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Item 3A- Street Sweeping ServicesAGENDA ITEM: SUBMITTED BY: REPORT DATE: BACKGROUND: JUSTIFICATION: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM 3A DECEMBER 12, 2016 Street Sweeping I Vacuum for the Public Works Department John M. Stinson, Commissioner, Seat No.2 22nct of November 2016 On the 24th of October 2016, the City of Atlantic Beach, City Commission approved extending the contract with USA Services of Florida, Inc. for street sweeping and vacuuming services, to include City Hall and the Public Works facility. The recent history of this service and the relationship between USA Services of Florida, Inc. and the City of Atlantic Beach is as follows: The contract was presented to the City Commission in 2004, with a recommended division of the service provided between two service providers, USA Services of Florida, Inc. and Surface Management; The service was again bid in 2007 and in 2012 and awarded to USA Services of Florida, Inc. Most recently, on the 24th of October 2016, that contract was extended with Commission approval based on recommendations made by City Staff on the 15th of September 2016. There may be other historical information, not presented in this chronology and not available at the time of the drafting of this report. There are several reasons for bringing this item back to the City Commission: 1. The Invitation to Bid, 1213-01, includes a requirement for Public Works to "assess the street sweeping contractor's performance". Is this assessment written and how often is the assessment completed? In the opinion of City staft what is the current assessment of the contractor's performance given: not all asphalt areas being swept can be confirmed by GPS enabled tracking; dirt trails are being left in the BUDGET: RECOMMENDATION: AGENDA ITEM 3A DECEMBER 12, 2016 streets where sweeping is attempted; debris is being left in curbs and gutters; and, the contractor is intentionally not using water and has made such statements to residents inquiring with USA Services of Florida, Inc. equipment operators; 2. The Invitation to Bid, 1213-01, includes a requirement that street sweeping I vacuum services, which are offered, meet or exceed the requirements stated in the technical specifications." Does the equipment currently used (Elgin Eagle) meet the PM -10 certification? In particular, how does the equipment currently being used meet the requirement to pick up materials down to 10 microns when no water is being used? Notable, the Elgin Eagle unit is not a regenerative air or vacuuming type of street sweeper. The Elgin Eagle uses mechanical methods to clean; 3. The Invitation to Bid, 1213-01, includes a requirement for GPS Vehicle Tracking that "shall be accessible via a website and display the sweeper's most recent history, dating back no less than three (3) months. The website shall be accessible twenty-four (24) hours a day, seven (7) days a week." What is the web address ofthis web site, and is it fully functional and capable of meeting this requirement? Other requirements include the ability to print maps and reports, include the speed and direction of the sweeper, date, time and latitude and longitude of the street sweeper; Budgetary considerations for rebidding this service are anticipated to approach one thousand ($1,000.00) dollars based on a staff report prepared for the City Commission dated the 25th of October 2012. This report, prepared by the City Manager at that time, addressed the average cost for rebidding service contracts and related Commission approvals. It is recommended for the City Commission to direct the City Manager to report back to the Commission on the questions raised above in the JUSTIFICATION section of this report within one month of the date of such directive; to prepare a request for bid to rebid street sweeping I vacuum services; and, to submit written notification to the current service provider of the deficiencies noted in this report and of the City's intent to cancel the current contract within thirty (30) days as specified in the original request for bid, if the deficiencies have not been corrected. ATTACHMENT 2 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM 3A DECEMBER 12, 2016 AGENDA ITEM: Street SweepingNacuuming SUBMITTED BY: Rick Carper, P.E., Public Works Director/--<- DATE: July 26, 2007 BACKGROUND: Bids for street sweeping/vacuuming for the Public Works Department were opened on July 25, 2007. The city received one bid from USA Services. Street sweeping of Atlantic Blvd & Mayport Road is a part of our maintenance contract with FOOT (monthly). Sweeping of City streets is a requirement of our NPDES (MS4) permit. USA Services Bid Item #1 City Streets Every Other Month $16,500.00 Bid Item #2 FOOT Monthly $8,400.00 Alternate Bid #1 PW Yard Every Other Month $630.00 Alternate Bid #2 City Hall Every Other Month $630.00 City Total ~ Every Other Month $17,760.00 Yearly FOOT Total Monthly $8,400.00 Yearly Total Cost $26,160.00 Yearly The annual costs for the expiring contract were $16,800 (City) and $3,936 (FOOT). The City receives $6,406 from FOOT for street sweeping costs. RECOMMENDATION: Award the contract for Street sweeping of FOOT Roads, City Streets, Public Works Yard and City Hall to USA Services for a total of $26,160.00 a year starting August 1, 2007. BUDGET: Stormwater account number 470-0000-538-3400 (Other Contractual Services) includes $24,000.00 in the current year for street sweeping. The budget request for the upcoming fiscal year was for $21,000 and will be modified during budget process. ATTACHMENTS: Bid Tabulation Sheet REVIEWED BY CITY MANAGE . .:..:Ro.:..: ---r__;;;:....,..~=--------- August 13, 2007 Regular Meeting City of Atlantic Beach Annual Contract: Street SweepingNacuuming for Public Works Department July 25, 2007 BID 0607-15 07/25/07 3:00PM Required Documents Submission in Triplicate -All Documents Document Requirements Checklist Insurance Certificate Occupational License References -Three (3) Equipment List/Equipment Certification Requirement (PM 10 Certified) Drug Free Workplace Public Enti!Y_ Crimes Statement W-9 Form USA Services of Florida X X X X X X X X X Documentation of Any Addenda, If Applicable I NA ;I ~ Bid Item# 1 $2,750.00 -~:-~:$~~t~gf.tJ.:1.tE~~~~~~~~ ~~'iil,'~-~;1~ ,~·:::'.f~~5!~ir1?~~~-~;·~~~~t3~1:tt~~~;~r;~J~:~t.EJ~~~~~F.~~~';·rt:::ff7K~'!~J.:~f}.r~~;::~"~~-: Bid Item #2 $700.00 ~~~t~~~~1~~~w~·-· r,.to/";;.-. ;!;~:itt~~-~@~~~~e]~{a'%.W~~iJJ~t~@;~:$~~;:::.:). ·p_:!$.tt;:v;;~;;f,;t;1_:;1r;~f..i~~;:H~~j}~.~ ~-~'-~.:~.~·'.' Alternate Bid # 1 $105.00 'i·l~~',;~~1~t£fii~;f:r~~~b~~~{~~~~~~ -.-;..£t/)!jljf~tfAf:<' ~~~m~~-;.~~"1~~~~i!tk~1t4~~B=:~~~~-;;;i~~:!:~ ... J~rr=~~~;.:~,:·:::_)~~#:~.:-~;~~.: .. ?·=·~y,·. .i Alternate Bid # 2 $105.00 Award of Bid based on Department Analysis and Commission Approval City of Atlantic Beach Annual Contract: Street SweepingNacuuming for Public Works Department October 1 0, 2012 BID 1213-01 3:00PM Required Documents Submission in Triplicate-All Documents Document Requirements Checklist Bid Form Insurance Certificate Business Tax Receipt References -Three (3) Equipment List/Equipment Certification Requirement (PM1 0 Certified) Drug Free Workplace Public Entity Crimes Statement W-9 Form Documentation of Any Addenda, If Applicable .· · .. -. ···'·" .. ---------------------------------------------------- Bid Item# 1 Bid Item# 2 Alternate Bid # 1 Alternate Bid # 2 USA Services X -X -X - X - X -X - X -X -X -X - N/A - $3,250.00 $700.00 $100.00 $100.00 Award of Bid based on Department Analysis and Commission Approval AITACHMENT 5 October 24,2016 REGULAR COMMISSION MEETING AGENDA ITEM 3A DECEMBER 12, 2016 Page 4 depend on ITA for their public transportation. She asked if they could speak to how we did addressing the needs of those who use public transportation or who needed aid or assistance to get to shelters. Mr. Winfield stated he did not have an opportunity to see that first hand, however, he saw the results and our plan worked well. Commissioner Hill asked what is available to small businesses who have suffered losses. In particular, he addressed a big event we had planned for the City (Web.com Tour) that was shut down due to Hurricane Matthew. He stated it would have a significant impact on our community if it becomes an annual event, and he is looking for ways we could help them. Mayor Reeves stated those organizations have insurance to cover unforeseen losses. Mr. Winfield said if our City gets public assistance that is a great question to ask. Mayor Reeves opened the Courtesy of the Floor to Visitors. City Clerk Bartle called each speaker to the podium. Chris Jorgensen, 92 W. 3rd St., commented that putting rocks behind the dunes may be beneficial. He was glad to see the second TV in the Chamber. He agreed with a comment he heard from FEMA that the City should have a more aggressive tree pruning or trimming program. He thanked Fire and Rescue for handling his neighbor with a serious medical issue. Steven Fouraker, 387 6th St., thanked the City, Police, Public Works, the City Manager and the Mayor for doing a great job. He said our City drained so well, he is impressed. He thanked Commissioner Stinson and Commissioner Hill for their astute observations on the dunes and the crossovers to the beach. Patrick Fontaine, 31 Royal Palms Dr., asked why it was taking so long to pick up the debris and he thanked the Police for protecting their neighborhood when the power was out. 3. Unfinished Business from Previous Meetings None. 4. Consent Agenda ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE BY THE CITY COMMISSION AND WILL BE ENACTED BY ONE MOTION IN THE FORM LISTED BELOW. THERE WILL BE NO SEPARATE DISCUSSION OF THESE ITEMS. