HomeMy WebLinkAbout4.4 Street Sweeping Contract Amendment (6200 -36
CITY OF DUBLIN
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: November 25 , 1985
SUBJECT Street Sweeping & Litter Pick-Up Contract Amendment
EXHIBITS ATTACHED Letters from MARC Sweeping Service dated September 26,
1985 and October 28 , 1985 ; Copy of Existing Agreement ;
Resolution Amending Agreement Rate Schedule ;
Comparsion of Performance Data
RECOMMENDATION Adopt Resolution Amending the Agreement for Street
Sweeping & Litter Pick-Up Services
FINANCIAL STATEMENT: Sufficient funds are available in the 1985/86 Budget
DESCRIPTION In October of 1984, the City Council awarded a two
year contract for street sweeping and litter pick-up services . The
successful bidder was MARC Sweeping Services , which has been providing
contract services to the City since October of 1982.
The services provided by MARC Sweeping include both street sweeping and
litter pick-up. Residential streets are swept every two weeks . During the
fall when heavy leaf accumulation occurs , problem areas are swept once each
week. Commercial areas are swept once each week. MARC Sweeping also
removes trash from the City owned receptacles placed along the major
arterials . The firm uses a vacuum equipped truck for litter pick-up along
major arterials . This is most frequently required around bus stops and
against the precast wall along Village Parkway.
The initial request for a rate increase was made by MARC Sweeping Services
in a letter dated September 26, 1985 . Due to numerous equipment breakdowns
and a concern with the quality of service being provided Staff met with the
Contractor to discuss performance . As noted in the letter dated October 28 ,
1985 , the. Contractor has now purchased an upgraded machine . MCE has also
monitored the level of service provided with the new equipment and has found
it to be acceptable .
The new Tymco 600 Sweeper is larger and will require the trimming of low
hanging trees along some streets . MCE has prepared a listing and is
anticipating the work will be completed within a month. Until this work is
accomplished MARC Sweeping is utilizing a smaller machine in problem areas .
The Contractor has noted that parked cars continue to affect his ability to
sweep in residential areas . Staff has incorporated street sweeping
schedules in the Newsletter to advise residents . Staff believes that the
new equipment will allow the Contractor to more effectively meet the City' s
needs .
The Contractor has proposed an increase in the Street Sweeping rate of
approximately 10. 6% and an increase in the hourly vacuum service rate of
approximately 1 . 1%. The increased cost reflect their increase in the cost
of maintenance and dumping costs due to a higher volume of debris . It
should be noted that the proposed street sweeping rate continues to be
approximately 7. 5% less than the next lowest cost received from the second
lowest bidder- in 1984. The proposed costs continue to be very competitive .
Staff recommends that the City Council adopt the Resolution Amending the
Agreement for Street Sweeping and Litter Pick-Up Services . The performance
of the Contractor will continue to be monitored.
----------------------------------------------------------------------------
,/ COPIES TO: MARC Sweeping Service
ITEM NO. / 41
MARC SW311PING SmVTC& - 6287 Deii,herty Read, Dablix, Ca. 94568
September 26, 1985
CITT OFFICES, PUBLIC WORKS
City of Dublin
P.O. Box 2340
Dablix, Ca. 94568
Attention : Mr."Piv! S. Rankin
Admixistrative Assistant
Gentlemen :
In replt to Tour letter of Marsh 18, 1985, re%ardixd the preparation of
the Anxual Bud:et for the City of Dublix, hereunder are the prises for
the services we render :
CURRENT PRPVIOUS
Street Sweeping (per rile) 12.98 11.74
Vacaam Services (per hour) 42.80 42.33
Trash Receptacle Service 1:15 1.15
E.mergenay Call-Out (per Hour) 48.00 48.00
Please take note that we have inersased the street sweepix: axd vacuum
services due to the ox-Zoixg heavy construction in the area as well as
higher cost of equipment maixtenaxes. The prices for the other services
!?oke*er, remain the same.
