SR-09-08-2015-3N 205-008/503-001-03
City Council
Report
City Council Regular Meeting: September 8, 2015
Agenda Item: 3.N
1 of 3
To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Resource Recovery & Recycling
Subject: Purchase of 95/68 Gallon Refuse, Organics and Recycling Containers
Recommended Action
Staff recommends that the City Council:
1. Award Request for Proposal #32 to Rehrig Pacific Company, a California-based
company, for the purchase and delivery of approximately 2,600 95/68 gallon
refuse, organics, and recycling containers per year;
2. Authorize the Purchasing Services Manager to issue a purchase order with
Rehrig Pacific Company for the purchase and delivery of approximately 2,600
95/68 gallon refuse, organics, and recycling containers in an amount not to
exceed $150,000 for one year, with two additional one-year renewal options to
extend for a total not to exceed $545,000 over three years, with future year
funding contingent on Council budget approval.
Executive Summary
In April 2015, the City published a Request for Proposals (RFP) for the purchase of
approximately 2,600 95/68 gallon refuse, organics, and recycling containers per year.
After reviewing the four proposals and field testing the samples received, staff
recommends Rehrig Pacific Company to provide refuse, organics, and recycling
containers for a total not to exceed amount of $545,000 over a three-year period.
Discussion
The City container replacement program provides for the ongoing replacement of
containers used for the storage of solid waste, organics, and recycling material until
collection by the Resource Recovery & Recycling Division. More than 26,000 95/68
gallon containers are used throughout the City.
The majority of the 95/68 gallon refuse, organics, and recycling containers are used by
residential customers and are on a 10-year replacement cycle. Purchase of these
2 of 3
containers would enable staff to replace approximately 2,600 containers annually or
7,800 over the three-year period.
Approximately $150,000 would be required for purchases of the refuse, organics and
recycling containers through the end of FY 2015-16. Purchases for additional years are
estimated at: $175,000 for FY 2016-17; $185,000 for FY 2017-18; and $35,000 for FY
2018-19 (through August 2018), for a total award amount not to exceed $545,000 over
a three-year period. The future year costs include projected increases in polyethylene
resin, the main raw material used in manufacturing of the plastic containers.
Vendor Selection
In April 2015, the City published Notices Inviting Proposals to provide and deliver 95/68
gallon refuse, organics and recycling containers as required by Resource Recovery &
Recycling Division in accordance with City specifications. The proposal 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. A total of 311
vendors were notified and 22 vendors downloaded the proposal. Four proposals were
received and publicly opened on April 29, 2015 per Attachment A. Proposals were
evaluated based on the criteria in SMMC 2.24.072, including price, previous experience,
ability to deliver, quality of product, and compliance with City specifications. Rehrig
Pacific Company is not the lowest bidder, but offered driver assisted container
offloading at no extra charge, a shorter delivery time frame and was selected by the
drivers as the preferred container during the performance testing. The testing included
review of the composition of container material, the lid design and stability of the
container after service. Based on these criteria, Rehrig Pacific Company is
recommended as the best bidder to provide 95/68 gallon refuse, organics and recycling
containers in accordance with the City specification.
Financial Impacts and Budget Actions
The purchase order to be awarded to Rehrig Pacific Company is for an amount not to
exceed $545,000 over a three-year period (through August 2018). Funds in the amount
of $150,000 for the first year are available in the FY 2015-16 Capital Improvement
3 of 3
Program budget in account C270227.589000. Future year funding is contingent on
Council budget approval.