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. SUPPORTING DOCUMENTATION AND STAFF RECOMMENDATIONS HAVE BEEN PREVIOUSLY SUBMITTED TO THE CITY COMMISSION ON THESE ITEMS. A. Acknowledge receipt of the Major Public Works Projects FY15/16-Year End Status Report and Recreation Programs Special Events Report for August 2016. B. Award the contract to Beachcombers North, Inc. for Beach Cleaning Services (Bid No. 1617-02) for a total annual cost of$29,618.98. C. Extend the annual contract for Janitorial Services for City Facilities (Bid No. 1213-06) for one final year at the current prices, term being October 1, 2016 to September 30, 2017, and rebid the contract in June of2017. D. Approve the revised Interlocal Agreement among the City of Jacksonville, City of Atlantic Beach, City of Jacksonville Beach, City of Neptune Beach and the Commander, October 24, 2016 REGULAR COMMISSION MEETING PageS U.S. Naval Station Mayport, U.S. Navy and Commander, Naval Station Jacksonville, U.S. Navy for Conduct of the Sea and Sky Spectacular and authorize the City Manager to sign the agreement. E. Extend the contract ·for Street Sweeping and Vacuuming (Bid No. 1213-01) with USA Services of Florida, Inc. for one year at the current prices with the term being November 1, 2016 through October 31,2017. F. Award Bid No. 1617-01: Repair of Electrical Motors and Pumps to Moline Electric for a term of 5 years, with an option to cancel after the 3rd and 4th year. G. Approve the Memorandum of Understanding between the City of Jacksonville and the City of Atlantic Beach for the Joint Operation of Dutton Island Preserve and authorize the Mayor to sign the Agreement. H. Authorize the City Manager to enter into a new one-year agreement with Langton Associates, Inc. for Grant Writing Services with the term being October 1, 2016 through September30, 2017. City Clerk Bartle read the consent agenda. Mayor Reeves asked if any Commissioner would like to pull an item from the Conse).lt Agenda for discussion. Commissioner Stinson pulled Items B, E, and H. Commissioner Hill pulled Items B, E, F, and H. Motion: Approve Consent Agenda Items A, C , D & G as written. Moved by Stinson, Seconded by Hill There was no discussion on these items. Votes: Ayes: 5-Harding, Hill, Stinson, Waters, Reeves Nays: 0 MOTION CARRIED Mayor Reeves opened discussion for Item B. Commissioner Stinson questioned the large discrepancy in bid amounts between the three bids received. City Manager Van Liere explained the last time this was bid out we had four other bidders that came in about the same price as the low bidder. He stated the other two bidders are new to us and he does not feel they understood what they were bidding. Commissioner Stinson asked if we were satisfied with the services of Beachcombers North. City Manager VanLiere stated the staff is satisfied that they perform their job very well. Mayor Reeves discussed changing the way the bid specs are written so the job description is clearer. Discussion ensued. Motion: Approve Consent Agenda Item 4B. Moved by Stinson, Seconded by Harding Votes: Ayes: 4-Harding, Stinson, Waters, Reeves Nays: 1 -Hill MOTION CARRIED October 24, 2016 REGULAR COMMISSION MEETING Page6 Mayor Reeves opened discussion for Item E. Commissioner Stinson stated he has received complaints from citizens about the quality of work the contractor is doing. Mayor Reeves stated he has followed the truck and all they are doing is stirring up dirt and putting it back through the system. Public Works Director Don Jacobovitz concurred they do have problems spewing out dust or mud and stated he discussed the complaints today with the operations manager of USA Services of Florida, Inc. He stated the operations manager conceded that they do have problems when dealing with Miami Curbs; it is not as efficient. Commissioner Hill asked to pull this item, as he is displeased with the quality of the job perfonned and this is the third or fourth year he has had this same conversation. He stated he would be quieted if Mr. Jacobovitz could give him a tonnage or poundage of material removed. Mr. Jacobovitz stated he does not have the numbers of the tonnage, but it is a large amount. Mayor Reeves asked when their contract expires, and City Manager Van Liere stated October 31, 2016. Motion: Approve consent Agenda Item 4E. Moved by Waters, Seconded by Stinson Votes: Ayes: 4-Harding, Stinson, Waters, Reeves Nays: 1 -Hill MOTION CARRIED Mayor Reeves opened discussion for Item F. Commissioner Hill asked if this was a local company and Mr. Jacobovitz stated yes. Motion: Approve consent Agenda Item 4F. Moved by Waters, Seconded by Harding Votes: Ayes: 5-Harding, Hill, Stinson, Waters, Reeves Nays: 0 MOTION CARRIED Mayor Reeves opened discussion for Item H. Commissioner Stinson asked the City Manager to comment on the amount we are paying a contractor to submit and apply for grants versus the dollar amount of grants that we have received. City Manager Van Liere stated the $36,000.00 that they provide services for has paid for itself this year. He explained it is