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HomeMy WebLinkAbout8.1 MCEAmndAgrmnt CITY OF DUBLIN AGENDA STATEMENT C~TY COUNCIL MEETING DATE: September 9, 1985 SUBJECT : Public Works Contract Evaluation and Amendment to Agreement EXHIBITS ATTACHED : 1. RECOMMENDATION Memorandum from City Manager dated August 27, 1985. Agreement Attachment I, Revised Schedule of Work (1985-86). Service Request Summary, Fiscal Year 1984-85. MCE Evaluation Discuss Performance of MCE. Authorize amendment to agreement of Attachment I Revised Schedule of Work Fiscal Year 1985-86. FINANCIAL STATEMENT: Total expenditures under the contract are estimated at $375,700. Sufficient funds have been budgeted. DESCRIPTION : In accordance with established practice as well as the City's Agreement with MCE Corporation, the City Manager's office has undertaken an evaluation of MCE Corporation's performance during Fiscal Year 1984-85, (see attached). MCE Corporation performs as the City's prime Public Works contractor. ITEM NO. ~' % COPIES TO: MCE Corporation Item 8. 1 Exhibit #1 Missing Memorandum from City Manager dated August 27, 1985 MEMORANDUM TO: FROM: SUBJECT~ DATE: City Council City Manager Public Works Services Contract Evaluation & Agreement August 22, 1985 Due to the large number of items that are included in the agenda for the meeting on August 26, 1985, there was not sufficient time to complete the Staff Report regarding the evaluation today. This report will be completed and delivered to you on Friday. ITEM NO. COPIES TO: MEMORANDUM TO: City Council FROM: City Manager SUBJECT: Public Works Contract Evaluation DATE: September 5, 1985 In June, 1984, the City entered into a three (3) year agreement with MCE Corporation to perform street maintenance and other public works responsibilities. As is the case with other service providers, an evaluation of the services provided by MCE during Fiscal Year 1984-85 has been prepared. As a way of background, the City of Dublin's Public Works Services are provided as follows: MCE Corporation Street Repair Drainage Maintenance Storm Patrol & Clean-up Curbs, Gutters & Sidewalks (Temporary or Emergency Repairs) Sign Repair & Installation Striping & Marking Guardrail Repair Weed Control Bike Path Maintenance Public Works Supervision Street Tree Maintenance Landscape Maintenance County of Alameda Traffic Sig:~l Repair & Maintenance Crossing Guards Marc Sweeping Service Street Sweeping Litter Pick-up (Vacuuming & Emptying City-owned Trash Receptacles) 1984-85 Costs Shown below are the MCE Corporation contract costs (unaudited) for Fiscal Year 1984-85 identified by activity: Activity Street Repair Drainage Maintenance Storm Patrol & Clean-up Curbs, Gutters & Sidewalks Sign Repair & Installation Striping & Marking Guardrail Repair Weed Control Bike Path Maintenance Public Works Supervision Street Tree Maintenance Street Landscape Maintenance Special Projects Capital Outlay Total MCE Conract Costs 1984-85 Cost $ 71,660 21,897 1,528 1,434 7,995 16,722 3,087 4,672 8,665 35,719 19,003 38,194 1,697 715 $232,988 Page I The above costs taken as a group were below the 1984-85 budget. On an individual activity basis, the following activities exceeded the amount available in the 1984-85 budget: Guardrail Repair Public Works Supervision Street Landscape Maintenance Capital Outlay Amount Over Budget $1,586 (106%) 1,719 ( 5%) 6,194 (19%) 219 (15%) Guardrail Repair ~ This item exceeded the amount budgeted because of more auto collisions than anticipated. Of the $3,087 that was expended for this activity, the entire amount was recovered by the City from the motorists that damaged the guardrail. Public Works S~pervision More hours were required than anticipated for start-up of the local publi works office. ~ Street Landscape Maintenance This activity exceeded budget due for the following reasons: 1. Additional work hours were required during May and June because of Weed Abatement work which was ordered by the Fire Department. 2. Increase in disposal fees. 3. Repair of Village Parkway/Tamarack Wall. Capital Outlay This activity exceeded budget because of the need to purchase additional barricades to handle hazardous spills and other emergency road work. Work Performed For the first time since incorporation, the City has been provided with a good picture of the work performed for the City under a public works contract. As you may recall, the County of Alameda did not provided the City with workload and performance data under its contract with the City prior to last Fiscal Year. During Fiscal Year 1984-85, MCE Corporation and its subcontractors performed numerous public works services for the City. Shown below is the actual workload data for Fiscal Year 1984-85 and proposed work for 1985-86. Workload Measure Pothole Patching Remove & Replace Asphalt Asphalt Leveling Catch Basins Cleaned Ditch Repairs Replace Sidewalk (Emergency Only) Storm Patrol & Leaf Pick-Up Install New Signs Repair Signs Guardrail Repair Weed Control Bike Path Asphalt Repairs Trees Watered Tress Trimmed Trees Removed Trees Sprayed Tree/Brush Cutting Actual Estimated 1984-85 1985-86 22 Tons 22,325 Sq. Ft. 33.3 Tons 72 ea. 517 Man Hours 275 Sq. Ft. 63 Man Hours 58 ea. 100 ea. ** 120 L.F. 36 Acres 50 Tons 9 ea. 161 ea. 2 ea. 33 ea. 200 Man Hours 30 Tons 42,400 Sq. Ft.* 100 Tons* 108 ea. 192 Man Hours 800 Sq. Ft. 520 Man Hours 65 ea. 260 ea. 200 L.F. 48 Acres 10 Tons 400 ea. 380 ea. 5 ea. 50 ea. 328 Man Hours Page 2 Actual 1984-85 Estimated 1985-86 Landscape Maintenance Paint Striping Pavement Markings Crosswalk Painting Contract Administration 1,880 Man Hours 7.3 Miles 315 ea. 13,250 Sq. Ft. 1,144 Man Hours 2,496 Man Hours 15 Miles* 500 ea.* 15,000 Sq. Ft.