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SR 04-10-2018 3D City Council Report City Council Meeting: April 10, 2018 Agenda Item: 3.D 1 of 5 To: Mayor and City Council From: Edward King, Director, Big Blue Bus, Transit Maintenance Subject: Bus Stop Shelter Custodial and Maintenance Services Recommended Action Staff recommends that the City Council: 1. Award Bid #4316 to Shelter Clean Services, Inc., a California-based company, to provide custodial and signage replacement services for Big Blue Bus (BBB) bus stops and zones located within and outside of the City of Santa Monica; 2. Authorize the City Manager to negotiate and execute an agreem ent with Shelter Clean Services, Inc., in an amount not to exceed $978,738, which includes a 10% contingency for a five-year term with future year funding contingent on Council budget approval. Executive Summary Big Blue Bus (BBB) provides transit service across 56 square miles, well beyond the City limits. Staff recommends the award of Bid #4316 to Shelter Clean Services, Inc. to provide custodial and signage replacement services for all Big Blue Bus stops, bus shelters and bus loading zones served by BBB routes located in Santa Monica, Los Angeles, and Los Angeles County, at specified hourly labor charges. This award would enable the City to continue providing clean and well maintained Big Blue Bus stops and zones, and ensure that all street furniture and shelters at stops are maintained to a high standard of cleanliness at approximately one thousand locations. The expenditure for this bid is not to exceed $978,738, which includes a 10% contingency over a five-year term. Background In 2014 and continuing into 2016, Big Blue Bus implemented the Evolution of Blue program designed to provide new bus routes and stops to integrate into the new Expo Line light rail service. This program included the newly designed and implemented Bus Stop Improvement Project within Santa Monica as well as the upgrade of traditional 2 of 5 amenities outside the City of Santa Monica. Due to the enhanced amenities at BBB stops that resulted from the Bus Stop Improvement Project, signage replacement and custodial requirements have increased. The prior standard for BBB stops consisted of a pole, eye level signs displaying maps and schedules, and a target displaying the BBB brand logo. The new sites include a large sign with multiple route and information slots, custom seating, solar panels, lighting, and real-time signage with electronic components and canopies, all of which require additional cleaning and maintenance. On January 16, 2015, the City executed a Contractual Services Agreement (CSA) with Shelter Clean in an amount of $150,000, for a one-year period, to provide custodial and signage replacement services for all BBB bus stops, shelters and bus loading zones. This contract was executed to meet the increased bus stops and zones custodial needs resulting from the Bus Stop Improvement Project. On February 23, 2016, Council awarded Bid #4144 to Shelter Clean Services to provide custodial and signage replacement services for BBB bus stops, shelters and loading zones in an amount not to exceed $315,000 over a two-year period. Discussion Bus stops and zones are high profile elements that require regular cleaning and signage replacement. Big Blue Bus currently contracts this service to ensure that bus stops and zones remain clean, providing a pleasant environment for BBB passengers. BBB has approximately 1,000 bus stops in Santa Monica and Los Angeles County. The stops feature varied shelter configurations to accommodate high, medium, and low volume stops. High volume shelters have a sign unit, two shade units and seating for two to six customers depending on location, medium volume shelters have a sign unit, one shade unit and seating for two to four customers, and low volume shelters have a sign unit, one shade unit and seating for one to two customers. Stops outside of Santa Monica have a pole, target, seating, eye level signs and specialty signage. Each bus stop requires routine cleaning to provide a safe and pleasant environment for customers and staff and is an important part of BBB’s maintenance standards and customer experience model. The cleaning and signage replacement of each bus stop 3 of 5 consists of: picking up trash, sweeping any debris from the transit cement pad, pressure washing the cement pad on an as-needed basis, wiping down transit furniture, hand wiping shade structure ceiling panels, cleaning of solar panel arrays and lighting systems, disinfecting seats, backs, and arm-rests, cleaning and polishing shade structures and signs, removing graffiti, stickers, and non-transit related signs and posters on all bus stop signs and furniture, post system information updates throughout the year, and performing minor maintenance such as removing/replacing/refastening bus signage and poles, shelter panels, solar lighting and transit furniture. The award of this bid would ensure that bus stops are inspected and cleaned as scheduled by BBB. Technicians would log into a work order system and document all work specific to a bus stop. BBB maintenance staff would evaluate reports on a weekly and monthly basis for quality control and to ensure compliance with the bid scope of work. Method of Service On August 26, 2014, staff was directed by the City 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,” custodial services were identified as meeting the criteria for contractual services under the categories of space required, equipment required, and workforce flexibility. Custodial cleaning and signage replacement of our bus stops and loading zones requires the vendor to provide all equipment needed to deliver the contracted services, saving the City costs associated with the purchase and storage of equipment. I n addition to cost savings, the nature of the custodial work needed requires a large employee pool, as well as requisite supervision for custodial staff. Based on the recommendations of the January 13, 2015 staff report, staff solicited bids for outside contracting of custodial and signage replacement services for bus stop shelter and loading zones. 