a task that goes across departments and it helps to have them focused on it with their expertise. Discussion ensued. Motion: Approve consent Agenda Item 4H. Moved by Stinson, Seconded by Waters Votes: Ayes: 5-Harding, Hill, Stinson, Waters, Reeves Nays: 0 MOTION CARRIED AGENDA ITEM: SUBMITTED BY: DATE: BACKGROUND: ATTACHMENT 6 CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM 3A DECEMBER 12, 2016 Proposed policy on rebidding for service contracts and related Commission approvals Jim Hanson, City Mana October 25, 2012 A request was made at a recent commission meeting for the staff to propose a policy that would require all service contracts to be presented for commission approval at least two meetings before their effective date. Only service contracts are at issue because contracts for individual engineering or construction projects can usually be delayed without the interrupting ongoing services. A second request was made at that meeting to propose a policy on the dollar value of contracts brought for Commission review. Last, staff was asked to look at the possibility of posting a schedule of City contracts online. The City's past policy has been to bid most service contracts for one year periods with options for two additional renewals at the same price if both the City and the vendor are pleased with the contract. Some of the service contracts are for considerably longer periods of time such as the sanitation services that goes for seven years to allow for amortization of costs for trucks and toters. The current threshold for bringing contracts to the Commission for approval has been $25,000. After discussion with staff, there are several points for the Commission to consider; In most cases, it is reasonable to prepare and present contracts for initial approval or renewal at least two meetings prior to their expiration date. Staff simply needs to move their calendars ahead. Some concern was expressed of "lame duck" performance in the fmal weeks if an existing contractor were not being recommended for renewal. Adding two more weeks of delay would simply add more time for questionable service. However, this is not a major problem. A more important issue is that some vendors may not be willing to provide pricing that far ahead of the contract dates. Some insurance carriers are good examples. The cost to rebid the contracts in staff time was estimated to be approximately $1,000 for most service contracts. This cost can grow to a much higher number for complex contracts like sanitation services. Preparing bids also costs our contractors money which is usually passed along to their customers. The recent direction by the Commission to rebid virtually every contract yearly rather than renew for additional periods as authorized in the bid specifications has produced some cost savings for the City during the recent recession. However, during normal times when there is positive inflation, rebidding annually can increase the City's cost. One recent example was the street sweeping contract which was rebid with renewal for one additional year available. The City's annual cost increased by $3,300 even though the vendor was willing to extend the contract before it was rebid. There can be considerable disruption to the City services in changing vendors. Janitorial services is a good example where all of the employees need to have background checks, get familiar with the City facilities and have security badges issued. Some contractors provide much better service than others. Some have been with the City for long term and those relationships have been very beneficial to the City. A couple of examples are the point repair and major electric repair contractors. They have become familiar with our electrical, water and sewer systems and provide high levels service, often at night or on weekends. In other cases, the City is better off changing contractors after the first year even though the service provided is not bad enough to cancel the contracts before their initial expiration. In some cases there are very few vendors for any particular service. Sometimes, we can only get one to bid. Rebidding yearly in these cases does not make sense. The low bid for service does not always guarantee good service. Again, the janitorial contract has been an example. We have had eight different contractors over the last 12 years. When we do get a higher quality contractor, we would prefer to stay with them more than one year. Because there are so many different factors to consider, trying to write a policy that covers all situations does not make sense. Relying on the best judgment of the City's top staff, with commission approval for contracts over $25,000, is the most reasonable solution. BUDGET: As reported previously, each time the City rebids a contract, the cost for time of various employees is approximately $1,000 for the simpler contracts. RECOMMENDATION: There is a need to bid each service contract, or otherwise compare costs, on a regular basis to ensure good value for the City, accountability and public trust. The intervals for the contracts should depend upon the nature of the service. A one year time frame with renewal options for two additional years is reasonable for most of the service contracts, however a longer term may be advisable for services where City specific knowledge is of benefit. Specific recommendations are as follows; 1) Direct the staff to prepare and present most contract approvals or renewals at least two commission meetings before the contract deadline with an understanding that this provision may not be obtainable in certain instances. 