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HomeMy WebLinkAbout4.10 Street Sweeping Contract 00 -3D CITY OF DUBLIN AGENDA STATEMENT City Council Meeting Date: January 9, 1989 SUBJECT: Award of Bid - Street Sweeping (Report by: Public Works Director Lee Thompson) EXHIBITS ATTACHED: 1) Resolution Awarding Contract to A-1 Sweeping 2) Bid Summary from September 2, 1988, Bid Opening 3) Letter from A-1 Sweeping Extending Bid Prices - Until January 15, 1989. 4) Letter of Resignation from American Environmental Industries 5) Proposed Contract RECOMMENDATION: �V'KAdopt resolution awarding contract to A-1 Sweeping and authorize Mayor to execute agreement. FINANCIAL STATEMENT: Amount budgeted for FY1988-89: $52,800.00 Bid from A-1 Sweeping $55,723.20 The total A-1 bid amount is based on one ear's performance of sweeping at current estimated curb miles, number of intersection sweeps, number of receptacle pickups, and estimated callout's, plus provision for four extra residential sweeps. Approximately 5 1/2 months remain in FY1988-89. Costs have been incurred during FY 1988-89 as follows: - A-1 Sweeping's previous contract from July 1 to September 30, 1988 - American Environmental's charges for October and part of November - A-l's charges on an interim, emergency basis (at contract rates) after American Environmental ceased to sweep A total for these costs is not available at this time as AEI's invoices are still under review. DESCRIPTION: On September 12, 1988, the City Council awarded a two-year contract for street sweeping and litter pickup service to American Environmental Industries (AEI) . The contract was to be effective October 1, 1988, and included twice monthly sweeping of residential streets, weekly sweeping of commercial streets, and pick-up of trash from the street-side trash receptacles which are located primarily at bus stops and along the San Ramon Road bike path. AEI performed sweeping services beginning on October 1, 1988, continuing through most of the month of November. On December 1, 1988, Staff received a phone call from an attorney representing Richard Figueroa, principal of American Environmental Industries, and subsequently received a letter from Mr. Figueroa stating that AEI would not be able to continue providing sweeping services to the City of Dublin. The City Attorney has determined that a valid contract with AEI did not exist, since AEI did not submit the required performance bond. Bid proposals were to remain in effect for a period of 45 days from the date they were submitted; however, both of the other bidders, A-1 Sweeping and Universal Sweeping, have extended their bid prices until January 15, 1989. On this basis, the City Attorney has stated that the sweeping contract may be awarded to the second low bidder, A-1 Sweeping. Staff recommends that the City Council adopt the resolution awarding the contract for sweeping and litter pickup services to A-1 Sweeping and authorize the Mayor to execute the agreement. ---------------------------------------------------------------------------- ITEM NO. COPIES TO: A-1 Sweeping RESOLUTION NO. -89 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN AWARDING CONTRACT FOR STREET SWEEPING AND LITTER PICKUP SERVICES TO A-1 SWEEPING WHEREAS, the City of Dublin did, on September 2, 1988, publicly open, examine, and declare all sealed bids for doing the work described in the approved Specifications for the Contract for Street Sweeping and Litter Pickup Services, authorized by the City Council on August 8, 1988, which Plans, Specifications, and Modifications are hereby expressly referred to for a description of said work and for all particulars relative to the proceedings under the request for bids; and WHEREAS, said bids were submitted to the Public Works Director, who has recommended that the bid hereinafter mentioned is the lowest and best bid for doing said work; and WHEREAS, the lowest bidder, American Environmental Industries, has withdrawn his bid; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby award City of Dublin Contract for Street Sweeping and Litter Pickup Services to the lowest responsible bidder therefor, to wit A-1 Sweeping, at the following unit prices, the particulars of which bid are on file in the office of the Public Works Director. Street Sweeping $ 13.50 per curb mile Intersection Sweeping $ 5.00 each Trash Receptacle Pickup $ 1.10 each Emergency Callouts $ 45.00 per hour PASSED, APPROVED, AND ADOPTED this 9th day of January, 1989. AYES: NOES: ABSENT: Mayor ATTEST: City Clerk i CITY OF DUBLIN STREET SWEEPING CONTRACT BID RESULTS AMERICAN ENVIRONMENTAL A-1 SWEEPING UNIVERSAL SWEEPING ITEM QTY UNIT MEAS UNIT COST TOTAL COST UNIT COST TOTAL COST UNIT COST TOTAL COST 1 STREET SWEEPING 3,736 Curb Mile 12.75 47,634.00 13.50 50,436.00 14.20 53,051.20 2 INTERSECTION SWEEPING 624 Ea. (per yr. ) 1.69 1,054.56 5.00 3,120.00 14.20 8,860.80 3 TRASH RECEP. PICKUP 119152 Ea. (per yr. ) 1. 10 1,267.20 1. 