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HomeMy WebLinkAboutAGENDA REPORT 1985 0318 CC REG ITEM 10AMOORPARK ~10/l ALBERT PRIETO Mayor JAMES D. WEAK Mayor Pro Tern THOMAS C. FERGUSON Councilmember DANNY A. WOOLARD Councilmember LETA YANCY-SUTTON Council member DORIS D. BANKUS City Clerk JOHN C. GEDNEY City Treasurer TO: FROM: MEMORANDUM The Honorable City Councl I R. Dennis Delzelt, City Engineer DATE: City Council Meeting of March 18, 1985 SUBJECT: Street Sweeping Contract Documents RECOMMENDED ACTION STEVEN KUENY City Manager CHERYLJ. KANE City Attorney NIALL FRITZ Director of Community Development R. DENNIS DELZEIT City Engineer JOHN V. GILLESPIE Chief of Police It Is recommended that the City Councl I approve the street sweeping contract documents and authorize the City Engineer to sol lclt bids. BACKGROUND INFORMATION At the City Council meeting of March 4, 1985 the City Councl I approved the City Engineer's proposal to provide street sweeping administrative services. Accordingly, the C lty Eng I neer has deve I oped the contract documents and hereby subm Its them to the Counc 11 for rev lew. The contract documents Include provisions for the bidding procedure, bonding, scope of work, equipment specifications, debris disposal, Inclement weather, payment schedule, and contract renewal. Bids wl 11 Include fees for sweeping frequencies of once per month, once every two weeks, and once per week. The C lty may then se I ect the most appropriate frequency following analysls of the bids received. 799 Moorpark Avenue Moorpark, California 93021 (805) 529-6864 Page 2 RECOMMENDED MOTION Approve the street sweeping contract documents and authorize the City Engineer to sol left bids. RDD:MW:Jg Enc I . JN3567 INSTRUCTIONS TO BIDDERS Street Sweeping Services City of Moorpark These Instructions together with the contract agreement shal I constitute the terms and cond ltlons of the agreement between the successfu I b ldder and the City of Moorpark hereafter known as the City. 1. Al I bids must be fully completed on the forms attached hereto and returned Intact with the fu 11 document on or before April 5, 1985. 2. All bids must be signed, sealed In an envelope, and addressed to the Moorpark City Engineer (c/o Wllldan Associates, 374 Poll Street -Ste. 101, Ventura, Ca. 93001). The outside of the envelope shal I plainly bear the name of the bidder, address, and "BID FOR CONTRACT STREET SWEEPING SERVICES". 3. All Information required of the bidder and all blank spaces must be completed In full, In Ink or typewritten. 4. If any Information already entered by the bidder on the bid form Is to be modified, It shall be crossed out In Ink. The amended Information must be entered above or below and Initialed In Ink by the bidder. 5. Any bid may be withdrawn prior to the aforementioned deadline. 6. Al I bid prices shal I be held firm for 90 days. 7. The evaluation of bids and the determination of conformity and acceptability shall be the sole responsibility of the City and wlll be based on Information furnished by the bidder, or Identified In the bid, as well as on other Information available to the City. 8. Bids must be accompan led by a b Id surety bond, certified check, cashier's check, or money order payable to the City In an amount equal to five percent (5%) of the total annual price for sweeping once every two weeks. This ls a guarantee that the bidder ls w 11 I l ng to accept and enter l nto a contract to perform the work covered by the bid, and to furnish a corporate surety for Its faithful and entire fulflllment. Bids received without surety wlll be considered non-responsive and rejected. The surety of unsuccessful bidders will be returned promptly after the successful bidder has executed the contract. 9. The City, at Its sole discretion, may reject any and all bids. 10. Issuance by the City of a notice to proceed shal I constitute a formal notice of award of contract. Within twenty (20) days after receipt of the notice to proceed, the successful bidder must furnish a performance bond In the amount specified, evidence of Insurance, and proof of a City business I lcense and must execute the contract for street sweeping services In triplicate. Service shall commence on May 1, 1985 or as modified by the City. 11. Each bidder shall become fully acquainted with conditions relating to the scope and restrictions attending the execution of the work under the contract. Bidders shal I thoroughly examine and be famll lar with the contract agreement. The failure of any bidder to receive