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Home My WebLink AboutItem VAGENDA REPORT ,.r DATE: August 13,2001` TO: Honorable Mayor and City Council THRU: John B. Bahorski, City Manager FROM: Doug Dancs, P.E., Director of Public Works/City Engineer SUBJECT: APPROVAL OF REQUEST FOR PROPOSAL FOR STREET SWEEPING MAINTENANCE SERVICES SUMMARY OF REQUEST: The proposed City Council action will approve the request for proposal to initiate the proposal process so that a contract may be awarded for street sweeping maintenance services. BACKGROUND: This action consists of requesting proposals from qualified service firms to provide city- wide street sweeping services within the City. During the budget process, an analysis of contract vs in -house sweeping was presented along with a jdnding deficit for the fees collected for the service. Council directed staff to pursue twsing the service fee to close the deficit and obtain bids from contract firms for weekly street sweeping. The RFP is set up for both weekly street sweeping and an alternate if the measure to increase street sweeping does not pass. The advantages of a service contract are that the City will be able to increase or decrease its level of service by area depending on funding constraints or specific needs. Contract sweeping is performed on a unit price of per curb mile so the City would be able to use say the equivalent .7 of a street sweeper. Some of the other benefits with contract services is no equipment maintenance, lower capital costs, less downtime and equipment breakdown, decreased employee liability, and increased storage area. The current analysis purports that contracting would also provide major cost savings. The city street sweeper operator would be transferred to the sewer utility division when there is a need for more operational personnel. RFP's are due the first week of September. The public hearing for street sweeping fee increase is set for September 24, 2001. At the conclusion of the public hearing and in the absence of a majority protest, City Council may adopt resolution recommending the proposed fee increase and order the submission of the proposed fee increase to a vote of the affected property owners or to the electorate residing in the affected area. At least forty-five days after the public hearing, mid November, the fee increase will be submitted Agenda Item Y by mailed ballot to a vote of the affected property owners. If approved by a majority of the affected property owners, December, the fee increase goes into effect the start of January 2002. The contract for street sweeping would be awarded 4after receipt of the vote in order to determine the service level street sweeping required. The contract would be good for one year but could be extended on a year to year basis not to exceed an additional two years upon written mutual agreement. Prices may be adjusted upward or downward to reflect changes to the net percentage change in the consumer's price index. FISCAL IMPACT: Contracting street sweeping will prove to be more cost effective regardless of the alternative since the service level will be matched to the funding. It is recommended that the City Council: 1. Staff recommends that the City Council approve the request for proposal, authorize staff to initiatEiiit{proposal proms . Douglas A. Danes, P.E., Director of Public )R'orks/City Engineer 112MIZ117_VIh John B. Agenda Item _ Attachment: Street Sweeping FAQ STREET SWEEPING: FAQ Why are streets swept? Street sweeping is an integral part of street maintenance. Street sweeping is a multi- purpose operation with three primary objectives: 1. Reduce health hazards contained in or as a part of that material. 2. Prevent materials from dogging sewer /storm drain systems. 3. Provide a clean appearance for residents and the visiting public. Streets are continually subject to dust and dirt blown by wind, dust and dirt tracked by vehicles, leaves and general other debris. In an area that appears "clean" it is common to pick up several tons of dirt and debris in a 20 -block area. This is then transported to an appropriate landfill instead of entering the storm /sewer systems. Is there a direct correlation between ocean water quality and increased frequency of street sweeping? The more contaminants and debris left in the gutter, the more that will eventually find its way into the ocean. Review of rase studies have yielded that the new required regenerative air sweepers are able to pick up finer particles. According to a Northern California study, it takes only two to three weeks for pollutants to accumulate. Therefore, a street cleaning frequency greater than twice a month is necessary to reduce pollutant concentrations on the street surface. How is the street sweeping service paid for? The City currently collects approximately $37,000 through the street sweeping fee. Agency instituted an ordinance in 1987 to collect community service fees. These fees have never been raised. Why is the fee being raised? There is an approximate $50,000 shortfall between what is currently is being collected and how much the service costs. City In -House crews perform the street sweeping service. Is there a more cost - effective way to provide service? Yes, the Department performed an analysis that was presented to Council. It demonstrated that by contracting out for service, like other cities have done, that a cost savings could be achieved. No personnel would be let go but rather transferred to another open position in the department where there is a need. Is the frequency of service being raised? Council has directed staff to increase the frequency of street sweeping to weekly to increase ocean water quality. By contracting out, the City will have weekly sweeping for a little more than it had for twice a month sweeping with in -house forces. What would happen if fees were not raised? Since the City does not want to have street sweeping operate in a funding deficit, frequency of service would need to be reduced depending upon the contract priced obtained for the service provider. This could mean reducing levels of sweeping to once a month or less. How can I get more information? You can phone the public works information contact for this project, George Bernard, at the public works department at (562) 431- 2527 ext 343 for more information or e-mail him at abernardCdiuseal- beach.ca.us. Attachment: Schedule for Increasing Street Sweeping Fees REVISED SCHEDULE OF EVENTS FOR INCREASING STREET SWEEPING AND TREE TRIMMING FEES STEP DATE Notice of proposed fee increase, the amount of the fee, At least 45 days prior to the basis by which the amount was calculated, the reason the public hearing. for the fee, and the date, time and place of a public hearing on the fee is mailed to all property owners (August 10, 2001) affected by the fee increase and any interested party requesting such notice. 2. Notice of proposed fee increase and the date, time and At least 10 days prior to place of the public hearing is published. public hearing. (September 14, 2001) 3. Notice of proposed fee increase and the date, time and At least 5 days after the place of the public hearing is published for the second first publication. time. (September 19, 2001) 4. City Council holds public hearing. At least 45 days after notice is mailed and 10 days after notice first published. _ (September 24, 2001) 5. In the absence of a majority protest, City Council adopts At the conclusion of the resolution recommending the proposed fee increase and public hearing. order the submission of the proposed fee increase to a vote of the affected property owners or to the electorate residing in the affected area. 6. Fee Increase is submitted to a vote of the affected At least 45 days after property owners or to the electorate residing in the the public hearing. affected area 7. If approved by a majority of the affected property owners Effective date specified or two- thirds of the electorate casting votes, the fee in the ballot. increase goes into effect. 57296 \0001 \662020.1 Attachment: Public Notice for Increasing Street Sweeping Fees Agenda Item NOTICE OF PUBLIC HEARING IN CONNECTION WITH CITY OF SEAL BEACH PROPOSED STREET SWEEPING RATE INCREASE NOTICE IS HEREBY GIVEN that the City Council of the City of Seal Beach proposes to adopt a resolution approving an increase in the monthly street sweeping fees commencing with fiscal year 2001 -02 and ordering the proposed increase be submitted to a vote of the affected property owners. The street sweeping fees are levied pursuant to Chapter 22A of Seal Beach Municipal Code to pay for the direct costs of services furnished by the City. The City currently provides street sweeping services on an every other week schedule. Based on concerns over water quality issues, the City intends to provide weekly street sweeping services. The proposed increase is necessary to pay for increased street sweeping services to be provided. The street sweeping fees charged to each property owner are based on the land use of a parcel. The current and proposed formula for calculating the street sweeping charges by land use are set forth in Table A. The current amount levied against each parcel and the proposed increase for fiscal year 2001 -2002 are set forth in Table B. In subsequent fiscal years, the amount of the street sweeping fees may be increased automatically by the annual increase in the Consumer Price Index for all Urban Consumers for the Los Angeles- Anaheim - Riverside Area, not to exceed seven percent per year. Table A — Street Sweeping Fee Formula by Land Use Land Use Current Formula Proposed Formula Single Family Dwelling $0.50 per dwellingrmonth $1.46 per dwelling/month Multiple Residential Dwelling $0.30 per dwelling unit/month $0.88 per dwelling unit/month Non Residential Property $0.50 per water meter/month $1.46 per water meter /month Commercial and/or off ice centers zoned $0.50 per water meter /month $1.46 per water meterlmonth CO, C1, or C2 (with a minimum of 3.5 or or acres) $0.01 per linear footlmonth $0.03 per linear foot/month whichever is realer whichever is greater) Manufacturing uses $0.50 per water meter/month $1.46 per water meter /month or or $0.01 per linear footimonth $0.03 per linear fwVmonth whichever is greater) whichever is realer Bixby Old Ranch Country Club $0.50 per water meter /month $1.46 per water meter/month or or $0.01 per linear footlmonth $0.03 per linear foot/month whichever is greater) whichever is greater) Public and Institutional Uses $0.50 per water meter/month $1.46 per water meter or or $0.01 per linear foot/month $0.03 per linear foot whichever is greater) whichever is greater) Vacant Properties with a minimum total $0.50 per water meter /month $1.46 per water meter /month lot size of 2.5 acres or or $0.01 per linear fwVmonth $0.03 per linear foottmonth whichever is reater whichever is flreater 57296 \0001 \660756 -1 Table B — Street Sweeping Fees by Land Use Land Use Current Monthly Fee Proposed Monthly Fee Single Family Dwelling $0.50 perdwelling $1.46 per dwelling Multiple Residential Dwelling $0.30 per dwelling unit $0.88 per dwelling unit Non Residential Property $0.50 per water meter $1.46 per water meter Seal Beach Trailer Park $65.10 $190.09 (APN 199. 011 - 12,199 -011 - 13,199 -011 -14, 199-011- 16,199 -011 - 18,199- 011- 19,199- 011- 20,199- 011 - 22,199- 011 -23 River Beach Condos $18.00 $52.56 APN 199 - 012 -01 thru 199. 012.80 Boeing $91.00 $265.72 APN 95- 010.54 Oakwood Apartments $213.50 $623.42 APN 43. 