTICULATING NABI
$
300.00
$
400.00
$ 246.33
$ 850.00
201140' NABI
$
219.00
$
650.00
$ 214.20
$ 700.00
2010 TOYOTA HIGHLANDER
$
113.00
$
450.00
$ 34.27
(2 man - 8 hrs) $250
FORD CROWN VICTORIA
$
105.00
$
165.00
$ 29.99
2 man -6hrs) $225
TOYOTA PRIUS
$
105.00
$
165.00
$ 27.85
(2 man - 6 hrs) $225
TOYOTA HIGHLANDER
$
113.00
$
165.00
$ 34.27
2 man - 8hr5 $250
SERVICE TRUCKS
$
113.00
$
165.00
$ 36.41
2 man -10 hrs) $300
FORD TAURUS
$
105.00
$
165.00
$ 32.13
(2 man - 6 hrs) $225
HONDA CIVIC
$
105.00
$
165.00
$ 27.85
2 man - 6 hrs $225
Vendor meets minimum
qualifications
Yes
Yes
Yes
No
If no, explain
We have not previously worked with
any transit coach services, but we
dotal from personal owned
automobiles, 18 wheelers/big rigs to
the Federal Courthouse, and
everything in between.
Payment Terns
NOW
Net30
Net 30
Net 30
Please describe any additional
fees 8 charges not listed
None
Renewal Option Year2
3% Increase
Same price, terms, and
conditions offered.
Same price, terms, and
conditions offered.
2.5% Increase
Renewal Option Year 3
3% Increase
10% Increase
3% Increase
0% Increase
Notes
Reference:
Contract No.9955
(CCS)