ORANGE COUNTY TRANSPORTATION AUTHORITY. Agreement for Coach Operator, Instructor, and Field Supervisor Uniforms. Staff Report

Transcription

1 ORANGE COUNTY TRANSPORTATION AUTHORITY Agreement for Coach Operator, Instructor, and Field Staff Report

2 May 24, 2012 To: From: Subject: Transit Committee Will Kempton, Chief Executive Officer Agreement for Coach Operator, Instructor, and Field Supervisor Uniforms Overview Orange County Transportation Authority staff who are involved in the provision of bus service and come into contact with customers on a daily basis wear uniforms. This includes coach operators, instructors, and field supervisors. The current agreement for the provision of uniforms will expire on June 30, In accordance with Orange County Transportation Authority procedures for the purchase of professional and technical services, a competitive procurement was conducted for uniforms, and one proposal was received. Staff recommends approval of this agreement. Recommendation Authorize the Chief Executive Officer to execute Agreement No. C between the Orange County Transportation Authority and Galls, an Aramark Company, LLC., in an amount not to exceed $853,775, for coach operator, instructor, and field supervisor uniforms from July 1, 2012 to June 30, 2015, with a single two-year option term. Discussion There are approximately 850 coach operators and 20 Operations Support personnel (instructors and field supervisors) employed by Orange County Transportation Authority (OCTA). In accordance with the current collective bargaining agreement with Teamsters Local 952 and OCTA s Personnel and Salary Resolution, individuals who fall under the classification of coach operator, instructor, and field supervisor will receive an annual clothing allowance to purchase all uniforms items. Orange County Transportation Authority 550 South Main Street / P.O. Box / Orange / California / (714) 560-OCTA (6282)

3 Page 2 The recommended vendor, Galls, an Aramark Company, LLC. (Galls), has over 50 years of experience in the uniform service industry. The company s clientele includes many public agencies from federal to local organizations; three of the references were from local law enforcement agencies including the Los Angeles and Riverside police departments. Galls is the incumbent vendor for this procurement and has performed effectively and reliably, complying with all of the contract terms and conditions. The firm s experience and knowledge of the retail apparel industry along with staff professionalism, responsiveness, and cooperation in areas of uniform sales, delivery, and billing, has helped ensure the current uniform program operates smoothly on a day-to-day basis. In addition, Galls has been willing to implement revisions to the uniform policies, procedures, and reporting systems requested by OCTA over the term of the contract which is now expiring. Overall, the contractor has met and exceeded the expectations in the current scope of work. Procurement Approach This procurement was handled in accordance with OCTA s Board of Directors-approved procedures for professional and technical services. In addition to cost, many other factors are considered for award such as qualifications of the firm, staffing, project organization, and work plan. On March 8, 2012, Request for Proposals (RFP) was released and posted on CAMM NET; an electronic notification was sent to 87 firms. In addition, notice of the RFP was advertised in a newspaper of general circulation on March 13 and March 20, On March 21, 2012, a pre-proposal conference was held and attended by five firms. One addendum was issued to post the pre-proposal sign-in sheets. On the proposal due date of April 12, 2012, only one proposal was received from Galls. Firms who attended the pre-proposal conference and firms registered on CAMM NET were contacted and asked why they did not submit a proposal. The following are some responses obtained from this outreach: Outdoor Outfits (Toronto, Canada) was not able to quote competitively and would not be able to provide local distribution for its products. G&K Services (Santa Fe Springs, California) stated it did not have enough capacity and would not have local distribution available.

4 Page 3 Proforma Gold Star Promotions (Corona, California) could not adequately service the OCTA requirements. Prudential Overall Supply (Irvine, California) only provides cleaning services. Westway Enterprises (Los Angeles, California) who bid on the last RFP, moved to Los Angeles and does not have local distribution in Orange County. On May 10, 2012, the Transit Programs Management and Contracts Administration and Materials Management (CAMM) departments reviewed the proposal received from Galls and determined that it met the qualifications and requirements of the scope of work for this project. OCTA s Internal Audit Department completed a review of the procurement process related to the single proposal submitted by Galls. Based on its review, Internal Audit concluded that the procurement was handled in a fair and competitive manner. In accordance with OCTA s procurement policies and procedures, CAMM conducted a price review and determined that the increase from the current pricing to the proposed pricing offered by Galls is 3.6 percent, which is less than the Consumer Price Index of 3.7 percent. Based on the above findings, staff has concluded that the pricing proposed by Galls is fair and reasonable. The contract is time and expense based on rates for various uniform articles. The contract will be for a three-year term with a single two-year option term effective July 1, 2012 through June 30, 2015, in the not-to-exceed amount of $853,775. Fiscal Impact The project is included in OCTA s Proposed Fiscal Year Budget, Transit Division, Bus Operations Department, Account D , and is funded through the Local Transportation Fund. Summary Staff recommends award of Agreement No. C to Galls, in an amount not-to-exceed $853,775, for coach operator, instructor, and field supervisor uniforms for a three-year term.

5 Page 4 Attachment None. Prepared by: Approved by: John Paul Gonzalez Business Unit Analyst, Transit Programs Management Beth McCormick General Manager, Transit Virginia Abadessa Director, Contracts Administration and Materials Management