160.50 Bixby Ranch Country Club $32.00 $93.44 APN 130 -012 -16 Bizby Ranch Tennis Club $36.00 $105.12 APN 130 - 014-07 NOTICE IS HEREBY FURTHER GIVEN that on the 20 day of September, 2001, at 7:00 P.M. in the Council Chambers at City Hall, located at 211 8" Street, Seal Beach, California, 90275, a public hearing will be held on the above- described tee increase. At the public hearing, the City Council will hear and consider all objections or protests to the proposed ordinance and report. If the City Council adopts the proposed resolution, the proposed fee increase will be submitted to a vote of the affected property owners. Said vote will be conducted by mail - ballot election. City Clerk City of Seal Beach 57296100011660756 -1 Attachment: Street Sweeping Maintenance Services Request for Proposals Agenda Item CITY OF SEAL BEACH SFR! B f may. L p REQUEST FOR PROPOSAL (RFP) FOR Street Sweeping Maintenance RFP responses to be received until 2:30 PM September 5, 2001 in the Office of the City Engineer City of Seal Beach, City Hall 211 81" Street, 2 n Floor Seal Beach CA 90740 Attn: George Bernard, Public Works Asst. Approved for advertising: Douglas A. Dancs, P.E. Director of Public Works /City Engineer Department of Public Works w .sb- public orks.corn Date Issued: TABLE OF CONTENTS General Description Notice Inviting Sealed Proposals Instructions to Proposers Proposal Contract Agreement Local Agency Listing General Legal Responsibilities of the Contractor Special Provisions Appendix Street Sweeping Map GENERAL DESCRIPTION & INTRODUCTION The Public Works Department analyzed its current in -house street sweeping services and determined it would be more cost effective to contract with an outside provider. Current funding levels did not support the in -house operation. The City also desires to increase its current service levels from twice a month street sweeping to weekly street sweeping Therefore, the City plans to raise its fees by going for through the appropriate voter process to cover the cost for weekly street sweeping. This is reflected in Alternate A. If the measure were to fail, it would still be the City's intention to contract out services but rather reduce existing service to that which falls within the revenue collected for this activity. This is reflected in Alternate B. It is the City's intention to have a negotiated price by the time of the public hearing. This will determine the exact amount the proposed fees will need to be raised. The alternative awarded and subsequent contract implementation will depend upon voter approval of the measure. Anticipated Schedule for Street Sweeping Implementation and Voter Measure RFP Response Deadline September 5, 20012:30 PM City Review and Shortlist September 5, 2001 to September 11, 2002 Interview / Negotiation with top ranked service provider September 11, 2001 to September 14, 2001 Public Hearing for fee increase. September 24, 2001 Fee increase is submitted to vote of affected property owners. At least 45 days after Public Hearing (Mid November) If approved by majority of the affected property owners, fee increase into effect. Effective Date Specified in Ballot (December) Contract Transition, Award and Implementation Estimated in December - January. NOTICE REQUESTING PROPOSALS FOR STREET SWEEPING MAINTENANCE NOTICE IS HEREBY GIVEN that the City of Seal Beach, as CITY, invites sealed proposals for the above- stated pmject and will receive such proposals in the offices of the City Engineer, Y" Floor, 211 a Street, Seal Beach, California 90740, up to the hour of 2:30 PM. August 2, 2001.. Copies of the proposal documents are available from the Public Works Department, City of Seal Beach, 211 a Street, Seal beach, California 90740, upon payment of a $10 nonrefundable fee if IN THE CITY OF SEAL BEACH picked up, payment of a $20 nonrefundable fee if mailed. Proposals must be prepared on the approved Proposal forms in conformance with the INSTRUCTIONS TO PROPOSERS and submitted in a sealed envelope plainly marked on the outside. The proposal must be accompanied by certified or cashiers check, or bidders bond, made payable to the CITY, or cash deposit, in the amount of Five- thousand ($5,000) dollars. BY ORDER OF the city of Seal Beach, California. Doug Dancs, P.E., Director of Public Works Date CONTRACT TERMS: The initial Cont. tens is for a period of twelve (12) months. The City may elect to exercise an extension to renew this Contract for an additional term of two (2) one -year terms, contingent upon satisfactory performance of Contractor. The CITY reserves the right to reject any or all proposals, to waive any irregularity and to take all proposals under advisement for a period of 35 days. INSTRUCTIONS TO PROPOSERS STREET SWEEPING MAINTENANCE PROPOSALFORMS Proposals shall be submitted in writing on the Proposal fors provided by the CITY. All information requested therein must be clearly and legibly set forth in the manner and for indicated. The CITY will not consider any proposal not meeting these requirements. SEPARATE SEALED COST PROPOSAL The Contractor shall provide the cost proposal under a separate sealed enclosure from the questionnaire and other required documents within the overall sealed package. PROPOSAL GUARANTEE Proposals must be accompanied by a proposal guarantee consisting of a certified or cashiers check or bid bond payable to the CITY in the amount of five- thousand ($5,000) dollars. Any proposal not accompanied by such a guarantee will be deemed non - responsive and will not be considered. If a proposer to whom a contract is awarded fails or refuses to execute the contract documents or furnish the required insurance policies and bonds as set forth in those documents, the proposal guarantee shall be forfeited to the CITY. The proposal guarantees of all proposers will be held until the successful firm has properly executed all contract documents. DELIVERY OF PROPOSAL Proposals shall be enclosed in a sealed envelope plainly marked on the outside, "SEALED PROPOSAL FOR STREET SWEEPING MAINTENANCE FOR THE PERIOD FROM JULY 1, 2001 TO JUNE 30, 2002 INCLUSIVE IN THE CITY OF SEAL BEACH — DO NOT OPEN WITH REGULAR MAIL." Proposals may be mailed or delivered by messenger. However, it is the proposers responsibility alone to ensure delivery of the proposal to the hands of the CITYS designated official prior to the opening hour stipulated in the NOTICE INVITING SEALED PROPOSALS. Late proposals will not be considered. WITHDRAWAL OF PROPOSALS A proposal may be withdrawn by a written request signed by the proposer. Such requests must be delivered to the CITY'S designated official prior to the proposal opening hour stipulated in the NOTICE INVITING SEALED PROPOSALS. Proposals may not be withdrawn after the proposal opening hour without forfeiture of the proposal guarantee. After the opening of the proposals, proposal errors or mistakes may only result in the withdrawal of the proposal and only in accordance with Public Contract Code section 5101, of seq. No proposer shall withdraw a proposal within sixty (60) days after the actual date of opening thereof. Should there be any reason why the Contract cannot be awarded within the specified period, the time period may be extended by mutual agreement between the CITY and the proposer. IRREGULAR PROPOSALS Unauthorized conditions, limitations or provisions attached to a proposal will render it irregular and may cause it to be rejected. The completed proposal fors shall be without interlineation, alterations or erasures. Alternative proposals will not be considered unless specifically requested. Orel, facsimile (fax), telegraphic, or telephonic proposals, modifcefons, or withdrawals will not be considered. TAXES No mention shall be made in the proposal of Sales Tax, Use Tax, or any other tax, as all amounts proposed will be deemed and held to include any such taxes which may be applicable. DISQUALIFICATION OF PROPOSERS In the event that any proposer acting as a prime contractor has an interest in more than one proposal, all such proposals will be rejected and the proposer will be disqualified. This restriction does not apply to subcontractors or suppliers who may submit quotations to more than one proposer, and while doing so, may also submit a formal proposal as a prime contractor. DISCREPANCIES AND MISUNDERSTANDINGS Proposers must satisfy themselves by personal examination of the work site and proposal documents, and by any other means as they may believe necessary, as to the actual physical conditions, requirements, and difficulties under which the work must be performed. No proposer shall at any time after submission of a proposal make any claim or assertion that there was any misunderstanding or lack of information regarding the nature or amount of work necessary for the satisfactory completion of the job. Any errors, omissions, or discrepancies found in the proposal documents shall be called to the attention of the CITY and clarified prior to the submission of proposals. EQUIVALENT MATERIALS Approval of equipment and materials offered as equivalents to those specified must be obtained in writing from the Director or Public Works. Requests for consideration of equivalents must be submitted in writing within 35 days after award of the contract and must allow sufficient time for complete consideration of all specfcations, samples, references, tests, and other details to the full satisfaction of the Director or Public Works without causing delay of work. LEGAL RESPONSIBILITIES All proposals must be submitted, fled, made, and executed in accordance with State and Federal laws relating to bids for contracts of this nature whether the same or expressly referred to herein or not. Any firm submitting a proposal shall by such action thereby agree to each and all of the terms, conditions, provisions and requirements set forth, contemplated and referred to in the proposal documents and to full compliance therewith. AWARD OF CONTRACT The award of contract, if made, will be to the most qualified firm as determined solely by the CITY. Additionally, the CITY reserves the right to reject any or all proposals, to waive any irregularity, and to take the proposals under advisement for a period of 60 days, all as may be required to provide for the best interests of the CITY. In no event will an award be made until all necessary investigations are made to the responsibility and qualifications of the firm to whom the award is contemplated. REPLACEMENT OF DISQUALIFIED PROPOSAL In the event that the successful, lowest responsible proposer does not or cannot perform to the satisfaction of the CITY per the contract agreement, the CITY reserves the right to utilize the next lowest responsible proposer as the replacement contractor under the conditions listed in this request for proposal. APPROXIMATE CURB MILES Contractor is to verify the actual curb mileage, however, the contract amount will not be adjusted for any discrepancies in the mileage noted by the contractor unless otherwise approved in writing by the Director. Place in $eparafe Sealed Envelope Marked "Cost Proposal' inside the overall sealed Proposal Proposal Document For Street Sweeping Maintenance IN THE CITY OF SEAL BEACH TO THE CITY OF SEAL BEACH, as CITY Company Name In accordance with CITY'S NOTICE INVITING SEALED PROPOSALS, the undersigned CONTRACTOR hereby proposes to furnish all materials, equipment, tools, labor, and incidentals required for the above - stated project as set forth in the proposal documents therefore, and to perform all work in the manner and time prescribed therein. CONTRACTOR declares that this proposal is based upon careful examination of the work site, INSTRUCTIONS TO PROPOSERS, and all other proposal documents. If this proposal is accepted for award, CONTRACTOR agrees to enter into a contract with CITY at the unit and/or