City of Culver City, California
Agenda Item Report
Meeting Date: 6/24/11 Item Number: C-17
CITY COUNCIL AGENDA ITEM: Approval of a Contract with Becnel Uniforms, Inc.
in an Amount Not-to-Exceed $48,000 to Provide Bus Operator and Transit
Operations Supervisor Uniforms
Contact Person/Dept.: Samantha M.
Blackshire/Transportation
Phone Number: (310) 253-6535
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Meetings and Agendas – City Council (06/18/13)
Department Approval:
Art Ida (06/13/13)
City Attorney Approval:
Carol Schwab (by H. Baker) (06/17/13)
Chief Financial Officer Approval:
Jeff Muir (06/18/13)
City Manager Approval:
John M. Nachbar (06/18/13)
RECOMMENDATION:
Staff recommends the City Council approve a three year contract, with two additional
one year options, with Becnel Uniforms to provide Bus Operator and Transit
Operations Supervisor uniforms in an amount not-to-exceed $48,000.
BACKGROUND:
In 2004 after experiencing problems with several other uniform vendors, the Transit
Operations Division (Division) was made aware of Becnel Uniforms, Inc. (Becnel).
Becnel had been providing uniforms to several much larger transit agencies.
Although Becnel did not carry the Culver City uniforms, they agreed to acquire
samples of all uniform items for approval along with a detailed price list. The
Division later approved the samples and the prices were lower than those that had
been offered by the City’s previous uniform vendor. The Department decided to
start purchasing uniforms from Becnel Uniforms in July 2005.
At the July 2, 2012 City Council meeting, the City Council waived the formal bidding
requirements and approved a purchase order with Becnel Uniforms, Inc. for the
purchase of Bus Operator and Transit Operations Supervisor uniforms. This
decision was prompted by the Division spending over approximately $30,000 in
uniform expenses during Fiscal Year 2011/2012. Also, since the Division had been
using Becnel Uniforms, Inc. for more than 5 years, Culver City Municipal Code
Section 3.07.050 required that the purchase of uniforms be done through a
competitive bid process. In accordance with the Culver City Employees Association
(CCEA) Memorandum of Understanding (MOU), Bus Operators and Transit City of Culver City, California
Agenda Item Report
Operations Supervisor must receive their credit voucher in July for the purchase of
uniforms. At that time at staff’s request, due to the time sensitivity of the matter, City
Council waived the formal bidding requirements for the purchase with the
understanding a competitive bid process would be conducted during the next fiscal
year.
DISCUSSION:
Staff released Request for Proposal (RFP) #1523 Culver CityBus Operator and Transit
Operations Supervisor Uniforms on May 16, 2013. The Division received questions
regarding RFP #1523 by the May 23, 2013 deadline, and responses were provided by
May 30, 2013 in accordance with the established timeline. On June 6, 2013 the City
received proposals from only two vendors: Becnel and Galls, LLC (Galls), both of which
are located within a 15 mile radius of the Transportation Facility.
The staff evaluation team reviewed all of the materials submitted by both vendors. In
order to fully evaluate the pricing provided by both vendors, the team conducted a 5
year analysis by selecting items an average size Bus Operator, since the majority of
the purchases come from this classification, would purchase over this span of time.
Based on the 5 year analysis Galls was less expensive than Becnel. However, for
individual items (i.e. one Long Sleeve Shirt by Flying Cross) Galls was more expensive
than Becnel. Galls provided a less expensive pricing for the Operator pants and one of
the jackets, which decreased the overall total amount. Also, Galls indicated their pricing
was firm for one (1) year with updated pricing as agreed upon between Galls and the
City for the remaining years. Becnel indicated that their pricing was firm for two (2)
years and will negotiate pricing for the remaining years.
Both vendors indicated that they could meet all the terms indicted under the uniform
specifications. However, Galls provided substitutions for the Transit Operations
Supervisor’s pants and tie along with one of the Operator’s cap and name plate. Becnel
indicated there were no “or equal” (substitutions) products mentioned in their proposal.
The evaluation team noted other critical differences between both proposals. First,
Galls indicated they could not provide the Rail Road Approved watch. Becnel indicated
that they could provide the Rail Road Approved Watch. This watch is mandatory for all
Operators and Transit Operations Supervisors, and it’s also required at many other
transit agencies since it is the standard time piece used to insure accuracy when
providing public transit service.
Second, the RFP stipulated the following: In the event an employee elects to return any
uniform item for any reason, the Supplier(s) shall replace the returned uniform items at
no additional costs to the City or the employee. If the Operator and Supervisor do not
request a replacement, the Supplier(s) shall notify the City via email that the employee
is entitled to a credit to their uniform credit voucher. If the Operator and Supervisor paid
for the uniform item via another means, the Supplier(s) shall handle the matter directly City of Culver City, California
Agenda Item Report
with the employee. All credits/refunds shall be issued within seven (7) business days of
the receipt of the uniform item. The City will not accept any uniform item that has been
previously returned to the Supplier(s) for quality reasons. Galls indicated their return
policy allows returns of items in unused condition and in its original packaging. Returns
must be made within 90 days after purchase; however, items that have been worn or
washed cannot be returned. Special order items or items that have been altered,
decorated, engraved, customized or otherwise embellished at the request of the
customer cannot be returned for credit or exchange unless the return is related to their
error. Becnel indicated a 100% guarantee of their products and alterations with
immediate replacement of any faulty uniforms or incorrect size. It is the opinion of staff
that Becnel offers a return policy that is more in line with the Division’s expectations.
Based on the information above staff is recommending the City enter into a contract
with Becnel Uniforms, Inc. to supply all Operator and Transit Operations Supervisor
uniforms
FISCAL ANALYSIS:
The Transit Operations Division’s budget contains a line item entitled Uniform
Allowance in the amount of $48,000 that was approved as part of the City Council
Adopted Budget for Fiscal Year 2013/2014.
MOTION:
That the City Council:
1. Approve a Contract with Becnel Uniforms, Inc. to provide Bus Operator and
Transit Operations Supervisor Uniforms for three years with two additional one
year options; and,
2. Authorize the City Attorney to review/prepare/ the necessary documents; and,
3. Authorize the City Manager to execute such documents on behalf of the City.