REPORT TO THE CITY COUNCIL FROM: GREGORY A. BARFIELD, M.A., Director Department of Transportation BY: SHARLEE FLORES, Senior Management Analyst Department of Transportation SUBJECT ..Title Award a Service Contract to Elite Pressure Washing Services, LLC., for a two-year contract, with options for three one-year extensions for the bus fleet interior detailing services at the FAX maintenance facility, in the amount of $267,720 for the initial two-year base term. Service costs for the option years will adjust in accordance with the relevant Producer Price Index (PPI), with a total for all five years not to exceed $760,128. (Bid File 12501125). ..Body RECOMMENDATION Staff recommend Council award a Service Contract to Elite Pressure Washing Services, LLC, for a two-year contract, with options for three one-year extensions for the bus fleet interior detailing at the FAX maintenance facility, in the amount of $267,720 for the initial two-year base term. Service costs for the option years will adjust in accordance with the relevant PPI, with a total for all five years not to exceed $760,128. EXECUTIVE SUMMARY The Department of Transportation/Fresno Area Express (FAX) operates a fixed-route bus fleet, which provides 363 days of transit service to the residents of the City and County of Fresno each year. FAX currently has a fleet of one hundred thirty-five (135), forty-foot (40') buses and three (3), twenty-nine-foot (29') buses that need to be deep-cleaned on a rotational weekly basis. The service contract is for two years with three optional one-year extensions, which include services for detailing the interior of the fleet. A request for proposals (RFP) was issued December 18, 2024, via Bid File Number 12501125, which resulted in five proposal submissions. The Selection Committee evaluated the proposals based on past performance, price, technical approach to solutions, and record keeping procedures. After careful examination, the Selection Committee recommended Elite Pressure Washing Services, LLC. for award. BACKGROUND To support fleet operations and provide hygienic transportation to individuals and families riding the fixed-route bus system, FAX sought proposals from experienced vendors to detail the interiors of the bus fleet on a rotational weekly basis. Not only do clean bus interiors promote passenger comfort, health, and safety by reducing the spread of germs and allergens, and improving air quality, they also creates a more pleasant travel experience, which are all priorities for FAX. The service contract is for two years with three optional one-year extensions, which include services for detailing the interior of the fleet. Pricing conditions will remain fixed for the initial base term and option years for the service will adjust in accordance with the relevant PPI for a total not to exceed $760,128. An RFP was issued December 18, 2024, via Bid File Number 12501125, and closed on January 21, 2025, which resulted in five proposal submissions. The Selection Committee evaluated all five proposals based on the following criteria: Past Performance and Experience - The contractor's experience and history in bus and related vehicle interior detailing relevant to FAX's needs. Including direct experience on projects of similar size, scope, and complexity. This may include client references, thoroughness, or any awards or recognition received for past performance. Price - The reasonableness and competitiveness of the total price for services rendered to FAX, the adequacy of source data and information provided to support cost quotes and figures, and the use of industry and government recognized measurements when compiling estimates. Technical Approach and Solutions - Approach to quality and comprehensive inspection of work. Quality assurance procedures and response time capabilities to meet FAX's needs. Also included is the Proposer's versatility, inventory of cleaning solutions, methodology, and standard equipment. Record Keeping Procedures - Proposer demonstrates knowledge of accurate recordkeeping and maintains a proper reporting approach, including past documentation or current data-tracking systems such as online report access capability as well as data collection and presentation. After careful examination, the Selection Committee recommended Elite Pressure Washing Services LLC. for award. The Director of Transportation concurs with the recommendation of the Selection Committee. The City Attorney has reviewed the Agreement and approved it to form. ENVIRONMENTAL FINDINGS By the definition provided in the California Environmental Quality Act Guidelines Section 15378 the award of this contract does not qualify as a "project"; therefore, it is exempt from the California Environmental Quality Act requirements. LOCAL PREFERENCE Local preference was not implemented because federal funding precludes the use of geographical preferences. FISCAL IMPACT There is no impact to the General Fund from this action. Expenses from this contract shall be funded primarily through FTA Program 5307 funds. FAX enterprise funds will make up the required local match. Sufficient appropriations were included and are available in the FAX FY2025 budget. Attachments: Proposal Evaluation Selection Committee Report Sample Service Contract