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SR-06-09-2015-3FOaula Rlauie�' City Council Regular Meeting: June 9, 2015 Agenda Item: 3 F To: Mayor and City Council From: Susan Cline, Interim Director of Public Works Subject: Award Bid #4179 for Custodial Supplies • r1 n 1 ±r- TIIT411t* Rif Staff recommends that the City Council: 1. Award Bid #4179 to Cleansource /Supplyworks, Royal Corporation, and Waxie Sanitary Supply, all California -based companies, for the purchase of custodial supplies; 2. Authorize the Purchasing Services Manager to issue a purchase order with: a. Cleansource /Supplyworks for custodial supplies in the amount not to exceed $98,265 for one year, with one additional one -year renewal option at a 5% increase for a total not to exceed $201,450, with future year funding contingent on Council budget approval. b. Royal Corporation for custodial supplies in the amount not to exceed $32,900 for one year, with four - additional one -year renewal options at the same terms and conditions for the first renewal year, 5% increase for the second and third renewal years, and 8% increase for the fourth renewal year for a total not to exceed $175,800, with future year funding contingent on Council budget approval. c. Waxie Sanitary Supply for custodial supplies in the amount not to exceed $359,850 for one year, with four - additional one -year renewal options per manufacturer's pricing increase each year for a total not to exceed $2,196,950, with future year funding contingent on Council budget approval. Executive Summary The City purchases custodial supplies on a regular basis to clean and restock City facilities, restrooms and the Promenade. In March 2015, the City solicited bids for the supply and delivery of custodial supplies such as toilet paper, toilet seat covers, trash liners, soap, graffiti removers, mop heads, paper towels, and other miscellaneous cleaning items for various city -owned and city - leased spaces such as City Hall, Public Safety Facility, the Santa Monica Pier, beach restrooms, the Promenade, community centers and park restrooms, the Big Blue Bus facility, and various other locations. After review of eight bids received, staff recommends Cleansource /Supplyworks for a total 1 of 4 not to exceed amount of $201,450 over a two -year period, Royal Corporation for a total not to exceed amount of $175,800 over a five -year period, and Waxie Sanitary Supply for a total not to exceed amount of $2,196,950 over a five -year period as the best bidders to provide custodial supplies citywide. Discussion Custodial supplies are a cornerstone to supporting the user's experience of city -owned and city - leased spaces. Additionally, selecting high - quality supplies which adhere to the City's green purchasing standards is an important consideration. The City purchases large quantities of custodial supplies including toilet paper, toilet seat covers, trash liners, soap, mop heads, paper towels, and other miscellaneous cleaning items for various city -owned and city - leased spaces such as City Hall, Public Safety Facility, the Santa Monica Pier, beach restrooms, the Promenade, community centers and park restrooms, the Big Blue Bus, and various other locations. Vendor Selection On March 4, 2015, the City published a Notice Inviting Bids to furnish and deliver custodial supplies citywide as required by Public Works and the Big Blue Bus in accordance with City specifications. The bid was posted on the City's online bidding site, and notices were advertised in the Santa Monica Daily Press in accordance with City Charter and Municipal Code provisions. A total of 338 vendors were notified, and 56 vendors downloaded the bid. The City received nine bids which were publicly opened on March 23, 2015, per Attachment A. Bids were evaluated based on the criteria in SMMC 2.24.072, including price, previous experience, capacity and skill, ability to deliver, quality of product, and compliance with City specifications. Staff conducted hands -on tests to evaluate the products submitted by all vendors. Additionally, staff evaluated each vendor's product ordering websites based on ease of use, product catalog and inventory, reporting applications, shipping locations, and ability to manage multiple accounts. Furthermore, the Office of Sustainability and the Environment confirmed that all product categories meet the City's environmental and human health performance criteria, including the presence of less -toxic ingredients, biodegradability, use of renewable resources and recycled materials in deriving the 2 of 4 product, the amount and type, recyclability of packaging and documentation of cruelty - free product testing. Based on these criteria, Cleansource /Supplyworks, Royal Corporation, and Waxie Sanitary Supply are recommended as best bidders. Waxie Sanitary Supply would provide the majority of custodial supplies, based on lowest cost and the City's desire to bundle as many product items with one vendor as possible. Cleansource /Supplyworks and Royal Corporation would provide specified items based on being the sole bidder and /or providing alternate product of better value. Each vendor would be assigned specified items for which they provided competitive pricing, per Attachment A. In addition, the City has the option to order additional custodial cleaning supplies per discount off manufacturer's price list that each vendor indicated in their bid package. MME] Financial Impacts and Budget Actions The purchase orders to be awarded to the following vendors for custodial supplies will be entered as needed by required City divisions: 1. Cleansource /Supplyworks — Amount not to exceed $98,265 for one year, total amount not to exceed $201,450 over a two -year period; 2. Royal Corporation — Amount not to exceed $32,900 for one year, total amount not to exceed $175,800 over a five -year period; 3. Waxie Sanitary Supply — Amount not to exceed $359,850 for one year, total amount not to exceed $2,196,950 over a five -year period. Funds are included in the FY 2015 -17 Proposed Biennial Budget in the department budgets. Future year funding is contingent on Council budget approval. Prepared By: Sybille Moen, Senior Administrative Analyst Approved Forwarded to Council o rf i llk k , Susan Cline, Interim Director of PWBt3O6115 Attachments: Elaine M Polachek, Interim City IVINNY005 A. Bid Summary #4179 - Citywide Custodial Supplies (PDF) 4 of 4 / \ {� ��] ! \ ) \!|{� � . . . � . : -!! - y {) |� } ƒ,,,�� } } \ )� � ) : } _ _ / � {� i . { } {� \ ` � . \< � �d[ ) ) � �\ � @ ��} \ } \ /!� � � � . , . . . � :/! , , ! � �� / � ƒ)/ \ � ! ) %$| i {� \ }° \� !� !/ ƒi° 2 °� 4 \ w - . . ) ƒ! [2| �� � , \ / }���{ ) \ } \ \ � ) ) , $% ƒƒ )% { /m! mm . )G\ ` \ 2 )/ lei i - /\ t3l 2 - % RI » } d%! /! 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