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Home My WebLink About1997-06-23 City Council (51)BUDGET 1997-98 City of Polo Alto20C ty Manager’s Report TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT: PUBLIC WORKS AGENDA DATE: SUBJECT: JUNE 23, 1997 CMR:295:97 AWARD OF AGREEMENT TO UNIVERSAL SWEEPING SERVICES FOR SWEEPING SERVICES ’FOR THE CITY GARAGES AND PARKING LOTS REOUEST This is a request for approval of an agreement with Universal Sweeping Services, from July 1,. 1997 to June 30, 1998, in the amount of $15,643.08 for sweeping services for City garages and parking lots in the University Avenue and California Avenue downtown areas, and the Cubberley School parking lots: This report also requests that Council authorize the City Manager, or her designee, to exercise the option for an additional year of sweeping services, from July 1, 1998 to June 30, 1999, in the amount of $15,643.08. RECOMMENDATIONS Staff recommends that Council: Approve and authorize the Mayor to execute the attached agreement with Universal Sweeping Services in the amount of $15,643.08 for July 1, 1997 to June 30, 1998 sweeping services for the City garages and parking lots. Authorize the City Manager, or her designee, to exercise the option to extend the contract for the time period July 1, 1998 to June 30, 1999, in the amount of $15,643.08 at her discretion and execute any other documentsnecessary to implement the agreement. Authorize the City Manager, or her designee, to negotiate and execute one or more change orders to the agreement with Universal Sweeping Services for related, additional but unforseen work which may develop during the sweeping services, the total value of which change orders shall not exceed $1,500 for July 1,1997 to June 30, 1998 and $1,500 for July 1, 1998 to June 30, 1999. POLICY IMPLICATIONS The award of this agreement is consistent with existing policies. CMR:295:97 Page I of 3 EXECUTIVE SUMMARY The sweeping services to be performed under the agreement are for sweeping the City Garage Q and Civic Center Garage in the downtown area once a week. The University Avenue underpass, including specified walkways, stairways, and pedestrian ramps, will be swept once a week. Cambridge Garage (C-5) and Ted Thompson (C-3) in downtown California Avenue also will be swept once a week. The parking lots and connecting driveways at Cubberley School will be swept twice a month. Bid Process On April 8, 1996, bid documents for a three-year contract (Part 1: FY 1996-97, Part 2: FY 1997-98, and Part 3: FY 1998-99) were mailed to six contractors. On April 30, 1996, Universal Sweeping Services, with a bid total of $46,929.24 for a three-year contract, was the only contractor to respond. Telephone calls were made to all bidders to find out why they did not respond. Contractors not responding indicated they could not meet bid bond requirements, noise ordinance, nor hours of operation. They also expressed the futility of bidding against a large company. These companies perform heavy sweeping (streets) but not parking lots. Universal Sweeping Services has performed the sweeping services in a satisfactory manner for the past nine consecutive years. Staff issued a short form agreement for Part 1, from July 1, 1996 to June 30, 1997, to Universal Sweeping Services in the amount of $15,643.08. The original request for bids also included furnishing bid prices for Part 2 and Part 3. Because the additional two years of work would exceed the threshold amount requiring Council authorization, staff requests that Council approve the attached agreement in the amount of $15,643.08 and grant authority to exercise the option for the third year in the amount of $15,643.08. The total value of the project over the three-year period of the contract equals $46,929.24. FISCAL IMPACT Funds for this project are included in the FY 1997-98 operating budget. ENVIRONMENTAL ASSESSMENT This project is categorically exempt from the provisions of CEQA environmental review is necessary. and no further ATTACHMENTS Short Form Agreement for Part 2, from July 1, 1997 to June 30, 1998, Sweeping Services for the City Garages and Parking Lots PREPARED BY: Jim Amores, Engineering Technician 111, Public Works Operations CMR:295:97 Page 2 of 3 DEPARTMENT HEAD