SR-07-14-2015-3BID
City Council Report
City of
Santa Monica'
City Council Regular Meeting: July 14, 2015
Agenda Item: -
To: Mayor and City Council
From: Edward King, Director, Big Blue Bus, Transit Maintenance
Subject: Upholstery Services for Transit Buses and Fire Vehicles
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4180 to Ye Olde Upholstery Shoppe, a California -based company, to
provide upholstery services for transit and Fire vehicles;
2. Authorize the City Manager to negotiate and execute a contractual service
agreement with Ye Olde Upholstery Shoppe, in an amount not to exceed
$102,300 for one year, with two additional one -year renewal option(s) in the
amount of $204,600, under the same terms and conditions for a total amount not
to exceed $306,900 over a three -year period, with future year funding contingent
on Council budget approval.
Executive Summary
Staff recommends Ye Olde Upholstery Shoppe for the purchase, re- upholstery, and
installation services on 189 transit bus passenger and bus operator seats and select
Fire vehicles, at specified unit prices plus applicable sales tax. Due to the high volume
of passengers who ride the BBB system, seat replacement is an ongoing maintenance
program. The total annual amount is $102,300. The total expenditure for the three -year
term shall not exceed $306,900.
Discussion
The City's fleet of transit buses requires routine seat re- upholstery to maintain seating
standards and offer a clean surface, free of gum, excessive grease, dirt and unsightly
graffiti. The upholstery service provider would conduct a weekly inspection of all bus
passenger and operator seats, re- upholster seat inserts, remove and replace of worn
1 of 4
seats as required. The upholstery service would also re- upholster the original
equipment manufacturer's bus operator and Fire vehicle seats to ensure that operators
of these vehicles have safe, comfortable seats after the original seats have worn out.
Method of Service
In an effort to provide a comfortable and pleasant riding experience for Fire apparatus
and transit bus passengers, vehicles are maintained to an "as -new condition, normal
wear and tear acceptable" standard. On a daily basis BBB staff inspects passenger
seats for tears, graffiti and overall cleanliness. Staff replaces worn or damaged
passenger seats. Worn -out or damaged seats are placed in a holding area to await re-
upholster. Historically, re- upholstering passenger and drivers' seats on transit buses
and Fire apparatus has been an outsourced activity.
On January 13, 2015, Council adopted a policy in which criteria would have to be met in
order to approve contractual services. The criteria to allow contractual services includes
the following:
® Service requires technical or special expertise that City staff could not or does
not provide.
® Space requirements: The service requires substantial space to house the staff
and/or equipment to provide the service.
® Capital I equipment requirements: The service requires significant equipment or
other capital investment and maintenance.
Staff has evaluated the feasibility of conducting the re- upholstery service in- house. It
was found that current staff does not have the technical expertise. Two full -time
employees with upholstery expertise would have to be hired to perform the services.
The current facility does not have sufficient space to house required staff and
equipment to provide the upholstering service. It is estimated that approximately 1,000
square ft. of space would be needed to house the two FTE's and equipment, with the
total cost for the new space estimated at $500.00 per square ft. or $500,000 for the
2 of 4
complete space. In addition, the equipment required to re- upholster seats would exceed
$50,000. The table below shows cost per period.
Fiscal
Year
period
Contractual
Service
In -House
Cost Variance
Variance percentage
FY 15/16
Year 1
$102,300.00
$705,630.00
($603,330.00)
-590%
FY 16/17
Year 2
$102,300.00
$165,630.00
($63,330.00)
-62%
FY 17/18
Year 3
$102,300.00
$165,630.00
($63,330.00)
-62%
Grand Total
$306,900.00
1 $1,036,890.00
$729,990°00)
-238%
Based on the specialized expertise, space and capital equipment requirements, along
with a 238% cost increase over a three year period, the re- upholstering of transit bus
operator and passenger seats as well as Fire apparatuses meets the criteria adopted by
Council to outsource this service.