or examine any form, Instrument, addendum, or other document or to be aware of existing conditions shal I In no way rel leve the bidder of any obi lgatlons with respect to the bid or to the contract. The City will make all such documents available to the bidders. Each Bidder shall make a determination as to conditions and shal I assume al I risk and responslbl I lty and shal I complete the work In and under any conditions encountered or created, without extra cost to the City. 12. Any verbal statements or explanations by any person, previous to the award of contract, shal I be without authority and not binding. Any and all explanations and any supplemental Instructions will be In the form of written addenda malled by certified mall, return receipt requested to al I prospective bidders. Any quantities of curb ml les used herein are only estimates and the City makes no representations as to the rellablllty of such figures. 13. The basis for award of the contract shal I be the lowest prices bid from a responsive and responsible bidder and demonstrated service capabl I lty and rel lab I I lty. BID SHEET Street Sweeping Services City of Moorpark TO: The City Engineer BI ODER ___________________________ _ lndlvldual Partnership Corporation Incorporated In the state of The undersigned, having carefully read and considered the terms and conditions of the contract agreement for contract street sweeping services to the City, does hereby offer to perform such services on behalf of the City, of the type and qua I lty and In a manner set forth In the contract agreement at the costs hereinafter set forth: SIGNATURE PRINTED NAME AND TITLE BUSINESS STREET ADDRESS CITY COUNTY STATE ZIP TELEPHONE NUMBER (SEAL) (AFFIX BID BOND HERE) BIDDER INFORMATION SHEET Street Sweeping Services City of Moorpark 1. Corporate Statement: A. Name B. Address c. Phone number D. When Incorporated E. Where Incorporated F. Names of corporate off leers 2. Financial Statement: A. Attach a balance sheet by a certified public accountant for your last fiscal year. B. Has any bonding company ever been required to perform upon your default? ___ Yes ___ No c. Have you ever declared bankruptcy? ___ Yes 3. Experience Statement: No A. Provide Information detalllng any experience that you feel wl 11 be helpful In evaluating your ab 11 lty to successfu 11 y serv Ice the contract. B. Attachments Included: Yes No 4. References: A. B. c. D • Bank Major suppliers, I.e .. , fuel supplier, equipment dealer, parts suppl ler Accountant _____________________ _ Other municipal lty you now service under contract for slml lar services STREET SWEEPING CONTRACT Street Sweeping Services City of Moorpark A. Definitions and General Information 1. City of Moorpark desires to contract a professional street clean Ing service for a period beginning approximately May 1, 1985 and ending approximately Apr I I 30, 1986. 2. The contractor se I ected w 11 I meet a I I m In I mum requirements of this proposal. 3. The City has approximately 60 curb miles to be swept, and there are approximately 12 curb ml (es of State Route that may be Included In the contract. 4. The sweeping season shal I comprise approximately 52 weeks a year, weather permitting. 5. The term debris shal I mean al I materials normally picked up by a mechanical sweeper, such as sand, salt, paper, cans, and other materials. It also will Include large Items such as large stones, tree I lmbs, wood, cable, and other such materials In the areas to be swept that can be picked up and put Into the sweeper by one person. 6. The term street sha I I mean the paved area between the normal curb I lne of a roadway whether an actual curb I lne exists or not. It shal I not Include any ways that would cause damage to the equipment used. It does not Include sidewalks, areas adjacent to the roadway, or parking lots. 7. Adverse weather conditions shal I mean heavy rains and other Inclement weather conditions as so designated by the City Engineer. 8. Hol ldays shal I be observed as approved by the City. B. Scope of Work 1. The contractor wl I I clean al I streets currently owned and maintained by the City, and may be required to clean portions of State Routes within the City I lmlts. 2. Excepting adverse weather conditions, the contractor wl I I sweep each street one time per Interval as defined by the options described In Exhibit "A". The desired contract option wll I be selected by the City Councl I upon review of the b Ids. 3. Sweeping wl 11 be done between the hours of 5:00 a.m. and 4:00 p.m. on Thursdays and Fridays or as approved by the City Engineer. 