HomeMy WebLinkAbout4.08 Award Bid Street Sweeping Service 3�
CITY OF DUBLIN &00 -
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: September 22, 1986
SUBJECT Award of Bid for Street Sweeping Services
EXHIBITS ATTACHED Summary of Bids
Proposed Agreement
RECOMMENDATION Award the bid to A-1 Enterprises and authorize the
Mayor to execute the agreement
FINANCIAL STATEMENT: Based on the 1985/86 workload, the annualized cost is
estimated at $53,260
DESCRIPTION At the regular City Council meeting on August 25,
1986, the City Council authorized Staff to proceed with the solicitation of
formal bids for street sweeping and litter pick-up services .
On September 17, 1986, Staff received four bids for performing the service.
The City requested bids on three separate types of service; street sweeping,
emergency call-out, and trash receptacle pick-up. Based on the prior years '
workload statistics, Staff compared the cost differentials between the four
submittals (see attached Summary of Bids) . The low bidder was A-1
Enterprises of Pleasanton.
This firm Currently provides sweeping services to the City of Pleasanton and
Hacienda Business Park. Staff received favorable recommendations from their
current clients .
Staff recommends that the City Council award the bid to A-1 Enterprises and
authorize the Mayor to execute the agreement. Staff will arrange for the
transition to the new service provider effective October 1, 1986.
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COPIES TO: All Bidders
ITEM NO. v
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SUMMARY OF STREET SWEEPING AND LITTER PICK-UP BIDS
Sweeping Emergency Call-Out Trash Receptacle
(Per Curb Mile) (Per Hour) Pick-up
A-1 Enterprises $12 .75 $47.50 $1.10
MARC Sweeping Service $12. 65 $65. 00 $3 .15
Universal Sweeping $14 .17 = $50. 00 $1 .25
Services
Contra Costa Sweeper $16.75 $65. 00 $1.75
Service
'Comparison Based on 85/86 Workload
1985/86 Base Data:
Miles Sweeping - 4, 000
Hours of Emergency Call-Out - 36
# Trash Receptacles Emptied - 500
Using the data listed above and applying the rates of the four bidders, the
estimated annual cost is as shown below:
Estimated Annual Cost
A-1 Enterprises $53,260
MARC Sweeping Service $54, 515
Universal Sweeping Services $59,105
Contra Costa Sweeper Service $70, 215
CITY OF DUBLIN
AGREEMENT FOR
STREET SWEEPING AND LITTER PICK-UP SERVICES
THIS 'AGREEMENT is made and entered into this 22nd day of September 1986, by
and between the City of Dublin, a municipal corporation, hereinafter
referred to as the "CITY" , and A-1 Enterprises, 3110 Busch Road, Pleasanton,
CA 94566, hereinafter referred to as the "CONTRACTOR" .
W I T N E S S E T H
WHEREAS, the Contractor has submitted to the City a proposal to sweep the
public streets and provide litter pick-up 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 City Manager. Contractor shall
provide a sweeping plan for commercial streets, which must be approved by
the City Manager. All street sweeping shall be performed as follows :
(1) Residential Streets
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Residential streets are defined as all paved and public streets which are
not identified as commercial streets in the following paragraph. All
residential streets, including any center or median strips therein, shall be
swept twice each month on the second and fourth weeks, or the first and
third weeks, as agreed to between the City and the contractor. Exception:
the contractor shall sweep specified residential streets once every week
during the heavy leaf-fall season. The duration of the one week schedule
and streets to be included shall be determined by the City Manager or his
designee.
(2) Commercial Streets
The following streets are defined as commercial streets, and shall be swept
once every week: Amador Valley Boulevard (San Ramon Road to Village
Parkway) , Village. .Parkway (Clark Avenue to Kimball Avenue) , Regional Street
(Amador Valley ' Boulevard to southerly end) , Amador Plaza Road (Amador Valley
Boulevard to Southerly end) , San Ramon Road- (Amador Valley Boulevard to
Dublin Boulevard) , Scarlett Court (Dougherty Road to east end) , Dublin
Boulevard (Hansen Drive to Dougherty Road) . The center medians within the
limits specified shall also be swept once every week. Any portions of the
above streets which are not within the limits above shall be defined as a
residential street and shall be swept in accordance with paragraph (1)
above.
(3) Intersections
Contractor shall sweep the intersection of all major cross streets.
