SR 04-24-2018 3H
City Council
Report
City Council Meeting: April 24, 2018
Agenda Item: 3.H
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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 #4321 to Ye Olde Upholstery Shoppe, a California-based company, to
provide upholstery service for Big Blue Bus and Fire Department Vehicles;
2. Authorize the City Manager to negotiate and execute an agreement with Ye Olde
Upholstery Shoppe, in an amount not to exceed $106,028 for one year, with four
(4) additional contract years, in the amount of $513,179 which includes a 3%
annual cost escalator and a 10% contingency, for an amount not to exceed
$619,206 over a five-year period, with future year funding contingent on City
Council budget approval.
Executive Summary
Staff recommends the award of Bid #4321 to Ye Olde Upholstery Shoppe to provide re-
upholstery and installation of transit bus passenger seats, bus operator seats, and Fire
vehicles, at specified unit prices plus applicable sales taxes for a five-year period with
successive years at 3% price increase. Due to the high volume of passengers who ride
Big Blue Bus (BBB), seat replacement is an ongoing maintenance program. The
expenditure for this bid is not to exceed $619,206 which includes a 10% contingency,
over a five-year period.
Background
Upholstery services for BBB’s transit buses, passenger seats and operator seats are
necessary to repair any seating damage that may occur during the normal operation of
transit buses and fire vehicles. BBB has historically contracted out this service which
ensures that seating standards are maintained, offering a clean and pleasant
environment for Big Blue Bus passengers. On July 14, 2015, City Council awarded Bid
#4180 to Ye Olde Upholstery Shoppe for an amount not to exceed $306,900 over a
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three-year period. The existing contract ends on June 30, 2018 requiring BBB to solicit
bids for upholstery services for its fleet of transit buses and Fire Department vehicles.
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. Due to the high volume of passengers who ride BBB buses, an average of one
hundred six-teen (116) seat cushions, and sixty-six (66) seat back rests are replaced
every week. The upholstery service provider would conduct a weekly inspection of all
bus passenger and operator seats, re-upholster seat inserts, and remove and replace
worn seats as needed. The upholstery service would also re-upholster the original
equipment manufacturer’s bus operator and fire vehicles seats to ensure that operators
of these vehicles have safe, comfortable seats after the original seats have worn out.
The award of this bid would enable BBB to maintain the seating in its fleet of transit
buses and fire vehicles to BBB standards, providing a safe and clean environment for its
passengers and operators.
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,” seven criteria were established to determine proper
use of contracted staff. Of these, “Specialized/Technical expertise,” “Space
Requirements,” and “Capital/Equipment Requirements” are relevant to BBB’s decision
to contract the transit bus and Fire vehicle re-upholstery service.
Bid #4321 requires the vendor to provide all necessary tooling and equipment to deliver
the contracted services, saving the City costs associated with the purchase and storage
of equipment. 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 to
perform this service. Two full-time employees with upholstery expertise would have to
be hired to perform the services provided by the contractor. The cur rent facility does not
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have sufficient space to house required staff and equipment necessary to provide the
upholstery service. It is estimated that approximately 1,000 square ft. of space would be
needed to house the two FTE’s and equipment.
Based on the criteria outlined in the January 13, 2015 staff report, and the added costs
associated with bring this service in-house, staff recommends that City Council award
Bid #4321 to Ye Olde Upholstery Shoppe for bus and fire vehicle re-upholstery services.
The total expense for the five-year term is not to exceed $619,206.
Vendor/Consultant Selection
On February 15, 2018, the City published Notices Inviting Bids to provide transit bus
and fire vehicle upholstery 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.
Twelve (12) vendors downloaded the bid. One bid was received and publicly opened on
March 6, 2018 per the table below:
Cost Estimate Ye Olde Upholstery Shoppe
Estimate 5-year Period $562,914
10% Contingency $ 56,291
Contract 5-year Total $619,206
The bid was evaluated based on the 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. There were no “No Bid”
responses and procurement conducted additional outreach to vendors who downloaded
the bid to see why they did not submit a bid. Ye Olde Upholstery Shoppe has had a
positive history of providing re-upholstery services for transit buses and Fire vehicles to
the Big Blue Bus and is able to meet all of the City’s requirements. In addition, staff
compared the bid pricing to the previous price submitted by Ye Olde Upholstery Shoppe
and determined the new bid pricing to be reasonable. Based on these criteria, Ye Olde
Upholstery Shoppe is recommended as the best bidder.
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Financial Impacts and Budget Actions
The contract to be awarded to Ye Olde Upholstery Shoppe is for an amount not to
exceed $619,206 which includes a 3% annual cost escalator and a 10% contingency.
Funds of $106,028 are available in the FY 2018-19 Approved Budget in the Big Blue
Bus and Fire departments. The contract will be charged to accounts 60600008.550012
($99,278) and 01190001.529470 ($6,750). Future year funding is contingent on Council
budget approval.
Prepared By: David Nanjo, Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Ye Olde Upholstery Oaks
B. 7/14/2015 approved staff report
CITY OF SANTA MONICA
OAKS INITIATIVE DISCLOSURE FORM
ln order to facilitate compliance with the requirements of the Oaks lnitiative, the City cornpiles
and maintains certain information. That information includesthe name of anyperson or persons
who is seeking a .public benefit." lf the "public benefif is sought by an entity, rather than an
individual person, the information includes the name of every person who is: (a) trustee, {b)
director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity.
Public benefits include:
1. Personal services contracts in excess of $25,000 over any1Z-month period;
2. Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-month
period;
3. Purchase, sale or lease of real property to or from the City in excess of $25,000 over a
12- month period;
4. Non-competitive franchise awards with gross revenue af $50,000 CIr rnore in any12-
month period;
5. Land use variance, special use pennit, or other exception to an estrablished land use plan,
where the decision has a value in excess of $25,000;6. Tax "abatement, exception, or benefit" of a value in excess of $5,000 in any12-month
period; ar
7 . Payment of "cash or specie" of a net value to the recipient of $10,000 in any 12-month
period.
Name(s) of persons or entities receiving public benefit:
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REFERENCE:
Agreement No. 10665
(CCS)