* 1,270 Man Hours * Includes work performed by other contractors through competitive bid. ** Includes 5 months of work performed by MCE. ' In addition, to the work identified above, a total of 216 service requests were handled by MCE. On the average, work associated with these service requests averaged 3.77 days to complete. Those service requests which required immediate attention, were for the most part handled the same day. At the request of the City Manager, MCE also provide services associated with special City events including the St. Patrick's Day festivities and the lighting of the living tree in front of the Dublin Library. The City Manager's office also worked with MCE Corporation during th~ year in developing emergency call-out procedures; as well as a service request system which will assist the City evaluating contract services performed during Fiscal Year 1985-86. Evaluation In reviewing MCE Corporation's performance during Fiscal Year 1984-85, there are several areas which should be improved upon during 1985-86. The Contract states that the Contractor shall provide the City with a work schedule on a monthly basis in advance of the work being performed. This schedule should indicate the work to be performed and t~e estimated cost of performing the work. During Fiscal Year 1984-85, this schedule was provided on an infrequent basis, and usually only when major maintenance projects were undertaken. It should be pointed out that there was a great deal of informal communication between the Contractor and the City Manager's Office on a daily basis regarding work being performed. Nonetheless, during Fiscal Year 1985-86 written reports should be provided on a regular basis. The Contract provides that the Contractor shall provide the City with a monthly report summarizing the work to be accomplished. During Fiscal Year 1984-85 the Contractor provided the City with Nine (9) reports. Once again, these reports should be provided on a regular basis. It should be noted, that the Contractor has kept good records of work perfomed, enabling the City to associate the amount of work perfomed by the Contractor, with corresponding costs. The Maintenance Superintendent should regularly inspect City streets and report deficiencies to the City Manager's Office on a monthly basis as part of the monthly report discussed in Paragraph 1 above. It is the assessment of the City Manager, that the deficiencies noted above are outweighed by the positive contributions that MCE Corporation has made during 1984-85. These include the following: MCE Corporation has provided an excellent liaison with city Staff by keeping Staff informed of public works activities, problems, etc. MCE Corporation in nearly all cases has been an excellent representative of the City with residents of the City. I have received several phone calls from residents who have been pleased with the helpfulness of MCE Corporation representatives, especially the Maintenance Superintendent. MCE Corporation has responded quickly to requests for service both from residents and City Officials. Page 3 During Fiscal Year 1984-85 the City had several spills on City streets. MCE Corporation representatives worked quickly and effectively with representatives of the City Manager's Office and Police Department in minimizing hazards to the public and assisting in providing effective traffic control. MCE Corporation's ability ~o respond to future emergencies will be greatly enhanced with the construction of the Corporation Yard at the end of Scarlett Court. 5. The level of inspection of City streets is much better than was provided by Alameda County. ' ! 6. During 1984-85 a much higher level of public works services was provided to the City than in previous years. As part of the evaluation process, MCE Corporation undertook its own evaluation of its services. A copy of this evaluation along with the service request summary for Fiscal Year 1984-85 is attached. Proposed 1985-86 Services The proposed level of service for Fiscal Year 1985-86 was reviewed and approved by the City Council as part of the 1985-86 Annual Budget Hearing. The proposed schedule of work identified in Attachment I sets forth the dollar amount approved by the City Council for each public works activity. Attachment I also includes the proposed unit prices and time and material rates proposed by MCE Corporation for Fiscal Year 1985-86. Shown below is a comparison of the proposed unit price rates, to those rates charged to the City in 1984-85, where comparable. Street RepaiK Remove & Replace Ashphalt Asphalt Leveling/Overlay t984-85 $ 3.00/Sq. Ft. $60.00/Ton Proposed 1985-86 $ 3.25/Sq. Ft. $90.00/Ton Drainage Maintenance Repair Culvert Flushing Regular Time Overtime $ 95.00/Hour $125.00/Hour $137.50/Hour $1 54.00/Hour Curb~ Gutter & Sidewalk Replace Sidewalk Replace Driveway Curb & Gutter Saw Cutting $ 4.75/Sq. Ft. $ 5.75/Sq. Ft. $ 17.25/Sq. Ft. $ 1.70/L.F. $ 6.00/Sq. Ft. $ 7.00/Sq. Ft. $ 18.00/Sq. Ft $ 2.00/L.F. Striping & Marking 4" Broken Line 4" Solid Line Edgeline Centerline 6" Bike Lane 8" Solid Turn Lane Line Double Yellow Line 12" Crosswalk 12" Limit Bar Pavement Letters Pavement Arrows Curb Painting $ 0.030/L.F. $ 0.085/L.F. $ 0.116/L.F. $ 0.164/L.F. $ 0.186/L.F. $ 0.286/L.F. $ 0.286/L.F. $ 2.93 ea. $ 5.54 ea. $ 0.275/L.F. $ 0.030/L.F 0.044/L.F. '0.055/L.F. 0.116/L.F. 0.148/L.F. 0.165/L.F. 0.33/L.F. 0.38/L.F. 3.30 ea. 8.25 ea. 0.44/L.F. Chemical Weed Control Weed Spraying Medians Weed Spraying Right-of-Ways $125.00/Acre $125.00/Acre $100.00/Acre $110.00/Acre Page 4 Street Tree Maintenance Tree Trimming (less than 30' tall) $ 50.00/Tree $ 38.50/Tree Tree Trimming (over 30' tall) $100.00/Tree $ 62.40/Tree ~ Some unit prices identified in Attachment I are not shown in the comparison above, because there were no rates quoted for those items in 1984-85. The average increase for items under Street Repair is 29.2%. This increase is due to the small volume of work handled by MCE. Most work is provided by other contractors through competitive bid. ~ The proposed rates for culvert flushing have increased on the average 34.0%. This represents an increase in MCE subcontractor's rates. Curb, Gutter & Sidewalk rates have increased on the average 20.4%. . This is indicative of the small volume of work which is done by MCE on an as-needed basis. Most sidewalk repair is done through competitive bid as a capital project. Striping & Marking rates are proposed to increase on the average 0.18%. This represents a more accurate bid on the part of the MCE subcontractor. As indicated above the cost of some types of Striping and Marking work has actually decreased or remained the same, while other types of work have increased. Weed Control rates have decreased 16% due to the design of a program by the bidder which is more specifically suited to Dublin's needs. Street Tree Trimming rates have decreased for most work that the City will undertake. However, the rate