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(4 ) Delays in Sweeping Schedule
In the event of inclement weather, Contractor shall not be required to
perform either the regular sweeping schedule or a makeup schedule.
Contractor shall, if requested by the City Manager, sweep any streets which
become littered with storm debris. Successful bidder shall state -how
service will be provided in the event of a mechanical breakdown.
b. Estimated Miles to be Swept
The total annual estimated curb miles to be swept shall be as follows :
Residential —2700, Commercial - 1200. It is recognized that a need may
arise to increase the frequency of sweeping during the heavy leaf fall
season, and thus increase the total numbers of miles swept. In the event
that such a need does arise, Contractor shall increase the frequency of
sweeping as directed by the City Manager or his/her designee.
Any streets added to the City during the term of this agreement, either by
new construction or annexation shall be swept according to the appropriate
schedule beginning as soon as said streets -are accepted officially by the
City. The additional cost 'for sweeping these streets shall be based on the
per mile cost submitted with this bid.
The Contractor shall be capable of providing emergency sweeping outside of
scheduled hours when requested by an authorized City representative.
Contractor will be paid for a minimum of two hours when sweeping is
requested outside of the hours when Contractor is normally providing
services in the City.
C . Street Sweeping Complaints
Contractor shall, in person or by his agent, investigate any complaints
which may concern or involve the performance of this contract. Contractor
shall report to the City Manager, or his designate, on the following working
day as. to the action or procedure taken with reference to any complaints,
and when necessary, complete the citizen' s request form which will remain on
file in `the City Offices .
d. Disposal of Sweepings
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Contractor shall dispose of all refuse collected by hauling the same to
legally established refuse disposal sites, or other site approved by the
City Manager. Refuse shall not be stored on the street, but shall be loaded
into trucks or in .appropriately placed containers which shall be approved by
the City Manager. If containers are used, they shall be approved by the
City Manager. If containers are used, they shall be dumped upon completion
of the sweeping cycle.
e. Water
The Contractor shall provide, at his own expense, sufficient water for the
street sweeping equipment necessary to comply with these specifications and
assure that the curb and gutter are left in a clean condition and the amount
of dust during sweeping is kept to a minimum.
f. Equipment Operation
The sweeper shall be operated at a safe speed which will allow for maximum
debris pick-up. Recommended speeds are 3-5 mph in heavy buildup of debris
and 6-8 mph in light buildup. However, the allowable speed shall be
determined based on the precise equipment used by the successful bidder, and
determined by the City Manager or his designee.
3 . Street Side City Trash Receptacle Pick-Up
The Contractor shall empty those City owned trash receptacles which are
, located on Dublin Boulevard and Village Parkway and are marked distinctively
with the City seal : Also, metal trash receptacles along the San Ramon Road
Bike trail shall be emptied. Contractor shall also empty any receptacles
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which- the City adds" in the, "future-. - Street -side trash receptacles shall- be
emptied .on. an.. as-needed :basis and" whenever. reque s ted%_to-. do. :so-,,.by 'the City
Manager or his designee. It is estimated- that on an annual basis 750
receptacles will. be emptied.
Contractor shall maintain a timelog which will reflect the total number of
times that the receptacles are emptied, and shall submit said timelog to the
City Offices, along with the log submitted for street sweeping. Payment for
services rendered shall be based on a cost per receptacle per pickup. Cost
shall be inclusive of labor, vehicle and disposal costs and presented on a
per container basis.
4 . Supervision by -City--Manager
The Contractor shall faithfully and regularly provide service in accordance
with this agreement, the work shall be done in a prompt, thorough, lawful
and workmanlike manner, according to the provisions of this agreement.
Performance of each provision of this agreement shall be under the
supervision of the City Manager or his designee.
5. Compliance with Laws
Contractor, his agents and employees, shall comply with all laws,
ordinances, rules and regulations of the State, County, the City of Dublin,
and all governing bodies having jurisdiction applying to work done or to be
done under the agreement.
6. Insurance and Indemnification
Contractor shall assume liability and pay all costs of defense, including
legal fees and court costs, and hold the City harmless from loss, damages,
costs or expenses caused by any negligent or wrongful acts or omissions of
Contractor' s officers, employees and agents which may occur in the
performance of the term, duties and obligations of this agreement.
