Item 6-F
City Council Meeting: 02-09-99 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Award Bid to Furnish and Deliver Environmentally Preferable Cleaning Products, Bid #2719
Introduction
This report recommends award of bid to furnish and deliver environmentally preferable cleaning products at specified unit prices, plus applicable sales tax, with two one-year renewal options.
Background
In response to published Notices Inviting Bids (published June 29 and 30, 1998) to furnish and deliver environmentally preferable cleaning products in accordance with City specifications, bids were received and publicly opened and read on August 24, 1998. Proposal forms were mailed to fifty-four vendors and notices were advertised in accordance with City Charter and Municipal Code provisions. Ten proposals were received and are listed in Attachment A.
This bid covers an array of custodial cleaning products such as all purpose cleaners, metal cleaners, floor care products, solvents and soaps.
City staff have developed a procurement process for custodial cleaning products that allows the City to consider the overall worker health and environmental impacts of the purchase and use of these products. Detailed specifications required bidders to supply information such as product biodegradability, measurements of volatile organic compounds, packaging, and worker exposure to hazardous ingredients in order for City staff to assess environmental preferability. This information was used to assign a point value for each element in the specifications for purposes of calculating a cumulative score for each product. Once the products were ranked according to their environmental preferability, a select group of custodians tested the top scoring products to evaluate product performance. City staff then evaluated the products based on price and administrative convenience, favoring more extensive product lines when possible.
Evaluation of bids was based on price, product performance, packaging, dilution ratios and environmental preferability. Such procurement guidelines are consistent with, and are an integral part of, Santa Monica's Sustainable City Program.
None of the bids submitted for disinfectant, floor finish and floor stripper (items 8, 10 and 11) met City specifications. They did not pass product performance testing and/or were not environmentally preferable. Staff will continue to do research and testing in order to locate acceptable products. In this interim, traditional products will be used.
Naturally Yours consistently scored well on human health and environmental impact based on ingredients contained in the remainder of the products. Testing confirmed the effectiveness of these products at performing their designated functions.
Budget/Financial Impact
Fiscal Year 1998-99 appropriation authority for this purchase is in the maintenance accounts of various departments. As the materials are drawn out of inventory, they will be expensed against available FY 1998/99 appropriation authority. Estimated annual usage is approximately $80,000.
Recommendation
It is recommended that all bids be rejected for Items 8, 10 and 11 as they were non-responsive to City specifications. Staff recommends that the award of Bid #2719 be made to Naturally Yours for items 1 - 7, 9, 12 - 18 at specified unit prices, plus applicable sales tax, with two one-year renewal options, as the most responsible bidder.
Prepared By: Pam Wortham, Purchasing Agent
Diane Howell, Buyer
Debbie Rafael, Administrative Analyst
Brian Johnson, Environmental Coordinator
Bid # 2719
ATTACHMENT A
ENVIRONMENTALLY PREFERABLE
CLEANING PRODUCTS
|
Description/Quantity |
Surtec Inc. |
Neutron |
American Trash Management |