2) As to the dollar value and frequency for commission approvals, there are many factors to consider concerning extensions. These would include performance of the contractor, administrative time and cost to bid versus the size of the contract, the amount of competition available, disruption in changing vendors and other factors. The judgment of the top staff should be utilized as it has in the past to detetmine which contracts for service should be extended rather than rebid if they were within the three year period. A dollar value for contract approvals by the Commission has been set at $25,000 for some time and there does not appear to be any overwhelming reason to change it at this time. 3) Concerning the possibility of listing all contracts online, the City already has an extensive online service for prospective vendors and staff answers questions from vendors on a daily basis on a wide variety of subjects, including when contracts may be up for renewal. The City's website includes a "Notify Me" option where prospective vendors can sign up to receive an email whenever a bid is being requested for a service for which they are interested. It is possible for the City to prepare a database that can be put online listing all of our current contracts and timeframes for bids. However, staffhas pointed out that this database would have to be updated on a very regular (probably weekly) basis to keep it current. This would add a significant additional responsibility at a time when the City, because of budget constraints, has been eliminating staff to keep costs and tax rates down. Consequently, it is the staff's recommendation to keep the online services for prospective vendors as they have been in the past. A IT ACHMENT 7 CITY OF ATLANTIC BEACH, FLORIDA INVITATION TO BID BID 1213-01 STREET SWEEPING/VACUUMING FOR THE PUBLIC WORKS DEPARTMENT AGE N DA ITEM 3A DECEMBER 12, 2016 Notice is hereby given that the City of Atlantic Beach, Florida, will receive sealed bids, submitted in TRIPLICATE, at the Office of the Purchasing Agent, City Hall, 800 Seminole Road, Atlantic Beach, Florida, 32233, until2:45 PM, Wednesday, October 10, 2012, for STREET SWEEPING/VACUUMING FOR THE PUBLIC WORKS DEPARTMENT. Thereafter, at 3:00PM, the bids will be opened in the City Hall South Conference Room, 800 Seminole Road, Atlantic Beach , FL 32233 . Bids shall be enclosed in an envelope endorsed "BID NO. 1213-01: STREET SWEEPING/VACUUMING FOR THE PUBLIC WORKS DEPARTMENT TO BE OPENED AT 3:00PM, WEDNESDAY, OCTOBER 10, 2012". Bidders may obtain complete sets ofBid Documents by visiting the City's website at www .coab .us/bids . You may also contact the Purchasing Agent Patty Drake, at pdrake@coab .us or at City Hall, 800 Seminole Road, Atlantic Beach, Florida, 32233, (904) 247-5880. For technical questions, please contact Phil Nodine, Streets and Maintenance Division Director, (904) 247-5834, or pnodine@coab.us. ALL Documents MUST be submitted in TRIPLICATE, with one being an original and endorsed "ORIGINAL". The documents should be in the same order as listed on the Document Requirements Checklist. DOCUMENTS REQUIRED TO BE SUBMITTED IN BID PACKAGE AT BID OPENING: 1. Bid submitted in TRIPLICATE (all documents) 2. Signed copy of Document Requirements Checklist 3 . Insurance certificates naming the City of Atlantic Beach as Certificate Holder, showing they have obtained, and will continue to carry Worker's Compensation, public and private liability, and property damage insurance through the life of the contract. 