lump -sum prices set forth in the following COST SCHEDULE. CONTRACTOR understands that failure to enter into a contract in the manner and time prescribed will result in forfeiture to CITY of the guarantee accompanying this proposal. CONTRACTOR understands that a proposal is required for the entire work that the estimated quantities set forth in the COST SCHEDULE are solely for the purpose of comparing proposals and that final compensation under the contract will be based upon the actual quantities of work satisfactorily completed. The CITY reserves the right to increase or decrease the amount of any quantity shown and to delete any item from the contract It is agreed that the unit and /or lump -sum prices include all appurtenant expenses, taxes, royalties, and fees. In the case of discrepancies in the amounts shown, unit prices shall govern over extended amounts, and words shall govern over figures. If awarded the Contract, the undersigned further agrees that in the event of the CONTRACTOR'S default in executing the required contract and filing the necessary bonds and insurance certificates within 10- working days after the date of the CITY'S notice of award of contract to the CONTRACTOR, the proceeds of the security accompanying this proposal shall become the property of the CITY and this proposal and the acceptance hereof may, at the CITYS option, be considered null and void. Proposals shall be valid for at least a period of 120 days. PROPOSER'S INFORMATION Proposer certifies that the following information is true and correct: Proposer's Name Business Address Telephone Number FAX IM- 11AMR -Mii Type of Organization (Corporation, Partnership, Other) The following are the names, titles, addresses, and phone numbers of all individuals, fine members, partners, joint venturers, and /or corporate officers having a principal interest in this proposal: The dates of any voluntary or involuntary bankruptcy judgments against any principal having an interest in this proposal are as follows: All current and prior DBA's, alias, and /or fictitious business names for any principal having an interest in this proposal are as follows: IN WITNESS WHEREOF, Proposer executes and submits this Proposal with the names, titles, hands, and seals of all aforementioned principals this day of 12001. Proposer Company Name Authorized Representative Title Signature STATE OF CALIFORNIA COUNTY OF On , 20, before me, notary public, personally appeared ❑ personally known to me - OR - O proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/= subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her /their authorized capacity(ies), and that by his/her /their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument WITNESS my hand and official seal. Signature of Notary CAPACITY CLAIMED BY SIGNER: ❑ Individual(s) ❑ Corporate Officer(s) Title(s) • Partner(s) ❑ Limited ❑ General • Attomey -in -Fact ❑ Trustee(s) ❑ Guardian/Conservator ❑ Other SIGNER IS REPRESENTING: NAME OF PERSON(S) OR ENTITY(IES) Proposal Sheet - Alternate 1 SEAL BEACH STREET SWEEPING MAINTENANCE COMPANY NAME: For this option, the City plans to raise its fees to fund the cost of the following street sweeping schedules. Weekly Street Sweeping Place in Separate Sealed 8 Marked Envelope inside Proposal No. " Area Qty Est Unit Unit Price in Words Unit Price in Numbers Extended Price 1' Residential 113' Curb and Arterial Miles Weekly Total in Numbers Multiply 52 weeks /year YEARLY TOTAL IN NUMBERS '113 curb miles x 52 weeks = 5,876 yearly curb miles swept. Street 1. 1 Main Street 1 .36 11 Curb Mile Weekly Total in Numbers Multiply 260 days /year YEARLY TOTAL IN NUMBERS Dailv Parkins Lot Numbers I _ e Street I I Hourly Z' 10"reet Hourly Parking Lot Weekly Total in Numbers Multiply 260 dayslyear YEARLY TOTAL IN NUMBERS Place in Separate Sealed & Marked Envelope inside Proposal Proposal Sheet - Alternate 2 SEAL BEACH STREET SWEEPING MAINTENANCE COMPANY NAME: Place in Separate Sealed & Marked Envelope inside Proposal For this option the City reserves the right to choose a combination of daily, weekly, bi- monthly, or monthly Street Sweeping for its various streets and areas to meet its current funding level of $37,000 per year. No. Area Yearly Unit Unit Price in Words Unit Price in Extended Price Total Numbers Qty Est. �' Residential 2750 Curb and Arterial Miles Company Name REFERENCES The following are the names, addresses, and telephone numbers of four public agencies for which Contractor has performed similar work within the past two years: 1. 2. Name and Address Name and Telephone Number of Person Familiar with Project Contract Amount Type of Work Date Completed and Address of owner Name and Telephone Number of Person Familiar with Project Contract Amount Type of Work Date Completed 3. Name and Address of owner Name and Telephone Number of Person Familiar with Project Contract Amount Type of Work Date Completed 4. Name and Address of Owner Name and Telephone Number of Person Familiar with Project Contract Amount Type of Work Date Completed Company INSURANCE The following are the names, addresses, and telephone numbers of all brokers and sureties from whom Contractor intends to procure insurance and bonds: Worker's Compensation: Company Broker Company Name Address Telephone Number 2. Liability and Property Damage Insurance: Company Broker Address Telephone Number Company Name CONTRACTOR'S QUESTIONNAIRE The following questions shall be answered by all proposers to help the City in making an evaluation of the Proposer's qualifications and proposed level of service. Please attach your response pages to this questionnaire. DESCRIBE IN DETAIL: o Your process for preparing routing maps for the posted restricted parking areas within the City of Seal Beach. Explain the best way to provide quality service, limited parking impacts and greatest cost effectiveness. ❑ Your experience in meeting the schedule times and routes of a restricted parking sweeping program. ❑ Your experience, including problems and solutions, with sweeping public right-of-ways. ❑ Your process for meeting the contract specifications when your machine breaks down (and will not be able to be used that day) at 11 a.m. on any particular scheduled sweeping day. ❑ Your equipment maintenance program and facilities for this program. ❑ Your street sweeper driver training program and how it relates to the City of Seal Beach. ❑ Your proposed transfer site operation and /or your debris disposal program and how it relates to meeting the required scheduled start times. ❑ Your company's philosophy and experience with the following items: ❑ Reducing air pollution ❑ Recycling of debris ❑ Civic involvement in Seal Beach (current and proposed) and other cities ❑ Public convenience and street sweeping (being at the same place at approximately the same time, response time, etc.) ❑ Your proposed street sweepers that will be used to meet the City's specifications and why you propose the machines. o Your experience in documenting contract compliance; promote report samples and explain why they would be beneficial to the City of Seal Beach. ❑ Contractor to estimate the amount of curb miles based upon the centerline miles provided. Street Name City Area Center- line Miles Contractors Estimation of Curb Miles 1 Ague Place H 0.04 2 Almond Avenue CPE 106 3 Anderson Avenue S .07 4 Aster street CPE 0.28 5 Avalon Drive H 0.08 8 Balboa Drive H 0.35 7 Banyan Avenue CPE 0.11 a Basswood street CPE 0.09 9 Bayou Way H 0.11 10 Bayside Drive H 0.27 11 Beachcomber H 0.22 12 Beryl Cove Way H 0.08 13 Beverly Manor Drive LW 0.75 14 Birchwood Avenue CPE 0.68 15 Bluebell Street CPE 0.20 18 Boise Avenue H 0.59 17 Boise Chica Avenue 18 Camelia Street CPE 0.12 19 Candlebeny Avenue CPE 1-OD 20 Caravel Way OT 0.14 21 Carmel Avenue H 0.08 22 Camaeon Circle CPE 004 23 Catalina Avenue H 0.84 24 Central Avenue OT 0.82 25 1 Central Way OT 0.23 28 Clipper Way OT 0.17 27 Clover Circle CPE 0.02 28 Coastline Drive H 0.51 29 College Park Drive CPW 0.72 30 Columbine Street CPE 0.05 31 Coral Place H 0.03 32 Corsair Way OT 0.19 33 Crest Drive H 0.05 34 Crestview Avenue H 0.59 35 Crystal Place H 0.04 38 Crystal Cove Way H 0.10 -37 Daffodil Circle CPE 0.04 38 Dahlia Circle CPE 0.03 39 Daisy Circle CPE 0.05 40 Daisy Street CPE 0.13 41 Dartmouth Circle CPW 0.02 42 Dogwood Avenue CPE 0.89 43 Dolphirie Avenue OT 0.16 44 Dory Way OT 0.06 45 DriBvrood Avenue H 0.29 46 Ebbtide Place H 0.02 47 Elder-Avenue CPE 0.85 48 Electric Avenue (N) OT 0.83 49 Electric Avenue (S) OT 0.73 50 Emerald Place H 0.04 51 Emerald Cove Way H 0.10 52 Fathom Avenue H 0.16 53 Fern Circle CPE 0.03 54 Fir Avenue CPE 0.87 55 Fir Circle CPE 0.05 56 Fuchsia Circle CPE 0.05 57 Fuchsia Street CPE 0.14 58 Galleon Way OT 0.20 59 Goldenrod Circle CPE 0.03 60 Goldenrod Street CPE 0.10 61 Guava Avenue CPE 0.36 62 Harbor Way H 0.14 63 Harvard Lane CPW 0.63 64 Hazelnut Avenue CPE 0.78 65 Heather Circle CPE 0.03 66 Heather Street CPE 0.22 67 Iris Circle CPE 0.03 68 Iris Street CPE 0.05 69 Ironwood Avenue CPE 0.98 70 Island View Drive H 0.22 71 Jade Cove Way H 0.08 72 Jasmin Circle CPE 0.03 73 Laguna Place H 0.07 74 Lampson Avenue A 2.00 75 Lending Avenue OT 0.35 76 Loyola Plaza CPW 0.05 77 Main Street OT 0.38 78 Marble Cove Way H 0.03 79 Marigold Street CPE 0.10 80 Marina Drive OT 0.58 81 Marine Avenue OT 0.08 82 Marlin Avenue H 0.32 83 Marvista Avenue H 0.35 84 Neptune Avenue OT 0.05 85 Occidental Drive CPW 0.05 86 Down Avenue OT 0.94 87 Oleander Street CPE 0.27 88 Opal Cove way H 0.08 89 Pacific Coast Highway A 2.27 90 Pansy Circle CPE 0.07 91 Pansy Street CPE 0.04 92 Primrose Circle CPE 0.07 93 Primrose Street CPE 0.05 94 Princeton Circle CPW 0.02 95 Purdue Circle CPW 0.02 96 Riviera Drive H 0.11 97 Rose Circle CPE 0.07 98 Rose Street CPE 0.16 99 Rossmoor Center way RSS 0.27 100 Sandpiper Drive H 0.22 101 Sdmner Way OT 0.11 102 Sea Breeze Drive H 0.22 103 Seal Way OT (not a 104 Seal Beach Boulevard A 3.66 105 Silver Shoals Avenue H 0.07 106 Southshore Drive H 0.21 107 Stanford Land CPW 0.37 108 Sunflower Circle CPE 0.07 109 Sunflower Street CPE 0.12 110 Surf Place H 0.09 111 Taper Drive H 0.22 112 Teabeny Circle CPE 0.07 113 Tulip Street CPE 0.03 114 Violet Street CPE 0.17 115 WeaMinster Avenue A 2.85 116 Waters Street CPE 0.35 117 Vale Circle CPW 602 118 Vale Lane CPW 0.25 119 1 s-beet OT 0.59 120 2m Street OT 0.17 121 3 Street OT 0.14 122 -4r-Street OT 0.24 123 5 Streat OT 0.41 124 6 Street OT 0.26 125 -fu-Street OT 0.31 128 8 street OT 0.33 127 UF Street OT 0.38 128 -Tlm Street OT 0.28 129 12 Street OT 0.41 Contractor's Est of Curb Miles 130 13 Street OT 0.38 131 14 Street OT 0.38 132 15 street OT 022 133 16 Street OT 023 134 17 Street OT 0.24 CONTRACTOR'S TOTAL ESTIMATED CURB MILES 1.09 ` Indicates number of segments of discontinuous streets Estimate of Mileage: Area Centerline Miles Engineers Est of Curb Miles Contractor's Est of Curb Miles Old Town 10.77 21.54 Hill 7.07 14.14 Arterials 10.78 40 College Park East 11.03 22.06 College Park West 2.15 4.3 Misc. 1.09 2.18 Alleys 4.3 8.6 TOTAL Say 47 Say 113 Company Name DESIGNATION OF SUBCONTRACTORS, SUPPLIERS, AND VENDORS Contractor proposes to subcontract certain portions of the work which are in excess of one -half of one percent of the bid and to procure materials and equipment from suppliers and vendors as follows: NAME, ADDRESS, AND TELEPHONE NUMBER OF SUBCONTRACTORS, PORTION OF WORK, SUPPLIERS, AND VENDORS MATERIALS, OR EQUIPMENT Landfill Address Contact Transfer Site(s) (use additional pages if necessary) Address Contact Water Suppliers (use additional pages if necessary) Address Phone Contact Company Name EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE PROPOSER certifies