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HomeMy WebLinkAboutItem 7.1 Street Sweeping Services - CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: August 22, 1983 SUBJECT Street Sweeping Services Contract EXHIBITS ATTACHED Letter from Hugh Walker dated August 3, 1983 ; Request for Proposal RECOMMENDATION qr : See Below FINANCIAL STATEMENT: 1983-84 Estimated Cost of Sweeping - $44,174 1983-84 Estimated Cost of Litter Pickup - $3 ,000 Sufficient funds have been budgeted DESCRIPTION On July 26 , 1982 , the City Council awarded a bid to Marc Sweeping Service to provide street sweeping service to the City of Dublin. Those bids reviewed by the Council at that time were as follows : Contractor Cost/Curb Mile 1 . Marc Sweeping Service $ 11 . 50 2 . San Jose commercial Sweeping 13. 22 3. R & D Sweeping 14. 73 4. Robert J. Molinaro 15.00 5. Smith' s Action Maintenance Co. 21 .45 The effective date of the contract with Marc Sweeping Services was October 1 , 1982 with an expiration date of October 1 , 1983. The contract did provide that the City and contractor could mutually agree to extend the contract for an additional one year period. Since the approval of the agreement , the City Council has amended the agreement as follows : Median & parkway Cleaning $38.44/hour Street-side City Trash Receptacle Pickup 1 . 15/can/pickup The City has recently received a letter from Mr. Hugh Walker, an Attorney representing Marc Sweeping Service , requesting a three ( 3) year extension to the existing contract , with provision for increasing the cost per curb mile as follows : YEAR COST/CURB MILE Present $ 11 . 50 1983-84 12 .08 1984-85 12 . 32 1985-86 12 . 56 The cost for median and parkway litter control would remain the same for the entire 3 year period. In consideration of the request from Marc Sweeping Service , it is important to take into consideration the quality of service provided over the last 10 months . Staff has monitored the street sweeping service , and believes that the overall quality of service has been quite good. Several positive comments regarding sweeping have been received at the office. The Contractor has responded quickly when complaints have been received by the office , and has made an effort to contact the complainant in addition to remedying the complaint . The Contractor has also been innovative in his approach to sweeping to keep costs down, and has further agreed to provide additional service related to litter control and pick up when requested by the City. Based on this performance , it is recommended that the City Council extend its contract with Marc Sweeping Service for a period of one ( 1) year. A three ( 3) year extension is not recommended because it is believed that utilizing the bidding process on a regular basis enables the City to make certain that it is receiving the best possible service at the lowest cost , and provides continued incentive to the Contractor to provide a quality level of service in the City. However , it is also important to recognize that a one ( 1 ) year contract does not provide enough continuity to the service , in that each new Contractor would have to overcome a learning curve to start the service . COPIES TO: Marc Sweeping Service �. / Mr. Hugh Walker AGENDA STATEMENT: Street Sweeping Services Contract Page 2 Therefore , if the City Council is interested in going out to bid this year for street sweeping service , it is recommended that a two (2) year contract be considered. RECOMMENDATION: It is Staff ' s recommendation that the City Council authorize Staff to negotiate a one ( 1 ) year extension to the City' s existing agreement with Marc Sweeping Service which would include the following elements : 1 ) A 5% increase effective October 1 , 1983 for sweeping service provided within the City. 2 ) The Contractor would continue to provide parkway and median litter pickup at the existing rate of $38.44/hour. 3) The Contractor would continue to provide street-side pickup for City trash receptacle at the existing rate of $1 . 15/receptacle/pickup. If this is not acceptable to the Contractor, it is recommended that the City Council authorize Staff to go out to bid for street sweeping service in accordance with the provisions in the request for proposal which is attached. HAINES, WALKER & SCOTT ATTORNEYS AT LAW HUGH A. WALKER LLOYD M. HAINES 1819 BARCELONA STREET G. JUDSON SCOTT, JR. OF COi:VSEL P. 0. BOX 2999 JAMES E. MACMASTER PATRICIA CULLEY WILLNER LIVERMORE. CALIFORNIA 94550 TELEPI-ONE (415) 443-5700 August 3, 1983 The City of Dublin 6500 Dublin Boulevard Suite 100 Dublin, CA 94566 Attention: Mr. Richard C. Ambrose City Manager Re: Marc Sweeping Service, Richard Figueroa Street Sweeping Contract with the City of Dublin Dear Mr. Ambrose: This office represents Richard Figueroa, dba Marc Sweeping Service, who presently has a contract with the City of Dublin to provide street sweeping services. Said contract at Paragraph 12 sets forth that the agreement is renewable for an additional one year period upon the mutual consent of both parties . Mr. Figueroa would like to propose to the City Council that he enter into a similar contract with the City of Dublin for a three year period instead of merely renewing for one year. The proposal is basically as follows: The original cost per curb mile was set at $11. 