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HomeMy WebLinkAboutItem 4.02 Street&ParkngLotSweep (2) . .:. .-- - e.. CITY CLERK File # D[Q][Q][Q]-[]][Q] AGENDA STATEMENT CITY COUNCIL MEETING DATE: May 20,1997 SUBJECT: Award of Contract for Street Sweeping and Parking Lot Sweeping Services Report Prepared by: Lee S. Thompson, Public Works Director EXHIBITS ATTACHED: Resolution and Proposed Agreement RECOMMENDATION: Adopt Resolution Awarding Contract to A-I Sweeping FINANCIAL STATEMENT: ~"' The estimated annual total cost for street sweeping and parking lot sweeping services is $84,637 (see detail below). A-l's proposal is approximately 5% higher than the current cost of the service. The cost of street sweeping services is paid by the City's Storm Water Fee. The cost of parking lot sweeping is budgeted in the Park Maintenance Operating Budget. DESCRIPTION: The City has contracted for street sweeping services since incorporation in 1982. With the minor exception of a year or two, street sweeping services have been provided by A-I Enterprises. The current five year contract expires June 30, 1997; and Staff recently solicited proposals from potential providers with the following result: A-I Enterprises Universal Sweeping II Est. Annual Unit Cost Total Unit Total Quantity Cost ResidentiallComm'l Curb Miles 4,038 17.69 71,432.22 17.92 72,360.96 Intersections 676 5.74 3,880.24 8.00 5,408.00 Emergency Call outs 60 75.00 4,500.00 75.00 4,500.00 Subtotal, Street Sweepin~ $79,812.46 $82,268.96 Civic Center Parking Lot (per mo.) 160.82 1,929.84 100.00 1,200.00 Shannon Center Parking Lot (per mo.) 114.88 1,378.56 70.00 840.00 Sports Grounds Parking Lot (per mo.) 91.90 1,102.80 70.00 840.00 Alamo Creek Parking Lot (per mo.) 34.46 413.52 70.00 840.00 Subtotal, Parking Lots $4,824.72 $3,720.00 Total Cost $84,637.18 $85,988.96 ------------------------------------------------------------------- COPIES TO: ITEM NO. 4.2 f: \contract\sweeper\agstawrd In the past, Staff has explored the possibility of providing street sweeping in-house, but has concluded that. . the capital cost of equipment, the ongoing major maintenance required for street sweepers, and the personnel cost for operators is not cost-effective for a City of Dublin's size. The Town ofDanville and the City of San Ramon have provided in-house sweeping in the past and have returned or are planning to return to contract service. The City of Pleasant on also contracts with A-I Enterprises. The service provided by A-I has been excellent in the past. Staff receives very few complaints regarding street sweeping, and most of these are the result of conditions beyond A-I' s control such as parked cars. Problems are dealt with promptly, and A-l's personnel follow up with the residents to make sure they are satisfied with the service. The rates proposed by A-I Enterprises are 5% above the current unit costs. The contract contains a clause which limits future increases to the Consumer Price Index (Urban Wage Earners) percentage of increase. During the past five years, these increases ranged from about 1.9% to about 3%. On this basis, Staff recommends that the City Council adopt the resolution awarding the five year contract to A-I Enterprises. e:: ".'t.:- e. Page 2 RESOLUTION NO. - 97 e. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ********* AWARDING CONTRACT FOR STREET SWEEPING AND PARKING LOT SWEEPING SERVICES TO A-I ENTERPRISES WHEREAS, the current contract for street sweeping and parking lot sweeping services expires on June 30,1997; and WHEREAS, Staff issued a Request for Proposals (RFP) for these services on April 18, 1997; and WHEREAS, on May 2, 1997, two proposals were received and publicly opened; and WHEREAS, on the basis of experience, equipment, personnel, proximity to the City of Dublin, and proposed contract pricing, the Public Works Director has determined that A-I Enterprises is most qualified to perform the contract; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby award the contract (Exhibit "A") for Street Sweeping, Parking Lot Sweeping, and Litter Pickup Services to A-I Enterprises, said contract to commence on July 1, 1997. .~. BE IT FURTHER RESOL VED that the Mayor is authorized to execute the agreement. PASSED, APPROVED AND ADOPTED this 20th day of May, 1997. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk .... f\contracts\sweeping\resoawrd EXHIBIT A OF RESOLUTION CITY OF DUBLIN AGREEMENT FOR STREET SWEEPING AND PARKING LOT SWEEPING . THIS AGREEMENT is made and entered into this 1 st day of July, 1997, by and between the CITY OF DUBLIN, a municipal corporation, hereinafter referred to as "CITY," and "** hereinafter referred to as "CONTRACTOR." WITNESSETH: WHEREAS, the Contractor has submitted to the City a proposal to sweep the public streets and public parking lots within the limits of the City; and WHEREAS, the City has determined that it is advantageous and in the best interest of the City of 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 AND PARKING LOT SWEEPING . Contractor shall use and furnish at his own expense all labor, equipment, and materials necessary for the satisfactory performance of the street sweeping. and parking lot sweep,rig 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. Contractor shall maintain a log which indicates dates, times, streets, and miles swept. The log shall be available for inspection by the Public Works Director or his designee. A. Schedule Exhibit A outlines the sweeping schedule to be utilized for residential streets. Any deviations from this route and schedule must be approved by the Public Works Director. If deviations from the schedule are approved, Contractor shall be responsible for notifying individual households that are affected IN WRITING prior to beginning the new schedule. 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: .. <<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><:ff<< Page 1 .e' e. e:. 1) Residential Streets Residential streets are defined as all paved and public streets whi~h 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 full weeks or as agreed between the City and the Contractor. Exception: the Contractor shall sweep specified residential streets once every week during the heavy leaf-fall season OR shall increase service so as to provide the same result, at the option of the Public Works Director or his designee. The duration of the extra service and the 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 (swept twice per month) for the purpose of this contract: Dublin Boulevard westerly of Silvergate Drive, Dublin Boulevard easterly of Scarlett Drive, Hacienda Drive, Dublin Court, Sierra Lane, Sierra Court, Civic Plaza, Trinity Court, Houston Place. 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 (Dublin Boulevard to Alcosta Boulevard), Scarlett Court (Dublin Boulevard to easterly end), Scarlett Drive, Dublin Boulevard (Silvergate Drive to Scarlett Drive), Dougherty Road (1- 580 to Northerly City Limit), Clark Avenue (southerly of Dublin Boulevard), Golden Gate Drive. 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 major cross streets according to the same schedule as commercial streets: Dublin Boulevard/Dougherty Road Dublin Boulevard/Dublin Court Dublin Boulevard/Sierra Court Dublin BoulevardNillage Parkway Dublin Boulevard/Amador Plaza Road Dublin Boulevard/Golden Gate Drive Dublin Boulevard/Regional Street Dublin Boulevard/San Ramon Road Dublin Boulevard/Hacienda Drive Amador Valley Blvd.Nillage Pkwy. San Ramon Road/Amador Valley Blvd. Amador Valley Blvd.lRegional Street Amador Valley Blvd.lDougherty Road <<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><< Page 2 .. The following City parking lots shall be swept on a twice-monthly basis during .:.... the same weeks as the residential sweep: 4) Parkinq Lots Civic Center - 100 Civic Plaza Shannon Park/Community Center - 11600 Shannon Avenue Alamo Creek Park - Dougherty Road and Willow Creek Drive Dublin Sports Grounds - Dublin Blvd. next to Civic Center Sweeping shall be done after the normal operating hours of the facility so that no vehicles remain in the parking lot at the time sweeping is done. In the case of parks in residential neighborhoods (i.e., Alamo Creek Park and Shannon Park), sweeping shall be done at such time as to avoid noise complaints from adjacent residents. Sweeping days and times for all parking lots shall be approved by the Public Works Director or his designee. 5) Emerqency Callouts Contractor shall provide a 24-hour telephone number and/or a list of employees, including telephone numbers and pager numbers, who are available for 24-hour emergency callo~t service. T~e response time for emergency ~allouts shall co~form to the estimated time. of arnval quoted In Contractor's proposal to the City. Compensation for emergency callouts.:..:;.: shall be on an hourly basis according to the rates listed in Exhibit B of this agreement. .. . 