that in all previous contracts or subcontractors, all reports which may have been due under the requirements of any Agency, State or Federal equal employment opportunity orders have been satisfactorily filed, and that no such reports are currently outstanding. Initial AFFIRMATIVE ACTION CERTIFICATION PROPOSER certifies that affirmative action has been taken to seek out and consider minority business enterprises for those portions of the work to be subcontracted, and that such affirmative actions have been fully documented, that said documentation is open to inspection, and that said affirmative action will remain in effect for the fife of any contract awarded hereunder. Furthermore, PROPOSER certifies that affirmative action will be taken to meet all equal employment opportunity requirements of the contract documents. Initial NONCOLLUSION AFFIDAVIT PROPOSER declares that the only persons or parties interested in this proposal as principals are those named herein; that no officer, agent, or employee of the CITY is personally interested, directly or indirectly, in this proposal; that this proposal is made without connection to any other individual, firth, or corporation making a proposal for the same work and that this proposal is in all respects fair and without collusion or fraud. Initial Note: This questionnaire constitutes a part of the Proposal. The initial in the space provided identifies the particular item and the signature portion of the Proposal shall constitute signature of this questionnaire. Company Name PROPOSER'S VIOLATION OF LAW /SAFETY QUESTIONNAIRE In accordance with Government Code Section 14310.5, the Proposer shall complete under penalty of perjury, the following questionnaire. QUESTIONNAIRE Has the Proposer, any officer of the Proposer or any employee of the Proposer who has a proprietary interest in the Proposer ever been disqualified, removed or otherwise prevented from bidding on or completing a Federal, State or local government project because of a violation of law or a safety regulation? Initial Yes No If the answer is yes, explain the circumstances in the space provided. Note: This questionnaire constitutes a part of the Proposal. The initial in the space provided identifies the particular item and the signature portion of the Proposal shall constitute signature of this questionnaire. Company Name IN WITNESS WHEREOF, PROPOSER executes and submits this proposal with the names, title, hands, and seals of all aforenamed principals this day of . 2001. PROPOSER Company Name Authorized Representative Title Signature Subscribed and sworn to this day of NOTARY PUBLIC Company Name CITY OF SEAL BEACH PROPOSAL GUARANTEE BOND FOR STREET SWEEPING MAINTENANCE FOR THE PERIOD FROM SEPTEMBER 5, 2001 TO JUNE 30, 2002 INCLUSIVE IN THE CITY OF SEAL BEACH KNOW ALL MEN BY THESE PRESENTS that as PROPOSER, and as SURETY, are held and firmly bound unto the City of Seal Beach, as CITY, in the penal sum of Five Thousand Dollars ($5,000.00), for the above - stated project, for the payment of which sum, PROPOSER and SURETY agree to be bound, jointly and severally, firmly by these presents. THE CONDITIONS OF THIS OBLIGATION ARE SUCH that, whereas PROPOSER is about to submit a proposal to CITY for the above - stated project, if said bid is rejected, or if said bid is accepted and a contract is awarded and entered into by PROPOSER in the manner and time specified, then this obligation shall be null and void, otherwise it shall remain in full force and effect in favor of CITY. IN WITNESS WHEREOF the parties hereto have set their names, titles, hands, and seals this day of , 2001. PROPOSER' SURETY` Subscribed and sworn to this - day of 20 NOTARY PUBLIC Provide PROPOSER/SURETY name, address, and telephone number and the name, title, address, and telephone number for authorized representative. CITY OF SEAL BEACH CONTRACT AGREEMENT FOR STREET SWEEPING MAINTENANCE FOR PERIOD FROM JULY 1, 2001 TO JUNE 30, 2002 INCLUSIVE IN THE CITY OF SEAL BEACH This Contract Agreement is made and entered into for the above - stated project this day of 2001, by and between the City of Seal Beach located at 211 e Street, Seal Beach, California 90740, hereinafter referred to as "CITY", and (corporation /partnership /other), located at , hereinafter referred to as "CONTRACTOR ". WITNESSETH, that CITY and CONTRACTOR have mutually agreed as follows: ARTICLE I The contract documents for the aforesaid project shall consist of the Notice Inviting Sealed Proposals, Instructions to Proposers, Proposal Schedule, Project Cost Schedules, Contract Agreement, General Provisions, and Special Provisions together with all required bonds, insurance certificates, permits, notices, and affidavits; and also including any and all addenda or supplemental agreements clarifying, or extending the work contemplated as may be required to ensure its completion in an acceptable manner. All of the provisions of said contract documents are made a part hereof as though fully set forth herein. ARTICLE II For and in consideration of the payments and agreements to be made and performed by CITY, CONTRACTOR agrees to furnish all materials and perform all work required for the above - stated project, and to fulfill all other obligations as set forth in the aforesaid contract documents. ARTICLE III CONTRACTOR agrees to receive and accept the prices set forth in the Proposal as full compensation for furnishing all materials, performing all work, and fulfilling all obligations hereunder. Said compensation shall cover all expenses, losses, damages, and consequences arising out of the nature of the work during its progress or prior to its acceptance including those for well and faithfully completing the work and the whole thereof in the manner and time specified in the aforesaid contract documents, and also including those arising from actions of the elements, unforeseen difficulties or obstructions encountered in the prosecution of the work, suspension or discontinuance of the work, and all other unknowns or risks of any description connected with the work. Said compensation shall not exceed $ per month for routine maintenance plus such sums as approved by the City in writing for extraordinary maintenance. ARTICLE IV CITY hereby promises and agrees to employ, and does hereby employ, CONTRACTOR to provide the materials, do the work and fulfill the obligations according to the terms and conditions herein contained and referred to, for the prices aforesaid, and hereby contracts to pay the same at the time, in the manner, and upon the conditions set forth in the contract documents. ARTICLE V CONTRACTOR acknowledges the provisions of the State Labor Code requiring every employer to be insured against liability for worker's compensation, or to undertake self - insurance in accordance with the provisions of that code and certifies compliance with such provisions. ARTICLE VI CONTRACTOR agrees to protect, indemnify, defend and hold harmless CITY and all of its officers, agents and employees from any claims, demand or causes of action, including related expenses, attorney's fees, and costs, based on, arising out of, or in any way related to the work undertaken by CONTRACTOR hereunder. ARTICLE VII CONTRACTOR agrees to endorse general and umbrella liability coverage required herein to include the City as additional insured under the insurance coverage required here using standard ISO endorsement number CG 20 10 attached to an ISO -CGL policy with an edition date of 1991 or earlier and which does not limit the scope of coverage for the additional insured to vicarious liability or to the additional insured's supervision of a given project and which allows coverage to apply to the additional insured to the full extent provided by the policy. In no event will the contractor use an additional insured endorsement with an edition date of 1993 or later. CONTRACTOR also agrees to require all contractors, subcontractors and anyone else involved in any way with the project contemplated by this agreement to do likewise. ARTICLE VIII CONTRACTOR affirms that the signatures, titles and seals set forth hereinafter in execution of this Contract Agreement represent all individuals, firm members, partners, joint venturers, and /or corporate officers having principal interest herein. IN WITNESS WHEREOF the parties hereto for themselves, their heirs, executors, administrators, successors, and assigns do hereby agree to the full performance of the covenants herein contained and have caused this Contract Agreement to be executed in duplicate by setting hereunto their names, titles, hands, and seals this day of , 2001. CITY OF SEAL BEACH John Bahorski, City Manager ATTEST: Joanne Yeo, City Clerk APPROVED AS TO FORM: City Attorney CONTRACTOR President or Vice President (Signature must be No r¢ed) Vice President or Secretary (Signature must be NM ft ) CONTRACT ATTACHMENT LISTING (ARTICLE 1) Executed Contrail Worker's Compensation Insurance Public Liability and Property Damage Insurance Permits and Licenses Equipment Listing Equipment Identification Communication, Shovel and Warning Devices Schedule of Documents (maps) Communication Records Record Samples Invoice Sample Transfer Site Agreement(s) Landfill Site Agreement(s) Company Proposal R.F.P. Document and Specifications Addendum LOCAL AGENCY LISTING LOCATION OF WORK Citywide — City of Seal Beach Public Roads NOTIFICATION The following list of names and telephone numbers is intended for the convenience of the Contractor and is not guaranteed to be complete or correct: CITY OF SEAL BEACH 562/431 -2527 Doug A. Dancs, Director of Public Works /City Engineer UNDERGROUND SERVICE ALERT 800/422 -4133 SEAL BEACH WATER DEPARTMENT 562/493 -8660 Jeff Watson SEAL BEACH SEWER DEPARTMENT 5621493 -8660 Steve Stockett SEAL BEACH PARKS DEPARTMENT 562/493 -8660 Bob Eagle SEAL BEACH ENGINEERING AND INSPECTION 562/431 -2527 City Hall SEAL BEACH TRAFFIC SIGNAL 562/431 -2527 City Hall SOUTHERN CAL. EDISON COMPANY 562/981 -8240 Jeff Berry SOUTHERN CAL. GAS COMPANY 714/634 -3041 Bob Trenton ADELPHIA 714/338 -2056 Dale Phillips VERIZON 714/375 -6702 Patrick Dillon TRASH SERVICE: BRIGGEMAN 562/598 -8729 CALTRANS 949!724 -2174 SELECTED SEWER TRANSMISSION MAIN: 714/962 -2411 Orange County Sanitation District SELECTED STRORM DRAIN FACILITIES: 714/834 -2300 Orange County, EMA SEAL BEACH POLICE DEPARTMENT 562/431 -2541 ORANGE COUNTY FIRE AUTHORITY 714/538 -3501 OCTA 714/560 -6282 LOS ALAMITOS SCHOOL DISTRICT 5627799 -4700 EMERGENCY INFORMATION The names, addresses, and telephone numbers of the Contractor and subcontractors, or their representatives, shall be filed with the Engineer and the County Sheriffs Department or the City Police Department prior to beginning work. GENERAL PROVISIONS LEGAL RESPONSIBILITIES OF THE CONTRACTOR WORKER'S COMPENSATION INSURANCE Pursuant to the requirements of Section 1860 of the Labor Code (Chapter 1000, Statues of 1965), Contractor shall take out and maintain, for the duration of this Contract, Worker's Compensation Insurance for all his employees employed at the Location of Work. If any work is sublet, Contractor shall require the Subcontractor(s) similarly to provide Worker's Compensation Insurance for all of the Subcontractor's employees. Contractor indemnifies City for any damage resulting from failure of either Contractor or any Subcontractor to maintain such insurance. PUBLIC LIABILITY AND PROPERTY DAMAGES Contractor shall take out and maintain, for the duration of this Contract, Comprehensive Automobile and General Liability Insurance that provides protection from claims which may arise from operations or performance of the work under this Contract by Contractor, his