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HomeMy WebLinkAbout4.05 Street Sweep Bids. ~ CITY OF DUBLIN AGENDA STATEMENT City Council Meeting Date: August 8, 1988 SUBJECT: Authorization to Invite Bids for Street Sweeping EXHIBITS ATTACHED: 1) Notice Inviting Bids 2) Bid Specification 3) Bid Proposal Form RECOMMENDATION: 1) Approve bid specifications /~.sA 2) Authorize Staff to proceed with formal bid Uf~ process pursuant to attached documents and the City-of Dublin Purchasing Ordinance. FINANCIAL STATEMENT; 1988-89 budget for provision of residential and commercial street sweeping and trash receptacle pickup service is $52,800. DESCRIPTION: In 1986, the City Council awarded a bid to A-1 Sweeping to provide street sweeping service on public streets. This contract terminates September 30, 1988. In order to insure that services are being provided in a cost-effective manner, Staff has prepared documents inviting sealed bids. The sweeping contract includes pick-up service for the street-side trash receptacles, including the receptacles along the San Ramon Road bike path. Litter pickup is provided as part of MCE's contract for maintenance services. The specifications include penalty provisions for non-conformance by the contractor. The specifications establish the framework for a two-year agreement, and the provision for two additional one-year options, which may be amended after each year of operation to reflect any cost adjustments. The City Council would be required to authorize any adjustment. The specifications include a residential sweeping schedule of twice each month, rather than every two weeks, so that residents may more easily determine when to move their cars. Staff recommends that the City Council approve the bid specifications and authorize Staff to proceed with the formal bid process. Following the opening of bids, a recommendation will be made to the City Council for award of the sweeping contract. ITEM N0. ~ COPIES T0: ~ _ _~ ., ~ , ,~ . ~ - ~ NOTICE INVITING SEALED BIDS FOR STREET SWEEPING IN THE CITY OF DUBLIN NOTICE IS HEREBY GIVEN that bid proposals will be received until 2:00 p.m. on Friday, September 2, 1988, at the City of Dublin Public Works Department, 6500 Dublin Boulevard Suite D, Dublin CA 94568. Sealed bids will be accepted for services as outlined in the specifications. The competency and responsibility of the bidders will be considered in making the award. The City reserves the right to reject any or all proposals, to determine the lowest responsible bidder, and to waive any informality or irregularity in the proposals submitted. A complete set of bid documents is available at the City Offices, 6500 Dublin Boulevard Suite D, Dublin CA 94568. For further information concerning this bid, contact Lee S. Thompson, Public Works Director, at (415)829-4927. Lee S. Thompson Public Works Director INSTRUCTIONS TO BIDDERS STREET SWEEPING PROPOSALS Bids shall be made upon the form obtained at the City of Dublin Public Works Department, properly and with all items filled out. The signature of all persons signing shall be in longhand. The completed form shall be without interlineations, alterations, or erasures. Any irregularity may be cause for rejection of the bid. Bids shall not contain any recapitulation of the work to be done. Alternative proposals will not be considered unless called for. No oral, telegraphic, or telephone proposals or modifications shall be considered. Before submitting a bid, bidders shall carefully read the specifications and shall full inform themselves as to all existing conditions and limitations. OPENING OF BIDS Bids will be opened and read publicly at the time set in the City's Conference Room, 6500 Dublin Blvd. Suite D as indicated in the invitation for bids. Bidders or their representatives and other interested persons permitted by the Owner may be present at the bid opening. AWARD AND REJECTION OF BIDS Award of annual contract will be determined by the lowest total submitted by a responsible bidder. The City shall reserve the right to include or exclude the trash receptacle service. The City reserves the right to reject any or all bids and to waive any informality in bids received. The competency and responsibility of bidders and of their proposed subcontractors will be considered in making the awards. WITHDRAWAL OF BIDS Bids may be withdrawn by the bidder prior to but not after the time fixed for opening of bids. FORM OF AGREEMENT The form of contract, which the successful bidder as contractor will be required to execute, will be based upon the bid specifications. INTERPRETATION OF DOCUMENTS If any person contemplating