For the past year, we have regularly eeordixated with the MCE Group ani
acted can aitizexs' eexplaixts as expeditiously as ?possible. Additionally, .
we have just requisitioned. far a new sweeper unit, Medel Tymes 600, which
we will take delivery of witbix October, as advised is Mr. Jake .Abetey
of the MCE Group.
Tie hope that the above ixformatiex will serve your end axd please feel
free to contact us if you have any questiexs.
Very truly Teurs,
S�dFE It SERVICE
J 4
Richard Fiquer a
Proprietor
$a: file
be: Xr. Pat Bn:•xa
ARC SWEEPING SERVICE
6287 Dougherty Road
Dublin, CA 9,4568
(415) 828-4459
October 28, 1985
CITY OFFICES
P. O. Box 2340 REC � � � � �
Dublin, California 9L568
Attention : Mr. Richard C. .Ambrose
oCT WINS
INS
City Manager (:91Y Oar
Gentlemen
This is to inform you that as of October 1, 1985, we have procured the follo-
ing additional equipment, as previously discussed
1) TYMCC 600 Mobile Sweeper, which we have evaluated as the most appro-
priate machine to service the City of Dublin in view of its bigger
capacity.
2) Airsweep machine, to augment vacuuming requiremen tt.
3) Astro Blower, for trash collection activities.
The acquisition of these equipment have been informed to your Mr. Paul Rankin
and the same were presented to Mr. Pat Burns of the MCE Group.
;de have been utilizing the above equipmen t in our weekly coverages and as
such, we feel that we have substantially improved our service to an accep-
table level through effective liaison with the MCE Group.
As mentioned in our letter of September 26, 1985 (attached), we have increased
our prices for the sweeping and vacuuming services. We hope that the said
prices will merit the consideration of the City Staff.
Very truly yours,
MARC S?.,IFEP Nn SERVICE
Richar Fi ueroa
Proprietor i
CC; file v
bc: Mr. Paul Rankin
Mr. Pat Burns
CITY OF DUBLIN
AGREEMENT FOR
STREET SWEEPING AND LITTER PICK-UP SERVICES
THIS AGREEMENT is made and entered into this day of Vl'.l• ,
1984, by and between the City of Dublin, a municip 1 corporation,
hereinafter referred to as the "City", and MARC Sweeping Services located at
• 18764 Byron Road, Tracy, California, 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
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 every other week. 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.
Page 1
(3) Intersections
Contractor shall sweep the,intersection of all major cross streets.
(4) Delays in Sweeping Schedule
In the event of inclimate 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.
b. Miles to be Swept
The total annual estimated curb miles to be swept shall be as follows:
Residential - 2500, 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.
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 employee. 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
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.
2. Center Median and Parkway Area Cleanup
The Contractor will clean those parkways and center medians identified below
of all litter and debris:
a. Locations
(1) The parkway and median of San Ramon Road between freeway route
I-580 and Amador Valley Boulevard;
(2) The parkway and median of Village Parkway between Amador
Valley Boulevard and Kimball Avenue;
Page 2
(3) The parkway and median adjacent to fenced areas only of Amador
Valley Boulevard between Village Parkway and the railroad tracks.
(4) The area in the public right of way adjacent to bus stops
along Dublin Boulevard and Village Parkway.
b. Schedule
Contractor shall clean the above described parkway and median areas whenever
requested to do so by the City Manager, provided, however, that said
cleaning shall not be on a regular sweeping day. It is estimated that
annually 300 hours of service will be required.
c. Method of Compensation
Contractor shall maintain a timelog which shall reflect the total number of
hours incurred by Contractor in cleaning the above described parkway and
median areas, and shall submit said timelog to the City with the mileage log
submitted by Contractor for sweeping services. Payment for said services
rendered shall be made on an hourly basis. Said cost shall be inclusive of
labor and equipment.
3. Street Side City Trash Receptacles 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
which the City adds in the future. Street side trash receptacles shall be
emptied on an as-needed basis and whenever requested to do so by the City
Manager. It is estimated that on an annual basis 375 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 and parkway
and center median cleanup. Payment for services rendered shall be based on
a cost per receptacle per pickup.
d. Method of Providing Litter - Pickup
The litter pick-up shall be completed using a suitable vacuum equipped
sweeper to pick up litter. This will require a sweeper operator and an
individual walking alongside the vehicle, with a vacuum attachment.