agents, representatives, employees or subcontractors. Single limit coverage applying to bodily and personal injury liability and property damage: $2,000,000. Contractor shall provide City with a certificate of insurance on City's form which evidences the required insurance. This certificate shall be submitted with the contract documents. The following endorsements must be indicated on the certificate: ❑ The City of Seal Beach, as City, its elective and appointive boards, officers, contractors, agents and employees are named as additional insureds in the policy as to the work being performed under the Contract; ❑ The coverage is primary and no other insurance carried by City will be called upon to contribute to a loss under this coverage; ❑ The policy covers blanket contractual liability; ❑ The policy's Limits of Liability are provided on a per occurrence basis; ❑ The policy covers broad -form property damage liability; ❑ The policy covers personal injury liability as well as bodily injury liability; ❑ The policy covers explosion, collapse and underground hazards liability; ❑ The policy covers projects and completed operations; L) The policy covers use of non -owned automobiles; and ❑ Any failure to comply with reporting or other provisions of the policies, including breaches of warranties, shall not affect coverage provided to City, Its officers, officials, employees, agents or volunteers. ❑ Coverage shall not be canceled or materially altered unless thirty (30) days written notice is first given to City, Attention of the City Clerk and the Director Public Works. LEGAL OBLIGATION Contractor shall defend, at his own cost, expense and risk, any and all actions, suits or other legal proceedings which may be brought or instituted against City, the City of Seal Beach, the City Council, its employees and consultants, on any such claim or demand arising out of Contractor's performance, or his Subcontractor's performance, under this Contract. Contractor shall pay or satisfy any judgment that may be rendered against the City or its principals in any such action, suit, or legal proceedings, or result thereof. Nothing herein contained shall be construed as limiting in any way the extent to which the Contractor may be held responsible for payment of damages to persons or property resulting from this operations, or any operations of any Subcontractor under him. ASSIGNMENT OF CONTRACT Contractor shall under no circumstances assign this Contract to another party without the express written consent of the City. LABOR STRIKE Contractor shall be responsible to provide continuous maintenance services, without any interruption, of all streets located identified in the City. In case of any labor strikes, Contractor shall provide other means, at his own cost and expense, to provide comparable continuous service as If no strike existed. Failing to do so will cause City to take whatever action is deemed necessary to provide such service; and the cost, therefore, will be bome by Contractor. FAILURE TO PERFORM If the Contractor should neglect to prosecute the work properly or fail to perform any provisions of this Contract, the City, three (3) days after written notice to the Contractor, may without prejudice to any other remedy it may have, make good such deficiencies and may deduct the cost thereof from the payment then or thereafter due the Contractor; provided, however, that the Director of Public Works of said City shall approve such action and certify the amount thereof to be charged to the Contractor. It is expressly understood and agreed that the Contractor herein named in the furnishing of all labor, services, materials and equipment and Performing the work as provided in this contract is at the express consent of the City Council. TERMINATION DURING CONTRACT PERIOD In the event that any of the provisions of this contract are violated by Contractor, the City may terminate the contract by serving written notice upon the Contractor of its intention to terminate such contract and, unless adequate response is made by Contractor within ten (10) days, the contract shall cease and terminate. In the event of any such termination for the reason above mentioned, the City may take over the work and prosecute the same to completion by contract or otherwise for the account and at the expense of the Contractor, and the Contractor and his sureties shall be liable to the City for any excess cost occasioned in the event of such temrination, for other causes, authorized by law or other provisions of this contract LAWS TO BE OBSERVED Contractor shall keep fully informed of all existing and future State and Federal Laws, and of all Municipal Ordinances and regulations of City which in any manner affect those engaged or employed in the work, and,of all such orders and decrees of bodies or tribunals having any jurisdiction or authority over the same. Contractor shall at all times observe and comply with, and shall cause his agents and employees to observe and comply with, all such existing and future laws, ordinances, regulations, orders, and decrees; and shall protect and indemnify City, the City Council, the Director of Public Works, and all of its and their officers, agents, and employees against any claim or liability arising from or based on the violation of any such law, ordinance, regulation, order, or decree, whether by Contractor or his employees. Should any discrepancy or inconsistency be discovered in the specifications, or in the Contract for the work, in relation to any such law, ordinance, regulation, order or decree, Contractor shall report in writing without delay such discrepancy or inconsistency to the Director of Public Works. LABOR DISCRIMINATION Attention is directed to the Labor Code which provides that no discrimination shall be made in the employment of persons upon public works because of the race, color, national origin, ancestry, sex, religion, or handicap of such persons and every contractor of public works violating this section is subject to all the penatiies imposed for a violation of this chapter. PERMITS AND LICENSES Contractor shall procure all permits and licenses, pay all charges and fees, and give all notices necessary and incidental to the due and lawful prosecution of the contract. PATENTS Contractor shall assume all responsibilifies arising from the use of patented materials, equipment, devices, or processes used on or incorporated in the work. PUBLIC CONVENIENCE AND SAFETY Contractor shall so conduct his operation as to cause the least possible obstruction and inconvenience to the public. Contractor shall furnish, erect and maintain signage, barriers, lights, warning devices for use in performance of 'Work Upon Highways" published by the State of California, Department of Transportation, etc. to ensure the safety of the public or as may be deemed necessary by the Director of Public Works or his designated representative to give adequate warning to the public at all times of any dangerous or abnormal conditions. RESPONSIBILITY FOR DAMAGE The City of Seal Beach, the City Council, or the Director of Public Works shall not be answerable or accountable, in any manner, for any loss or damage that may happen to the work or any part thereof; or for any material or equipment used in performing the work; or for injury or damage to any person or persons, either workers or the public; for damage to adjoining property from any cause whatsoever during the progress of the work or at any time before final acceptance. NO PERSONAL LIABILITY Neither the City Council, the Director of Public Works, nor any other officer or authorized assistant or agent, shall be personally responsible for any liability arising under this Contract. STREET SWEEPING MAINTENANCE SPECIAL PROVISIONS TABLEOF CONTENTS .................................................... ............................... 1. CONTRACT PERIOD., 2. GENERAL REQUIREMENTS ........................................... ............................... 3. OBJECTIVE ...................................................................... ............................... 4. QUALIFICATIONS OF CONTRACTOR ........................... ............................... 5. DISQUALIFICATION OF CONTRACTOR ........................ ............................... 6. DEFINITION OF TERMS .................................................. ..:............................ 7. EQUIPMENT REQUIREMENTS ...................................... ............................... 8. SCHEDULING REQUIREMENTS .................................... ............................... 9. COMMUNICATION RECORDS ........................................ ............................... 10. SWEEPING PRACTICES ................................................. ............................... 11. STANDARDS OF PERFORMANCE ................................. ............................... 12. MISCELLANEOUS ........................................................... ............................... 13. DISPOSAL OF DEBRIS AND TRANSFER SITES ........... ............................... 14. INSPECTIONS AND HANDLING OF DEFICIENCIES ..... ............................... 15. EXTRAORDINARY MAINTENANCE ................................ ............................... 16. COMPENSATION ............................................................. .......:....................... Special Provisions: 1 STREET SWEEPING MAINTENANCE CONTRACT PERIOD The Contract period shall be July 1, 2001 to June 30, 2002. The term of the contract shall be for one year and the City, at its option, may choose to renew the Contract for two (2) one -year extensions. The City shall provide written notification to Contractor thirty (30) days in advance of the Contract expiration indicating whether the City intends to extend the Contract. GENERAL REQUIREMENTS Contractor shall furnish all tools, equipment, apparatus, facilities, labor services and material and perform all work necessary to provide the street sweeping maintenance in the City of Seal Beach as specified herein. All work performed or equipment utilized by Contractor shall be subject to the inspection and approval of City, its Director of Public Works or his authorized representative. OBJECT]VE The primary objectives of the street sweeping program are to: 3.1 Establish and adhere to a regular schedule of performance. 3.2 Maintain gutter flow lines free of debris for free flow of water. 3.3 Maintain a state of cleanliness for road safety and acceptable to the City and its residents. 3.4 Meet all Federal, State and City laws and ordinances. 3.5 Meet all NPDES requirements, to the extent possible, remove and properly dispose of dust, sift, dirt, leaves and other organic and inorganic materials from the City streets prior to such materials entering the City's stone drain system. QUALIFICATIONS OF CONTRACTOR The City shall require submission with the Proposal of certified supporting data regarding the qualifications of the Contractor in order to determine whether he is a qualified, responsible Contractor. The Contractor will be required to furnish the following information: 4.1 Satisfactory evidence that the Contractor has been in existence as a going concern for in- excessvf five (5) years. It is preferred but not required that the Contractor also have not less than five (5) years actual operating experience as a going concern in the field of municipal street sweeping in the State of California. 4.2 Satisfactory evidence that the Contractor's experience as an ongoing concern in municipal street sweeping services including restricted parking areas in the State of California, derives from operations of comparable size to that contemplated by this proposal. Details shall include length of other contracts, name and size of municipality and/or client, nature of service provided, and the name, phone and facsimile numbers of the contact person. 