6) Holidays If sweeping is not to be performed on certain holidays, Contractor must provide a schedule for sweeping the missed streets. City shall be advised in advance of holidays to be observed by Contractor and shall be provided with a makeup schedule that is no more than one week later. 7) Delays in Sweepinq 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: Sufficient backup equipment available. (Fill in appropriate language) . <<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>> <<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>> <<>> <<>> <<>><<>><<>><< Page 3 . e.; e: B. Estimated Miles to be Swept The total annual estimated curb miles to be swept shall be as follows: Residential: Commercial: 2,730 1.308 4,038 Curb mileage IS calculated according to actual curb miles swept and not machine odometer readings. 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 number of miles swept or to increase callout hours. 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 City additionally reserves the right to reduce the number of curb miles to be swept within a given year without incurring an increase in the agreed per-curb-mile cost for that year. C. Street Sweeping Complaints Contractor shall, in person or by his agent, investigate any complaints which may concern or involve the performance of this Agreement. 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 citizens' request form which will remain on file in the City offices. D. Disposal of Sweepings Contractor shall dispose of all refuse collected by hauling S3me to legally establish~d 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 Contractor shall provide, at his own expense, sufficient water for the street sweeping equipment necessary to comply with this Agreement and to assure that the curb and gutter are <<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><< Page 4 left in a clean condition and the amount of dust during sweeping is kept to a minimum. Water meters shall be obtained from the Dublin San Ramon Services District. The cost of water She be paid by Contractor and included in the unit costs for various sweeping services. _ . . 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 miles per hour in heavy buildup of debris and 6 to 8 miles per hour in light buildup. G. National Pollution Discharge Elimination System (NPDES) Requirements Contractor shall comply with the requirements of the Alameda County Urban Runoff Program and the requirements of the NPDES Permit, including preparation and submittal to the City of the monthly report which includes information regarding quantity of material picked up during the sweeping process. 2. SUPERVISION BY PUBLIC WORKS DIRECTOR 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 und~-. the supervision of the Public Works Director or his designee. .,...... 3. COMPLIANCE WITH LAWS Contractor, his agents and employees, shall comply with all laws, ordinances, rules and regulations of the State, County, and the City of Dublin, and all governing bodies having jurisdiction applying to work done or to be done under this Agreement. 4. 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 thi<:" Agreement, which will give evidence that Contractor's employees -are covered by Workers" <<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><< Page 5 .'. .:: e. Compensation Insurance. Contractor shall provide the City with a performance bond or other security approved by the City, 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 the City shall be approved by the Public Works Director and City Attorney as to form and content. 5. BUSINESS LICENSE Contractor shall obtain and keep current a City of Dublin Business License. 6. SUBCONTRACTORS , The name, background, and experience of any and every firm to which any work outlined in this Agreement is to be subcontracted by Contractor shall be submitted to the Public Works Director for his approval. Unless a subcontract is approved in writing by the Public Works Director, Contractor shall perform all the work outlined in this Agreement, using his own equipment and personnel. It must be clearly understood that Contractor, irrespective of any approved subcontract, shall 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 this Agreement 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. TERM OF AGREEMENT This Agreement will be for a five (5) year period beginning July 1, 1997. Contractor's performance will be formally reviewed on an annual basis. This Agreement may be cancelled by either party upon thirty (30) days' advance written notice. 