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 designate.
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.
Page 3
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-Contractors
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 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 such sub-contract
_ agreement can only be made with the approval of the City Manager. The
agreement will not be assignable in all or part, without the express written
approval of the City Manager.
8. Terms of Agreement
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. Notices
Any written notices to the parties hereto shall be sufficient if they are
deposited in the U. S. Post Office, in envelopes, postage prepaid by
registered or certified mail addressed as follows:
CITY: City Manager
City of Dublin
P. 0. Box 2340
Dublin, CA 94568
CONTRACTOR: Richard Figueroa
MARC Sweeping Service
P. 0. Box 824
Tracy, CA 95376
Page 4
10. Payment to Contractor
Payment for services rendered per the specifications will be made at the
first regular City Council Meeting following the month during which services
have beser, performed, provided that the specified reports have been submitted.
Exhibit "B" shall contain the unit prices for the performance of services
pursuant to this agreement. These shall remain in effect for the• term of the
agreement unless otherwise modified as provided for in Section 8 above.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement at
Dublin, California the day and year *inService'
.
TTEST:
City rk
i
Page 5
f •
EXHIBIT "A"
STREET SWEEPING SCHEDULE
Contra*Costa County line --
wednesday;
t
lTuesday '*"
uesday :Thursday I
: ` Sit�ercate Dr, .:, '.a -4 a»cy
..�'
/, r4. •• ..^•� .a'1•J. .C.� •L �•-• •��`i: - -'Ire •• . .
Monday`. 'Friday:' �`. .
I-580 _.
EXHIBIT "B"
UNIT PRICES FOR
STREET SWEEPING SERVICES
1. Street Sweeping (cost per curb mile) $ 11.74
2. Parkway and Median Litter Pick-up (cost per hour) $ 42.33
3 . Trash Receptacle Pick-up (cost per receptacle) $ 1.15
4 . Emergency Call-out (cost per hour) $ 48 .00
RL:',OLUTION NO. - 85
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
--------------------------------------
RESOLUTION AMENDING THE AGREEMENT FOR STREET SWEEPING AND LITTER
PICK-UP SERVICES
WHEREAS , On October 8 , 1984 the City Council awarded a
contract to provide Street Sweeping and Litter Pick-Up Services ;
and
WHEREAS , The firm of MARC Sweeping Service was awarded
a two year contract ; and
WHEREAS , The Contractor has submitted a written request
to revise the rate schedule shown as Exhibit B in the original
agreement .
NOW, THEREFORE , BE IT RESOLVED that the Agreement for
Street Sweeping and Litter Pick-Up Services , between MARC Sweeping
Services and the City of Dublin shall be amended as follows :
a. Exhibit "B" Unit Prices Effective November 1 , 1985 ,
attached hereto , shall replace Exhibit B of the adopted
agreement , and become a part of that agreement .
b . The new rate schedule shall be effective. November 1 ,
1985 , for the remaining term of the agreement .
PASSED, APPROVED AND ADOPTED this 25th day of November,
1985 .
AYES :
NOES :
ABSENT:
Mayor
ATTEST:
City Clerk
EXHIBIT "B"
UNIT PRICES EFFECTIVE
NOVEMBER 1, 19$5
1 . Street Sweeping ( cost per curb mile ) $12.9$
2 . Parkway And Median Litter Pick-Up (cost per hour) $42.80
3 . Trash Receptacle Pick-Up ( cost per receptacle ) $ 1 .15
4. Emergency Call-Out ( cost per hour) $4$ . 00
PERFORMANCE DATA
STREET SWEEPING & LITTER PICK—UP SERVICES
# Miles # Hours # Trash Bins Total
Swept Vacuum Service Emptied Annual Cos-
Fiscal year 1983/84 3 ,693 .4 213 . 5 228 $55 ,623
Fiscal year 1985/86 3 , 333 .9 335 . 5 384 $55 , 041