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HomeMy WebLinkAbout4.7 Street Sweeping Bids CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: August 25, 1986 SUBJECT Authorization to Invite Bids for Street Sweeping EXHIBITS ATTACHED Notice Inviting Bids Bid Specification Bid Proposal Form RECOMMENDATION 1 ) Approve Bid Specifications 2 ) Authorize Staff to proceed with formal bid process pursuant to attached documents and the City of Dublin Purchasing Ordinance FINANCIAL STATEMENT: 1986-87 Budget providing Residential and Commercial Street Sweeping and Trash Receptacle Service is $64 , 600 . DESCRIPTION On July 26, 1982 , the City Council awarded a bid to MARC Sweeping Service to provide Street Sweeping Service on public streets . The scope of services have been expanded and the contract was renewed for one year. The City obtained competitive bids in 1984 and awarded a two year contract to MARC Sweeping Service which was the low bidder. This contract terminates September 30, 1986 . In order to assure that services are being provided in a cost effective manner, Staff has prepared documents inviting sealed bids . The proposed specifications reflect a different scope of services than was provided for in the current agreement. The current agreement has the provision for the contractor to provide parkway litter clean-up . This is now being handled by MCE personnel at the same time that they conduct median and parkway landscape maintenance . This avoids a duplication and consolidates the responsibility for this type of work with a single contractor. Staff has also inserted penalty provisions for non-conformance by the contractor . The specifications establish the framework for a two year agreement which may be amended after the first year of operation to reflect any cost adjustments . The City Council would be required to authorize any adjustment. A major policy change provided for in the specifications is the establishment of a residential sweeping schedule of twice each month. The current schedule provides for residential streets to be swept 26 times each year. If the proposed specifications are adopted each residential street would be swept 24 times each year . Staff believes that a twice per month basis will provide a more regular schedule, for example, the first and third weeks of each month. This should be easier for residents to remember and fewer parked vehicles will be on the street on sweeping days . A survey by MCE maintenance personnel indicates that twice each month would continue to be a higher service level than is provided in most communities . It is requested that the City Council approve the bid specifications and authorize Staff to proceed with the formal bid process . Following the opening of the bids, a recommended contract will be prepared and presented to the City Council . ---------------------------------------------------------------------------- COPIES TO: ITEM NO. ' . NOTICE INVITING SEALED BIDS FOR STREET SWEEPING IN THE CITY OF DUBLIN NOTICE IS HEREBY GIVEN that bid proposals will be received until 3 : 00 p .m. , September 17 , 1986, at the City of Dublin Offices, which are located at 6500 Dublin Boulevard, Suite 101, Dublin, California 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 City Offices, 6500 Dublin Boulevard, Suite 101, Dublin, CA 94568. For further information concerning this bid, contact Richard C. Ambrose, City Manager at (415) 829-4600 . Richard C. Ambrose, City Clerk INSTRUCTION TO BIDDERS PROPOSALS Bids shall be made upon the form obtained at the office of the City Manager 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 fully inform themselves as to all existing conditions and limitation. OPENING OF BIDS Bids will be opened and read publicly at the time set in the City Manager ' s Conference Room 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 the _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 judgement 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 . ADDENDUM OR BULLETINS Any Addendum or Bulletins issued during the time of bidding, or forming a part of the documents furnished to the Bidder for the preparation of his bid, shall be made a part of the Contract. The receipt of each Addendum shall be acknowledged on the Bid 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, such bond will require approval of the City Attorney before acceptance of the bid. CITY OF DUBLIN BID SPECIFICATIONS STREET SWEEPING AND LITTER PICK-UP 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 City Manager . Contractor shall provide a sweeping plan for commercial streets, which must be approved by the City Manager. All 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. All 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 to between the City and the 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 determinecl by the City Manager or his designee . (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 Southerly end) , San Ramon Road (Amador Valley Boulevard to Dublin Boulevard) , Scarlett Court (Dougherty Road to east end) , Dublin Boulevard (Hansen Drive to Dougherty Road) . The center medians within the limits 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 all major cross streets . (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 City Manager, sweep any streets which become littered with storm debris . Successful bidder shall state how service will be provided in the event of a mechanical breakdown. b. Estimated Miles to be Swept The total annual estimated curb miles to be swept shall be as follows : Residential - 2700, Commercial - 1200 . 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 City Manager or his/her designee . Page 1 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 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 refuse collected by hauling the same to legally established refuse disposal sites, or other site approved by the City Manager . 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 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 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 3-5 mph in heavy buildup of debris and 6-8 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 City Manager or his designee . 3 . 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 do so by the City Manager or his designee . It is estimated that on an annual basis 750 receptacles will be emptied. 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. Payment for services rendered shall be based on a cost per receptacle per pickup . Cost shall be inclusive of labor, vehicle and disposal costs and presented on a per container basis . 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 designee. Page 2 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 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 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 estimated street sweeping charges for a one month period as determined by the City Manager. 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 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 subcontract is approved in writing, 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 . Terms of Agreement This agreement shall be for a two (2 ) year period from the date of execution by both the Contractor and the City. Sixty days prior to the second year the Contractor shall have an option to submit any proposed rate changes, which must be agreed to in writing by both parites . This contract may be cancelled by either party upon thirty (30 ) days advance written notice . 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. Page 3 10 . 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. 11 . 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, 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 City Manager . Repeated or numerous violations of the contract specifications shall be grounds for the termination of the contract . 12 . Bid Opening Bids wll be received and opened in the City Offices, 6500 Dublin Boulevard, Suite 101, Dublin, CA on Wednesday September 17, 1986 at 3 : 00 p.m. For further information concerning this bid, contact Richard C. Ambrose, City Manager, (415 ) 829-4600 . Page 4 CITY OF DUBLIN STREET SWEEPING AND LITTER PICK-UP BID PROPOSAL FORM I have received the documents titled City of Dublin Bid Specification - Street Sweeping and Litter Pick-Up Services, Instructions to Bidders, and Bid Proposal form and have satisfied myself as to the scope of the work and the 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 within days after the award of contract. (Not more than 30 days ) 4 . To provide with my bid three references, which will include their names, addresses and phone numbers . I agree to provide the following services at the rates specified below: A. Cost Proposal : 1 . Street Sweeping (cost per curb mile) $ 2 . Trash Receptacle Pick-Up (Total cost per pick-up per receptacle ) $ 3 . Emergency Call-Out for Street Sweeping (cost per hour) $ B. Equipment Specifications : State the type of equipment including year and model and the speed at which it will be operated. Designate primary and back- up machinery. Page One of Two C. Mechanical Breakdown : Please explain how service will be provided in the event of a mechanical breakdown. D. References : Name Address Phone # Length of Time Providing Service 1 . 2 . 3 . Name of Firm Please Check as Appropriate: Corporation Partnership Sole Proprietor Signature of Authorized Representative Date Title Address Page Two of Two