July 2, 2024
Public Works
DATE: June 25, 2024
TO: Mayor Martinez and Members of the City Council
FROM: Daniel Chavarria, PE, Director of Public Works
Tawfic Halaby, PE, Deputy Director of Public Works
Carl Capistrano, Facilities Maintenance Superintendent
Subject:
Approve a three-year contract with East Bay Paint Center to provide paint, stains, equipment, etc., for the City of Richmond facilities.
FINANCIAL IMPACT: Expenditures will be funded through approved fiscal years 2024 - 2027 Facilities Maintenance Operating
Budget. 01232231-400524
PREVIOUS COUNCIL
ACTION:
None
STATEMENT OF THE
ISSUE:
Staff is seeking approval for a contract with East Bay
Paint Center to supply paints and supplies for the
maintenance of city-owned facilities.
AGENDA
REPORT
July 2, 2024
RECOMMENDED ACTION:
ADOPT a resolution to award a contract with East Bay
Paint Center for the paints, stains, thinners, and painting supplies for the use, care and maintenance of City of
Richmond Facilities for a period of three years for total contract amount not to exceed $150,000 per year, for a
total not to exceed amount of $450,000 with two, one-
year options to renew for $100,000 per year with
approval from the Director of Public Works - Public
Works Department (Daniel Chavarria 510-620-5478/Carl
Capistrano 510-620-6896).
DISCUSSION:
The City of Richmond's Public Works Department maintains multiple city-owned facilities. One requirement of the maintenance staff is to paint and/or re-paint these facilities to keep them properly maintained and operational. Since the City can’t sustain an adequate inventory of these items due to storage and cost, a vendor is needed to provide these supplies, which consist of paints, stains, thinners, finishes, and smaller painting equipment.
In the past, employees would use CalCards to shop at Kelly Moore Paints “as needed,” depending on the job requirements. However, with Kelly Moore Paints recently filing for bankruptcy and closing permanently, staff needed to find an alternative paint supplier. In addition, purchasing items using CalCards was not an efficient way of tracking department expenditures.
City staff posted a Request for Qualifications (RFQ) to the City’s public bidding system (BidsOnLine) on April 9, 2024, with the intent to select one qualified vendor to provide and deliver a variety of paints, stains, thinners, finishes, and minor painting equipment for use in the care and maintenance of city facilities.
Fourteen (14) prospective bidders downloaded the RFQ. The bid closed on April 30, 2024, with three (3) vendors submitting Statements of Qualifications (SOQs). City staff members reviewed the submittals. The rating sheets completed by the evaluators are attached. A summary of the evaluators' ratings is listed in the table below.
Bidder Evaluator #1 Evaluator #2 Evaluator #3 Total Score Dunn Edwards Paints 86 55 92 233
East Bay Paints, Benjamin Moore 91 96 97 284
PPG Architectural Finishes, Inc. 77 65 92 234
Staff is requesting Council to adopt a resolution authorizing a three-year contract with East Bay Paint Center with a not to exceed $150,000 per year, for a total not to exceed
July 2, 2024
the amount of $450,000, with two (2) one-year options to extend/renew the $100,000 contract per year with the approval of the Director of Public Works.
DOCUMENTS ATTACHED:
Attachment 1 – Resolution
Attachment 2 – Contract
Attachment 3 – BidsOnline Prospective Bidders
Attachment 4 – RFQ – Painting and Paint Supplies
Attachment 5 – Evaluator’s Rating Sheets