Vendor /Consultant Selection
In April 2015, the City published Notices Inviting Bids to provide upholstery services for
transit buses and Fire vehicles as required by the Big Blue Bus in accordance with City
scope of work. 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 240 vendors were notified, of which 13 prospective
vendors downloaded the bid. Three bids were received and publicly opened on April 23,
2015.
Bids were evaluated based on the criteria in SMMC 2.24.072, including price, previous
experience, capacity and skill, ability to deliver and provide future services, positive
history with vendor and compliance with City scope of work. Based on these criteria,
Ye Olde Upholstery Shoppe, the lowest bidder, is recommended as the best bidder to
provide upholstery services for transit and Fire vehicles in accordance with City scope
of work.
Financial Impacts and Budget Actions
3 of 4
The agreement to be awarded to Ye Olde Upholstery Shoppe for the three -year term is
for an amount not to exceed $306,900. Funds in the amount of $102,300 are available
in the FY 2015 -16 budget in the Big Blue Bus Department. The agreement will be
charged to account 41651.555011. Future year funding is contingent on Council budget
approval.
Prepared By: Getty Modica, Transit Maintenance Officer
Approved
r
M")
Edward F. King, Dir ctor 711/2015 Elaine M Polachek, Asst. City Manager 7/6/2015
Attachments:
A. 4180 - Upholstery Services (Bid Results) (XLSX)
4 of 4
ATTACHMENTA
BID AN 4180
BID TITLE: UPHOLSTERY SERVICES
BID CLOSE DATE: 4 /23/15
Professional Refinishing Organization
Sardo
Bus & Coach Upholstery
Ye Olde
Upholstery Shoppe
Description
Le Puente, CA
Gardena, CA
Santa Monica, CA
Item
Full Cushioned Unit Seat Descriptions
Estimated
Annual
Unll Pdcefor
Extentled price for
Unit Price to
Unif Pricefor
Esteeed price for
Unit Price to
Um Pdcefm
Extentletl Price for
Una Prmeto
NEW Items
Items
NEW
NEW
REPAIR
NEW
NEW
REPAIR
NEW
NEW
REPAIR
American Seating Insight seat an
1
40'buses. single seat back
500
$
35.00
$ 17,50p00
$
45.00
$ 29.00
$ 14,500.00
$
2100
$ 10.25
$
5,125.00
$
7.00
mater
insert.
American Seating InSigM1f seat on
2
Glllig 40' buses. Single cushion
500
$
35.00
$ 17500.00
$
45.00
$ 29.00
$ 14,500.00
$
2100
$ 10.25
$
5,125.00
$
7.00
insert.
American Sealing Vision seal on
3
2010 Et Domtlo buses.
100
5
35.00
$ 3,500.00
$
4500
$ 29.00
$ 2,900.00
$
21.00
$ 10.25
$
1,025.00
$
7.00
ingle s insert.
Single
eack
American Seating Vision sea[ on
4
00 30'
201030' El Dorado buses.
200
$
35.00
$ 7,000.00
$
45.00
$ 29.00
$ 5,800.00
$
21.00
$ 10.25
$
2,050.00
$
7.00
Single cushion insert,
American Seating Vision seat on
5
60' and 40' 2011 NABI buses.
250
$
35.00
$ 8,750.00
$
45,00
$ 29.00
5 ],250 00
$
21.00
$ 10.25
$
2,562.50
$
7.00
Sin le seat back insert.
American Seating Vision seat on
6
60' and 40' 2011 NABI buses.
500
$
35.00
$ 17,500.00
$
45.00
$ 29.00
$ 14,50000
$
21.00
$ 10.25
$
5,125.00
$
7.00
Single cushion insert.
American Seating Man is seat on
7
2005 New Flyer buses. Single seat
1000
S
35.00
$ 35,000.00
$
45.00
$ 27.00
$ 27,000.00
$
21.00
$ 10.25
$
10,250.00
$
7.00
emkinsert.
American Seating Mass seat on
8
2005 New Flyer buses. Single
1500
S
35.00
$ 52,500.00
$
45.00
S 27.00
$ 40,500.00
$
21.00
$ 10.25
$
15,37500
$
7.00
cushion insert.