4. The contractor wl I I supply and maintain al I equipment necessary to accompl lsh these sweepings. ( Water for sweep Ing w 11 I be supp I I ed by the contractor.) 5. The contractor wl 11 dump al I debris swept up Into trucks suppl led by the contractor or at temporary storage sites designated by the City. Ultimate disposal of the debris shal I be In comp I lance with Section E of this contract. 6. The contractor may be required to sweep certain areas at times other than stated above. Examples of these special sweepings might Include parking lots and parade routes. Compensation for these special sweep lngs wl 11 be on a hourly rate basis consistent with the terms of the contract. 7. Al I streets shal I be swept with the normal flow of traffic. 8. When new roufes are to be added to those already being swept under the terms of the contract, compensation wl I I be on a per curb mile basis at the same unit cost In effect at the time. Such additional routes are expected to result from new development. C. Equipment Specifications 1. The contractor must have proof of ownership, or a signed lease for the duration of the contract, of at least 2 motorized machines suitable for meeting the requ I rements of th Is contract. A I I st of machines must be enclosed with the contractor's bid. Where new equipment wll I be purchased, the contractor should provide a signed quotation from an equipment dealer, with a guaranteed del Ivery date, In order to ensure that work can begin on time. 2. Al I machines must not be over 4 years old at the time of the bid. 3. Machines must be capable of dumping directly Into trucks provided by the contractor or of transporting debris to locations designated by the City. 4. Machines must be equipped with an efficient water spray system for dust control, and the spray system must be maintained In good operating condition. 5. Machines must be properly registered and Insured In accordance with the motor vehicle laws of the State of California. 6. Machines must be In good working condition and kept that way throughout the life of the contract. They must be cleaned and then painted to the original color In the event the paint ls damaged. 7. A sufficient supply of spare brooms and other parts must be kept on hand to ensure the timely and continuous fulfll lment of this contract. 8. Equipment must be capable of removing I ltter, leaves, and debris sufficiently to meet the City clean I lness standards. 9. Equipment must conform to al I federal, state, and local safety regulations. 10. Vehicles must be equipped with dual gutter brooms and a main broom capable of sweeping at minimum a nine-foot path. As an alternative, the City wll I consider the use of vacuum type sweepers. If the contractor Intends to use this type of equipment, the specific sweepers proposed for use wll I be subject to flnal approval by the City Council. D. City's Obi lgatlons The City wl I I not provide or maintain adequate disposal slte(s) for dumping debris picked up by the contractor, but wl I I provide temporary storage sites for the debris. Four sites wl I I be provided for the Initial sweeping and two sites thereafter. E. Contractor's Obi lgatlons 1. The contractor must be able to meet al I requirements of this project. 2. The contractor wt I I provide fuel and maintenance for al I vehicles and equipment. The contractor wt I I also provide all water needed for ff I I Ing water spray systems. 3. The contractor must have a supervisor or foreman aval I able at al I times to direct operations. This supervisor or foreman wl I I report to the City Engineer or his destgnee any problems that occur, and provide progress reports on a monthly basts. 4. The contractor shal I maintain the agreed upon frequency of sweeping as closely as possible, subject to adverse weather conditions, defined under the terms of this contract. The contractor wll I not be required to do any hand sweeping or to return to sweep an area previously blocked by II legally parked vehicles. 5. Al I work shal I be performed to the Industry Standard and within the designed capabll ltles of the equipment. The work wit I be done to the satisfaction of the City Engineer. 6. The contractor agrees not to sublet or assign this contract In whole or In part without the written authorization of the City Engineer. 