of decrease is variable depending on the size of the tree. MCE received very competitive bids from subcontractors this year. Time and Material rates have increased because MCE Corporation must pay prevailing wages on most categories. However, only 10% of the contract is affected by these increases. The Landscape Laborer rates were not increased and are within the Prevailing Wage Guidelines. MCE Corporation has also proposed an increase of 6..9% for the Maintenance Superintendent (Contract Manager) and increase from 15% to 20% in its overhead rate applied to work actually performed by MCE personnel. MCE has indicated that this increase is necessary in order to remain profitable. Based on the overall high level of service provided by MCE, it is recommended that the City Council amend its agreement with MCE Corporation by adding Attachment I, Revised Schedule of Work Fiscal Year 1985-86 to the Agreement. Page 5 ANNUAL STREET MAINTENANCE AGREEMENT This Agreement is made and entered into this 29th day of June , 1984 by and between THE CITY OF DUBLIN, a municipal corporation ("City"), and MCE CORPORATION ("Contractor"), a California corporation. PURPOSE; The City has elected to perform its street maintenance and related activities as set forth in Attachment 1 of this document, using private contractors. The Contractor has agreed to arrange for and supervise the performance of the work and the City has agreed to retain the Contractor for such purposes, in accordance with the terms and provisions of this Agreement. In consideration of the stipulations hereinafter set forth and the fee structures put forth in Attachment 1 hereto, the City and the Contractor agree as follows: 1. Scope of Work: The City hereby retains and engages the Contractor to arrange for, supervise and manage the performance of the work described in the Schedule of Work, which is attached hereto (Attachment 1) and as otherwise specified in this agreement. Also such additional work, herein referred to as "Additional Work" as is called for in this Agreement. The Contractor agrees as follows~ (a) to undertake on behalf of the City, the direct responsibility for the performance of the Work in accordance with this Agreement; (b) to provide directly, or through subcontractors or as otherwise permitted by this Agreement all labor, materials and supervision necessary for the proper performance of the Work in accordance with this Agreement; (c) to furnish a Contract Manager to provide the necessary liaison with the City Staff and the required coordination of workmen and materials in the performance of the Work; (d) to comply with all laws, ordinances, rules, regulations, and requirements of governmental authorities, Federal, State and Local, pertaining to the performance of the Work; (e) to perform the WorK, to contract for its performance and to supervise its performance in a good and workmanlike manner and in the most expeditious cost effective manner consistent with first-class quality; (f) to do and perform all activities necessary and incidental to the orderly performance of the Work. 2. Date of Commencement: The contractor shall commence the Work on July 1, 1984 and shall maintain all permits and licenses within the duration of this Agrement. 3. Duration of Contract: This contract shall extend for a period of three (3) years from the date of commencement. This Agreement may, however, be terminated by either party at the end of any contract year upon 90 days written notice prior to the end of that contract year. 4. Adjustments to Contract Prices and Work Quantity; No later than April 1st, the Contractor will submit to the City for the coming contract year a proposed revised Schedule of Work which will set forth a Work Plan in terms of types and quantities of work to be perforlned as well as unit prices and/or estimated annual expenditure amounts as appropriate. Upon written approval of both parties, the "Schedule of Work" may be amended on an annual basis, becoming effective July 1st. 5. Schedule of Work: The Schedule of Work (Attachment 1) sets forth an annual plan describing (a) the type of work to be performed, (b) the esti]nated annual quantities for each type of work, (c) Unit Prices for each type of work where applicable, (d) hourly rates for activities performed on a "Time and Materials" basis. Page 1 The Contractor will schedule and perform the work as provided herein. On a monthly basis, the Contractor shall provide a work schedule for the following month. This schedule shall detail the work to be performed and the estimated cost. The schedule shall be approved or modified by the City Manager or his designee. The City Manager at his discretion may recommend that projects of a large scope be approved by the Council for competitive bid. Contractor shall be entitled to participate in the bid process. If, in the Contractor's judgment, modifications are necessary to the estimated annua~, expenditures, the Contractor shall notify the City Manager. The Contractor, however, may not exceed the planned annual expenditure amounts without first obtaining the written approval of the City Manager, unless an emergency situation exists. An emergency situation is hereby defined as one which endangers the public safety or public property, and where it is either impossible or impractical to obtain City Manager approval before proceeding with the Work. In such cases, the Contractor will proceed with the work to the extent necessary to relieve said danger and shall specifically inform the City Manager of all work activities accomplished. The Contractor will bill the City per work item as set forth in Attachment 1 and in the manner as provided herein. 6. Additional Work: It is anticipated that the majority of the Contractor's work will be per the Schedule of Work, (Attachment 1) which will be performed on a routine basis and in accordance with a monthly schedule provided to the City Manager. However, as a result of unforeseen circumstances, or unanticipated work requirements, it may be necessary for the Contractor to perform Additional Work. Additional Work is defined as work that is of a unique nature, beyond the scope of the work program and not included in the Schedule of Work. If the need for Additional Work is identified by the Contractor, such need will be brought to the attention of the City Manager or his designee inclusive of estimated quantities and lump sum pricing for the work. No Additional Work will be undertaken without the approval of the City Manager. The Contractor will bill the Cisy for Additional Work in the manner as provided herein. 