4. Proof of Business Tax Receipt (copies ARE acceptable) 5 . Three (3) positive references, including FAX numbers from companies other than the City of Atlantic Beach for whom the bidder has completed work during the past twelve (12) months, of a comparable size and nature as this scope of work. 6. Equipment List/Equipment Ce1tification Requirement 7. Documentation of any Addenda, if applicable 8. Dmg-Free Workplace 9. Public Entity Crimes Statement 10. Completed Form W-9 Request for Taxpayer Identification Number and Certification. (Form may be obtained from IRS website- http ://www.irs.gov/pub.irs -fil.fw9.pdf) Bid prices must remain valid for ninety-days (90) after the public opening of the bids. Goods and services proposed shall meet all requirements of the Ordinances of the City of Atlantic Beach. The City of Atlantic Beach resetves the right to reject any or all bids, or patis of bids, waive infmmalities and technicalities, make award in whole or in pati with or without cause, and to make the award in what is deemed to be in the best interest of the City of Atlantic Beach. A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime, may not submit a bid on a contract to provide any goods or setvices to a public entity, may not submit a bid on a contract with a public entity for the constmction or repair of a public building or public work, may not submit bids on leases or real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for a period of 36 months from the date of being placed on the convicted vendor list. (Section 287.133(2)(a), FLORIDA STATUTES). An entity or affiliate who has been placed on the discriminatmy vendor list may not submit a bid on a contract to provide goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not transact business with any public entity. (HB 2127). Patricia Drake Purchasing Agent CITY OF ATLANTIC BEACH, FLORIDA INVITATION TO BID BID 1213-01 STREET SWEEPINGN ACUUMING FOR THE PUBLIC WORKS DEPARTMENT Notice is hereby given that the City of Atlantic Beach, Florida, will receive sealed bids, submitted in TRIPLICATE, at the Office of the Purchasing Agent, City Hall, 800 Seminole Road, Atlantic Beach, Florida, 32233, until2:45 PM, Wednesday, October 10, 2012, for STREET SWEEPINGN ACUUMING FOR THE PUBLIC WORKS DEPARTMENT. Thereafter, at 3 :00PM, the bids will be opened in the City Hall South Conference Room, 800 Seminole Road. Bids shall be enclosed in an envelope endorsed "BID NO. 1213-01: STREET SWEEPINGN ACUUMING FOR THE PUBLIC WORKS DEPARTMENT TO BE OPENED AT 3:00PM, WEDNESDAY, OCTOBER 10, 2012". Bidders may obtain complete sets of Bidding Documents by visiting the City's website at www.coab.us/bids. You may also contact the Purchasing Agent, Patty Drake, 800 Seminole Road, Atlantic Beach, Florida, 32233, pdrake@coab .us or (904) 247-5880 . CITY OF ATLANTIC BEACH PURCHASING DEPARTMENT 800 SEMINOLE ROAD ATLANTIC BEACH, FLORIDA 32233 (904) 247-5880 REQUEST FOR BID BID NUMBER: 1213-01 CONTRACT -STREET SWEEPING IV ACUUM FOR THE PUBLIC WORKS DEPARTMENT 1. Resulting Contract It is the intention ofthe City of Atlantic Beach to retain one contractor for sweeping/vacuuming all City streets. Any agreement or contract resulting from acceptance of a bid shall be on forms either supplied by, or approved by, the City and shall contain, as a minimum, applicable provisions of the Request for Bid. The City reserves the right to reject any agreement which does not conform to the Request for Bid and any City requirements for agreements and contracts. 2. Renegotiation During the contract period, the City reserves the right to restate and/or renegotiate with the street sweeping contractor such additions, deletions, or changes to the contract as may be necessitated by law or changed circumstances. In the event that the City and the contractor cannot come to mutual agreement and negotiation on any such addition, deletion or change, that portion of the contract concerning the services in the addition, deletion or change shall be terminated. 3. Contractor Contract Performance During the contract period, the Public Works Director or his or her designee, shall assess the street sweeping contractor's performance on the contract and reserves the right to inspect the contractor's work, materials and methods during any specific project. In the event of a breach of the contract by the contractor or unsatisfactory performance as assessed by the Public Works Director, or if the contractor performs in a manner that precludes the City from administering its functions in an effective and efficient manner, and if, after thirty (30) days following written notice to the contractor, the deficiency still exists, the City will be authorized to cancel the contract, thereafter reserving the right to proceed against the contractor for any and all damages permitted by law arising from said breach. The contractor shall not be held responsible for any failure determined to the satisfaction of the Public Works Director to be due to any action or inaction on the part of the City. REQUEST FOR BID CONTRACT-STREET SWEEPINGN ACUUM FOR THE PUBLIC WORKS DEPARTMENT Page 2 of7 4. Tax Identification Number Bidder must note Federal Employer I.D. Number on Bid Summary Form. The City's Federal Employer I.D. Number is 59-60000267. II. BID SCOPE 1. Intent and Duration It is the intent of the City to select one contractor to provide street sweeping/vacuuming needed for the City's Public Works Department. The objective is to obtain the best services while minimizing cost to the City. The period of the contract street sweeping services shall commence November 1, 2012 and shall terminate three (3) years after the date of commencement. The City reserves the right to renew the contract for two additional one-year periods pending a mutual agreement between the City and the contractor, and a review of contract perfom1ance by the contractor for the previous year. Prices, terms and conditions shall remain firm through this contract period unless modified or canceled in accordance with the provisions of the bid. Bids shall be received at the Office of the Purchasing Agent, 800 Seminole Road, Atlantic Beach, FL 32233. 