4 of 5 Vendor/Consultant Selection On January 26, 2018, the City published Notices Inviting Bids to provide bus stop custodial and signage replacement 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. Twenty-nine (29) vendors downloaded the bid. Three (3) bids were received and publicly opened on February 15, 2018. The cost estimates are summarized below: Cost Estimate Semilla Landscape Corporation Shelter Clean Services, Inc. Ultimate Maintenance Services Estimate 5-year period $ 839,525 $ 889,762 $ 958,134 10% Contingency $ 83,953 $ 88,976 $ 95,814 Contract 5 yr. total $ 923,478 $ 978,738 $ 1,053,948 Bids were evaluated based on criteria in SMMC 2.24.072, including price, previous experience, capacity and skill, ability to deliver, quality of product, and compliance with City specifications and scope of work. In evaluating the bids for bus stops and zones custodial services, BBB staff performed outreach to the references listed in the bid responses and evaluated the previous experience of each bidder. Semilla Landscaping’s cost was $10,000 lower annually than the other bidders, but their experience statement did not indicate transit experience, including the need to change update signage during service changes, which occur two or three times per year . Shelter Clean Services, Inc. is not the lowest bidder; however, it was the only bidder that had experience providing custodial services for transit bus stops including preparing stops for service changes resulting from BBB’s service changes (also called shake-ups). Based on these criteria, Shelter Clean Services, Inc. is recommended as the best bidder. Financial Impacts and Budget Actions The contract to be awarded to Shelter Clean Services Inc. is for an amount not to exceed $978,738 including a 2.5% annual price increase and a 10% contingency. 5 of 5 Funds of $169,274 are available in the FY 2018 -19 budget in the Big Blue Bus Department. This contract will be charged to accoun t 416574.555018. Future year funding is contingent on City Council budget approval. Prepared By: Mark McCullough, Transit Facilities Maintenance Officer Approved Forwarded to Council Attachments: A. Contracted out policy staff report (Web Link) B. February 2016 Staff Report C. Shelter Clean OAKS City Council Report City Council Meeting: February 23, 2016 Agenda Item: 3.J 1 of 6 To: Mayor and City Council From: Edward King, Director, Big Blue Bus, Transit Services Department Subject: Custodial and Maintenance Services for Big Blue Bus (BBB) Bus Stops and Zones Located Within and Outside of Santa Monica Recommended Action Staff recommends that the City Council: 1. Award Bid #4144 to Shelter Clean Services, Inc., a California -based company, to provide custodial and maintenance services for Big Blue Bus (BBB) bus stops and zones located within and outside of the City of Santa Monica. 2. Authorize City Manager to negotiate and execute a Contractual Services Agreement with Shelter Clean Services, Inc., in an amount not to exceed $155,000 for one year with one additional one year renewal option in the amount of $160,000 on the same terms and conditions for a total amount not to exceed $315,000 over a two year period, with future year funding contingent on Council budget approval. Executive Summary Staff recommends City Council to authorize the City Manager to negotiate and execute a Contractual Service Agreement (CSA) with Shelter Clean Services, Inc., to enable a one year contract with a one-year renewable option to provide custodial and maintenance services for all Big Blue Bus (BBB) bus stops, bus shelters and bus loading zones l ocated in the City of Santa Monica, Los Angeles, and Los Angeles County, served by BBB routes at specified hourly labor charges. The award would enable the City to provide clean and well maintained Big Blue Bus stops and zones and ensure that all street fu rniture and shelters at stops are maintained to a high standard of cleanliness. Background In 2014 and continuing into 2016, Big Blue Bus initiated the Evolution of Blue program designed to provide new bus routes and stops related to the new proposed BBB services that would integrate with the Expo Line light rail service. This program included the newly- designed and implemented Bus Stop Improvement Project within Santa Monica as well as the upgrade of traditional amenities outside the City of Santa Monica . Due to the 2 of 6 increase in the number of stops and amenities at stops, maintenance requirements have increased on multiple levels. The newly installed BBB bus stop sign units and amenities require additional maintenance, repairs, and custodial services. The prior version of BBB stops consisted of a pole, eye levels displaying maps and schedules, and a target displaying the BBB brand logo. The new sites include a large sign unit with multiple route and information slots, custom seating, solar panels, lighting, and Real-Time Signage with electronic components and canopies, all of which require additional cleaning, maintenance and system updates. The award of this bid would complement the work currently done by BBB’s facility maintenance crews to ensure that reg ular signage updates and ongoing maintenance are completed to the City of Santa Monica’s and BBB’s standards. On January 16, 2015, the City executed a Contractual Services Agreement (CSA) with Shelter Clean for an amount of $of $150,000 to provide custodial and maintenance services for all Big Blue Bus (BBB) bus stops, bus shelters and bus loading zones. The previous CSA was under the City Manager’s authority. To date, $120,000 has been spent under that contract. Staff is now recommending that