SR 12-06-2016 3B
Ci ty Council
Report
City Council Meeting : December 6, 2016
Agenda Item: 3.B
1 of 4
To: Mayor and City Council
From: Edward King, Director , Big Blue Bus, Transit Maintenance
Subject: Big Blue Bus (BBB) Custodial Services
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4254 to Coastal Building Services , Inc., a Cal ifornia company, for
custodial services at BB Bs ' 1660 7th Street facilities; and
2. Authorize the City Manager to negotiate and execute an agreement with Coastal
Building Services, Inc., in an amount not to exceed $180,000 for one year, with
four additional o ne -year renewal options subject to an increase based on the
Living Wage Ordinance, for a total amount not to exceed $915,800 over a five -
year period, with future year funding contingent on Council budget approval.
Executive Summary
Staff recommends an agr eement with Co a stal Building Services, Inc., to provide
custodial services for the Big Blue Bus (BBB) administration and maintenance facilities
in an amount not to exceed $180,000 for one year with four additional one -year options ,
for a total amount not t o exceed $915 ,800 . The award would ensure that there is no
interruption of custodial services, thereby, maintaining BBB buildings and facilities at a
high level of hygienic and cleanliness conditions for the health , safety , and wellbeing of
staff, in addit ion to maintaining them to the level of cleanliness befitting public assets .
Background
BBB is a 24/7 operation, and cleaning of the facilities is an ongoing task with multiple
buildings , including the Maintenance facility, the Fuel and Wash Island , and t he
Adm inistration building. In total, the square footage of the facilities is approximately
95,000 square feet . Within these buildings , custodial services are need ed on a daily,
weekly and monthly basis including basic daily cleaning in all offices, restro oms,
breakrooms and general space areas. Because of the industrial nature of BBB and the
volume of employees within the facilities, detailed cleaning of multiple areas is an on -
going job on a weekly and monthly basis as well. Also included are several type s of
flooring that require consistent care and special equipment . Staff is recommending a
new contractual services agreement with Coastal Building Services, Inc., in an amount
2 of 4
not to exceed $180,000 for one year with four additional one -year renewal option s for a
total amount not to exceed $915,800 over a five -year period, with future years
contingent on Council budget approval.
Discussion
On December 5, 2014, the City executed a Contractual Services Agreement (CSA) with
Goodwill for an amount of $105,000 to provide custodial services for BBB facilities, with
two one -year renewal options. Goodwill was unable to complete the work as bid.
T herefore, after expending $42,000, a new CSA was awarded to the second best
bidder, Able Building Maintenance, in the amo unt of $140,000 on August 13, 2015. The
combined amount expended between the two CSAs was approaching the threshold of
City Manager authority ; therefore, BBB initiated a new bidding process for a five -year
contract.
Method of Service
On August 26, 2014, staff was directed by Council to review contracted services
throughout the City and identify situations where contracted services could be brought
in -house. Per Attachment A of the January 13, 2015 Staff Report titled Contract and As -
Needed Staff Review Re port, custodial and building maintenance services were
identified as meeting the criteria for contractual services under the categories of space
required, equipment required, and workforce flexibility.
Bid #4254 requires the vendor to provide all equipme nt needed to deliver the contracted
services , saving the City cost s associated with the purchase and storage of equipment .
In addition to cost savings , the nature of custodial work needed requires a large
employee pool that would work every evening, as wel l as requisite supervision during
those evenings and work hours .
The alternative to awarding bid #4254 is to perform all custodial services in -house. This
would require four additional full -time employees as well as supervisory staff to oversee
this func tion, training of the processes in place at BBB, and the purchase of additional
custodial equipment. The total expenditure for comparable in -house services for the
3 of 4
five -year term would be $1,471,274 .
Based on the expense associated with bringing this ser vice in -house, staff recommends
that Council award bid #4254 to Coastal Building Services, Inc., for custodial services at
BBB’s 1660 7 th Street f acilities. The total expenditure for the five -year term is $915,800 .
Vendor/Consultant Selection
On October 6, 2016, the City published a Notice of Inviting Bids to provide custodial
services to BBB's 1660 7th Street facilities in accordance with City specifications. The
bid was posted on Planet Bids, the City's online bidding site , and advertised in the
Santa Monica Daily Press in accordance with City Charter and Municipal Code
provisions. Forty -eight vendors downloaded the bid , and f our bid responses were
received and publicly opened on October 25th, 2016.
Two of the bidders were non -responsive , fail ing to p rovide renewal options. Of the
remaining two responsive bidders , Coastal Building Services , Inc. had the lowest annual
cost based on BBB’s projected service needs. Bids were evaluated based on the criteria
in SMMC 2.24.072, including price, previous experi ence, ability to deliver, quality of
product, and compliance with City specifications. Coastal Build ing Services , Inc., meets
these criteria evidenced through prior experience working for the City as well as high
recommendations from other clients. Coastal Building Services, Inc., was a vendor for
the City of Santa Monic a from 2011 -2014 . T hey were selected as the vendor for
custodial services for sev eral city buildings , and come highly recommended by C ity staff
in P ublic W orks . They also have several very p ositive references , including from the
City of Laguna Niguel, City of Dana Point and Cedars Sinai Hospital . Based on these
criteria, Coastal Building Services , Inc., the lowest bidder, is recommended as the best
bidder.