50 per curb mile. Mr. Figueroa will agree to a three year contract with a 5% increase the first year ($12. 08 per curb mile) and only 2% annual increases thereafter. This means that for the second year of the contract the cost per curb mile would be increased to $12 . 32 and in the third year of the contract the cost would only be $12. 56 . I would like to point out to you that this cost per curb mile even in the third year is substantially less than the second lowest bidder for your bids presented for the first 1982/1983 . Based upon 3, 700 curb miles the present cost to the City under the current rate is $42 ,550. The total cost for the 3,700 curb miles for the next three years would be as follows: 1983/1984 $ 44, 696 1984/1985 $ 45, 584 1985/1986 $ 46, 472 The City of Dublin Attention: Mr. Ambrose Re: Marc Sweeping Service August 3, 1983 Page 2 Additionally, as an added incentive to obtain a more lengthy contract Mr. Figueroa will agree to leave the terms and conditions of the Addendum regarding the street sweeping services for the street, 'median and parkway liter control at the same per hour price ($38 . 44) for the entire three year term. • Would you please calendar this matter foryour next available City Council meeting for your review and consideration. Thank you very much. Very truly yours, Hugh A. Walker HAW:gd cc: Marc Sweeping Service • NOTICE INVITING SEALED BIDS FOR STREET SWEEPING IN THE CITY OF DUBLIN Attached are specifications for street sweeping services in the City of Dublin. Sealed bids will be accepted for services as outlined in the specifications . The competancy 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. All bids must be submitted to the City offices no later than Tuesday, September 20 , 1983 , at 10 : 00 a.m. The opening will be held shortly thereafter in the City offices which are located at 6500 Dublin Boulevard, Suite 101 , Dublin, CA 94568. For further information concerning this bid, contact Richard C. Ambrose , City Manager at (415 ) 829-4600. • Kay Keck, Deputy City Clerk BID PROPOSAL FORM All prospective bidders shall complete all of the bid schedules below: 1 . Street Sweeping Cost Per Curb Mile $ 2 . Parkway and Center Median Cleanup Cost Per Hour $ 3. Street Side City Trash Receptacle Pickup Cost Per Pickup Per Receptacle $' Type of equipment and speed at which it will be operated: . . . . . . . . . . . . . . Statement of Experience ( include references ) : Date Signed Signature Place Title Name of Firm Bidder ' s Address 0 REQUEST FOR PROPOSAL STREET SWEEPING SERVICE 1 . Street Sweeping Contractor shall use and furnish at his own expense , all labor, equipment ( included in contractors proposal ) , 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 Contractor shall prepare a sweeping plan to be approved by the City Manager which provides for the sweeping of streets on a regularly scheduled basis . Contractor shall perform all street sweeping 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. All residential streets , including any center or median strips therein, shall be swept every other week. Exception: the contractor shall sweep residential streets once every week during the heavy leaf-fall season. The duration of the one week schedule shall be determined by the City Manager. (2 ) Commercial Streets The following streets are defined as commercial streets , and shall be swept once every week: Amador Valley Boulevard (San Ramon Road to Village Parkway) , Village Parkway (Clark Avenue to Kimball Avenue ) , Regional Street (Amador Valley Boulevard to southerly end) , Amador Plaza Road (Amador Valley Boulevard to Dublin Boulevard) , San Ramon Road (Amador Valley Boulevard to Dublin Boulevard) , Scarlett Court .(Dougherty Road to east end) , Dublin Boulevard (Hansen Drive to Dougherty Road) . 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) Center Medians Contractor shall sweep the center or median strip of the following streets once each week, and said sweeping shall include the intersection of any major cross streets : Amador Valley Boulevard, Dublin Boulevard, San Ramon Road, Village Parkway. (4) Delays in Sweeping Schedule In the event of inclimate weather , Contractor shall not be required to perform either the regular sweeping schedule or a makeup schedule . Contractor shall , if requested by the City Manager , sweep any streets which become littered with storm debris . b. Miles to be Swept The total annual estimated curb miles to be swept shall be as follows : Residential - 2500 , Commercial - 1200. It is recognized that a need may arise to increase the frequency of sweeping during heavy leaf fall season, and thus increase the total numbers of miles swept . In the event that such need does arise , Contractor shall increase the frequency of sweeping as directed by the City Manager. 