submitting a bid for the proposed contract is in doubt as to the true meaning of any part of the specifications or other proposed contract documents, he may submit to the City a written request for an interpretation thereof. The person submitting the request will be responsible for its prompt delivery. Any interpretation of the proposed documents which in the City's judgment is necessary will be made only by addendum duly issued, and a copy of such addendum will be mailed or delivered to each person receiving a set of such documents. The City will not be responsible for any other explanations or interpretations of the proposed documents. ADDENDA OR BULLETINS Any addenda or bulletins issued during the time of bidding or forming a part of the documents furnished to the bidder for preparation of his bid shall be made a part of the contract. The receipt of each addendum shall be acknowledged on that addendum and enclosed with the proposal form as submitted by the bidder. BIDDER'S GUARANTEE All bids shall be accompanied by a certified check, cashier's check, or bidder's bond in the amount of one thousand dollars ($1,000). If not in the form of lawful money, the bond format is attached to the proposal form in the bid documents. CITY OF DUBLIN BID SPECIFICATIONS STREET SWEEPING AND LITTER PICKUP SERVICES 1. STREET SWEEPING Contractor shall use and furnish at his own expense all labor, equipment, and materials necessary for the satisfactory performance of the street sweeping work set forth herein. After sweeping, curbs and gutters shall be left in a clean condition. A clean condition is defined as the absence of residue in the streets and gutters upon the completion of the sweeping operation. The sweeping shall include as many passes as necessary to leave the street in a clean condition. a. Schedule Exhibit A outlines the sweeping schedule to be utilized for residential streets. Any change must be approved by the Public Works Director. Contractor shall provide a sweeping plan for commercial streets, which must be approved by the Public Works Director. Al1 street sweeping shall be performed as follows: (1) Residential Streets Residential streets are defined as all paved and public streets which are not identified as commercial streets in the•following paragraph. Al1 residential streets, including any center or median strips therein, shall be swept twice each month on the second and fourth weeks, or the first and third weeks, as agreed between the City 'and contractor. Exception: the contractor shall sweep specified residential streets once every week during the heavy leaf-fall season.. The duration of the one-week schedule and streets to be included shall be determined by the Public Works Director or his designee. The following commercial streets shall be treated as residential streets for the purposes of this specification: Dublin Court, Sierra Lane, Sierra Court, Trinity Court, Houston Place, Golden Gate Drive. These commercial streets shall be swept early enough in the morning to avoid cars being parked along the street. (2) Commercial Streets The following streets are defined as commercial streets and shall be swept once every week: Amador Valley Boulevard (Village Parkway to westerly end), Village Parkway (Clark Avenue to Amador Valley Boulevard), Regional Street (Amador Valley Boulevard to southerly end), Amador Plaza Road (Amador Valley Boulevard to southerly end), San Ramon Road (Silvergate Drive to Dublin Boulevard), Scarlett Court (Dougherty Road to east end), Dublin Boulevard (Hansen Drive to Dougherty Road), Dougherty Road (I-580 to Southern Pacific Right-of-Way - including striped median), Clark Avenue (south of Dublin Boulevard). The center medians within the lirnits specified shall also be swept once every week. Any portions of the above streets which are not within the limits above shall be defined as a residential street and shall be swept in accordance with Paragraph (1) above. (3) Intersections Contractor shall sweep the intersection of the following twelve (12) major cross streets: Dublin Boulevard/Dougherty Road Dublin Boulevard/Sierra Court Dublin Boulevard/Amador Plaza Dublin Boulevard/Regional St. San Ramon Road/Amador Valley Blvd. Amador Valley Blvd./Village Pkwy. Dublin Boulevard/Dublin Court Dublin Boulevard/Village Pkwy. Dublin Boulevard/Golden Gate Dr. Dublin Boulevard/San Ramon Rd. Amador Valley Blvd./Regional St. Amador Valley Blvd./Dougherty Rd. (4) Delays in Sweeping Schedule In the event of inclement weather, contractor shall not be required to perform either the regular sweeping schedule or a makeup schedule. Contractor shall, if requested by the Public