City Council
Report
City Council Meeting: April 25, 2023
Agenda Item: 5.J
1 of 4
To: Mayor and City Council
From: Edward F King, Director, Department of Transportation, Transit Maintenance Subject: Award Bid to Ultimate Maintenance Services Corporation for Cleaning of Bus Stop Shelters for the Santa Monica Department of Transportation Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of Categorical Exemption (Class 1 Existing Facilities) pursuant to Section 15301 of the California Environmental Quality Act (CEQA) Guidelines.
2. Award Bid #4441 to Ultimate Maintenance Services Corporation for cleaning of bus stop shelters for the Santa Monica Department of Transportation; and,
3. Authorize the City Manager to negotiate and execute an agreement with Ultimate Maintenance Services Corporation, in an amount not to exceed $1,318,450 including a $119,859 contingency, over a five-year period with future year funding contingent on Council budget approval.
Summary
Big Blue Bus (BBB), a division of the Santa Monica Department of Transportation (DOT), operates 195 transit buses across 69 square miles of greater Los Angeles providing over 600,000 rides each month. DOT serves more than 900 bus stops throughout its service area with varying amenities including signage, lighting, benches, and shelters. These bus stops experience a high volume of foot traffic and require regular cleaning and maintenance to ensure that BBB customers experience clean and comfortable bus stops. Staff recommends that Bid #4441 be awarded to Ultimate Maintenance Services Corporation for custodial services at BBB bus stops for five years in an amount not to exceed $230,388 for the first year with the total five-year contract not to exceed $1,318,450, which includes a 10% contingency. 2 of 4
Discussion
BBB operates bus service at more than 900 bus stops which are a high-profile element of DOT’s transit system and require regular cleaning and signage replacement. DOT currently contracts this service to ensure that bus stops and zones remain clean, providing a pleasant environment for BBB passengers. Santa Monica bus stops feature varied shelter configurations to accommodate high, medium, and low volume stops including a sign unit, shade units, and seating for two to six customers depending on location. Stops outside of Santa Monica have varying amenities including a pole, target, seating, eye level signs, and specialty signage.
All bus stops require routine cleaning to provide a safe and pleasant environment for customers, an important part of DOT’s maintenance standards and customer experience model. The cleaning of each bus stop 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,
• cleaning, polishing, and hand wiping shade structure ceiling panels and signs, • cleaning solar panel arrays and lighting systems,
• disinfecting seats, seat-backs, and arm-rests,
• removing graffiti, stickers, and non-transit related signs and posters on all bus stop signs and furniture.
The vendor may also post temporary system information and updates as requested by DOT.
DOT has traditionally contracted the custodial cleaning of its bus stops due to the need for specialized capital equipment and to limit the City’s risk. The “Contract and AsNeeded Staffing Review Policy, Practice, Recommendations” report submitted to Council on January 13, 2015, recommended that bus stop cleaning be contracted out due to the need for specialized capital equipment including trucks and pressure washing equipment to clean bus stops, and remove waste. Based on the need for specialized 3 of 4
capital equipment and mitigation of the City’s risk, staff recommends the award of Bid #4441 to Ultimate Maintenance Services.
Vendor/Consultant Selection
Bidder Recommendation
Best Bidder Ultimate Maintenance Services Corporation
Evaluation Criteria Price: the ability, capacity, and skill of bidder to perform bus detailing services, the capacity of bidder to provide bust stop custodial services, and experience providing custodial services.
Municipal Code SMMC 2.24.180
Bid Data
Date
Posted Posted On
Advertised In (City Charter
& SMMC)
Vendors
Downloaded
Date
Publicly
Opened
2/3/2023
City's Online
Bidding Site Santa Monica Daily Press 34 3/8/2023
Submittals Received
Executive-Suite
Services, Inc. $ 2,287,731 Fleetwash, Inc. $ 1,729,858
ShelterClean Services $ 1,881,943
Ultimate Maintenance
Services $ 1,318,450
Urban Graffiti
Enterprise $ 1,738,195
Woods Maintenance
Services $ 1,766,874
Bidder Justification
Bids were evaluated based on the criteria in SMMC 2.24.180 including price, ability to provide service, experience, and capacity to provide reliable service. Staff recommends Ultimate Maintenance Services as the best bidder based on experience performing custodial services at transit stations and office facilities and is the lowest cost bidder.
Environmental Review
The project is categorically exempt from CEQA pursuant to Section 15301 of the CEQA Guidelines. Section 15301 exempts Class 1 (Existing Facilities) projects from CEQA, which include the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. 4 of 4
The awarded contract would address maintenance responsibilities of existing transit stops, and therefore, it has been determined that the project is categorically exempt pursuant to Section 15301 of the CEQA Guidelines. Furthermore, staff has determined that none of the exceptions to Categorical Exemptions set forth in the CEQA Guidelines, section 15300.2 apply to this project.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Big Blue Bus Fund to award a contract with Ultimate Maintenance Services for custodial services at Big Blue Bus stops. Future year funding is contingent on Council budget approval.
Contract Request
FY2022-23 Budget
Request Amount Department Account # Total Contract Amount $38,398 60600011.550019 $1,318,450
Prepared By: David Nanjo, Administrative Analyst
Approved Forwarded to Council
Attachments:
A. Ultimate Maintenance Oaks