HomeMy WebLinkAbout4.07 Issue RFP Street Sweeping CITY OF DUBLIN
AGENDA STATEMENT
City Council Meeting Date: March 9, 1992
SUBJECT: Authorization to Waive Competitive Bid Requirement and
to Issue Request for Proposal (RFP) for Street
Sweeping, Parking Lot Sweeping, and Litter Pickup
Services
Report by: Public Works Director Lee Thompson
EXHIBITS ATTACHED: 1) Draft RFP
2) Draft Agreement
RECOMMENDATION: pprove waiver of competitive bid requirement and
\ authorize Staff to issue RFP for street sweeping and
litter pickup services.
FINANCIAL STATEMENT: The estimated annual cost for street sweeping, parking
lot sweeping, and litter pickup services for FY 1991-
92 is $68,100. Staff would anticipate that the cost
of these services for FY 1992-93 would increase a
small amount due to inflation and an increase in the
number of curb miles.
DESCRIPTION: The current contract with A-1 Enterprises for Street
Sweeping, Parking Lot Sweeping, and Litter Pickup services expires June 30, 1992.
Section 2.36.050A(9) of the City's Municipal Code provides that waiver of the
competitive bid process for street sweeping, as well as contracts over $5,000, must
be authorized by the City Council. The Public Contract Code additionally states
that street sweeping is not a public project and therefore need not be formally bid.
The proposed five-year contract provides for the following services:
■ Residential area street sweeping - twice monthly except during the heavy
leaf fall season when extra service is provided
Commercial area street sweeping - weekly
■ Emergency callout service - as needed
■ Pickup of litter from trash cans in the downtown area and along the San
Ramon Road bike path - weekly except during the holiday season when
service is doubled in the downtown area
■ Parking lot sweeping at the Civic Center, Shannon Center, Dublin Sports
Grounds, and Alamo Creek Park - twice monthly
Staff has previously investigated the possibility of providing this service in-house
similar to the City of San Ramon and Town of Danville; however, the capital outlay
and maintenance required for the equipment and the personnel costs involved would be
prohibitive when compared with the small number of curb miles needed to be swept.
It is proposed that the contract for sweeping and litter pickup services not be
awarded strictly on the basis of lowest price but that factors such as proximity to
Dublin, response time for emergency callouts, staffing and available equipment, and
willingness to work with Staff and the public be considered as well. The sweeping
contractor is required to interface directly with the public and to respond
personally to service requests. While Staff is interested in obtaining a
competitive price for the work, quality and expediency of performance is also
important.
Staff recommends that the City Council approve waiver of the competitive bid
requirement and authorize Staff to issue an RFP to interested potential providers.
a: (contracts)\sweeping\agstrfp
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ITEM NO. COPIES TO: CITY C L E R K
FILE
REQUEST FOR PROPOSAL
STREET SWEEPING, PARKING LOT SWEEPING,
AND LITTER PICKUP SERVICES
The City of Dublin is seeking proposals for a contract which includes street sweeping,
parking lot sweeping, and litter pickup services. A description of the services to be
performed is as follows:
STREET SWEEPING: Residential area sweeping to be performed twice monthly, except
during the heavy leaf fall season when additional service may be performed as directed by
the Public Works Director. Commercial area sweeping to be performed weekly. Emergency
callout service to be available on an as-needed basis.
PARKING LOT SWEEPING: To be performed twice monthly at each of the following public
parking lots:
Civic Center - 100 Civic Plaza
Shannon Park/Community Center - 11600 Shannon Avenue
Dublin Sports Grounds - Dublin Blvd. adjacent to Civic Center
Alamo Creek Park - Dougherty Road and Willow Creek Drive
LITTER PICKUP: To be performed weekly except that extra service may be required
during the December shopping season and when other special downtown events are held. The
City has a total of 17 trash receptacles in the downtown area and along the San Ramon Road
bike path.
Additional information regarding-scheduling, .-quantities, - requirements, compensation, and'"
so forth, is included in the draft agreement attached to this Request for Proposal.
The City proposes to award one five year contract for all of the above services. The
award will not be made strictly on the basis of lowest price quoted. Consideration will
be given to the following factors: proximity to the City of Dublin, response time for
emergency callouts, location of nearest dump site, staffing, available equipment,
references, and willingness to work with City Staff and the public.