7. Contract Amount and Prices~ The total estimated annual Contract Amount shall be the sum of the planned annual expenditure amounts listed in the Schedule of Work. The actual amount paid to the Contractor will be based on the amount of work performed according to the costs outlined in Attachment 1 and any subsequent "Additional Work" approved by the City. Work items per the "Schedule of Work" will be billed on a unit price basis or otherwise set forth in said schedule. Each type of work has been assigned, when appropriate, a specific Work Measurement Unit, by which the work is measured. (For example, the Work Measurement Unit for Paint 12" Crosswalks/Stop Bars is "Linear Feet" painted.) Unit Pricing is expressed in terms of Dollars per Work Measurement Unit, for each item of work. For Work listed as "Time and Materials" (T & M), the City will be billed on the basis of actual costs to the Contractor plus a percentage fee to cover management costs. Additional Work will be billed on the basis mutually agreed to by the Contractor and the City at the time said Work is incorporated into the annual maintenance program. 8. Project Supervision~ The Contractor shall furnish a Contract Manager to assume full responsibility for day-to-day maintenance operations, insuring that resources required to successfully complete the project are applied in a 'timely manner. In addition to providing the necessary liaison with the City, the Contract Manager shall be responsible for: (1) inspections of the City streets and related facilities to identify and record specific work needs shall be completed at a frequency to be determined by the City Manager, (2) contacting City residents on the City's behalf to discuss and resolve maintenance problems or to respond to any Page 2 related concerns (3) developing monthly work schedules and reports for review by City staff (4) scheduling, supervision and control of work performed by Contractor employees and subcontractors (5) preparation and coordination of emergency call-out procedures to provide for emergency response and (6) additional Contractor related responsibilities including directing the inspection of storm drain facilities and other tasks as requested by City. For the above services, the City will be billed on a time and materials basis in the manner provided by Article 6. City shall provide an office for conducting the duties of the contract manager in accordance with this agreement, and shall provide necessary furnishings, telephones, and service request forms. 9. Work Scheduling Procedures: To the extent possible, it is the intent of this Agreement that the Work be performed on a scheduled, orderly basis. The Contractor will prepare monthly work schedules and review them with the City Manager. These schedules will represent specific work needs identified as the result of the Contractor's recommendations and requests from the City Manager or his designee. Emphasis will be placed on identifying needs to insure proper timing of work (for example, ditches should be scheduled for cleaning before winter rains). The Contractor will comply with reasonable requests of the City Manager as to preferred locations for various types of work. The Contractor will provide, and the City will use, a service request form to insure that complete information is obtained on work needs and requests for service. 10. Protection of Work and Public: The Contractor shall take all necessary measures to protect the work and prevent accidents during any and all phases of work. He shall provide and maintain all necessary barriers, guards, watchmen, and/or signs during maintenance procedures. The Contractor will provide at his own expense, all the advance signing and barricading and also signs, barricades, flashers, and other necessary facilities for the protection of the public within the limits of the maintenance area while maintenance activities are proceeding. 11. Work Reporting Procedures: The Contractor shall submit a weekly report at the request of the City Manager. Reports will be inclusive of the following: ® Locations of Work ® Work Activities Performed ® Units of Work Accomplished Monthly Summary Reports shall be submitted to the City Manager by the Contractor on or before the 10th day of the month summarizing work activities for the previous month. These reports will be inclusive of the following: Summary of Work Activities Completed Comparison to the Annual Plan Deviation from the Plan Summary of Additional Work Authorized Expenditures Compared to Appropriation Contained in Annual City Budget Details regarding Time and Material Work - Labor Costs and Hours - Materials Costs - Equipment Costs and Hours 12. Additional Contractor Responsibilities: In addition to scheduling and performing maintenance work for the City, the Contractor will use his best efforts to observe problems that are of interest to the City but are outside the Schedule of Work as defined in this Agreement. Examples of such problems include, but are not limited to: water-main leaks, faulty utility trench repairs, etc. If the Contractor observes any of these problems, he will notify the City Manager or other appropriate City official of the defect. Page 3 13. Emergency Call-Out Procedures~ Emergency Call-Out Procedures will be maintained to provide for emergency response on nights, weekends and holidays. The procedure will be reviewed and updated periodically to ensure its effectiveness. In the event emergency work dictates that work be accomplished outside the normal working hours, such as night time, weekends, and holidays, appropriate overtime rates shall be used as set forth in Attachment 1. 14. Record Keeping Procedures~ The Contractor will keep files and records of work orders, subcontracts, material and contractual service invoices and certificates of completed work. All such records and files shall, upon demand, be made available by the Contractor to the City for inspection. 