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
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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.