If you are interested in providing a proposal for these services, please complete the
attached forms in their entirety and return them in a sealed envelope to the City of
Dublin Public Works Department, 100 Civic Plaza, Dublin, California 94568, no later than
3:00 p.m. on Friday. March 27, 19.92. Envelopes should be clearly marked "PROPOSAL FOR
STREET SWEEPING, PARKING LOT SWEEPING, AND LITTER PICKUP SERVICES. " Proposals received
after that time will not be considered. The contents of the proposals will be available
to the public at that time; however, a decision will not be made until proposals have been
thoroughly reviewed and references checked.
If you have any questions regarding this RFP or the contract, please contact Ginger
Russell, Administrative Aide, at (510) 833-6630.
N y:
Page 1 of 4 r" _
'Ma
PROPOSAL
FOR STREET SWEEPING, PARKING LOT SWEEPING,
AND LITTER PICKUP SERVICES
NAME OF COMPANY:
BUSINESS ADDRESS:
TELEPHONE NO. ( )
LOCATION WHERE EQUIPMENT IS KEPT, IF DIFFERENT FROM ABOVE:
1. LIST THE QUANTITY AND TYPE OF EQUIPMENT AVAILABLE FOR PERFORMANCE OF THIS CONTRACT.
IDENTIFY WHICH VEHICLES WOULD BE USED AS PRIMARY SERVICE VEHICLES AND WHICH (IF ANY)
WOULD BE USED AS BACKUP.
IF YOU DID NOT LIST ANY BACKUP EQUIPMENT ABOVE, PLEASE EXPLAIN HOW YOU WOULD PROVIDE
SERVICE IN THE EVENT OF A MECHANICAL FAILURE:
2. LIST AND QUANTIFY THE PERSONNEL (BY JOB TITLE) THAT WOULD BE DIRECTLY INVOLVED IN
THIS CONTRACT. INCLUDE SUPERVISORY PERSONNEL, OFFICE PERSONNEL, AND DRIVERS. EXPLAIN
HOW YOU WOULD CONTINUE TO PROVIDE SERVICE IN THE EVENT OF ILLNESS OR VACATIONS.
Page 2 of 4
PLEASE DESCRIBE THE SCREENING PROCESS USED IN THE SELECTION OF DRIVERS:
3. PROVIDE AN ESTIMATED TIME OF ARRIVAL (ETA) - IN NUMBER OF HOURS - FOR EMERGENCY
CALLOUTS (FROM TIME OF NOTIFICATION BY THE CITY TO THE OPERATOR'S ARRIVAL AT THE SCENE) .
WORKING HOURS (8:00 A.M. TO 5:00 P.M. )
AFTER HOURS:
4. IDENTIFY THE DUMP SITE TO BE USED DURING PERFORMANCE OF THE REGULAR SWEEPING
SCHEDULE.
5. IF A PORTION OF THIS CONTRACT IS PROPOSED TO BE PERFORMED BY SUBCONTRACTORS, PLEASE
IDENTIFY THE SUBCONTRACTOR(S) AND WHAT PART OF THE CONTRACT THEY WILL BE PERFORMING.
6. REFERENCES: PLEASE LIST THREE SIMILAR CONTRACTS YOU ARE CURRENTLY PERFORMING OR -HAVE
PERFORMED WITHIN THE LAST 'TWO YEARS* ,.
IF YOU HAVE HAD NO�OTHER PUBLIC AGENCY CONTRACTS
PLEASE LIST THE MOST COMPARABLE. REFERENCES MUST INCLUDE THE NAME OF A CONTACT PERSON AND
A TELEPHONE NUMBER.
a.
b.
C.
Page 3 of 4
PROPOSED COST OF SERVICE
ESTIMATED EST TOTAL
SERVICE ANNUAL QTY UNIT UNIT COST ANNUAL COST
RESIDENTIAL/COMMERCIAL
STREET SWEEPING 3,650 CURB MI. $ $
INTERSECTION SWEEPING* 624 EACH $ $
TRASH RECEPTACLE PICKUP 1,152 EACH $ $
EMERGENCY CALLOUT* 60 HOURS $ $
PARKING LOT SWEEPING 12 PER MO. $ $
TOTAL ESTIMATED ANNUAL COST: $
IF YOUR CALLOUT RATE ASSUMES A MINIMUM NUMBER OF HOURS, PLEASE INDICATE THE MINIMUM IN THE
FOLLOWING SPACE: IF NO MINIMUM IS LISTED, THE CITY WILL ASSUME A
MINIMUM OF ONE HOUR.