Works Director, sweep any streets which become Iittered with storm debris. Bidder shall state how service will be provided in the event of a mechanical breakdown. b. Estimated Miles to be Swent The total annual estimated curb miles to be swept shall be as follows: Residential 2,800 Commercial 967 It is recognized that a need may arise to increase the frequency of sweeping during the heavy leaf fall season and thus increase the total numbers of miles swept. In the event that such a need does arise, contractor shall increase the frequency of sweeping as directed by the Public Works Director or his designee. Any streets added to the City during the term of this agreement, either by new construction or annexation, shall be swept according to the appropriate schedule beginning as soon as said streets are accepted officially by the City. The additional cost for sweeping these streets shall be based on the per mile cost submitted with this bid. The Contractor shall be capable of providing emergency sweeping outside of scheduled hours when requested by an authorized City representative. Contractor will be paid for a minimum of two hours when sweeping is requested outside of the hours when contractor is normally providing services in the City, c. Street Sweeping Complaints Contractor shall, in person or by his agent, investigate any complaints which may concern or involve the performance of this contract. Contractor shall report to the Public Works Director or his designee on the following working day as to the action or procedure taken with reference to any complaints, and when necessary, complete the citizen's request form which will remain on file in the City offices. d. Disposal of Sweepings Contractor shall dispose of all refuse collected by hauling same to legally established refuse disposal sites or other site approved by the Public Works Director. Refuse shall not be stored on the street but shall be loaded into trucks or in appropriately placed containers, which shall be approved by the Public Works Director. If containers are used, they shall be approved by the Public Works Director. If containers are used, they shall be dumped upon completion of the sweeping cycle. e. Water The contractor shall provide, at his own expense, sufficient water for the street sweeping equipment necessary to comply with these specifications and assure that the curb and gutter are left in a clean condition and the amount of dust during sweeping is kept to a minimum. f. Equipment Operation The sweeper shall be operated at a safe speed which will allow for maximum debris pick-up. Recommended speeds are 3 to 5 mph in heavy buildup of debris and 6 to 8 mph in light buildup. However, the allowable speed shall be determined based on the precise equipment used by the successful bidder, and determined by the Public Works Director or his designee. 2. STREET SIDE CITY TRASH RECEPTACLE PICK-UP The contractor shall empty those City-owned trash receptacles which are located on Dublin Boulevard and Village Parkway and are marked distinctively with the City seal. Also, metal trash receptacles along the San Ramon Road bike trail shall be emptied. Contractor shall also empty any receptacles which the City adds in the future. Street side trash receptacles shall be emptied on an as-needed basis and whenever requested to be emptied by the Public Works Director or his designee. It is estimated that on an annual basis, 1,152 receptacles will be emptied. Contractor shall maintain a timelog which will reflect the total number of times the receptacles are emptied and shall submit said timelog to the City Offices along with the log submitted for street sweeping. Payment for services rendered shall be based on a cost per receptacles per pickup. Cost shall be inclusive of labor, vehicle, and disposal costs and presented on a per-container basis. 3. SUPERVISION BY PUBLIC WORKS DIRECTOR The contractor shall faithfully and regularly provide service in accordance with this agreement, the work shall be done in a prompt, thorough, lawful and workmanlike manner, according to the provisions of this agreement. Performance of each provision of this agreement shall be under the supervision of the Public Works Director or his designee. 4. COMPLIANCE WITH LAWS Contractor, his agents and employees, shall comply with all laws, ordinances, rules and regulations of the State, County, the City of Dublin, and all governing bodies having jurisdiction applying to work done or to be done under the agreement. 