HomeMy WebLinkAbout7.7 Street Sweeping Services Agreement E20—,30
CITY OF DUBLIN
AGENDA STATEMENT
City Council Meeting Date: June 27, 1989
SUBJECT: Contract Review and Amendment to Agreement: Street
Sweeping Services
Report prepared by Public Works Director Lee Thompson
EXHIBITS ATTACHED: 1) Copy of Contract
2) Proposed Price Increase Request
3) Proposed Contract Amendment
RECOMMENDATION: 1) Review services and proposed rate amendment to
"'4 A-1 Sweeping contract.
2) Approve amendment to contract.
FINANCIAL STATEMENT: See below.
DESCRIPTION:
The City's street sweeping contract was held by A-1 Sweeping for a two-year
period which ended in October of 1988. The contract was re-bid and was
initially awarded to American Environmental Industries, which failed to meet
its contractual obligations. The contract was then awarded to A-1 Sweeping
as the lowest responsible bidder. A-1 began sweeping on this contract in
January of 1989.
The term of the sweeping contract is two years, with the option to renew the
contract for two additional one-year extensions. The contractor may submit a
proposed rate increase 60 days prior to the end of each contract year. The
term of the first year of the contract was made to end as of June 30, 1989 so
that succeeding contract years would coincide with the end of the City' s
fiscal year.
Sweeping of residential streets is performed twice a 'month, on the second and
fourth weeks of the month. During the heavy leaf fall season, extra sweeps
may be made at the discretion of the Maintenance Superintendent and billed at
the normal curb mile rate. Commercial streets and intersections, are swept
once a week on Wednesdays. Trash cans are emptied once a week on Fridays,
except that extra pickups in the downtown area may be requested during the
holiday shopping season at the normal per-can rate.
Performance Review
The City has received a total of nine service requests regarding street
sweeping thus far in FY 1988-89. Of these, five calls occurred during the
time that American Environmental Industries was sweeping, and one was a call
for information only. Following are descriptions of the three complaints
that occurred during the period that A-1 was sweeping:
7/26/88 (previous contract) Rolling Hills Drive: Complaint that the sweeper
was not sweeping. There was some confusion on the part of A-1 because much
of Rolling Hills Drive was not occupied at this time; however, A-1 did begin
sweeping the accepted portion immediately.
8/3/88 (previous contract) Oxbow Lane: Complaint that sweeper had not been
there for at least two months. A-1 determined that cars were present,
contacted the resident, and re-swept the street.
3/2/89 Dublin Green Drive: Complaint that sweeper was not cleaning the
gutter in front of the house. A-1 determined that a car had been parked in
front of the house, contacted the resident, and swept the gutter.
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ITEM NO. COPIES TO: A-1 Sweeping
The informational call included a request that the sweeper come later in the
day when residents typically had gone to work and thus moved cars off the
street. While a later starting time is not possible because each of the
residential routes takes a whole day to complete, the sweeper reverses the
route every other sweep and is thus able to get to most gutters at least once
a month.
Fewer service requests were received for street sweeping in FY 1988-89 than
in previous fiscal years. A breakdown is as follows:
85-86 86-87 87-88 88-89
No. of Service Requests 25 12 24 9
A-l's response on emergency callouts has been good, with service provided
within an hour in most cases. A-1 has responded to the service requests
within 24 hours or less in all cases, including personally contacting the
resident to discuss the situation.
It should be noted that the one problem that has occurred repeatedly during
A-l's service is submittal of invoices with insufficient or incorrect backup,
causing delays in processing. Staff has developed a format for billing that
A-1 will be required to use in the future which, if completed correctly, will
result in proper invoicing and prompt payment.
Cost-Effectiveness
While some other neighboring cities have purchased sweepers and provide this
service in-house, Staff feels that contract sweeping best serves the City of
Dublin for several reasons. The sweepers themselves require a large capital
outlay ($100,000 each or more) , and a minimum of two machines would need to
be purchased in order to provide a backup. The sweepers are susceptible to
mechanical problems and require frequent repair and maintenance.
Additionally, a minimum of two persons would need to be hired and trained to
operate the sweepers. Having a contract sweeper also gives the City
flexibility in frequency of sweeping, should the City desire to increase or
decrease the level of service. Until such time as Dublin determines to
provide its other maintenance services in-house, it remains more cost-
effective to contract for sweeping services.
Proposed Amendment to Contract
As permitted according to the terms of the contract, A-1 Sweeping has
submitted a proposal to increase the per-curb-mile rate by 6%. The charges
for callouts, intersection sweeping, and trash receptacle pickup are proposed
to remain the same.
Following is a comparison of the current vs. proposed charges. The
quantities are given for comparison purposes only. Actual work will vary
depending on measured quantities over the contract year.