10 1,267.20 1.20 1,382.40 4 EMERGENCY CALLOUT 20 flours 48.00 960.00 45.00 900.00 55.00 1,100.00 TOTAL: 50,915.76 55,723.20 64,394.40 A- VINTERPRIS ES t SWEEPING WATER TRUCK • STEEL STORAGE SHEDS A.1 ® _ P.O. Box 399 Pleasanton, CA 94566 (415) 846-4062 RAC IV V� 2 X988 EUBUQ yyo, K Dec. 22, 1988 City of _ Dublin P.O. Box 2340 i Dublin, CA 94568 - Subject: Contract for Sweeping Dublin City Streets We would like to extend our Sweeping bid for the City of Dublim, city streets . We will begin January 9 , 1989 to December 31, 1991 . Thank you for your consideration on this job. - Mr. Jim Rashleigh 1 v , th RECEIVED December 1 , 1988 DEC 51988 FOLIC WORKS Lee Thompson City of Dublin, Public Works Department 6500 Dublin Boulevard Dublin, California 94568 Re : Resignation of Employment Dear Mr . Thompson: t' Due to personal problems which have recently arisen and which have made it impossible for me to continue my employment, I am forced to resign my employment with the City of Dublin as street sweeper . Further, due to the severity of said personal problems , I will be unable to afford the City of Dublin 30 days notice of my resignation, therefore this resignation is effective as of the date of this writing. All obligations and duties owed to the City of Dublin, and any persons or entities associated therewith, and in any capacity, by me , shall accordingly be extinguished, save for those duties or responsibilities owed to same by law or by agreement enforceable at law. Further , all billings for services rendered are now due and owing and must be mailed immediately to my business address as provided. Time is made of the essence in this writing. I sincerely regret any problems my sudden resignation may cause the City of Dublin. Sincerely, RICHAR GUEROA American Envi nmental Industries P.O. Box 1154 Tracy, California 95378 IAH CITY OF DUBLIN AGREEMENT FOR STREET SWEEPING AND LITTER PICKUP SERVICES THIS AGREEMENT is made and entered into this 10th day of January, 1989, by . and between the City of Dublin, a municipal corporation, herinafter referred to as "City, " and A-1 Sweeping, hereinafter referred to as "Contractor. " WITNESSETH: WHEREAS, the Contractor has submitted to the City a proposal to sweep the public streets and provide litter pickup within the limits of the City; and WHEREAS, the City has determined that it is advantageous and in the best interest of the City to enter into the Agreement hereinafter set forth; NOW, THEREFORE, in consideration of the mutual promises, conditions, and covenants herein contained, the parties agree as follows: 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. 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 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. f. (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 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 the following twelve (12) major cross streets according to the same schedule as commercial streets, item (2) above: Dublin Boulevard/Dougherty Road Dublin Boulevard/Dublin Court Dublin Boulevard/Sierra Court Dublin Boulevard/Village Pkwy. Dublin Boulevard/Amador Plaza Dublin Boulevard/Golden Gate Dr. Dublin Boulevard/Regional St. Dublin Boulevard/San Ramon Rd. San Ramon Road/Amador Valley Blvd. Amador Valley Blvd./Regional St. Amador Valley Blvd./Village Pkwy. 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 littered with storm debris. In the event of a mechanical breakdown, service will be provided as follows: Back-up equipment available at all times. b. Estimated Miles to be Swept 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 set forth in Exhibit B. 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, at the rate set forth in Exhibit B, 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 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. 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 and metal trash receptacles along the San Ramon Road bike trail. 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, as set forth in Exhibit B. 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 employes, 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 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 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. 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. Exhibit B contains the unit prices for the performance of services pursuant to this agreement. These shall remain in effect for the term of the agreement unless modified as provided for in Section 7 or Section 8. 9. PENALTIES FOR NOT MEETING TERMS Following are cause for penalties: 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 foregoing 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. DATE: CITY OF DUBLIN Mayor ATTEST: City Clerk DATE: A-1 SWEEPING Jim Rashleigh EXHIBIT A CITY OF DUBLIN STREET SWEEPING SPECIFICATIONS "Residential Street Sweeping Schedule" - _ Contra Costa Counry . Gry of Dublin Wednesday Tuesday te Thursday a' e, r t 4 J �/ u`e�atd �ec3ate � gc Std P J E krrador " J h r Friday / Monday •� Ezo EXHIBIT B • UNIT PRICES FOR STREET SWEEPING SERVICES ITEM DESCRIPTION UNIT MEAS. EST. QTY. UNIT PRICE TOTAL PRICE 1. Street Sweeping Curb Mile 3,736 13.50 50,436.00 2. Intersection Sweeping Each 624 5.00 3,120.00 3. Trash Receptacle Pick-Up Each 1,152 1.10 1,267.00 4. Emergency Callout Hours 20 45.00 900.00