5. INSURANCE AND INDEMNIFICATION Contractor shall assume liability and pay all costs of defense, including legal fees and court costs, and hold the City harmless from loss, damages, costs or expenses caused by any negligent or wrongful acts or omissions of contractor's officers, employees, and agents which may occur in the performance of the term, duties and obligations of this agreement. Contractor shall provide a certificate of insurance to the City, to be included as part of this agreement, which will give evidence of general liability and auto liability insurance of not less than $1,000,000 for personal injury and accidental death per occurrence, and $500,000 for property damage per occurrence. The City shall be named as an additional insured in any such liability insurance policy. The contractor sha11 pay all premiums for said insurance. Contractor shall also provide City with a certificate of insurance, to be included as part of this agreement, which will give evidence that Contractor's employees are covered by Worker's Compensation Insurance. Contractor shall provide the City with a performance bond issued by a corporate surety, naming the City as obligee, in an amount equal to the estimated street sweeping charges for a two-month period as determined by the Public Works Director. Said performance bond shall be included as part of the agreement with the City. All certificates of insurance and performance bonds which are part of the agreement with City shall be approved by the Public Works Director and City Attorney as to form and content. 6. SUBCONTRACTORS The name, background, and experience of any and every firm to which any work outlined in these specifications is to be subcontracted by the person or firm to which the prime agreement is awarded must be submitted to the Public Works Director for his approval. Unless a subcontract is approved in writing by the Public Works Director, the holder of the prime agreement must do all the work outlined in these specifications using his own equipment and personnel. It must be clearly understood that the holder of the prime agreement, irrespective of any approved subcontract, will be held entirely responsible for the quality and quantity of the work done under the terms of the agreement. No subcontract to do any work outlined in these specifications is to run longer than the term of the agreement, and the extension or renewal of any such subcontract agreement can only be made with the approval of the Public Works Director. The agreement will not be assignable in all or part without the express written approval of the Public Works Director. 7. TERMS OF AGREEMENT This agreement will be for a two (2) year period from the date of execution by both the contractor and the City, with two one-year optional extensions. (Note: In order to have future renewal options coincide with the end of the City's Fiscal Year, the term of the first year of the contract will be from October 1, 1988, to June 30, 1989. The contract will then become renewable as of July 1 in succeeding years,) These options are to be agreed to by both parties to be valid. Sixty days prior to the end of each year, the contractor shall have an option to submit any proposed rate changes, which must be agreed to in writing by both parties. This contract may be cancelled by either party upon thirty (30) days' advance written notice. 8. BIDDER'S GUAR.ANTEE A11 bids shall be accompanied by a certified check, cashier's check, or bidder's bond in the amount of one thousand dollars ($1,000). If not in the form of lawful money, such bond will require approval of the City Attorney before acceptance of the bid. 9. PAYMENT TO CONTRACTOR Payment for services rendered per the specifications will be made within 20 days following the month during which services have been performed, provided that the specified reports and invoices have been submitted in a timely manner. 10. PENALTIES FOR NOT MEETING TERMS The contract entered into with the successful bidder shall have provisions for financial penalties when the specifications of the contract are not met. Cause for penalties may include but are not limited to: a. Operation of sweeper without using sufficient water to control dust. b. Operation of sweeper exceeding the stated speed limits for operation. c. Missing scheduled sweeping days without providing prior notice to City representatives (excluding inclement weather). When observed violating the specifications on the first occurrence, the contractor will be notified in writing. Contractor shall respond within seven days with a written plan stating how compliance will be obtained. If the contractor violates the same specification a second time, City shall have the right to withhold payment of up to one times the cost of service which was scheduled for that day. If the contractor violates the same specification three or more times, the City shall have the right to withhold payment of up to two times the cost of service which was scheduled for that day for each violation. The amount of penalty shall be determined by the Public Works Director. Repeated or numerous violations of the contract specifications shall be grounds for the termination of the contract. 