City Council Report. Mayor and City Council

Transcription

1 City Council Report To: From: Mayor and City Council City Council Meeting: February 23, 2016 Agenda Item: 3.J 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 located 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 furniture 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 newlydesigned 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 1 of 6

2 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 regular 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 $160,000 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. Discussion Bus stops and zones are high profile elements that require regular cleaning and 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 of 6

3 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 for 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 3 of 6

4 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 potential 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 4 of 6

5 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, The bids were evaluated based on the criteria in SMMC , 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 the highly positive testimonies from the County of Los Angeles Department of Public Works, Orange County Transit Authority and CBS/Decaux, LLC. 5 of 6

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 budget in the Big Blue Bus Department. The agreement will be charged to account 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 6 of 6