Prepared By: Annette Morales, Principal Public Works Analyst
Approved
Forwarded to Council
Attachments:
A. Bid Pricing RFP #32 - 95/68 Gallon Refuse, Organics and Recycling Containers
RFP for 95/68 Gallon Containers----NAMES OF BIDDERS- was form submitted X= Yes
NAME OF FORM
Business License
Proposal (including cost proposal)
RFP Addenda
Non-Discrimination Policy Acknowledgement
Non-Collusion Affidavit (this does not need to be notarized)
Oaks Initiative Disclosure Form
State of Arizona Disclosure Form
References provided
Number of copies provided--(4 copies requested)
For 95 gallon For 68 gallon For 95 gallon For 68 gallon For 95 gallon For 68 gallon For 95 gallon For 68 gallon
Option A Table (95 gal) & Option B Table (68 gal) X X X X X X X X
Loading and Unloading (Cycle Test) - automated X X X X X X X
Loading and Unloading (Cycle Test)- semi-automated X X X X X X
Volumetric Loading Capacity X X X X X X X
Durability During Pulling (Curb Test)X X X
for 10" wheels
for 12" wheels X X X
Force to Tip X X X X X X X
Slope Stability X X X X X X X
Center of Balance Position X X X X X X X
Lid Test X X X X X X X
Wind Tunnel
for 10" wheels
for 12" wheels X X X X X X
Number of days for delivery 30 days 30 days
3-4 weeks
(21-28 days)
3-4 weeks
(21-28 days)30-45 days 30-45 days 30-45 days 30-45 days
Can driver assist with delivery Yes*Yes*
delivered 3rd
party. If
requested liftgate
or driver
assitance can be
requested
delivered 3rd
party. If
requested liftgate
or driver
assitance can be
requested
Otto third party
contracts its freight
handlers and
therefore does not
have the ability to
offer truck driver
assistance for
offloading equipment
Otto third party
contracts its freight
handlers and
therefore does not
have the ability to
offer truck driver
assistance for
offloading equipment
Toter will arrange
"Driver Assist" for
truck driver to
move carts to
trailer door for City
to unload
Toter will
arrange "Driver
Assist" for truck
driver to move
carts to trailer
door for City to
unload
Number of containers/delivery 486 648 549 670 456 720 250-624 250-864
Type of container molding (injection, etc)injection molded injection molded injection molded
injection
??? Not listed in
table injection molded injection molded
Container is
advanced
Rotational Molded
and lid is injection
molded
Container is
advanced
Rotational
Molded and lid
is injection
molded
REHRIG SCHAEFER SYSTEMS OTTO TOTER
X X X X
X X X X
X X X X
X X X X
X X X X
X X X X
X X X X
X X X X
5 1 4 4
Renewal Options and Pricing
For 95 gallon For 68 gallon For 95 gallon For 68 gallon For 95 gallon For 68 gallon For 95 gallon For 68 gallon
unit price 45.74*41.08*$46.88 $43.47 $43.23 $36.74 $46.00 $41.30
freight cost/truck load included included included included $600.00 $600.00 $890.00 $890.00
Able to deliver containers on a recurring monthly basis Yes Yes Yes Yes Yes Yes Yes Yes
Able to provide sample container if requested Yes Yes Yes Yes Yes Yes Yes Yes
SAMPLE PROVIDED SAMPLE PROVIDED SAMPLE PROVIDED SAMPLE PROVIDED
Renewal Option Price increase- Year 2
NO CAP
subject to resin price
escalator based off of
Chem Data index
subject to resin price
escalator based off of
Chem Data index
per lb increase of
resin as posted
in CDI
per lb increase of
resin as posted
in CDI
reviewed at the time
of renewal on data
from Plastic News
reviewed at the time
of renewal on data
from Plastic News
5% max increase
or decrease
5% max
increase or
decrease
Renewal Option Price increase- Year 3
NO CAP
subject to resin price
escalator based off of
Chem Data index
subject to resin price
escalator based off of
Chem Data index
per lb increase of
resin as posted
in CDI
per lb increase of
resin as posted
in CDI
reviewed at the time
of renewal on data
from Plastic News
reviewed at the time
of renewal on data
from Plastic News
5% max increase
or decrease
5% max
increase or
decrease
Warranty 10 yr 10 yr 10 yr 10 yr 10 yr 10 yr
10 yr
non-prorated
10 yr
non-prorated
Notes:
* per email this includes the Extra Delievry Charge
for driver to assist with the containers .
Schaefer- Oaks #2--
No names listed- N/A Otto- Oaks #2 --- No names listed- N/A
REHRIG SCHAEFER SYSTEMS OTTO TOTER