HomeMy WebLinkAboutItem 2i: Contract with Alliance Distributing for Janitorial Supplies at Various City Facilities ~4. of F 440,
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STAFF REPORT
Public Works Services Department
DATE: December 7, 2010
TO: Mayor and City Council
FROM: Tom Tait, Public Works Services Director rt
Prepared by: Dave Thompson, Maintenance Contracts Officer
SUBJECT: AWARD A ONE (1) YEAR PURCHASE ORDER CONTRACT TO
ALLIANCE DISTRIBUTING FOR THE PURCHASE OF JANITORIAL
SUPPLIES FOR VARIOUS CITY FACILITIES IN THE AMOUNT OF
$75,009.04
Recommendation: Approve
SUMMARY:
The City warehouse maintains an annual revolving inventory of janitorial supplies used
by all City departments for various City facilities. Formal bids were solicited for the
purchase of janitorial supplies and other sundry items stocked by the warehouse. On
November 9, 2010, the City Clerk publicly opened six (6) sealed bids. Based on the
result of the bids submitted, staff recommends that the City Council award a one -year
purchase order contract to Alliance Distributing for the purchase of janitorial supplies for
various City facilities in the amount of $75,009.04
DISCUSSION:
The Public Works Services Warehouse is responsible for purchasing and distributing all
janitorial supplies for City facilities. It is essential that the Warehouse maintains
adequate on -hand inventory items to prevent interruption to these vital services. Most
items used in conjunction with janitorial services and facilities maintenance are
considered a revolving inventory item, and must be replenished to continue smooth day -
to -day operations of various City facilities. Some examples of purchased items include
toilet paper, toilet seat covers, waterless urinal cartridges, paper towels, liquid hand
soap, shovels, brooms, trash bags, disinfectants, batteries, chalk paint, gloves, and
paper cups.
Notices inviting bids was published in the adjudicated paper. On November 9, 2010, the
City Clerk publicly opened six (6) sealed bids with the following results:
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Mayor and City Council
December 7, 2010
Bidder Location Bid Amount
Alliance Distributing Monrovia, CA $75,009.04
Delta Distributing Arcadia, CA $84,298.78
Achieve Building Maintenance Pasadena, CA $84,812.97
All American Poly Piscataway, NJ $4,179.10 Non - Responsive
lnterboro Packaging Corp. Montgomery, NY $5,504.20 Non - Responsive
Empire Cleaning Supply Los Angeles, CA $68,761.62 Non - Responsive
A total of six (6) sealed bids were received during the public bid opening of which three
(3) of them were considered non - responsive since they failed to put a bid price on all of
the items in the bid schedule. For example, All American Poly and lnterboro Packaging
only bid on one item (trash bags). Additionally, Empire Cleaning Supply did not bid on
several items as requested in the bid instructions. There are a total of 132 items in the
bid schedule and Empire Cleaning Supply failed to bid on 39 items or 30% of the bid.
Only three (3) bidders were considered responsive for this contract, Alliance
Distributing, Delta Distribution, and Achieve Building Maintenance with Alliance
Distributing submitting the lowest bid. Staff reviewed the bid documents submitted by
Alliance Distributing for content and evaluated the contractor's background and
concluded that Alliance Distributing is the lowest, most responsive and responsible
bidder.
Staff reviewed the contractor's references to ensure that they are providing similar
services, which include the cities of Pasadena, Monrovia and Sierra Madre.
Based on the bid results submitted, staff recommends that the City Council award a one
(1) year purchase order contract to Alliance Distributing for the purchase of janitorial
supplies for various City facilities in the amount of $75,009.04.
FISCAL IMPACT:
Sufficient funds are available in the 2010 -11 operating budget for the purchase of
janitorial supplies for City facilities.
RECOMMENDATION:
1. Authorize the City Council to award a one (1) year purchase order contract
to Alliance Distributing for the purchase of janitorial supplies for various
City facilities in the amount of $75,009.04
2. Waive any informality in the bid or bidding process
3. Authorize the City Manager and City Clerk to execute a contract in a form
approved by the City Attorney.
Approved by: .
TT:DT:jb Donald Penman, City Manager
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