Mar-Co Equipment Co. |
Trident Dist. Corp. |
Naturally Yours |
Fluid Concepts |
Magic American Corporation |
The Clean Environment |
Betterbilt Chemicals | |
| 1) All Purpose Cleaner | 1 qrt 1 gal
5 gal 55 gal |
no bid | N/A
$ 14.30 N/A N/A |
N/A
$ 14.20 $ 59.95 N/A |
no bid | no bid | $ 4.55
$ 13.65 $ 58.50 $464.75 |
$ 2.39
$ 6.31 *$ 30.20 $312.30 |
$ 3.49
$ 10.00 $ 45.00 $401.50 |
$ 2.30
$ 7.00 $ 31.00 $295.00 |
$ 12.00 $ 60.00 $550.00 |
| 2) Bathroom Cleaner | 1 qrt 1 gal
5 gal 55 gal |
no bid | no bid | N/A
$ 21.50 $ 89.95 N/A |
no bid | no bid | $3.90
$ 11.70 $ 48.75 $357.50 |
$ 2.25
$ 5.00 *$ 25.99 $265.64 |
no bid | $ 3.30
$10.60 $ 45.35 $332.00 |
$ 11.00 $ 55.00 $550.00 |
| 3) Brass Polish/Cleaner | 1 qrt 1 gal
5 gal 55 gal |
no bid | no bid | N/A
$ 14.20 $ 59.95 N/A |
no bid | no bid | $ 4.55
$ 13.65 $ 58.50 $464.75 |
$ 4.09
*$ 11.91 $ 50.36 $619.96 |
no bid | $ 7.50
$ 22.70 $109.00 $1120.00 |
$ 4.00
$14.00 N/A $550.00 |
| 4) Carpet Shampoo | 1 qrt 1 gal
5 gal 55 gal |
no bid | no bid | no bid | no bid | no bid | $4.55
$13.65 $58.50 $464.75 |
$ 3.08
$ 9.16 $ 44.70 $475.67 |
no bid | N/A
4.oz @ $1.90 ea. |
$ 6.00 *$ 20.00 $320.00 |
| 5) Chrome Polish/Cleaner | 1 qrt 1 gal
5 gal 55 gal |
no bid | no bid | N/A
$ 14.20 $ 59.95 N/A |
no bid | no bid | $3.90
$ 11.70 *$ 48.75 $357.50 |
$ 4.09
$ 11.91 $ 50.36 $619.96 |
no bid | 4.90
$ 14.90 $ 67.00 $591.00 |
$ 4.00
$14.00 N/A $550.00 |
| 6) Degreaser/Cleaner | 1 qrt 1 gal
5 gal 55 gal |
no bid | no bid | N/A
$ 20.00 $ 54.65 $805.00 |
N/A
$ 2.91 N/A $160.00 |
no bid | $4.55
$13.65 $58.50 $464.75 |
N/A
$ 14.16 $ 70.00 $755.00 |
$3.99
$11.45 $51.45 $455.10 |
$ 2.30
$ 7.00 *$ 31.00 $295.00 |
$ 13.00 $ 65.00 $495.00 |
| 7) Deodorizer | 1 qrt 1 gal
5 gal 55 gal |
no bid | N/A
$ 73.00 $ 285.00 $1380.00 |
N/A
N/A $ 77.50 $800.00 |
no bid | no bid | $6.50
$19.50 $97.50 $1072.50 |
$ 2.83
$ 10.47 *$ 51.00 $550.00 |
no bid | $ 5.15
$ 16.55 $ 73.00 $694.00 |
$ 15.00 $ 75.00 $715.00 |
| 8) Disinfectant | 1 qrt 1 gal
5 gal 55 gal |
no bid | no bid | no bid | no bid | no bid | no bid | $ 3.28
$ 11.00 $ 53.48 $528.55 |
no bid | $ 3.10
$ 9.40 $ 44.50 $434.50 |
$ 7.00 *$ 35.00 $375.00 |
| 9) Enzymatic Clean/Digest | 1 qrt 1 gal
5 gal 55 gal |
no bid | no bid | no bid | no bid | no bid | $4.55
$13.65 $58.50 $464.75 |
$ 3.34
$ 11.78 $ 57.02 $561.92 |
no bid | $ 3.25
$ 10.50 *$ 44.00 $325.00 |
$ 4.00
$ 13.00 $ 60.00 $700.00 |
| 10) Floor Finish | 1 qrt 1 gal
5 gal 55 gal |
no bid | no bid | N/A
$ 16.90 $ 76.20 N/A |
no bid | no bid | no bid | $ 4.04
$ 12.30 *$ 60.13 $607.75 |
no bid | $ 4.50
$ 13.20 $ 63.00 $620.00 |
$ 24.00 $ 120.00 $1100.00 |
| 11) Floor Stripper | 1 qrt 1 gal
5 gal 55 gal |
$8.47 $456.50 |
no bid | N/A
$ 15.00 $ 61.00 N/A |
no bid | no bid | no bid | $ 2.66
$ 6.75 *$ 28.99 $258.99 |
no bid | $ 3.40
$ 9.80 $ 43.00 $354.00 |
$ 16.00 $ 80.00 $605.00 |
| 12) Furniture Polish | 1 qrt 1 gal
5 gal 55 gal |
no bid | no bid | no bid | no bid | no bid | $4.55
$13.65 $58.50 $464.75 |
$ 2.68
*$ 8.46 $ 45.66 $465.30 |
$ 3.49
$ 10.00 $ 45.00 $401.50 |
$ 4.90
$ 14.90 $ 67.00 $591.00 |
$ 19.00 $ 95.00 $935.00 |
| 13) Glass/Window Cleaner | 1 qrt 1 gal
5 gal 55 gal |
no bid | no bid | N/A
$ 4.50 $ 19.95 N/A |
no bid | no bid | $3.25
$9.75 $39.00 $250.25 |
$ 2.02
$ 5.00 *$ 15.00 $440.00 |
no bid | $ 1.95
$ 5.45 $ 22.90 $139.75 |
$ 12.00 $ 60.00 $550.00 |
| 14) Graffiti Remover | 1 qrt 1 gal
5 gal 55 gal |
no bid | no bid | no bid | no bid | $9.14
$ 34.13 $ 170.63 $1647.45 |
$6.60
$19.80 $89.10 $798.60 |
N/A
$ 28.02 $ 136.10 $228.58 |
no bid | $ 7.90
$ 22.40 $ 105.70 $ 1039.50 |
$ 16.50 *$ 82.50 $660.00 |
| 15) Liquid Hand Soap | 1 qrt 1 gal
5 gal 55 gal |
no bid | no bid | N/A
$ 10.40 $ 49.75 N/A |
no bid | no bid | $5.85