15. Billinq Procedures: The Contractor will submit monthly bills to the City for Wore completed, in accordance with the provisions described herein, with the first such billing for the contract year being submitted by the 10th day of the first month following the month in which the Work was commenced. The City shall make payment with respect to each bill rendered within 15 days of receipt thereof. 16. Insurance: The Contractor and each subcontractor shall, at the time of execution of the contract, furnish certificates of insurance satisfactory to the City, said insurance to remain in full force and effect until acceptance of the work by the City, stating that the Contractor has procured regular Contractor's Public Liability Insurance, providing for a limit of not less than FIVE HUNDRED THOUSAND DOLLARS ($500,000) for all damages arising out of bodily injuries to or death of one person, and subject to that limit for each person, a total limit of not less than ONE MILLION DOLLARS ~$1,000,000) for all damages arising out of bodily injuries to or deaths of two or more persons in any one accident or occurrence, and Regular Contractor's Property Damage Liability Insurance providing for a limit of not less than TWO HUNDRED FIFTY THOUSAND DOLLARS ($250,000) for all damages arising out of injury to or destruction of property in any one accident or occurrence, a total (or aggregate) limit of not less than FIVE HUNDRED THOUSAND DOLLARS ($500,000) for all damages arising out of injury to or destruction of property during the policy period. Also, proof of automobile liability insurance coverage. All certificates of insurance which are a part of this Agreement shall be approved by the City Manager and City Attorney as to form and content. 17. Workers' Compensation: The Contractor shall maintain, during the life of this Agreement, workers' compensation insurance for all Contractor's employees employed at the site of the work. In any case where work is sublet, Contractor shall require any subcontractor similarly to provide workers' compensation insurance for all subcontractor's employees. 18. Hold-Harmless Agreement~ Contractor shall not be liable for damages arising out of in3ury to person or damage to property of a customer or any third party unless the same was due to Contractor's fault or neglect. The City further agrees to indemnify to the extent authorized by law, and save free and harmless contractor against negligent acts or omissions caused by City, its agents or employees, and any costs and expenses incurred by the respective parties on account of any claim therefore. Contractor agrees to indemnify and save free and harmless City and its authorized representatives and employees against negligent act or omissions caused by Contractor, his agents or employees, and any cost and expenses incurred by the respective parties on account of any claim therefore. 19. Independent Contractor Status: Contractor is deemed to be an independent Contractor in the performance of the work undertaken pursuant to this Agreement. Contractor's employees are not to be considered employees of the City of Dublin for any purpose. 20. Assignability: This Agreement shall not be assignable or transferable by the Contractor without the expressed written consent of the City. Page 4 21. Notices; Any notice referred to herein or otherwise shall be served by depositing such notice in the mail, postage prepaid, to the addresses set forth below; Notices to the Contractor shall be addressed to: MCE Corporation 14 Crow Canyon Court, Suite 110 San Ramon, CA 94583 Notices to the City shall be addressed to: Dublin City Manager P. O. Box 2340 Dublin, CA 94568 City Clerk Notices to the Contractor shall be signed by or for the Dublin City Manager. Notices to the City shall be signed by a corporate officer of the Contractor. IN WITNESS WHEREOF, the parties have executed this Agreement on the day and year first above written. CITY OP~IN / ATTEST: t - --Sec--~-re~ary Page 5 ATTACHMENT 1 SCHEDULE OF WORK A. SCOPE OF WORK The following breakdown identifies tasks which are anticipated to be conducted under this agreement. Annual estimated costs include management fees as provided for in Section C. Contractor shall schedule work to adhere to these expenditure levels as provided for in the agreement. Street Repair - Temporary Pothold Patching - Remove & Replace Asphalt - Asphalt Leveling/Overlay - Crack Sealing Total for activity Drainage Maintenance/Repair - Catch Basin/Inlet Cleaning - Culvert Flushing Regular Time Overtime - Ditch Cleaning - Other Drainage Maintenance/Repair Total for activity Storm Patrol & Clean up - Storm Patrol - Fall Leaf Pick up - Miscellaneous Clean up Total for activity Curb, Gutter & Sidewalk - Replace Sidewalk - Replace Driveway - Curb and Gutter - Saw Cutting Total for activity Sign Repair - Repair of Traffic Signs Total for activity Striping & Marking - Street Striping - Double Yellow Line - Crosswalk/Stop Bar - Pavement Letters/Arrows - Curb Painting Total for activity Guardrail Repair - Accident Damage Repair - Miscellaneous Maintenance, Painting, etc. Total for activity 1984-85 Estimated Annual Expenditure 5,000 58,000 8,000 4,000 $ 75,000 2,700 3,800 2,500 11,000 5,000 $ 25,000 8,600 2,500 2,900 $ 14,000 1,000 300 400 100 $ 1,800 6,400 $ 6,400 5,000 3,000 7,200 3,800 1,500 $ 20,500 1,000 500 $ 1,500 Page 1 Chemical Week Control - Weed Spraying for Medians - Weed Splaying ROW Total for activity Bike Path Maintenance - Asphalt Repair - Minor Sign Repair - Litter Pick up - Special and Miscellaneous Projects Total for activity Street Tree Maintenance - Tree Trimming - Tree Removal Total for activity Beautification - Landscape Maintenance on Medians - Landscape Maintenance ROW - Trim Ornamental/ROW Trees Total for activity Contract Manager - Supervision of Activity Areas Total for activity 2,000 3,600 5,600 500 500 1,000 8,000 $ 10,000 24,000 750 $ 24,750 18,000 12,000 2,000 $ 32,000 34,000 $ 34,000 Total Estimated Scheduled Street Maintenance Expenditures Provided Under This Agreement $246,150.00 B. UNIT PRICES The following activities shall be completed at the unit prices indicated. These prices are inclusive of all management fees and charges. The unit cost reflects labor, materials and equipment. Street Repair - Remove & Replace Asphalt - Asphalt Leveling/Overlay $ 3.00 per square foot $60.00 per ton Drainage Maintenance Reapir - Culvert Flushing Regular