* Note: The current contract provides for commercial intersection sweeping as a separate
item from the curb mile item... .There are 12 commercial -intersections. See Section 1A(3)
of the draft agreement.
SIGNATURE:
TITLE:
Page 4 of 4
CITY OF DUBLIN
AGREEMENT
FOR STREET SWEEPING, PARKING LOT SWEEPING, AND LITTER PICKUP SERVICES
THIS AGREEMENT is made and entered into this day of , 1992, 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, 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 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 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. 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 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 full weeks, or the first and third full
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weeks, 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
for the purpose of this contract: Dublin Boulevard (westerly of Silvergate Drive) ,
Dublin Court, Sierra Lane, Sierra Court, Civic Plaza, 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.
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 (Dougherty Road to easterly end) , Dublin Boulevard (Silvergate Drive to
easterly end) , Dougherty Road (I-580 to Northerly City Limit) , Clark Avenue
(southerly 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 major
cross streets according to the same schedule as commercial streets:
Dublin Boulevard/Dougherty Road Dublin Boulevard/Dublin Court
Dublin Boulevard/Sierra Court Dublin Boulevard/Village Parkway
Dublin Boulevard/Amador Plaza Road Dublin Boulevard/Golden Gate Drive
Dublin Boulevard/Regional Street Dublin Boulevard/San Ramon Road
San Ramon Road/Amador Valley Blvd. Amador Valley Blvd./Regional Street
Amador Valley Blvd./Village Pkwy. Amador Valley Blvd./Dougherty Road
4) Parking Lots
The following City parking lots shall be swept on a twice-monthly basis
during the same weeks as the residential sweep:
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
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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) Emergency 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 callout service. The response time for emergency callouts shall
conform to the estimated time of arrival 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) 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:
(Language to be inserted after contractor has been selected)
B. Estimated Miles to be Swent
The total annual estimated curb miles to be swept shall be as follows:
Residential: 2,500
Commercial: 1,141
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
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additional cost for sweeping these streets shall be based on the per mile cost set
forth in Exhibit B.
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 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
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 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 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. STREET SIDE TRASH RECEPTACLE PICK-UP
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 also metal trash receptacles along the San Ramon Road bike trail.
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Contractor shall also empty any street-side 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. The log shall be available for inspection by the Public
Works Director or his designee. 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, as set forth in Exhibit B.
3. 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 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, and the City of Dublin, and all governing
bodies having jurisdiction applying to work done or to be done under this 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 Workers' 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.
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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.
6. BUSINESS LICENSE
Contractor shall obtain and keep current a City of Dublin Business License.
7. 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.
8. TERM OF AGREEMENT
This Agreement will be for a five (5) year period from the date of execution by both
the Contractor and the City. 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.
9. 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.
10. 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
trash receptacle pickup shall be based on the actual number of receptacles emptied.
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 IA of this agreement. Callout hours are subject to
approval by the Public Works Director or his designee. Exhibit B contains the unit
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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.
11. 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.
12. NOTICE
Any notice given under this Agreement shall be served by depositing it in the mail,
postage prepaid, to the addresses set forth below.
Notices to the Contractor shall be addressed to:
Notices to the City shall be addressed to:
City of Dublin
Public Works Department
P. 0. Box 2340
Dublin CA 94568
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IN WITNESS WHEREOF, the parties have executed this Agreement on the day and
year first above written.
DATE: CITY OF DUBLIN
Mayor
ATTEST:
City Clerk
APPROVED AS TO FORM:
City Attorney
DATE: (Contractor)
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EXHIBIT A
CITY OF DUBLIN
STREET SWEEPING SPECIFICATIONS
"Residential Street Sweeping Schedule"
Contra Costa Counry
G t y of Dublin
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EXHIBIT B
UNIT PRICES FOR STREET SWEEPING SERVICES
ITEM DESCRIPTION UNIT OF ESTIMATED UNIT TOTAL
MEASURE QUANTITY PRICE PRICE
1. Street Sweeping Curb Mile 3,650
2. Intersection Sweeping Each 624
3. Trash Receptacle
Pickup Each 1,152
4. Emergency Callout Hours 60
5. Parking Lot Sweeping Per Month 12
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