9
USSC Passenger Seat oe 2002
250
$
35.00
$ 8,750.00
$
45.00
$ 29.00
$ 7,250.00
$
21.00
$ 10.25
$
2,562.50
$
7.00
NABI bus. Seat back insert.
10
USSC Passenger Seat on 2002
500
$
35.00
$ 17,500.00
$
45.00
$ 29.00
$ 14,500.00
$
21.00
$ 10.25
$
5,125.00
$
7.00
NABI bus. Single cushion Insert.
11
Reeearo(Ergo Metro AM- 80) Black
20
$
675.00
S 13,50000
$ 487.50
$ 9,750.00
$
187.50
$ 310.00
$
6,200.00
$
45.00
Leather
12
Reccam(Ergo Metro AM410) Black
20
$
475.00
$ 9,500.00
$ 427.50
$ 8,550.00
$
187.50
$ 175.00
$
3,500,00
$
45.00
Vinyl
13
Reccato(Etgo Metro AM-80) Wool
20
$
525.00
$ 10,500.00
$ 33].50
$ 6,]50.00
$
187.50
$ 150.00
$
3,000.00
$
45.00
Fabnc
14
USSC Drivers Seat: COMBO
20
$
525.00
$ 10,500.00
$ 427.50
$ 8,550.00
$
167.50
s 15o.00
$
3,000.00
$
45.00
West &Vinyl
15
USSC Drivers Seat: COMBO
20
$
67500
$ 13,500.00
$ 487.50
$ 9,]50.00
$
187.50
$ 210.00
$
4,200.00
$
45.00
Wool & Leather
18
Luggage Rack (price per piece)
2
WA
S -
S
-
S 8]500
$ 1,]50.00
$
875.00
$ 125.00
$
250.00
$
8.75
2 feces on each bus
TOTAL OF EXTENDED PRICES FOR NEW ITEMS I -16: '
$ 243,000.00
$ 193,800.00'
'.$
74,475.00
17
MISC. UPHOLSTERY for BOB buses and support
$
65.00
$
45.00
S 85.00
$
85.00
$ 16.00
$
16.00
vehicles
NEW: -$ MR
REPAIR:
MR
REPAIR: E /HR
NEW: E IHR
REPAIR: MR
NEW: E IHR
18
MISC. UPHOLSTERY for Fire Apparatus
support vehicles
and
$ 85.00
$
85.00
$ 16.00
$
18.00
REPAR:
/ R
NEW: S MR
R
19
Drivers area stanchion padding
5 85.00
$
85.00
$ 16.00
$
16.00
NEW: $ MR
REPAIR:
IHR
REPAIR: /HR
NEW: /HR
REPAIR: IHR
NEW: /HR
Payment Terms
Net 30
No response; Net 30 by default
No response; Net 30 by
default
Additional fees & charges not listed above
Transportation
will be billed @ $250.00 per
phase.
No response
No response
Taxes
are not included in
cost.
Period 2
Renewal
(First annual renewal option)
5% Increase
Same price, terms, and conditions
offered
Same price, terms, and conditions offered
Options:
Period J
(Second nnual renewal option)
a
5% Increase
Same price, terms, and conditions
offered
Same price, terms, and conditions offered
Business License: Do you come into City
of Santa
Monica to conduct business?
You
No
Ves
Business License: Do you deliver parts and /or products
in your own company vehicle?
Yes
Yes
yes
Oaks Initiative Disclosure
No response
Complete
Complete
Arizona Disclosure
Complete
Complete
Complete
Living Wage
Complete
Complete
Complete
Notes
License # 046615 exp. 06 130/2015
City of ants
1012106
Me ome uslness
Icense
NO BID FORM Submitted - Company: Glint,
Name of Representative: Rick Dominguez
Cannot furnish goods or services as specified: Unable
to perform
labor and installation
Reference:
Agreement No. 10072
(CCS)