Time Overtime $ 95.00 per hour $125.00 per hour Page 2 curb, Gutter & Sidewalk - Replace Sidewalk - Replace Driveway - Curb & Gutter - Saw Cutting $ 4.75 per square foot $ 5.75 per square foot $17.25 per linear foot $ 1.70 per linear foot Striping and Marking - 4" Broken Line - 4" Solid Line - 6" Bike Lane - 8" Turn Lane Line - Double Yellow Line - 12" Crosswalk/Stop Bar - Pavement Letters - Pavement Arrows - Curb Painting $ 0.030 per linear foot 0.085 per linear foot 0.116 per linear foot 0.164 per linear foot 0.186 per linear foot 0.286 per linear foot 2.93 each 5.54 each 0.275 per linear foot Chemical Weed Control - Weed Spraying Medians - Weed Spraying ROW Cannct be sprayed from vehicle $125.00 per acre 125.00 per acre Street Tree Maintenance - Tree Trimming (less than 30' tall) - Tree Trimming (over 30' tall) - Tree Removal (less than 18" diameter) - Tree Removal (more than 18" diameter) $ 50.00 per tree 100.00 per tree 75.00 per tree 250.00 per tree C. TIME AND MATERIALS RATES The following rates shall be applied for work performed, which is not specified in Section Bi Unit Prices. At all times, Contractor shall strive to utilize the most cost effective elements possible to complete a project. Appropriate overhead and management fees will be applied as indicated. Descr ipt ion Grader Loader/Backhoe Roller-Walk Behind Roller-Vibratory 10-Wheel Dump Truck 8 YD Bobtail Dump 5-6 YD Ready Mix Truck 3 YD Equipment - Unoperated Pick-up Cab Pick-up Crew Cab w/bit pot Spreader Box - Layton Compressor - 160 CFM Bitumals Pot Vibra Plate Wacker Concrete Saw Berm Machine LABOR AND EQUIPMENT COST AND RENTAL RATE Wages Total Operated Equip Incl Cost Cost Fringe Per Per Rate Benefits Hour Day 16.00 22.40 16.00 22.40 9.00 16.00 10.00 19.20 19.00 19.20 16.00 17.60 16.00 17.60 38,40 38 40 25 00 29 20 38 20 33 60 33,60 307.20 307.20 200.00 233.60 318.40 268.80 268.80 5.00 6.00 6.00 8.00 5.00 4.00 5.00 8.00 5.00 40.00 48.00 48.00 64.00 40.00 32.00 40.00 64.00 40.00 Outside Rental Rate 49.00 per hour 46.15 per hour 40.49 per hour Page 3 Description Equip Cost Rate Wages Total Operated Incl Cost Fringe Per Per Benefits Hour Day Outside Rental Rate Labor Rates Superintendent -- Contract Manager/ Project Vehicle $5/hr Foreman -- Equipment Operator I -- Equipment Operator II -- Truck Driver-Class I License -- Truck Driver -- Cement Finisher -- Laborer I -- Laborer II -- Laborer III -- 29.00 24,00 24,00 22 40 19,20 19~20 17 60 17,60 16 00 12 80 9 60 29.00 24.00 232.00 232~00 192 00 179~20 153,60 153 60 14080 14080 128 00 102 40 76 80 Subcontract - Tree Maintenance 50' Aerial Lift with Operator -- Brush Truck with Operator -- Foreman and Pickup Truck -- Tree Climber -- Laborer -- 59.15 per Hour 39.15 per Hour 36.85 per Hour 26.00 per Hour 16.90 per Hour Emergency Call Out and Overtime Rate - Time and One Half of the Regular Rate Overhead and Management Fee Applied to MCE Operations Applied to Subcontractor Work 15 Percent 10 Percent Page 4 ATTACHMENT 1 REVISED SCHEDULE OF WORK FISCAL YEAR 1985/86 A. SCOPE OF WORK The following breakdown identifies tasks which are anticipated to be conducted as part of the Annual Street Maintenance Agreement for the Fiscal Year 1985-86. Annual estimated costs include management fees as provided in Section C. Contractor shall schedule work to adhere to these expenditure levels as provided for in the Agreement. ~ ACTIVITY/SUB ACTIVITY 1985-86 ESTIMATED ANNUAL EXPENDITURE STREET MAINTENANCE · Street Repair · Drainage Maintenance e Storm Patrol/Cleanup · Curb & Gutter/Sidewalks · Sign Repair Maintenance · Striping/Marking e Guardrail Repair Chemical Weed Control Bike Path Maintenance 91,500 29,000 14,000 9,300 33,650 40,000 6,000 5,600 10,000 Activity Total $ 239,050 STREET LANOSCAPE MAINTENANCE Activity Total $ 63,000 STREET TREE MAINTENANCE · Tree/Brush Cutting · Tree Watering Tree Trimming · Tree Removal · Tree Spraying 8,400 22,100 21,150 1,750 1,000 Activity Total $ 54,400 PARKS MAINTENANCE Activity Total $ 29,000 CONTRACT ADMINISTRATION Activity Total $ 45,250 Total 1985-86 Estimated Annual Expenditure $ 430,700 Page I B. UNIT PRICES The following activities shall be completed at the unit prices indicated. These prices are inclusive of all management fees and charges. The unit cost reflects labor, materials, and equipment. STREET REPAIR · Remove/Replace Asphalt (4" depth) · Asphalt Leveling/Overlay $ 3.25 per S.F, 90.00 per Ton CURB, GUTTER, AND SIDEWALK · Replace Sidewalk · Replace Driveway Replace Curb & Gutter Saw Cutting 6.00 per S.F. 7.00 per S.F. 18.00 per L.F. 2.00 per L.F. DRAINAGE MAINTENANCE · Mechanical Culvert Flushing - Regular Time (2 1/2 hour Minimum) , Overtime - Overtime - Sundays/Holidays · Mechanical Catchbasin Cleaning 137.50 per Hour 154.00 per Hour 170.50 per Hour 33.00 per C.B. STRIPING AND MARKING 4" Skip Centerline · 4" Solid Edgeline · 4" Solid Centerline 6" Solid Bike Lane · 8" Solid Turn Lane · 12" Continuous Turn Lane (One Side) · 12".Double Centerline · Pre-line Layout/Survey 8' Letter 12" Crosswalk · 12" Limit Bar · 8' Directional Arrow · 24' Directional Arrow · 20' Diagonal Parking Line · Parking "T" Handicap Legend (w/background) · Curb Painting · Bike Lane Arrow/Legend · Paint Removal Raised Pavement Markers (Reflective) · Raised Pavement Markers (Non-Reflective) .030 per L.F. .044 per L.F. .055 per L.F. .116 per L.F, .148 per L.F. .154 per L.F. .165 per L.F. .044 per L.F. 3.30 per EA. .33 per L.F. .38 per L.F. 8.25 per EA. .50 per S.F. 2.75 per EA. 1.92 per EA. 19.25 per EA. .44 per L.F. 13.20 per EA. 2.00 per S.F. 3.85 per EA, 2.20 per EA. CHENICAL WEED CONTROL · Weed Spraying Medians · Weed Spraying Right of Ways $ 100.00 per Acre $ 110.00 per Acre Page 2 STREET TREE MAINTENANCE o Tree Trimming (less than 30' tall) o Tree Trimming (30-45' tall) o Tree Removal (less than 30' tall) o Tree Removal (30-45' tall) o Stump Removal (per Dia, Inch) o Tree Watering 38,50 per EA, 62,40 per EA, 38,50 per EA, 62,40 per EA, 3,25 per Inch 1.00 per EA. TIME AND MATERIAL RATES The following rates shall be applied for work performed by the Contractor which is not specified in Section B (Unit Prices). At all times the Contractor shall strive to utilize the most cost effective elements possible to complete a project, Appropriate overhead and management fees will be applied as indicated, LABOR AND