4.3 A detailed inventory of the Contractor's equipment available for use on the Contract. This inventory should include a detailed listing of the Contractor's equipment by model, year of manufacture, and anticipated remaining useful life as of the date of the inventory. All leased equipment shall be listed separately; the time remaining on each leased machine and options of renewal where applicable, should be stated. All new equipment to be acquired to accomplish this contract must be available within six months of the commencement of operations. If new equipment is to be ordered delivery guarantees by manufacturers should be attached to the proposal document Street sweepers to be used in the Contract shall not be more than five (5) years in age +/- unless certification is presented by the Contractor and approved by the City, that the equipment has been completely rebuilt at an authorized Factory Rebuilding center. 4.4 The names and resumes of the principal officers, partners, and /or officials. Special Provisions: 2 4.5 Such additional information as will satisfy the City that the Contractor is adequately prepared to fulfill the Contract 5. DISQUALIFICATION OF CONTRACTORS Although not intended to be an exhaustive list of causes for disqualification, any one or more of the following causes, among others, may be considered sufficient for the disqualification of a Contractor and the rejection of his Proposal: 5.1 Evidence of collusion among Contractors. 5.2 Lack of competency as revealed by either incomplete proposal, experience or equipment statements as submitted or other factors. 5.3 Lack of responsibility as shown by past work, judged from the standpoint of workmanship as submitted. 5.4 Default on previous municipal contract. 5.5 Other causes. 6. DEFINITION OF TERMS 6.1 Agreement/Contract: The terms "AGREEMENT' and "CONTRACT' are used interchangeable and shall mean this document and its attachments for the street sweeping maintenance of the City of Seal Beach, 6.2 Alleyways: Shall mean all dedicated public rights of way within the existing or future corporate limits of the City of Seal Beach which are paved. 6.3 Air Sweeper. Shall mean the mechanical street sweeper which uses regenerative air pressure to pick up debris and dual gutter brooms. (A sample type would include Tymoo 600 Regenerative Air Sweeper and its equivalent. This is not to be an endorsement and the City maintains final determination of equipment adequacy.) 6.4 Weekly: Shall mean weekly sweeping cycles. 6.5 Bi- monthly: Shall mean two complete weekly sweeping cycles, to be done on the first and third weekdays of each month. The City would consider other sweeping schedules, except in the posted areas. 6.6 City: Shall mean the City of Seal Beach, California, its officers, employees, or representatives. City, may be more narrowly defined where appropriate as the Director of Public Works or Public Works Inspector. 6.7 Contractor: Shall mean the person, corporation, or partnership, its officers, employees, or representatives, performing street sweeping services under contract with the City. 6.8 Curb Mile: Shall equal 5,280 feet and is the measurement used to determine compensation under this contract Curb mile is defined as actual sweeping against the street curb. Sweeping across the intersection shall not be considered as included in the contract per curb mile and no additional compensation will be allowed therefore. 6.9 Debris: Shall mean all litter, rubbish, leaves, sand, dirt, silt, garbage, obstructions and other foreign material removable from a paved street with a mechanical street sweeper. 6.10 Dead Spots: The triangle area at an intersection where debris collects outside of the typical traffic pattern. Note: These are to be swept on arterial streets and as requested on residential streets. 6.11 May: Shall be permissive. 6.12 Residential Alternate Side: Shall mean the streets which are specially posted parking restricfions to facilitate street sweeping. 6.13 Routine /Scheduled Sweeping: Includes the regular, reoccurring sweeping of all arterial /residential streets, alleyways, and park parking lots on weekly, depending on the alternative chosen by City Council. 6.14 Shall: Shall be mandatory. 6.15 Streets: Shall mean all dedicated public rights of way within the existing or future corporate limits of the City of Seal Beach which are paved. 6.16 Street Sweeping: Shall mean the removal by mechanical street sweepers of all debris from all portions of listed City parking lots and streets, including but not limited to street intersections, the areas adjacent to curbs and raised medians, left turn pockets between painted Special Provisions: 2 center striped medians of arterial and residential streets, dead spots and cross gutters. 6.17 Street Sweeping Maintenance: Shall mean the street sweeping program in the City of Seal Beach as specified herein the R.F.P. 6.18 Sweepings: Shall mean all debris removed from streets by street sweeping vehicles 6.19 PM,,: Particulate matter with an acrodynamic diameter smaller than or equaltolo microns as measured by the applicable State and Federal reference test methods. 7. EQUIPMENT REQUIREMENTS 7.1 Equipment Description: The type of equipment used by CONTRACTOR shall be certified by the Air Quality Management District (AQMD) as meeting the Rule 1186 sweeper certification procedures and requirements for PMrp- eficient sweepers. The quality and quantity of the equipment used by CONTRACTOR for the sweeping of streets shall be sufficient to perform the work required herein within the hours of work specified herein, and an absolute minimum of one (1) primary sweeper, and one (1) back -up sweeper shall be provided. All sweepers used in the City of Seal Beach shall not be older than five (5) years old and be equipped with dual gutter brooms. Contractor is to provide as part of the proposal the manufacturer specification sheets for any equipment proposed. One (1) primary sweeper shall be a regenerative air sweeper and shall be used exclusively for the City of Seal Beach under their agreement The back -up sweeper shall be a regenerative air sweeper or equivalent and shall be made available in case of breakdown of primary sweepers. All sweepers must have a minimum hopper capacity of six (6) cubic yards. During and after inclement weather, mobile or approved equivalent sweepers may be required by the City to sweep the City streets rather than using regenerative air sweepers if deemed necessary by City on a daily basis. All sweeping equipment used by contractor for the City of Seal Beach shall have the same curb mile cost for such special cases. 7.2 Equipment Identification: All vehicles shall have safety features and shall be painted a uniform color and shall bear in legible letters the CONTRACTOR'S name, license number, phone number and the following wording: "Under contract to the City of Seal Beach" 7.3 Communication: All sweeping operators shall have a Nextel two -way radio cell phone. Said phone will be programmed to the City of Seal Beach Direct Connect frequency at all times for effective communication with City staff. The phone will also be capable of receiving voicemail as well as text messages. Failure of the Contractor to have operable phones in service at all time, may be considered liquidated damages of $100.00 for every day or contract termination. 7.4 Maintenance: Equipment shall be maintained both visually and operationally. Paint and body of street sweeper shall be maintained in good condition with no visible rust or body damage. Vehicle engine shall be routinely maintained as to ensure a high level of service during all sweeping operations and must comply with all State of California Department of Motor Vehicles, Cal. OSHA and all other applicable codes required by the State, County and City. • Air sweepers shall have gutter brooms changed when broom length reaches 7 ". 7.5 Shovel: A hand shovel shall be carved on the truck for operator's use. 7.6 Equipment Listing Updated: The contractor shall supply the City with an up- to-date list of the equipment being used for the sweeping operation, including make, model, year, and any other pertinent information. Nothing herein shall preclude the Contractor from substituting other equal equipment due to maintenance or other factors upon prior notice to the City. All equipment shall be available for inspection by City upon 24 hour notification to the Contractor. Equipment used by the contractor for work to be done under this agreement shall not exceed five (5) years in age, unless certification is presented by contractor that equipment has been completely rebuilt by a Factory Authorized Rebuilding Center and approved by the Director at his sole discretion,. This list will update the list provided in Section 4.4 Special Provisions, of this Proposal. 8.0 SCHEDULING REQUIREMENTS 8.1 Schedule: Contractor shall prepare a detailed sweeping schedule of all routine sweeping of arterial, residential, residential ahemate side of street, alleyways and park parking lots within the Special Provisions: 3 City, with special emphasis on the residential alternate side of street sweeping. Once Contractor has prepared these sweeping schedules as part of the contract documents, no changes in sweeping schedules will be allowed without prior written approval of the City. Contractor shall complete all sweeping per schedule, mechanical failures or personnel problems shall not be acceptable reasons for failure to comply. 8.2 Hours and Days: All sweeping is to be done Monday through Friday, and changes in sweeping schedules will be allowed with written approval of the Director of Public Works. Contractor shall provide a best sweeping schedule for City of Seal Beach including days and times which guarantees to accomplish the contract street sweeping services to its satisfaction. 8.3 Scheduled Areas: All public streets within the City of Seal Beach shall be swept . For the purposes of this proposal, proposal shall be submitted for sweeping services on the basis of street curb line miles. (For streets with center medians, four curb lines per centerline mile shall be swept.) For streets (alternate side sweeping and alleyways) without medians, two curb lines per centerline mile shall be swept. For "half- improved" street or streets with only one curb line within the City limits, one curb line shall be swept per centerline mile. Parking lots are to be swept from side to side until entire lot area is swept. A detailed plan of the weekly street sweeping shall be submitted for the City's approval prior to commencement of the Street sweeping services. At which time, the City shall be provided two (2) colorcoded laminated maps indicating the day and approximate time each street/lot area is scheduled to be swept and two (2) color-coded laminated route maps indicating the route the sweeper will be utilizing for each area. 8.4 Holiday or Inclement Weather. When holiday or inclement weather, in the opinion of the City, or his designated representative, prevents adherence to the regular weekly sweeping schedule, the Contractor shall not be required to comply with the schedule. However, the Contractor shall perform all extra work resulting from such holiday or inclement weather without additional charge. In the event the Contractor is prevented from completing the sweeping as provided in the schedule because of equipment breakdown or reasons other than inclement weather, the Contractor shall be required to complete the sweeping services so deferred prior to the next regular schedule sweeping date, or give the City credit for the work not performed in accordance with the compensation rate hereinafter specified. The contractor may observe up to nine legal holidays yearly and no deduction in payment for services not provided on such legal holidays, which shall coincide with City observed holidays, shall be made. 8.5 Changes to Schedule: The City may at any time, by written order, direct that changes or extras may be made in the scope, specifications or mute schedule in relation to this contract If any such changes cause an increase or decrease in the cost of, or the time required for, performance of this contract, an equitable adjustment shall be made in Contractor's compensation or street sweeping schedule, and this contract shall be modified in writing accordingly and approved by the City hereto. Any claim by Contractor for any adjustment under this clause must be asserted within thirty (30) days after the date of receipt by Contractor of the notification of such changes. However, nothing in this clause shall excuse Contractor from proceeding with the performance of its obligations hereunder as so changed. 