2. Bid Forms Bids are to be submitted on the attached Bid Summary Form or copies thereof. Bids will not be considered unless they are submitted on this form. a. It shall be assumed that street sweeping/vacuuming services, which are offered, meet or exceed the requirements as stated in the technical specifications. This Bid Invitation presents the City's requirements under proposed methods of operation. Responses to this request should address these requirements. b. All work and materials shall be done in conformity with the appropriate standards. REQUEST FOR BID CONTRACT-STREET SWEEPING/VACUUM FOR THE PUBLIC WORKS DEPARTMENT Page 3 of7 3. Minimum Qualifications a. Firms shall have a minimum five (5) years experience with street sweeping work. 4. Volume of Work As stated on the Street Sweeping/Vacuuming Bid Summary Form. 5. Award Criteria The bid award will be based on the least annual cost to the City and positive references. III. GENERAL REQUIREMENTS The City intends to apply very strict compliance to street sweeping I vacuuming quality. 1. The City's Right to Use Other Contractors The City reserves the right to provide for additional services from other sti·eet sweeping or other type contractors, if the City so deems necessary. If the City elects to exercise this right, the contract covered by the bid shall remain in effect as regards all terms, agreements and conditions without penalty or diminution of ongoing street sweeping services as contained therein and previously provided by the successful contractor in this bid. 2. Payment for Services Payment will be based on work completed in accordance with the unit prices furnished on the Street SweepingNacuuming Bid Summary Form. Invoices shall reference the proper City purchase order number, and the total amount of an invoice shall be paid within 14 days upon receipt. 3. Notification of Project Subsequent to notification of a project, the contractor shall commence no later than five (5) working days after receipt of a purchase order. If an emergency condition exists, the contractor shall respond as quickly as reasonably possible. REQUEST FOR BID CONTRACT-STREET SWEEPINGN ACUUM FOR THE PUBLIC WORKS DEPARTMENT Page 4 of7 4. Technical Specifications Sweepers must be "PM-10 Certified," based on their ability to pick up and capture small dust particles (PM-10 indicates particles of 10 microns or smaller). May use mechanical, regenerative air or vacuum sweeper meeting this specification. All equipment utilized for this effort shall meet all, local/state and federal requirements relating to NPDES and dust control. The contractor shall take all appropriate measures to avoid any debris from impacting vehicles, pedestrians, or any property surrounding the work area. The contractor shall be solely responsible for the repair of any damages resulting from the action of contractor's personnel and/or equipment. Any damage caused within the right-of-way by the placement and or removal of containers, or any equipment used in the process, shall be repaired to like or better condition within 48 hours, at no cost to the city. 5. Reporting Contractor will submit separate fom1s for FDOT Roads and for City Streets showing dates of the sweep with cubic yards of debris collected. 6. GPS Vehicle Tracking The requirement to have all street sweeping equipment utilized under this bid shall be an option the city may or may not choose to exercise. GPS vehicle tracking is a way for the city to ensure an efficient job is performed and to expeditiously resolve citizen complaints. GPS vehicle tracking shall include, but not limited to the following: A. A minimum of one ( 1) GPS vehicle tracking unit to be professionally installed in each sweeper utilized under this bid. GPS vehicle tracking shall be used to document the performance and the completion of the assigned tasks as required by the bid. Functionality shall be tested and assured and tampering of GPS unit shall not be permitted. B. GPS vehicle tracking shall be accessible via a website and display the sweeper's most recent history, dating back no less than three (3) months. The website shall be accessible twenty-four (24) hours a day, seven (7) days a week. C. Should the city so desire, the GPS vehicle tracking unit shall monitor the location and activities of the street sweepers including, but not limited to; date, time, location (latitude/longitude), speed and direction of street sweeping, mileage and