Description Unit Meas. Est. Qty. Unit Price Total Price
Current Charges (as bid)
Street Sweeping Curb Mile 3,736 $ 13.50 $ 50,436
Intersection Sweeping Each 624 5.00 3,120
Trash Receptacle Pickup Each 1,152 1.10 1,267
Emergency Callout Hours 20 45.00 900
Estimated Total for FY1988-89 based on bid: $_ 55,723
Proposed Charges
Street Sweeping Curb Mile 3,736 $ 14.30 $ 53,424
Intersection Sweeping Each 624 5.00 3,120
Trash Receptacle Pickup Each 1,152 1.10 1,267
Emergency Callout Hours 20 45.00 900
Estimated Total for FY1989-90 based on proposal: $ 58,711
The result of the rate increase is approximately a 5.36% increase on the
overall cost of sweeping services.
2 -
A-1 is asking for future service charges to be adjusted based on the Bay Area
Consumer Price Index, except that there would be no decreases if the index
goes down. Staff is recommending against this future commitment to increases
based on the fact that either party has the- option, at the end of the second
or third year, not to extend the contract, in which case the City would be
required to rebid the contract or purchase equipment and provide sweeping
service itself. This would mean that future requests for increases would be
reviewed at the same time that the contract reviews occur.
Staff recommends that the City Council review the services performed to date
and.approve the amendment to the contract increasing the fee per curb mile
from $13.50 to $14.30.
3 -
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
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(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 fora 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, t're; 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
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 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 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: F DUBLIN
Mayor U
ATTEST:
71 'su'-s � .
City Clerk
DATE: A-1 SWEEPI '
L �
im Rashleig
MIBIT A
CITY OF DUBLIN
STREET SWEEPING SPECIFICATIONS
"Residential Street Sweeping Schedule"
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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
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Subject Contract for Sweeping Dublin 'City Streets
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The :first year.'of our :contractiwith ate. Cit of Dublin ex ire`s
S< '+• Y1 r y i s p
at` the end of ''the '.current Fiscal °Year ( June:,30, ',1989)
• r fit• , � r'.:`- ty
We would. like to submit '.the following rate .increase: Pursuant .
to Section Seven ( 7 ) of the .existing contract we have--increased = t
the compenstion amount ! as follows :
The total compensat'i'on for existing ,city Istreets' for: the
period . 06/30/89 - 06/30/90 .shall 'be Fifty Eight Thousand, 1
Seven Hundred, Eleven ( $58, 711.00 ) dollars .' .-Said
compensation shall be adjusted at-' the commencement' "of the `
second year of the term and each year .thereafter. on 'August
1 as follows : ' The base for "Comput-ing ,,the ,'adjustment a is
the Consumer Price' Index for all 'urban 'consumers .for:"the' a-t
San Francisco - Oakland Bay.;Area'.publish6d by-�the :.United
States Departmentfof Labor, Bureau .of -Labor Statistics • ; "r
( Index) which is published for the; date nearest :.the :date .
of the commencement of the term (beginning-index) �';�If -the
'-
..Index published nearest 'the • adjustment-date.=,:(renewal - ° ;,
Index) has ' increased .over.;;the. begihn•ing index,Y
-,compensation for �the 'following .year shall=be¢set'rby multi ��,y
plying ;the annual"compensation'_.for,;the'prior year by frac' : a
tion, the numerator of which is .the `extension `index ,and
,the denominator of which is the ;beginning"index. ' In _no . ?
case shall the adjusted compensation be Jess .than
u_
initial .compensation`ias 'set .forth .herein above On
adjustment of - the compensation the parties '-'shall mined s '
J
iately execute'an amendment to this Agreement �s'tatirg 'the :.
.new annual compensation.`
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ATTEST. -X - -,
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City Clerk
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DATE. A 1 Enterer' s%Sweeping 1.
I. ,t. � 1 }- -
, _ - Jim Rashlei h _- 4. 11
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AMENDMENT TO AGREEMENT
BETWEEN CITY OF DUBLIN AND A-1 SWEEPING
FOR STREET SWEEPING AND LITTER PICKUP SERVICES
WHEREAS, the City of Dublin (hereinafter referred to as "CITY")
and A-1 SWEEPING (hereinafter referred to as "A-1") entered into an agreement
on January 10, 1989, to provide street sweeping and litter pickup services to
the City of Dublin; and
WHEREAS, the rates established in Exhibit B of that agreement may
reviewed and revised as of July 1 of each contract year upon concurrence of
both parties to the agreement; and
WHEREAS, an adjustment of rates is desired by both CITY AND A-1;
NOW, THEREFORE, the parties hereto agree as follows:
The A-1 Sweeping rate schedule attached as Exhibit A shall
replace the rate schedule which was adopted by the City Council on January
10, 1989.
CITY OF DUBLIN
Mayor
ATTEST:
City Clerk
A-1 SWEEPING
EXHIBIT "A"
UNIT PRICES FOR STREET SWEEPING SERVICES
ITEM DESCRIPTION UNIT MEAS. EST. QTY. UNIT PRICE TOTAL PRICE
1. Street Sweeping Curb Mile 3,736 $ 14.30 $ 53,424.00
2. Intersection Sweeping Each 624 $ 5.00 $ 3,120.00
3. Trash Receptacle
Pickup Each 1,152 $ 1.10 $ 1,267.00
4. Emergency Callout Hours 20 $ 45.00 $ 900.00