$17.55 $78.00 $679.25 |
$ 2.00
$ 5.00 *$ 24.30 $228.58 |
$ 2.99
$ 8.75 $ 38.75 $345.75 |
$ 4.20
$ 12.60 $ 56.70 $516.00 |
$ 12.00 $ 120.00 $1100.00 |
| 16) Solvent Spotter | 1 qrt 1 gal
5 gal 55 gal |
no bid | no bid | no bid | no bid | no bid | $6.50
$19.50 $97.50 $1072.50 |
$ 3.70
$ 11.68 $ 56.60 $557.60 |
$ 4.10
$ 14.62 $ 65.75 $585.65 |
$ 5.50
$ 16.75 $ 78.00 $795.00 |
$ 24.00 *$ 55.00 $495.00 |
| 17) Waterless Hand Clean | 1 qrt 1 gal
5 gal 55 gal |
no bid | no bid | no bid | no bid | no bid | $4.55
$13.00 $55.25 $429.00 |
$ 6.32
$ 12.14 N/A N/A |
no bid | no bid |
$ 9.00 *$ 40.00 $330.00 |
| 18) Wood Floor Fin. | 1 qrt 1 gal
5 gal 55 gal |
no bid | no bid | no bid | no bid | no bid | $4.55
$13.65 *$58.50 $464.75 |
$ 4.70
$ 14.60 $ 71.04 N/A |
no bid | no bid |
$ 24.00 $ 120.00 $1100.00 |
Notes:
1. Asterisks (*) denote low prices.
2. Usage of the products will be City wide - bold units of measure are the most commonly ordered/bold prices are recommended bid awards.
3. Item #1 (all purpose cleaner) recommend award of bid to Naturally Yours as product submitted by Fluid Concepts was judged to perform less well in product testing.
4. Item #2 (bathroom cleaner) recommend award of bid to Naturally Yours as product submitted by Fluid Concepts was judged to perform less well in product testing.
5. Item #3 (brass polish/cleaner) recommend award of bid to Naturally Yours as product submitted by Fluid Concepts was judged to perform less well in product testing.
6. Item #4 (carpet shampoo) recommend award of bid to Naturally Yours as product tested well and is more environmentally preferable than other products.
7. Item #5 (chrome polish/cleaner) recommend award of bid to Naturally Yours. Product was lowest price and performed well.
8. Item #6 (degreaser/cleaner) recommend award of bid to Naturally Yours as product tested well and is more environmentally preferable than other products.
9. Item #7 (deodorizer) recommend award of bid to Naturally Yours as product submitted by Fluid Concepts was judged to perform less well in product testing.
10. Item #8 (disinfectant) will not be awarded as no products met environmental or human health criteria or submitted sufficient data to determine qualifications.
11. Item #9 (enzymatic clean/digest) recommend award of bid to Naturally Yours as product tested well and is more environmentally preferable than other products.
12. Item #10 (floor finish) will not be awarded as no products met both performance and environmental standards.
13. Item #11 (floor stripper) will not be awarded as no product met both performance and environmental standards.
14. Item #12 (furniture polish) recommend award of bid to Naturally Yours as product tested well and is more environmentally preferable than other products.
15. Item #13 (glass/window cleaner) recommend award of bid to Naturally Yours as product submitted by Fluid Concepts was judged to perform less well in product testing.
16. Item #14 (graffiti remover) recommend award of bid to Naturally Yours as product tested well and is more environmentally preferable than other products.
17. Item #15 (liquid hand soap) recommend award of bid to Naturally Yours as product submitted by Fluid Concepts was judged to perform less well in product testing.
18. Item #16 (solvent spotter) recommend award of bid to Naturally Yours as product tested well and is more environmentally preferable than other products.
19. Item #17 (waterless hand cleaner) recommend award of bid to Naturally Yours as product tested well and is more environmentally preferable than other products.
20. Item #18 (wood floor finish) recommend award of bid to Naturally Yours. Product was lowest price and performed well.