SR 08-14-2018 3I
City Council
Report
City Council Meeting: August 14, 2018
Agenda Item: 3.I
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To: Mayor and City Council
From: Edward King, Director, Big Blue Bus, Transit Operations
Subject: Award Contract to Provide Motor Coach Operator Uniforms
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4353 to two (2) vendors, providing two options for our Motor Coach
Operator (MCO) uniforms. The contract awards would go to Becnel Uniforms, a
California-based company; and Galls, a California-based company, for the
provision of uniform supplies and related services for Big Blue Bus MCOs.
2. Authorize the City Manager to negotiate and execute separate agreements with
Becnel Uniforms and Galls, with each not to exceed $136,200 for the first year,
with four additional one-year options to renew, for a total not to exceed $681,000
for both agreements over a five-year period with future funding contingent on City
budget approval
Summary
At its January 9, 2018 meeting, Council approved a Memorandum of Understanding
(MOU) between the City and SMART-TD, the bargaining unit that represents all of Big
Blue Bus’ 350 Motor Coach Operators (MCOs). The MOU includes new language to
provide uniform supplies and related services to each of the MCOs. Staff recommends
the award of Bid #4353 to multiple vendors, Becnel Uniforms and Galls, to supply these
services to the MCOs.
Discussion
Per the labor agreement between the City and SMART-TD, new MCOs at Big Blue Bus
receive a one-time lump sum of $500 for uniforms upon graduation from the training
program, and thereafter full-time MCOs receive an annual allowance of $400. This
annual allowance must be used to purchase uniform supplies including but not limited to
shirts, pants, sweaters, shoes, jackets and belts. The allowance contains a “use it or
lose it” clause, whereby the allowance is re-set to a specific amount annually and any
unused funds are no longer available to the employee. The vendor generally provides
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alteration services at the time of the initial purchase, as well as embroidery and the
installation of patches and emblems. Using this allowance method gives MCOs
discretion in the type and quantity of items purchased based on their own individual
requirements and personal preferences.
Historically, BBB MCO’s have been provided a monthly uniform allowance as a
provision in the MOU. To standardize uniform and dress appearance, the City and
SMART-TD agreed to a new uniform voucher program that was established per the new
SMART-TD MOU agreement, thus requiring the City to pursue a contract agreement
with uniform vendors that would meet the needs of the program.
Choosing multiple vendors for this contract is beneficial as it gives MCOs an option
when choosing a vendor and method of attaining uniform supplies. MCOs vary in their
geographical proximity to the vendors’ business locations, their shift time and ability to
attend on-site visits by the vendor, as well as their preference in ordering (online vs. in
person). Therefore, having multiple vendors will help the BBB to better accommodate
MCOs in the purchasing of uniform supplies. As it is uncertain which vendor each MCO
will use, the contracts with Becnel Uniforms and Galls will both be for the maximum
amount allowed, or $136,200 for the first year with payments made as uniforms are
ordered by the MCOs. For subsequent option years, the budgeted amount of $136,200
will be split between these two vendors. The prices shown in the “Submittal Received”
section of the “Bid Data” table represent the total cost of each of the uniform items
provided to an individual MCO.
Bid Data
Bid Posting Date Bid Posted On
Bid Advertised In
(City Charter &
Municipal Code)
# of
Vendors
Downloaded
# of
Submittals
Received
Date Publicly
Opened
5/15/2018 City's Online
Bidding Site
Santa Monica
Daily Press 15 3 6/1/2018
Submittals Received* Vendor Selection Recommendation
Becnel
Uniforms
$1,399.30
Municipal Code SMMC 2.24.072
Galls $1,660.27
Evaluation Criteria
Price, previous experience, ability to deliver,
quality of product, and compliance with City
specifications. Uniform
Warehouse
$1,181.56
Best Bidders Becnel Uniforms and Galls
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Past Council Actions
Meeting Date Description
1/9/2018
Attachment A
Adoption of Resolution Authorizing the City Manager to Execute
Memorandum of Understanding with the International Association of
Sheet Metal, Air, Rail and Transportation Workers - Transportation
Division, Local 1785
Best Bidder Justification
*Total cost for one of each uniform item.
Becnel Uniforms has had a positive history of providing uniforms, supplies and related services
for the Big Blue Bus and other transit systems in the region. Galls included a detailed work plan
that demonstrates their ability to provide excellent customer service and to carry out the work as
outlined in the Bid specifications. Uniform Warehouse, Inc. did not meet the requirements of the
Bid Specification.
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Financial Impacts and Budget Actions
Staff seeks authority to award contracts with Becnel Uniforms and Galls for BBB MCO
uniforms, supplies and related services.
Contract
Request
Amount
FY 2018-19 Budget
Department/CIP Account #
Total Contract
Amount
$136,200 60600014.523380. $681,000
Future year funding is contingent on Council budget approval.
Prepared By: Michael Tobin, Senior Transit Operations Analyst
Approved
Forwarded to Council
REFERENCE:
Agreement No. 10734
(CCS)
&
Agreement No. 10735
(CCS)