EQUIPMENT RATES Equip, Cost Description ......... Rate.. Wages Total Operated Inc, Cost Fringe Per Per Benefits Hour. Day LABOR RATES Superintendent 5,00 Contract Hanager 5,00 Equipment Operator - Backhoe -- Roller -- Truck Driver - 8-12 yds -- Truck Driver - 4-6 yds -- Cement Finisher -- Labor Foreman -- Laborer ~ Landscape Foreman -~ Landscape Laborer I -- Landscape Laborer II -- EQUIPMENT RATES Asphalt Paver 25.00 Loader/Backhoe 25.00 Roller - Walk Behind 8.00 Roller - Vibratory 10.00 lO-wheel Dump Truck 8 YD 18.00 Bobtail Dump 5-6 YD 16.00 Ready Mix Truck 3 YD 18.00 35,00 39,00 312,00 26,00 31,00 248,00 34,30 -- 274,40 32.50 -- 260,00 28,80 -~ 230,40 28,20 -- 225,60 27,30 -- 218,40 26.30 -- 210,40 25,40 -~ 203,20 16,00 -- 128,00 12,80 -- 102,40 9,60 -- 76,80 32,50 57,50 460,00 34,30 59,30 474,40 25,40 33,40 267,20 32,50 42,50 340,00 28,80 46,80 374,40 28,20 44,20 353,60 28.30 46.30 370,40 Page 3 LABOR AND EQUIPMENT RATES CONTINUED Description Wages Equip. Inc. Cost Fringe Rate Benefits Total Operated Cost Per Per Hour .... Day Equipment - Unoperated Pick-up 5.00 =~ Pick-up Crew Cab 6.00 -- Compressor 8.00 -. Bitumals Pot 5.00 -- Vibra Plate 4.00 == Wacker 5.00 -- Concrete Saw 8.00 -- Berm Machine 5.00 -- Brush Cutter 5.00 -- Blower 5.00 .- Hand Tools (per crew) 1.50 -- OVERHEAD AND MANAGEMENT FEES Applied to MCE Operations Applied to Subcontract Work 20 per cent 10 per cent 40.00 48.00 64.00 40.00 32.00 40.00 64.00 40.00 40.00 40.00 12.00 Page 4 SERVICE REQUEST SUMMARY FISCAL YEAR 1984-1985 Total Received 216 Average Days to complete Best Average Worst Average 3.77 Days 1.0 Days 5.60 Days ACTIVITY BREAKDOWN DESCRIPTION Tree Trimming Pot Hole Patching Sidewalk Repair Street Sweeping Storm Drains Traffic Signs & Markings Street Lights Signal Lights Animal/Vector Control Trash Pick-Up Landscape Maintenance Administrative Guard Rail Repair REQUESTS 23 11 6 16 16 53 42 2 6 11 15 14 1 ACTIVITY 1984 - 1985 LEVEL OF SERVICE PROVIDED 1984 - 1985 PERFORMANCE EVALUATION 1985 - 1986 GOALS & OBJECTIVES Street Repair 1. Pothole Patching 2. Remove & Replace Asphalt 3. Asphalt Leveling 4. Slurry Seal 22,325 square feet of asphalt were replaced this Fiscal Year. 33.3 tons of asphalt were used for overlays and approximately 120 M.H. of pothole patching was performed. MCE assisted in revision of the resurfacing program through use of alternate paving techniques. The change resulted in additional life expectancy and a cost savings of approximately $76,000.00. Major emphasis was placed on removing and replacing deteriorated asphalt in preparation for the overlay and slurry seal projects. Some minor leveling was accomplished and numerous potholes were patched throughout the year. Critical potholes, representing a hazard to motorists were patched immediately. · Develop a Pavement Maintenance System · Maintain City streets free of potholes and other potential roadway surface hazards. ACTIVITY 1984 - 1985 LEVEL OF SERVICE PROVIDED 1984 - 1985 PERFORMANCE EVALUATION 1985 - 1986 GOALS & OBJECTIVES Concrete Maintenance 1. Replace Sidewalk 2. Replace Driveway 3. Replace Curb & Gutter 4. Replace Handicap Ramp 5. Saw Cutting 275 sq. ft. of sidewalk, 50 sq. ft. of driveway and 12 ft. of concrete cutting was done in this activity. The majority of concrete work was accomplished under a separate City contract. MCE repaired hazardous concrete areas which occurred throughout the year as they were identified. Due to budget constraints not all of the identified problems were repaired. Replace concrete that represents a hazard to pedestrians on a timely basis. Perform scheduled inspections to identify potential hazards. ACTIVITY 1984 - 1985 LEVEL OF SERVICE PROVIDED 1984 - 1985 PERFORMANCE EVALUATION 1985 - 1986 GOALS & OBJECTIVES Drainage Maintenance 1. Catch Basin Cleaning 2. Culvert Flushing 3. Ditch Repair 4. Storm Patrol & Clean up Drainage structures were visually inspected so that cleaning crews could concentrate only on those requiring cleaning. Culvert flushing took 5 crew hours, catch basin cleaning required 306 man hours and ditch repairs were performed with 517 man hours. Storm patrol and leaf pick up required 63 man hours. Although major emphasis was placed on inspection, it was not possible to inspect 100% of the inlets prior to early winter rains. During storms some drains became plugged causing water to back up at several locations. MCE crews responded immediately--including after normal working hours--to open plugged drains within a few hours. The majority of open ditches were cleaned to improve appearance and insure proper drainage. · Inspect 100% of all drainage structures. · Complete cleaning of drainage structures prior to winter season · Respond to drainage problems immediately and have blockages open within 4 hours. ,Implement effective use of herbicide treatment to reduce mechanical ditch cleaning requirements. ACTIVITY 1984 - 1985 LEVEL OF SERVICE PROVIDED 1984 - 1985 PERFORMANCE EVALUATION 1985 - 1986 GOALS & OBJECTIVES Striping & Marking 1. Paint Striping 2. Paint Markings 3. Paint Curbs 4. Install Pavement Markers 5. Paint Removal 6. Pre-line/Surveying Approximately 7.3 miles of lane Ail school markings were painted striping 13,250 sq. ft. of crosswalks prior to the opening of school. and limit lines, 315 pavement markings The remainder of striping and were painted in Fiscal Year 1984-85. marking efforts were performed on an as needed basis pending the results of the OTS study. · Implement a striping/ marking repainting schedule based on results of the OTS study. · Develop recommended frequency standards for repainting based on the OTS study inventory. · Implement procedures to insure timely updating of OTS study. · Insure school markings are repainted prior to start of the school year. ACTIVITY 1984 - 1985 LEVEL OF SERVICE PROVIDED 1984 - 1985 PERFORMANCE EVALUATION 1985 - 1986 GOALS & OBJECTIVES Guardrail Repair 120 L.F. of guardrail was replaced in Fiscal Year 1984-85 A minimum amount of guardrail work was accomplished in 1984-85. Most of the work accomplished was a result of damage caused by accidents. Because of budget constraints needed painting and general repairs were not performed. 