8.6 Additions/Deletions in Mileage: Additions and/or deletions to the mileage, inventory or maps may be made as the City accepts new areas and/or relinquishes streets currently swept. Upon written notification to add/delete, Contractor shall be required to accurately measure the curb mileage, and submit a written detail of the addition /deletion for approval. Upon approval, a written change order will be issued stating the effective date of the change. All changes shall be made at the current contract mileage rate. The City is reserves the right to add or delete entire or partial amount of mileage of any areas in the street sweeping contract based upon budgetary constraint. 8.7 Waivers: Failure or neglect of either party to insist on the strict performance of any or all of the terms of this agreement or any of these specifications shall not be considered as, or Special Provisions: 4 constitute, a waiver of any term or condilion of this Agreement or of any performance required thereunder. COMMUNICATION RECORDS 9.1 Communications: Contractor shall maintain an office staff reachable by phone with the 562, 714, 949 or 800 area code, from 8 a.m. to 5 p.m. from Monday through Friday except on legal holidays. Office staff shall have the capability of contacting sweepers and pickup equipment by 2- way radio or equivalent. Contractor shall provide the City with contact personnel and telephone numbers, where designated staff can be reached during non-office hours (5 p.m. to 8 a.m.), to b60. used in emergency /after -hour call-outs. Contractor shall also provide that each sweeper operating in the City shall have at all times an operable Nextel Phone /Radio which has been set to the City's frequency. Contractor shall maintain an operable internet e- mail where it can receive electronic messages from the Public Works Department. Contractor shall maintain a facsimile machine reachable by phone number with the 562, 714, 949 or 800 area code for quick written communication to confirm contract compliance. 9.2 Recording W Service Requests: Contractor shall maintain a record of all service request calls and street sweeping performed, listing dates, hour of day and description of service of work performed. A log sheet giving a brief description of all routine and extraordinary maintenance activities shall be provided monthly prior to invoice approval. 9.3 Recording of Debris Collected: Contractors motor sweeper operator shall be required to record daily sweeping of streets and record them on a form. Items to be recorded consist of. a. Date /streets swept b. Operators name C. Type of sweeper, truck # d. Mileage of each street e. Amount of debris collect per area I. Amount of water utilized per debris load g. Tachograph 9.4 Recording of Accidents: Contractor shall maintain a record of all automobile accidents that the street sweeper is involved in while performing work under this contract. Forms are required for compliance of NPDES regulations and shall be submitted to the George Bernard, Public Works Assistance within 10 days of the end of each month. 9.5 Other Records: Contractor shall provide vehicle service, water use and other management records to help evaluate the services being provided. 10.1 Areas of Street: Shall include curb lines along both sides of the roadway, or to the edge of pavement on alleyways where no curb exists, along raised medians, over all portions of painted medians, painted left and right turn pockets, and all intersection cross gutters. Noses or ends of curbed medians and intersection turn pockets and arterial intersection center areas and dead spots are to be maintained at the same frequency as the median or intersection for which they are associated and included in the curb mile price. Curb returns (radius') at intersections of streets shall be swept along their entire length and free of debris on scheduled sweep days. Excluded from areas to be swept are those that would cause damage to the equipment used. While contractor is normally responsible for the eight (8) foot strip (sweeper width), curb to curb sweeping or a portion of it may be needed at some locations due to unforeseen circumstances. Listed City parking lots shall be swept in their entirety (curb to curb). 10.2 Flow of Traffic: Sweeping shall be accomplished in the same direction as traffic flow at all times during arterial residential streets and alleyways sweeping. 10.3 Water: Water shall be used during all sweeping operations to minimize dust except when requested by City staff. Contractor shall furnish all water required for performance of this contract by first making arrangements with the various goveming water districts and shall pay all fees and comply with all requirements thereof. Contractor acknowledges that all sweepers are equipped with, and all drivers instructed in the proper use of, approved hydrant wrenches and anti- surge/eddy valves. In the event Special Provisions: 5 Contractor encounters an inoperable or "dead" fire hydrant, Contractor shall report hydrant's condition and location to the goveming water district within 24 hours. The Contractor shall list (and keep updated) the water supplier(s) to be utilized on the proposal vendor list. 10.4 Warning Devices: When sweeping, the vehicle shall be equipped with top mounted (rotating or beacon) warning lights visible for 360 degrees. 10.5 Sweeping Speed: Sweeping speed shall be adjusted to street and debris conditions with a maximum speed of ten (10) miles per hour (MPH) or to manufacturers recommended speed. City streets swept while driver exceeds ten (10) MPH will be reswept in their entirety at contractors expense. In addition, a verbal warning will be given for the first violation. A written warning will be given for the second violation and a "Failure to Perform" notice will be issued upon the third (3rd) violation. Contractors drivers of street sweepers shall maintain good safety and driving records and use extreme caution during street sweeping. 10.6 Extra Effort: While sweeping shall normally consist of a single pass over an area, the Contractor shall make additional passes or such extra effort as may be required to adequately clean the street. Heavy debris such as accumulations of silt, compacted dirt, leaves and similar debris shall be removed unless the removal cannot be accomplished without damage to equipment or infliction of personal injury. Extra effort shall be required when debris is moved by the sweeper to an area outside the normal sweeping path along the curb line, at intersections and cross drains. Extra effort shall be required when sweeping equipment leaves a dirt1silt smear in its swept Pathway . Extra effort will be strictly enforced during and after windy conditions and stormy weather. The cost of any extra effort shall be included in the contract cost per curb mile. 12. 10.7 Obstructions: Unswept or unsweepable items such as tree limbs, palm fronds, rocks, trash and debris, shall be removed from the sweeping path by the sweeping operator rather than going around it Larger obstructions such as impaired vertical and /or horizontal clearance by tree limbs, construction or landscaping debris, etc., shall be immediately reported to City's Inspector when the location cannot be swept Contractor may go around homeowner landscaping debris, landscape company or construction debris only when all of the following conditions are met: a. Source of debris is obvious and not natural accumulation. (Should be bagged and/or disposed of by party responsible.) b. Contractor notifies City Inspector within 24 hours. Contractor is not responsible for areas missed because of parked vehicles and other personal property such as toys, bicycles, and skateboard ramps. 10.8 Level of Cleanliness: Contractor shall remove all loose debris obstructions, and material normally picked up and removable by a fully operational mechanical street sweeper. This includes, but is not limited to, sand, gravel, glass, bottles, cans, leaves, silt, mud and litter. If debris cannot be re- swept, the driver /sweeping contractor will be responsible for the manual loosening of debris, or inspection of pile so sweeper can pick up debris. If the area can still not be cleaned, the City should be notified. 10.9 Notification of Non - Sweeping: Contractor shall provide City representative, on a daily basis (when applicable), with list of all streets not swept when regular sweeping schedule is interrupted by mechanical breakdowns, inclement weather, street repairs and personnel situations and deduct said streets from the sweeping billing for that day. Contractor shall provide list of unsweepable streets to the City by fax machine or telephone by the end of the work day. STANDARDS OF PERFORMANCE 11.1 The standards of performance which the Contractor is obligated to perform hereunder are those standards of the industry which are considered to be good street sweeping practices and which are subject to approval by the City. MISCELLANEOUS 12.1 Public Convenience: The Contractor shall so conduct his operations as to cause the least possible obstruction and inconvenience to public traffic. The Administrator shall make final determination of public convenience. 12.2 Field Supervision: The Contractor shall provide such adequate field supervision as to furnish continuous surveillance of workmanship Special Provisions: 6 and adherence to schedules by the crews performing the work under contract. The field supervisor shall check with the City in person weekly as to the schedule of work, citizen complaints, and adequacy of performance. The Contractor shall submit such reports as the City may require to ensure compliance with scheduled work. Contractor shall communicate to the City anytime the regular driver will not be sweeping or if there are any other driver changes. 12.3 Storage of Equipment The City doe not have sites suitable for storage of stree14 sweeping equipment. The contractor is responsible to make other arrangements if necessary. 12.4 Traffic Counters: The Contractor is cautioned that, at various times and locations, the City of Seal Beach will temporarily install portable traffic counting equipment of the type which is activated by vehicles coming in contact with a hose placed in the roadway. Caution shall be used by the Contractor to avoid damaging said equipment. If the Contractor, while in the performance of his contract duties, damages or causes to be damaged any of the aforementioned traffic counting equipment or appurtenances, he shall bear the entire cost for the restoration, repair, inspection, testing and replacement of said damaged equipment. 