broom activity (activity sweeping vs. transit to work site). The printing of detailed maps and reports shall be available. REQUEST FOR BID STREET SWEEPING/VACUUM FOR THE PUBLIC WORKS DEPARTMENT Page 5 of7 D. Should a breakdown of the GPS vehicle tracking unit occur, the contractor shall take the sweeper out of service for performance under this bid. The sweeper taken out of service shall be replaced by a sweeper with a functional GPS tracking unit. All cost associated with the GPS vehicle tracking services as specified including, but not limited to, purchase, installation, maintenance, repair, software and internet accessibility shall be included within the cost of sweeping per curb mile on the street sweeping/vacuum bid summary form. REQUEST FOR BID STREET SWEEPING/VACUUM FOR THE PUBLIC WORKS DEPARTMENT Page 6 of7 STREET SWEEPINGN ACUUM BID SUMMARY FORM BIDDER'S NAME: ______________________ _ This bid will be based on unit prices. All street sweeping debris is to be removed from the City by the contractor and disposed of at an authorize landfill. The contractor must provide the City a copy of each load ticket from the landfill with invoice in order to receive payment. Must sweep all asphalt areas; no dirt trails are to be left behind the sweeper. All curbs and gutters are to be swept and no debris is to be left in the curbs and gutters. Contractor must use water to minimize dust. BIDITEM#l Sweep/Vacuum approximately (54) fifty-four centerline miles of asphalt roadway in the City of Atlantic Beach. Every Other Month Service: BID ITEM#2 Sweep/Vacuum approximately 4.1 centerline miles of asphalt roadway in two areas: Atlantic Boulevard from the East side of the Intracoastal Waterway Bridge to the roundabout in Town Center all lanes including connector lanes to Mayport Road and Florida Blvd. Mayport Road from Atlantic Boulevard to Assisi Lane -all lanes including connector lanes to Atlantic Blvd. This work will require specialized equipment to comply with Florida Department of Transportation (FDOT) requirements (Arrow Boards and Crash Attenuator Follow-Me Truck). Must sweep all asphalt areas including center, all turn lanes, curbs and gutters. Monthly Service: Note: The City reserves the right to award Bid Item #1 to one contractor and Bid Item #2 to another contractor depending upon the lowest, responsible, responsive bid prices. In addition, the City reserves the right to award depending upon price. REQUEST FOR BID STREET SWEEPINGN ACUUM FOR THE PUBLIC WORKS DEPARTMENT Page 7 of7 ALTERNATE BID #1 Sweep/Vacuum approximately 26,382 square feet of asphalt driving and parking area at the City's Public Works Yard at 1200 Sandpiper Lane, Atlantic Beach, FL 32233. Sweeping to occur during normal working hours, 7:30 am to 4:30pm. Every Other Month Service: ALTERNATE BID #2 Sweep/Vacuum approximately 71,000 square feet of asphalt driving and parking area at City Hall located at 800 Seminole Road, Atlantic Beach, FL 32233. Sweeping not to occur between the hours of7:00 am and 10:00 pm. Every Other Month Service: SUBMITTAL: BIDDER BY BUSINESS ADDRESS SIGNATURE CITY, STATE & ZIP CODE TITLE DATE BUSINESS TELEPHONE BUSINESS FAX POINT OF CONTACT E-MAIL ATTACHMENT 8 REQUEST FOR BID STREET SWEEPINGN ACUUM FOR TilE PUBLIC WORKS DEPARTMENT Page 6 of7 STREET SWEEPINGN ACUUM BID SUMMARY FORM BIDDER'S NAME: USA Services of Florida, Inc. AGENDA ITEM 3A DECEMBER 12, 2016 This bid will be based on unit prices. All street sweeping debris is to be removed from the City by the contractor and disposed of at an authorize landfill. The contractor must provide the City a copy of each load ticket from the landfill with invoice in order to receive payment. Must sweep all asphalt areas; no dirt trails are to be left behind the sweeper. All curbs and gutters are to be swept and no debris is to be left in the curbs and gutters. Contractor must use water to minimize dust. BIDITEM#l· SweepN acuum approximately (54) fifty-four centerline miles of asphalt roadway in the City of Atlantic Beach. Every Other Month Service: $3,250.00 BIDITEM#2 SweepN acuum approximately 4.1 centerline miles of asphalt roadway in two areas: Atlantic Boulevard from the East side of the Intracoastal Waterway Bridge to the roundabout in Town Center all lanes including connector lanes to Mayport Road and Florida Blvd. Mayport Road from Atlantic Boulevard to Assisi Lane -all lanes including connector lanes to Atlantic Blvd. This work will require specialized equipment to comply with Florida Department of Transportation (FDOT) requirements (Arrow Boards and Crash Attenuator Follow-Me Truck). Must sweep all asphalt areas including center, an turn lanes, curbs and gutters. Monthly Service: $700.00 Note: The City reserves the right to award Bid Item #1 to one contractor and Bid Item #2 to another contractor depending upon the lowest, responsible, responsive bid prices. In addition, the City reserves the right to award depending upon price.