Financial Impacts and Budget Action s
The contract to be awarded to Coastal Building Services , Inc., is for an amount not to
exceed $915,800 . Funds of $180,000 are available in the FY 2016 -2017 budget in the
BBB Transit Facilities Maintenance Division . The contract will be charged to account
4 of 4
416574.555015. Future year funding is contingent upon Council budget approval.
Prepared By: Mark McCullough, Transit Facilities Maintenance Officer
Approved
Forwarded to Council
Attachments:
A. 4254 BBB CUSTODIAL SERVICES BID RESULTS
B. Copy Custodia l Service in -house cost comparison (002)(1878: Custodial
Services)
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Amount
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Step B annual salary with benefits 4 employees @ 1,700 hrs. annully $71,862.00 "
To
t
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l
:
$
1
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6
,
4
1
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5
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Total:$287,448.00
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$0.35/Sq ft.2500 Sq. feet$0.00
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$0.15/Sq. ft.10,000Sq. Feet
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$1,000.00
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$288,448.00
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Amount
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Step B annual salary with benefits 4 employees @ 1,700 hrs. annully $72,580.62 "
To
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l
:
$
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7
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9
6
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Total:$290,322.48
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$0.35/Sq ft.2500 Sq. feet$0.00
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$0.15/Sq. ft.10,000Sq. Feet
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$1,000.00
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$1
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$291,322.48
Co
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Pu
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Amount
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D
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t
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@ $2
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4
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s
$
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9
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3
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1
2
Cu
s
t
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a
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I
Step B annual salary with benefits 4 employees @ 1,700 hrs. annully $73,306.43 "
To
t
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l
:
$
1
5
9
,
5
7
3
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1
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Total:$293,225.70
Fl
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$0.35/Sq ft.2500 Sq. feet$0.00
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t
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$0.15/Sq. ft.10,000Sq. Feet
Ad
d
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S
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$
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8
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4
4
A
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Ca
p
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$
0
.
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0
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q
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p
m
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n
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i
r
e
m
e
n
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s
$1,000.00
Sp
a
c
e
Re
q
u
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r
e
m
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n
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s
Sp
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q
u
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r
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m
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s
$1
8
3
,
1
5
4
.
5
6
$294,225.70
Co
a
s
t
a
l
B
u
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d
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S
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p
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a
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t
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s
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i
m
a
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T
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Pu
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a
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r
d
e
r
A
m
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t
Amount
Ge
n
e
r
a
l
C
u
s
t
o
d
i
a
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D
u
t
i
e
s
3 em
p
l
o
y
e
e
s
@ $2
7
.
0
8
/
h
r
.
19
8
4
hr
s
$
1
6
1
,
1
8
0
.
1
6
Cu
s
t
o
d
i
a
n
I
Step B annual salary with benefits 4 employees @ 1,700 hrs. annully $74,039.49 "
To
t
a
l
:
$
1
6
1
,
1
8
0
.
1
6
Total:$296,157.96
CO
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CITY STAFF
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f
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Fl
o
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$0.35/Sq ft.2500 Sq. feet$0.00
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$0.15/Sq. ft.10,000Sq. Feet
Ad
d
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$
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4
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d
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Ca
p
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$
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0
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$1,000.00
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$1
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$297,157.96
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Pu
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Amount
Ge
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3 em
p
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@ $2
7
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3
5
/
h
r
.
19
8
4
hr
s
$
1
6
2
,
7
8
7
.
2
0
Cu
s
t
o
d
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a
n
I
Step B annual salary with benefits 4 employees @ 1,700 hrs. annully $74,779.89 "
To
t
a
l
:
$
1
6
2
,
7
8
7
.
2
0
Total:$299,119.54
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$0.35/Sq ft.2500 Sq. feet$0.00
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$0.15/Sq. ft.10,000Sq. Feet
Ad
d
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$
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4
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$1,000.00
Sp
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$1
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4
$300,119.54
Fi
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Pe
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1
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8
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4
4
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.
0
0
($
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)
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%
FY
1
6
/
1
7
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e
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r
2
$
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2
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.
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8
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4
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)
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%
FY
1
7
/
1
8
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e
a
r
3
$1
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3
,
1
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4
.
5
6
$
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9
4
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2
2
5
.
7
0
($
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7
1
.
1
4
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%
FY
1
8
/
1
9
Y
e
a
r
4
$1
8
4
,
7
6
1
.
6
0
$
2
9
7
,
1
5
7
.
9
6
($
1
1
2
,
3
9
6
.
3
6
)
‐61
%
FY
1
9
/
2
0
Y
e
a
r
5
$1
8
6
,
3
6
8
.
6
4
$
3
0
0
,
1
1
9
.
5
4
($
1
1
3
,
7
5
0
.
9
0
)
‐61
%
$9
1
5
,
8
3
2
.
3
2
$
1
,
4
7
1
,
2
7
3
.
6
9
($
5
5
5
,
4
4
1
.
3
7
)
-6
1
%
Ou
t
s
o
u
r
c
e
C
o
s
t
(
E
s
t
i
m
a
t
e
d
)
f
o
r
Y
e
a
r
5
:
In
-
H
o
u
s
e
C
o
s
t
(
E
s
t
i
m
a
t
e
d
)
f
o
r
Y
e
a
r
5
:
Gr
a
n
d
T
o
t
a
l
Ou
t
s
o
u
r
c
e
C
o
s
t
(
E
s
t
i
m
a
t
e
d
)
f
o
r
Y
e
a
r
4
:
In
-
H
o
u
s
e
C
o
s
t
(
E
s
t
i
m
a
t
e
d
)
f
o
r
Y
e
a
r
4
:
Reference:
Agreement No. 10399
(CCS)