13. DISPOSAL OF DEBRIS & TEMPORARY TRANSFER SITES 13.1 Disposal of Debris: Contractor shall dispose of all refuse and debris collected by his sweeping operations by hauling to a legally established landfill or area for disposal of solid waste. The cost for disposal including dump fees Shall be included in the contract cost Per curb mile The contractor shall list (and keep updated) the landfill site to be utilized on the vendor list 13.2 Transfer Sites: Contractor shall provide for any transfer site suitable for temporary dumping of sweepers at no extra charge to City. Contractor shall obtain written approval of both the landlord and the City for use of land within City boundary as transfer site. Contractor shall remove and dispose of all sweeping debris at least after every 5-day cycle. The Contractor shall list (and- keep updated) the transfer site(s) to be utilized on the vendor list. 13.3 Records: Contractor shall keep accurate records of the amount of debris removed per month. Measurement shall be taken in both tons and cubic yards. The City will utilize this information for reporting concerning its NPDES program. 13.4 Sample: At the request of the City, the Contractor shall provide a sample of the debris for testing. Testing shall be made at the City's expense. INSPECTIONS AND HANDLING OF DEFICIENCIES Inspections will be performed by qualified City personnel on a regular basis, as well as spot checks and in response to complaints. 14.1 Complaints: The City shall receive and process citizen complaints. CITY will notify CONTRACTOR of corrections and any re- sweeps required following complaints. Citizen complaints will be forwarded to the CONTRACTOR and the frequency of such complaints will be noted in any subsequent unsatisfactory reports which might be fled against the CONTRACTOR. In the event that the results of a sweep are considered to be unsatisfactory, City will notify Contractor of exact location and description of deficiency. The Contractor shall re -sweep the unsatisfactory area at its expense. High visibility and /or unsafe conditions. Locations then will need to be swept immediately. 14.2 Failure to Perform: It is and will be impractical and difficult to ascertain and determine the actual damage the City will sustain by reason of delay in performance; therefore, it is agreed that the Contractor shall forfeit and pay to the City the sum of $500.00 for each calendar day completion is delayed beyond the time allowed, and such sum shall be deducted from any payments due or to become due the Contractor. It is also agreed that the Contractor shall forfeit and pay the sum of $250.00 for each occurrence that the posted area route is not started at the posted time and at the location agreed upon by the Contractor and the City. Contractor will be granted an extension of time and will not be assessed liquidated damages for delays caused by acts of God. The City reserves the right to withhold payment for missed, incomplete or unsatisfactory sweeping performance. Special Provisions: 7 This clause may be used to enforce transfer site clean -up /maintenance. 14.3 Default: Repeated instances of failure to perform, and /or continued disregard of the requirements of this contract shall result in cancellation of the contract. Issuance of two (2) unsatisfactory reports to CONTRACTOR by CITY shall be deemed breach of this agreement, and shall be grounds for CITY to terminate this agreement. In the event of such breach, CITY may, at its option, notify CONTRACTOR of CITY's intention to terminate this agreement CITY shall give notice of termination in writing, mailed to CONTRACTOR's most recent address on file with the Director of Public Works. This agreement shall be terminated 48 hours from and after the hour such notice is deposited in the United States mail in a sealed5. envelope property addressed to CONTRACTOR and bearing the prepaid first class postage. CONTRACTOR shall keep on file with the Director of Public Works/City Engineer, CONTRACTOR's post office address and telephone number within CITY through which CONTRACTOR can be reached. In the event of the termination of this agreement for any breach of failure of performance on the part of CONTRACTOR, CONTRACTOR agrees to pay CITY upon demand, the amount of any damage or less sustained by CITY in the matter of street sweeping, including the re- advertising for and the letting of another contract therefor, for all interests in the CITY's cost of street sweeping incurred under such new contract and for all costs and attorney's fees incurred by CITY in the cancellation of this agreement and the negotiation of such new street sweeping contract. The waiver of a breach of any of the terms of this agreement shall not cancel, or in any way affect the right of the CITY to declare a default for any recurrence of the same or any other breach of this agreement All changes proposed by Contractor regarding equipment, scheduling, type and capacity will require prior approval by the City. 14.4 Re- sweeps: Re- sweeps are those required of the Contractor when, after inspection by the City, are deemed not to meet the stated performance standards, or when a street or section has been missed during the regularly scheduled street sweeping. Re- sweeps are completed at the expense of the Contractor. Responses to residential re- sweeps shall be within twenty-four hours (24) after being notified by the City representative and are to be completed at the expense of the Contractor. High profile residential re- sweeps will be completed prior to 3:30 p.m. the same day Contractor was notified by City representative, when applicable. Arterials and park parking lot re- sweeps will be completed prior to 7:00 a.m. the following day after contact by City representative and are to be completed at the expense of the Contractor. High profile arterial re- sweeps will be completed prior to 3:30 p.m. the same day the Contractor was notified by City representative, when applicable. Contractor shall notify City representative when re- sweeps are completed so City staff may inspect and verify work. EXTRAORDINARY MAINTENANCE 15.1 Special Sweeps: Occasional sweeping required by Contractor to include add -on scheduled and non - scheduled street sweeping of special events, spills, and unusual conditions or any other sweeping requested by the City not included in routine /scheduled sweeping. Billing for special sweeps is based on an hourly rate with travel time included as per bid item and no additional compensation will be allowed. Street sweeper will temporarily postpone scheduled sweep and respond to special sweep locations once contact has been made to contractor's office or field personnel by City staff. Scheduled sweep will resume once special sweep has been completed so as location may be inspected and venfed for cleanliness. Special sweeps are to be completed during an agreed upon time. 15.2 Emergency Sweeps: Occasional sweeping required by Contractor to include non- hazardous spills, accident clean -ups and unusual conditions which would require after -hour, weekend and holiday responses. Response to emergency sweeps shall be within two (2) hours of notification by City. Contractor shall provide City with name and phone number of contact person for after -hour emergency sweeps. 15.3 Special Sweep Debris: Debris picked up on special sweeps (per hour sweeps) will be paid for as follows: Special Provisions: 8 a. Amounts of sic yards or less for every two hours of sweeping, will be included in the dollars per hour cost. b. Amounts of more than six yards for every two hours of sweeping, will be paid for at rate equal to 25% of the per hour rate, per extra load. C. Notification: The Contractor shall contact the Director of Public Works or his representative regarding any extraordinary maintenance work and seek his prior approval before the work is scheduled. The Contractor shall notify the Director of Public Works by telephone at least four (4) hours in advance before any work is commenced, except in emergencies where injury or property damage may result without prompt response. d. Method of Payment: The Contractor shall present to the City an itemized list of all extraordinary maintenance on a separate monthly invoice for extraordinary maintenance work performed during the previous month. The City shall compensate Contractor within thirty (30) days of receipt of an itemized monthly invoice. The City shall compensate Contractor for such maintenance beyond the scope of routine maintenance according to the hourly rate listed in the bid schedule. (See invoice section 16.2.) 16. COMPENSATION FOR ROUTINE MAINTENANCE 16.1 Payment: Payment will be made on the basis of actual street curb miles swept times the amount bid per curb line mile. For parking lots, payment will be made on the basis of hourly times the amount bid per hour of sweeping. The City has provided estimation of all its centerline miles. The contractor shall provide a report verifying the actual amount of curb miles. In case of a discrepancy between the City and the Contractor about the amount of curb miles, the City shall make a determination from its digitally ortho rectified aerial photograph on its GIS system to determine the length of curb. For all of the services which the Contractor is obligated to perform under the terms of this contract, the City shall pay to the Contractor once each month a sum equal to the amount specified in Contractor's Proposal, or as amended by any subsequent adjustments thereto and provided hereinafter. The Contractor shall submit a detailed Invoice. City, upon receipt and approval of an accepted invoice, will make payment within 30 days of receipt of invoice. 16.2 Invoicing: Contractor shall submit an invoice monthly for weekly for service performed. gcheduled sweeping and special sweeps shall be submitted on separate invoices, mailed or delivered to: City of Seal Beach 2118" Street Seal beach, CA 90740 Invoice shall clearly state the following: ❑ Purchase Order Number ❑ Cost per Mile ❑ Total Invoice Cost ❑ Base Contract Mileage, Contract Date ❑ Added Contract Mileage, Contract Change Date ❑ Federal Tax ID # ❑ Person who requested special sweeps (extraordinary maintenance only) 16.3 Adjustment of Payment: It is proposed that street sweeping services be provided for a period of one (1) year. Contract may be extended by written mutual agreement on a year - to-year basis not to exceed an additional two (2) years. For the second and subsequent contract years the rates set forth in the contract may be adjusted upward or downward to reflect changes to the net percentage change in the said C.P.I. during the period of time since the last preceding contract adjustment, calculated to the nearest one percent. The Contractor may petition the City for rate adjustments on the basis of unusual changes in his cost of doing business, such as revised laws or regulations, or changes in disposal fees over which the Contractor has no control. In order to justify such a rate increase, the Contractor shall submit financial and accounting data to the City which clearly substantiates the requested rate increase. After consideration of such financial and accounting data as submitted by the Contractor and any other relevant information, the City Council shall disapprove, approve, or Special Provisions: 9 approve with modification the requested rate increase. The decision of the City Council shall be final and conclusive. The Contractor agrees to abide by the City Council's decision. Special Provisions: 10