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. 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 City Manager , or his designate , 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 refuge collected by hauling the same to legally established refuse disposal sites . 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 City Manager. 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 . 2 . Center Median and Parkway Area Cleanup The Contractor will clean those parkways and center medians identified below of all litter and debris : a. Locations ( 1) The parkway and median of San Ramon Road between freeway route I-580 and Amador Valley Boulevard; ( 2 ) The parkway and median of Village Parkway between Amador Valley Boulevard and Kimball Avenue ; ( 3) The parkway and median adjacent to fenced areas only of Amador Valley Boulevard between Village Parkway and the railroad tracks . b. Schedule Contractor shall clean the above described parkway and median areas whenever requested to do so by the City Manager, provided, however, that said cleaning shall not be on a regular sweeping day. c. Method of Compensation Contractor shall maintain a timelog which shall reflect the total number of hours incurred by Contractor in cleaning the above described parkway and median areas , and shall submit said timelog to the City with the mileage log submitted by Contractor for sweeping services . Payment for said services rendered shall be made on an hourly basis . 3. Street Side City Trash Receptacles Pickup 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 . 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 do so by the City Manager. Contractor shall maintain a timelog which will reflect the total number of times that the receptacles are emptied, and shall submit said timelog to the City offices , along with the log submitted for street sweeping and parkway and center median cleanup. Payment for services rendered shall be based on a cost per receptacle per pickup. 4. Supervision by City Manager 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 City Manager or his designate . 5. 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 . 6. 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 Contractors 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 shall 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 City with a performance .bond issued by a corporate surety, naming City as obligee , in an amount equal to the street sweeping charges for a one month period. 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 the City shall be approved by the City Manager and City Attorney as to form and content . 7 . Sub-Contractors The name , background and experience of any and every firm to which any work outlined in these specifications is to be sub-contracted by the person or firm to which the prime agreement is awarded, must be submitted to the City Manager for his approval . Unless a sub-contract is approved by the City Manager, 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 sub-contract , will be held entirely responsible for the quality and quantity of work done under the terms of the agreement . No sub-contract 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 sub-contract agreement can only be made with the approval of the City Manager. The agreement will not be assignable in all or part , without the express written approval of the City Manager. 8 . Term of Agreement This agreement shall be for a two (2 ) year period from the date of execution by both the Contractor and the City, and shall be renewable upon the mutual consent of both parties . This contract may be cancelled by either party upon thirty ( 30) days advance written notice. 0 9 . 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, such bond will require approval of the City Attorney before acceptance of the bid. 10 . Payment to Contractor Payment for services rendered per the specifications will be made at the first regular City Council Meeting following the month during which services have been performed, provided that the specified reports have been submitted. 11 . Bid Opening Bids will be received and opened in the City Offices , 6500 Dublin Boulevard, Suite 101 , Dublin, CA on Tuesday, September 20, 1983 at 10 :00 a.m. For further information concerning this bid, contact Richard C. Ambrose , City Manager, (415) 829-4600.