11. BID OPENING Bids will be received and opened in the City Offices, 6500 Dublin Boulevard, Suite D, Dublin, CA, on Friday, September 2, 1988, at 2:00 p.m. For further information concerning this bid, contact the Lee S. Thompson, Public Works Director, at (415) 829-4927. Z2. AWARD OF BID The City reserves the right to award the contract based on the City's evaluation of the following criteria: 1) Lowest responsible bid price 2) Ability of the equipment listed to perform the work 3) Provision for services in the event of a mechanical breakdown 4) Result of checking municipal references EXHIBIT A CITY OF DUBLIN STREET SWEEPING SPECIFICATIONS Residential Street Sweeping Schedule CITY OF DUBLIN STREET SWEEPING AND LITTER PICKUP BID PROPOSAL FORM I have received the documents entitled "City of Dublin Bid Specification - Street Sweeping and Litter Pickup Services, Instructions to Bidders, and Bid Proposal Form and have satisfied myself as to the scope of work and conditions required. In submitting this proposal, I agree: 1. To hold my bid open for 45 calendar days from the date of this proposal. 2. To comply with the provisions of the Notice Inviting Bids, Instructions to Bidders, and Bid Specifications. 3. To enter into and execute a contract, if awarded on the basis of this proposal. The service shall be provided beginning October l, 1988, based on contract being awarded on September 13, 1988. 4. To provide with my bid three references, at least one of which is a municipality or county, which will include their names, addresses, and phone numbers. I agree to provide the following services at the rates specified below; A. Cost proposal (for comparison basis; actual quantity may vary depending on contract conditions): ITEM DESCRIPTION UNIT MEAS. EST. QTY. UNIT PRICE TOTAL PRICE l. Street Sweeping Curb Mile 3,736 $ $ 2. Intersection Sweeping Ea. (per yr.) 144 $ $ 3. Trash Receptacie Pick-up Ea. (per yr.) 1,152 $ $ 4. Emergency Callout Hours 20 $ $ B. Equipment Specifications State the type of equipment, including year and model, and the speed at which it will be operated. Designate primary and backup machinery. ~ C. Mechanical Breakdown Explain how service will be provided in the event of a mechanical breakdown: D. References (at least one being City or County): Name Address Phone Length of Time Providing Service l. 2. 3. Name of Firm: Address: Phone: Check Appropriate Line: Corporation Partnership Sole Proprietorship Signature of Authorized Representative Date: _ Title: BIDDER'S BOND KNOW ALL MEN BY THESE PRESENTS: THAT WE: as PRINCIPAL, and as SURETY, are held and firmly bound unto the City of Dublin in the penal sum of TEN PERCENT (10~) OF THE TOTAL AMOUNT OF THE BID of the Principal above named, submitted by said Principal to the City of Dublin for the work described below, for the payment of which sum in lawful money of the United States, well and truly to be made to the City of Dublin to which said bid was submitted, we bind ourselves, our heirs, executors, administrators, and successors, jointly and severally, firmly by those presents. In no case shall the liability of the surety hereunder exceed the sum of $1,000. THE CONDITION OF THIS OBLIGATION IS SUCH, THAT, WHEREAS, the Principal has submitted the above mentioned bid to the City of Dublin, aforesaid, for certain construction specifically described as follows, for which bids are to be opened at City Hall, 6500 ' Dublin Boulevard, Suite D, Dublin California, on September 2, 1988. STREET SWEEPING AND LITTER PICKUP SERVICE NOW, THEREFORE, if the aforesaid Principal is awarded the contract and, within the time and manner required under the specifications, after the prescribed forms are presented to him for signature enters into a written contract. In the prescribed form, in accordance with the bid, and files one bond with the City, to guarantee faithful performance as required by law, then this obligation shall be null and void; otherwise, it shall remain in full force and virtue. IN WITNESS WHEREOF, we have hereunto set our hands and seals on this day of , 19 PRINCIPAL ADDRESS (SEAL) (SEAL) SURETY ADDRESS (SEAL) (SEAL) Signatures of those executing for the surety must be properly acknowledged.