0Complete guardrail repairs within 3 working days. (depending on material availability) ACTIVITY 1984 - 1985 LEVEL OF SERVICE PROVIDED 1984 - 1985 PERFORMANCE EVALUATION 1985 - 1986 GOALS & OBJECTIVES Sign Maintenance 1. Install Traffic Signs 2. Repair Signs 3. Install Neighborhood Watch Signs Approximately 100 exis~ ing signs were repaired and 30 new traffic signs were installed in the last 5 months* of the Fiscal Year. 28 Neighborhood Watch Signs were installed in the complete 12 month period. * During the first 7 months signs were maintained exclusively by Alameda County. No records for this period are available. Routine inspection of City streets has resulted in an overall improvement in the condition of traffic signs throughout the City of Dublin. In addition response times have improved because MCE eTo implement a sign maintenance and replacement schedule based on results of the OTS study. crews already working in Dublin can eTo repair or replace be diverted to handle critical regulatory signs repairs, within 4 hours of notification. eTo repair or replace warning signs within 1 working day. · To repair or replace other signs within 5 working days. (depending on availability) ACTIVITY 1984 - 1985 LEVEL OF SERVICE PROVIDED 1984 - 1985 PERFORMANCE EVALUATION 1985 - 1986 GOALS & OBJECTIVES Bike Path Maintenance 1. Asphalt Repairs 2. Trash Removal 3. Storm Cleanup 4. Hand Sweeping Approximately 150 man hours were expended on routine maintenance functions which included trash removal, storm cleanup and hand sweeping. 50 tons of asphalt were used in surface repairs. Considerable work was accomplished on the bike path during 1984-85. Existing ditches and drainage structures adjacent to the path were shaped and cleaned to prevent silting problems. New drainage facilities were also installed at several locations to eliminate water and silt from flowing across the path. In addition, deteriorated asphalt was replaced, low spots were leveled and under drains were installed to improve the bike path surface. eUpgrade bike paths to prevent hazards and improve general appearance. · Maintain and improve bike paths, to insure proper drainage of storm water. ®Install additional trash recepticles and maintain adequate trash removal frequency. ACTIVITY 1984 - 1985 LEVEL OF SERVICE PROVIDED 1984 - 1985 PERFORMANCE EVALUATION 1985 - 1986 GOALS & OBJECTIVES Street Tree Maint, Tree Watering Tree Spraying 1. Tree/Brush Cutting 200 man hours were spent on tree/brush Trees were maintained by MCE crews 2. Tree Trimming trimming. This was on trees that were on an as-needed basis. 3. Tree Removal located on major arterials. 161 trees 4. were trimmed by subcontractors. These Trees trimmed prior to resurfacing 5. trees were trimmed primarily for the slurry seal program. Two trees were removed during Fiscal Year 1984-85. One was dead and the other fell during a storm. were raised for height clearance, thinned and balanced. Residents were notified prior to the work and the MCE Contract Manager inspected workmanship and co-ordinated operations to insure minimum inconvenience to Dublin residents. As a result very few complaints were received. · Develop a comprehensive residential tree trimming program. ®Develop Tree Replacement Program · Maintain new planted trees to insure good growth pattern. ACTIVITY 1984 - 1985 LEVEL OF SERVICE PROVIDED 1984 - 1985 PERFORMANCE EVALUATION 1985 - 1986 GOALS & OBJECTIVES Chemical Weed Control Approximately 36 acres of spraying Two applications of herbicide were was completed in two separate periods, used this year on weed control. The areas were sprayed with both a The pre winter spraying was pre and post emergent herbicide, successful with a few areas needing to be re-sprayed at no additional cost. The spring application was less-successful. The Contractor has had to respray many areas and is'still returning to guarantee his work. · Maintain medians and right-of-ways through effective use of herbicide control. · Implement procedures to insure chemical subcontractor meets specified weed control guarantee. ACTIVITY 1984 - 1985 LEVEL OF SERVICE PROVIDED 1984 - 1985 PERFORMANCE EVALUATION 1985 - 1986 GOALS & OBJECTIVES Street Landscaping Maintenance 1. Litter Pickup 2. Sign Removal 3. Roadside weed removal 4. Hand Sweeping 5. Median Landscape Maintenance 6. Manual Watering 7. Irrigation Repair Approximately 18~0 man hours were spent in this activity. Roadside weed removal, median landscape maintenance and litter pickup represent the majority of work accomplished under this activity. Reductions in roadside weed removal through effective herbicide treatment is expected to be offset by increases in median landscape maintenance of newly constructed medians. Special emphasis was placed on maintaining landscaped medians in the central business district. In addition, considerable time was spent improving the appearance of right-of-ways on major streets. To reduce the cost of maintaining right-of-ways, MCE has initiated a planned program of herbicide treatment for effective weed control. · Better separation of activity and documentation of same ,Develop scheduled maintenance programs for landscaped areas. ACTIVITY 1984 - 1985 LEVEL OF SERVICE PROVIDED 1984 - 1985 PERFORMANCE EVALUATION 1985 - 1986 GOALS & OBJECTIVES Contract Management .55 man years were devoted to Contract Management. During 1984-85 contract management services were provided without interruption. Back-up services were provided by an experienced MCE manager whenever necessary. The key to the Contract Management approach is to perform the work in a responsive and cost effective manner. We feel this objective has been accomplished in several areas, specifically MCE has - interacted effectively with other City Departments - provided prompt, timely and responsive services · Develop a computerized street inventory and a Performance based Work Program & Budget · Develop a computerized Service Request status log. · Develop a computerized - furnished monthly progress reports work reporting system. which provide detailed accountibility of services - contacted Dublin residents in a timely manner to discuss and resolve complaints and related concerns. · Perform scheduled inspection of Dublin facilities on a routine, planned basis. There are however, improvements which are needed. These are reflected by our 1985-86 Goals and Objectives listed in the adjacent column. · Develop and implement a Parks Maintenance Management Program.