7. If the temporary storage sites are used for the debris swept up, the contractor wt I I then remove the debris within 48 hours for ultimate disposal. The storage sites wt I I be left In a reasonably clean condition. Whether or not temporary storage sites are used, ultimate disposal wll I be at locations approved by the City. Any disposal fees wll I be paid by the contractor. F. Payment Schedule The contract price for the Initial sweeping wll I be paid In one lump sum within 15 working days fol lowing completion. Thereafter, the contract price wt I I be paid In monthly tnstal lments on the tenth of every month beginning June 10, 1985. Payment for special sweepings performed through the 25th of the month wt I I be made In conjunction with the regular payment for that month's services; payment for special sweepings performed after the 25th of the month wll I be made In conjunction with the payment for the fol lowing month's services. G. Bonding Requirements 1. A bid bond In the amount of 5 percent of the bid for sweeping once every two weeks, payable to the City, must accompany each bid. A performance bond In the amount of 100 percent of the contract price, to be al lowed to decrease as the contract nears completion, wl I I be required from the successful bidder. 2. The contractor shat I maintain automobl le I lab II lty Insurance of at least $300,000, and property damage Insurance of at least $300,000. The contractor shal I also maintain property damage and bodlly Injury Insurance of at least $1,000,000. Employees wl I I be covered by worker's compensation Insurance. The contractor wll I hold the City harmless from al I damages, as the result of actions associated with street sweeping operations, with a Standard Indemnification Clause. H. Contract Renewal 1. The City and the contractor, by mutual agreement, may renew the contract for one year period at the previous contract price, plus an Increase reflecting the Increase In the U.S. Department of Labor's "Consumer Price Index". The Index as of 1985 wl 11 be the base. Such a renewal could be as fol lows: The City Councl I shal I consider a request by the contractor for a raise In the base rate per curb ml le and/or per hour In the event the contractor's cost of operation has become unreasonably high so that a fair and reasonable profit cannot be derived from the operation. Base rate Increase requests wt I I be considered by the City Council when fully documented by the contractor and presented thirty (30) days prior to the annual anniversary of the contract. The City Councl I wl I I consider factors affecting profltabll lty which are not within the contractor's control, I.e., fuel, taxes and Increases In prevail Ing wage rates, etc. Factors within the contractor's control, I.e., dividends and owners compensation etc. wt I I not be considered as affecting profltabl I lty. 2. If the crty does not rntend to renew the contract or w(shes to term(nate th(s contract, rt must g(ve the contractor 30 days wrrtten not(ce. 3. The contractor may seek to have the contract rebid by mak(ng a written request at least 90 days prior to the explrat(on of the contract. 4. This contract exp(res Apr(I 30, 1986, If Opt(on 1 above Is not exercised. The City reserves the right at that time to reb(d any subsequent contract that may be des(red. I. Inclement Weather Cont(ngency 1. If, In the opinion of the City Eng(neer, Inclement weather prevents adherence to the regular schedule of service, contractor shal I not be requ(red to comply with sa(d schedule, but shat I perform al I additional work caused by such Inclement weather without addlt(onal compensation. 2. Dur(ng Inclement weather al I effort wll I be made to adhere to the schedule. In the event this cannot be accompl !shed, sweeping wll I be rescheduled and completed within three (3) working days. AGREEMENT 1. TERM The term of this agreement shal I commence on the 1st day of May, 1985, and shal I continue In ful I force and effect through the 30th day of April, 1986. 2. COMPENSATION The contractor agrees to accept the fol lowing as payment for services performed: A. lnltlal Sweeping (Lump Sum) B. Routine Services (1) Payment per curb mile swept 1.1 Option A 1.2 Option B 1.3 Option C (2) Regular hourly rate $ $ $ $ $ C. Emergency Services {Designated by the City Engineer) Hourly rate $ IN WITNESS WHEREOF, the parties hereto have hereunto affixed their hand and seal that day and year first above written. CITY OF MOORPARK By MAYOR ATTEST: CITY CLERK APPROVED AS TO FORM: CITY ATTORNEY CONTRACTOR By--------------------------- OPTION A: OPTION B: OPTION C: EXHIBIT "A" Street Sweeping Frequency Options One time per month One time every two weeks One time per week