Council award and authorize the City Manager to negotiate and execute a new contractual services agreement with Shelter Clean Inc., in an amount not to exceed $155,000 for one year with one additional one year renewal option in the amount of $160,00 0 on the same terms and conditions for a total amount not to exceed $315,000 over a two year period, with future year funding contingent on Council budget approval. Discussion Bus stops and zones are high profile elements that require regular cleaning an d maintenance. The bus stop component of BBB’s Evolution of Blue program addresses stop spacing efficiency and elimination and addition of stops through route creation, changes, and deletions. Over the three -year phasing of Evolution of Blue from 2014 through 2016, the number of bus stops in the BBB service area will adjust from over 1,200 stops in place prior to the start of the program to 1,003. Beginning February 21 st, there will be 920 bus stops served by BBB’s 20 routes, with 270 stops in Santa Monica and 650 3 of 6 outside of Santa Monica. By August 2016, all of the Expo related stops will be in place taking the total number of bus stops to approximately 1,003. In January of 2016, the Bus Stop Improvement Project, which provided new amenities of varying service levels at all the bus stops in the City of Santa Monica, was completed. The newly designed stops have three shelter configurations: high volume, medium volume and low volume stops:  High volume shelters have a sign unit, two shade units and seating fo r 2-6 customers depending on location.  Medium volume shelters have a sign unit, one shade unit and seating for 2 -4 customers.  Low volume shelters have a sign unit, one shade unit and seating for 1 -2 customers. Stops outside of Santa Monica have a pole, target, seating, eye levels and specialty signage. Each bus stop requires routine safety inspection, tree trimming, cleaning and repair services to the amenities. The award of the bid would ensure that each bus stop would be maintained to a high level of cleanliness. The cleaning and maintenance of each bus stop consists of, but not limited to:  Picking up trash  Sweeping any debris from the transit cement pad  Pressure washing the cement pad on an as-needed basis  Wiping down transit furniture  Hand wiping shade structure ceiling panels  Cleaning of solar panel arrays and lighting system  Disinfecting seats, backs, and arm-rests  Cleaning and polishing shade structures and signs  Removing graffiti, stickers, and non-transit related signs and posters on all bus stop signs and furniture 4 of 6  Real-Time Signage inspection and maintenance communication  System information updates throughout the year  Performing minor maintenance such as removing/replacing/refastening bus signage and poles, shelter panels, solar lighting and transit furniture The award of the bid would ensure that each stop would be inspected and maintained on a weekly basis. Technicians would log into a work order system and document all work specific to a bus stop. Weekly and monthly reports would be evaluated by BBB maintenance staff for quality control and to ensure compliance with scope of work. Method of Service On January 13, 2015, Council adopted a Policy for Hiring Contracted or As-needed Staff for Non-professional Services. This policy includes criteria under which contracting for a public service is appropriate. Staff has reviewed the service needs, and recommends providing bus stop cleaning and maintenance through Shelter Clean Services, Inc., based upon cost, capital equipment required and level of risk associated. The cost to provide bus stop maintenance through a contractor, staff estimates a cost difference of $402,636, including $198,160 one-time and $334,803 ongoing for staffing and equipment. The risk of potential liability is increased if stops are not maintained properly as per safety standards and Original Equipment Manufacturers recommendations. The pote ntial liabilities could be unsafe or slippery surfaces, metal protrusions caused by damage or vandalism, loose seating and arm rests, loose lighting above heads, and very large heavy discs that need to be checked regularly for proper tightening of bolts. Vendor Selection In April 2014, the City published Notices Inviting Bids to provide bus stop maintenance as required by Big Blue Bus in accordance with City’s specifications. The bid was posted on the City’s online bidding site, and notices were advertised in the Santa Monica Daily Press 5 of 6 in accordance with City Charter and Municipal Code provisions. The City notified 364 vendors, of which 15 prospective vendors downloaded the bid specifications. Four bids were received and publicly opened on May 22, 2014 . The 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 maintenance or service, and compliance with City scope of work. Based on these criteria, two vendors were deemed qualified. Shelter Clean Services Inc., is recommended as the best bidder to perform the cleaning and maintenance of bus stops in accordance with the City scope of work. Furthermore, Shelter Clean Services is recommended based on th e highly positive testimonies from the County of Los Angeles Department of Public Works, Orange County Transit Authority and CBS/Decaux, LLC. 6 of 6 Financial Impacts & Budget Actions The agreement to be awarded to Shelter Clean Services, Inc. is for an amount not to exceed $315,000. Funds in the amount of $155,000 are available in the FY 2015-16 budget in the Big Blue Bus Department. The agreement will be charged to account 416574.555018. Future year funding is contingent on Council budget approval. Prepared By: Mark McCullough, Transit Facilities Maintenance Officer Approved Forwarded to Council Attachments: A. Attachment A- Contract and As-Needed Staff Review Report B. Attachment B- F4144 Stops and Zones Maintenance SR C. Public comments REFERENCE: Agreement No. 10652 (CCS)