8. ANNUAL RATE INCREASES Contractor will be entitled to an annual rate adjustment upon each annual anniversary of this Agreement, the amount of said increase to be approved by the City. The base for computing the adjustment shall be the Consumer Price Index for Urban Wage Earners for the San Francisco-Oakland Bay Area published by the U.S. Department of Labor, Bureau of Labor Statistics (Index) which is published for the date nearest the date of the commencement of the term of this Agreement. If the Index published nearest the anniversary date (Renewal Index) has increased over the Index for the prior year, the rates for the following year shall be established by multiplying the rates for the current year by a fraction, the numerator of which is <<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><< Page 6 the Renewal Index and the denominator of which is the Index for the preceding year. In. case shall the adjusted rates be less than the initial rates as set forth in Exhibit B. A sam ..' calculation is set forth in Exhibit C hereto. The Public Works Director shall cal9ulate the-" adjusted rate on each anniversary date of this agreement and shall provide notice to Contractor of such new rates. 9. PAYMENT TO CONTRACTOR Compensation for street sweeping shall be based on the actual number of curb miles and intersections swept and number of callout hours expended. Compensation for parking lot sweeping shall be paid on a per-month basis. Quantities submitted by Contractor for payment by City shall be according to the schedule set forth in Section 1A of this agreement. Callout hours are subject to approval by the Public Works Director or his designee. Exhibit B contains the unit prices for the performance of services pursuant to this Agreement. These shall remain in effect until modified under the provisions of Section 8 of this Agreement. Contractor shall submit invoices on a monthly basis. Payment for services rendered per the Agreement 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. 1 O. 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 the Public Works Director or his designee (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, 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. 11. NOTICE .- Any notice given under this Agreement shall be served by depositing it in the mail, postage <<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<n<< Page 7 e e.. e:. prepaid, to the addresses set forth below. Notices to the Contractor shall be addressed to: A-1 Enterprises P. O. Box 399 Pleasanton CA 94566 Notices to the City shall be addressed to: City of Dublin Public Works Department P. O. Box 2340 Dublin CA 94568 IN WITNESS WHEREOF, the parties have executed this Agreement on the day and year first above written. DATE: ATTEST: City Clerk APPROVED AS TO FORM: City Attorney DATE: CITY OF DUBLIN Mayor CONTRACTOR By: <<>><<>><<>><<>><<>><<>><<>><<>><<>><<>> <<>> <<>> <<>><<>> <<>><<>> <<>><<>> <<>><<>> <<>> <<>><<>> <<>><<>> <<>> <<>> <<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>> <<>><<>><< Page 8 EXHIBIT A CITY OF DUBLIN STREET SWEEPING SPECIFICATIONS Residential Street Sweeping Schedule (map) .- J f\ . . <<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><< Page 9 e .. .. EXHIBIT B UNIT PRICES FOR STREET SWEEPING SERVICES ITEM DESCRIPTION 1. Street Sweeping 2. Intersections 3. Callouts 4. Parking Lots UNIT OF MEASURE Curb Mile Each Hours Per Month ESTIMATED QUANTITY 4,038 676 60 12 TOTAL PRICE $71,432.22 $3,880.24 $4,500.00 $4,824.72 $84,637.18 UNIT PRICE $17.69 $5.74 $75.00 $402.06 TOTAL: Estimated number of curb miles YS. callouts is based on using callout hours to accomplish the fall leaf cleanup. The cost for parking lot sweeping shall be the cost to sweep all four parking lots once per month, extended for 12 months. <<>><<>> <<>> <<>><<>> <<>> <<>><<>> <<>><<>><<>> <<>> <<>> <<>> <<>><<>><<>><<>> <<>> <<>> <<>><<>><<>><<>> <<>> <<>><<>> <<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>> <<>><<>><<>><< Page 10 EXHIBIT C SAMPLE CALCULATION FOR ANNUAL INCREASES . Year 1 Curb mile rate of $17.00; Index at 125* Year 2 Index at 128.5 = curb mile rate of $17.48 128.5/125 x $17 = $17.48 Year 3 Index at 136.7 = curb mile rate of $18.60 136.7/128.5 x $17.48 = $18.60 Year4 Index at 140.3 = curb mile rate of $19.09 140.3/136.7 x $18.60 = $19.09 * Calculations are theoretical based on prior history. The beginning index to be used is the June, 1997 figure. .' . <<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><<>><< Page 11