Contractor shall provide a certificate of insurance to the City, to be
included as part of this agreement, which will give evidence of general
liability And auto liability insurance of not less than $1, 000, 000 for
personal injury and accidental death per occurrence, and $500, 000 for
property damage per occurrence. The City shall be named as an additional
insured in any such liability insurance policy. The Contractor shall pay
all premiums for said insurance.
Contractor shall also provide City with a certificate of insurance, to be
included as part of this agreement, which will give evidence that
Contractor' s employees are covered by Worker' s Compensation Insurance.
Contractor shall provide City with a performance bond issued by a corporate
surety, naming City as obligee, in an amount equal to the estimated street
sweeping charges for a one month period as determined by the City Manager.
Said performance bond shall be included as part of the agreement with the
City.
All certificates of insurance .and performance bonds which are part of the
agreement with City shall be approved by the City Manager and City Attorney
as to form and content.
7 . Sub-Cgntractors
The name, background and experience of any and every firm to which any work
... outlined in these specifications is to be sub-contracted by the person or
firm to which the prime agreement is awarded, must be submitted to the City
Manager for his approval . Unless a *subcontract is approved in writing, by
the City Manager, the holder of the prime agreement must do all the work
outlined in these specifications, using his own equipment and personnel . It
must be clearly understood that the holder of the prime agreement,
irrespective of any approved sub-contract, will be held entirely responsible
for the quality and quantity of work done under the terms of the agreement.
No sub-contract to do any work outlined in' these specifications is to run
longer than the term of the agreement, and the extension or renewal of any
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such -sub-contract agreement can only be. made .with: the.: approval , of the City
Manaiger: The agreement will>. note ber assignable in'°°.al l.:.or part'; withbut -,the'
express written approval of the City Manager.
8. Terms of Agreement
Contractor agrees to begin providing service on October 1, 1986. This
agreement shall be for a two (2 ) year period from the date of execution by
both the Contractor and the City. Sixty days prior to the second year the
Contractor shall have an option to submit any proposed rate changes, which
must be agreed to in writing by both parites. This contract may be
cancelled by either party upon thirty (30) days advance written notice.
9 . Bidder's Guarantee
All bids shall be accompanied by a certified check, cashier' s check or
bidder' s bond in the amount of one thousand dollars ( $1, 000) . If not in the
form of lawful money, such bond will require approval of the City Attorney
before acceptance of the bid.
10. Payment to Contractor
Payment for services rendered per the specifications will be made within 20
days following the month during which services have been performed, provided
that the specified reports and invoices have been submitted in a timely
manner. Exhibit "B" shall contain the unit prices for the performance of
services pursuant to the agreement. These shall remain in effect for the
term of the agreement unless modified as provided for in Section 8 or Section
10 .
11 . Penalties For Not Meeting Terms
The contract entered into with the successful bidder shall have provisions
for financial penalties when the specifications of the contract are not met.
Cause for penalties may include but are not limited to:
a. Operation of sweeper without using sufficient water to control
dust.
b. Operation of sweeper exceeding the stated speed limits for
operation.
C. Missing scheduled sweeping days without providing prior notice
to City representatives (excluding inclement weather) .
When observed violating the specifications on the first occurrence, the
contractor will be notified in writing. Contractor shall respond within
seven days with a written plan stating how compliance will be obtained.
If the Contractor violates the same specification a second time, City shall
have the right to withhold payment of up to one times the cost of service
which was scheduled for that day.
If the Contractor violates the same specification three or more times, City
shall have the right to withhold payment of up to two times the cost of
service which was scheduled for that day for each violation.
The amount of penalty shall be determined by- the City Manager. Repeated or
numerous violations of the contract specifications shall be grounds for the
' termination of the contract.
City of Dublin, Mayor
ATTEST:
City Cler
A-1 Enterprises
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E X H I B I T A
CITY OF DUBLIN
STREET SWEEPING SPECIFICATIONS
"Residential Street Sweeping Schedule"
Contra Costa County
City of Dublin
Wednesday
Tuesday o Thursday
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Amador
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Monday
1-580
EXHIBIT B
UNIT PRICES FOR STREET SWEEPING SERVICES
1. Street Sweeping (cost per curb miles) $12 .75
2. Emergency Call-Out (cost per hour) $47 .50
3 . Trash Receptacle Pick-up (cost per receptacle) $ 1.10
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