SR 03-06-2018 3D
City Council
Report
City Council Meeting: March 6, 2018
Agenda Item: 3.D
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To: Mayor and City Council
From: Edward King, Director, Big Blue Bus, Transit Maintenance
Subject: Award Bid for Bus Detailing Services for Big Blue Bus
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4295 to Uniserve Facilities Inc., a California-based company, for bus
detailing services for the Big Blue Bus;
2. Authorize the City Manager to negotiate and execute an agreement with
Uniserve Facilities Inc., in an amount not to exceed $622,166 including a 10%
contingency for five-year term with future year funding contingent on Council
budget approval.
Executive Summary
Staff recommends the award of Bid #4295 to Uniserve Facilities Services to provide
detailing services to transit buses as required by Big Blue Bus. The detail service
includes labor and materials to thoroughly clean and detail transit buses and service
vehicles at specified prices. All cleaning materials would be environmentally friendly
products that conform to all Federal, State, and local laws, rules, and regulations
governing cleaning products. The expenditure for this bid is not to exceed $622,166 with
a 10% contingency over a five-year term.
Background
Big Blue Bus (BBB) has used Uniserve Facilities Services (Uniserve) since 2012 to
maintain its fleet of transit buses and service vehicle in a “like new condition,” with the
exception of normal wear and tear. This provides a safe and pleasant environment for
passengers and staff and is an important part of BBB’s maintenance standards and new
customer experience model. On April 24, 2012, Council awarded a bid to Uniserve for
an amount not to exceed $441,000 over a three -year period. This service was re-bid
and awarded to Uniserve by Council on August 26, 2014, again for a three-year period,
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in an amount not to exceed $300,000. BBB’s latest contract expired June 30, 2017,
requiring BBB to solicit bids for detail cleaning services for its fleet of transit buses and
service vehicles. An interim purchase order was approved under the City Manager’s
authority for services performed while the bidding process was ongoing.
Discussion
The City’s fleet of transit buses requires daily cleaning, fueling, and fluids inspection. In
order to maintain our high standard of cleanliness for the exterior and interior of our
buses, BBB has developed a program wherein each bus receives a detailed cleaning at
least twice a year. This comprehensive program requires the cleaning of all interior
surfaces including the steam cleaning of passenger seats, graffiti removal, cleaning and
waxing of flooring, cleaning of all lighting fixtures, windows and a detail cleaning of the
operator area. Transit Bus exterior cleaning includes, but is not limited to, a complete
and thorough cleaning of the exterior body panels, windows, tires, and wheels.
Additionally, the exterior of the transit buses and service vehicles receive an application
of a polishing wax to maintain the paint color and to reduce paint oxidation and fading.
Regular detailing minimizes the deterioration of upholstery, sidewalls, floors, and other
interior and exterior bus panels.
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 “As-Needed and
Contract Staffing Review Report,” bus detailing and cleaning services were identified as
meeting the criteria for contractual services under the categories of “Space
Requirement”, and “Workforce Flexibility.”
Bid #4295 requires the vendor to provide all equipment and materials needed to deliver
the contracted services, saving the City costs associated with the purchase and storage
of equipment. In addition to cost savings, the nature of bus detailing work needed
requires a large employee pool that would work every morning.
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Based on the recommendations of the January 13, 2015 Staff report, staff recommends
that Council award bid $4295 to Uniserve for bus detailing services. The total expense
for the five-year term is not to exceed $622,166.
Vendor/Consultant Selection
On November 17, 2017, the City published Notices Inviting Bids to provide detailing
services 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. One thousand twenty-nine vendors
(1,029) were notified and fourteen (14) vendors downloaded the bid. We received and
publicly opened on December 12, 2017 proposals from Ultimate Maintenance Service
and Uniserve Facilities Services.
Cost Estimate Ultimate Maintenance
Service
Uniserve Facilities
Services
Estimate - 5-year Period $ 571,799 $ 565,605
10% Contingency $ 57,180 $ 56,561
Contract 5yr Total $ 628,979 $ 622,166
Bids 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.
Uniserve has had a positive history of providing bus detailing services for Big Blue Bus,
and is able to meet all of the City’s requirements in addition to being the lowest bidder.
Based on these criteria, Uniserve Facilities Services is recommended as the best
bidder.
Financial Impacts and Budget Actions
The contract to be awarded to Uniserve Facilities Services is for an amount not to
exceed $622,166 including a 3% annual price increase and a 10% contingency. Funds
of $106,534 are available in the FY 2017-18 budget in the Big Blue Bus Department.
The contract will be charged to account 41651.555011. Future year funding is
contingent on Council budget approval.
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Prepared By: David Nanjo, Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. 2017 12 11 Oaks
B. Contracted Services Study Staff Report (weblink)
C. April 24, 2012 SR award bid 3083
D. August 26, 2014 SR award bid 4133
REFERENCE:
Agreement No. 10634
(CCS)