REVIEW: GLENN S. ROBERTS Director of Public Works CITY MANAGER APPROVAL: EMILY HARRISON Assistant City Manager CMR:295:97 Page 3 of 3 AGREEMENT BY THIS AGREEMENT MADE AND ENTERED INTO ON THE BY AND BETWEEN THE CITY OF PALO ALTO "CITY", AND DAY OFUniversal Sweeping Services .o. /DATE TO BE ENTERED 19__ [BY CITY PURCHASING (ADDRESS) 525 Sunol Street (CITY) San Jose, CA (ZIP) 95126 (PHONE)408/295-96~ "CONTRACTOR" ~a CONSIDERATION OF THEIR MUTUAL COVENANTS, THE PARTIES HERETO AGREE AS FOLLOWS:¯ CONTRACTOR SHALL PROV,DE OR FURNISH THE FOLLOWING SPECiFiED ~) GOODS AN~ MATERIALS, 2) SERVtCES OR 3) A COMBINATION THEREOF AS SPECIFIED IN THE EXHIBITS NAMED BELOW AND A’FrACHED HERETO AND INCORPORATED HEREIN BY THIS REFERENCE: TITLE: (DESCRIPTION) Sweeping services for the City garages and parking 10ts - (Part J~.: July 1997 to June 1998) EXHIBITS THE FOLLOWING A~ACHED EXHIBITS HEREBY ARE MADE PART OF THIS AGREEMENT: Exhibit A - Bid Schedule Exhibit B - Specifications and Requirements Exhibit C - Insurance Requirements Exhibit D - Certification of Non-discrimminati~ TERM THE SERVlCES AND/OR MATERIALS FURNISHED UNDER THIS AGREEMENT SHALL COMMENCE ONJuly 1~ 1997 AND SHALL BE COMPLETED BEFORE June 30, 1998. COMPENSATION POR THE FULL PERFORMANCE OF THIS AGREEMENT: [~ ClTY SHALL PAY CONTRACTOR:$15,643.08 [] CONTRACTOR SHALL PAY CITY: PAYMENT RECORD (DEPARTMENT USE REVERSE SIDE) CITY ACCOUNT NUMBER: 25553460 3126 (FY97-98)$15,643.08 GENERAL TERMS AND CONDITIONS ARE INCLUDED ON BOTH SIDES OF THIS AGREEMENT. THIS AGREEMENT SHALL BECOME EFFECTIVE UPON ITS APPROVAL AND EXECUTION BY CI’W. IN WITNESS THEREOF, THE PARTIES HAVE EXECUTED THISAGREEMENT THE DAY, MONTH, AND YEAR FIRST WRITI’EN ABOVE.HOLD HARMLESS, CONTRACTOR agrees to indemnify, defend and hold harmless C~TY, its Council Members, officers, employees, and agents from any and all demands,claims or liability of any nature, including wrongful death, caused by or arising out of CONTRACTOR’S, its officers’, directors’, employees’ or agents’ negligent acts, errors,or omissions, or willful misconduct, or conduct for which the law impose~ strict liability on CONTRACTOR in the performance of or failure to perform this agreement by CONTRACTOR.ENTIRE AGREEMENT. This agreement and the terms and conditions on the rewrs~ h~reof represerit the entire agreement between the parties with respect to the purchaseand sale of the goods, equipment, materials or supplies .or payment for services which may be the subject of this agreement. All prior agreements, representationsstatements, negotiations and undertakings whether oral or written are superseded hereby. PROJECT MANAGER AND REPRESENTATIVE FOR CITY CONTRACTOR NAME David Aro BY DEPT.Public Works Operations P.O. BOX 10250 PALO ALTO, CA 94303 Telephone (415) 496-5932 TITLE sOCIAL SECURITY OR I.R.S. NUMBER INVOICING SEND ALL ,NVO,CES TO THE CITY, ATTN: PROJECT MANAGER CITY OF PALO ALTO APPROVALS: (ROUTE FOR SIGNATURES ACCORDING TO NUMBERS IN APPROVAL BOXES BEt~OW) CITY DEPARTMENT r-] Funds Have Been I FINANCE RiSK MANAGERBudgeted PURCI’~ASING & CONTRACT ADMINiSTRATtOh (1) (2) IF OVER $5,000, REQUIRES CITY MANAGER’S SIGNATURE CITY OF PAL0 ALTO (3)(4) IF OVER $25,000, REQUIRES MAYOR AND CITY ATTORNEY SIGNATURES ATTEST:APPROVED AS TO FORM: BY: BY:CITY MANAGER MAYOR CITY CLERK CITY ATTORNEY EXHIBIT A PART II -- BIDDER’S BID PAGES SECTION 30O City Council/City Manager City of Palo Alto In response to the Invitation For Bid, the undersigned, as Bidder declares that the only persons or parties interested in this Bid as principals are those named herein, that this Bid is made without collusion with any other person, firm or corporation; that the Bidder has .carefully examined the location of the proposed Work and the plans and specifications herein referred to; and the Bidder proposes and agrees, if this Bid is accepted, that the Bidder will contract with the City of Palo Alto, to provide all necessary materials, equipment, tools, apparatus and other means of transport services, and to do all the work and furnish all the specified requirements in the Contract, in the manner and time therein prescribed and at the prices stated in the following Bid: Project Title: Sweeping Services for the City of Palo Alto Garages & Parking Lots 12 Months 12 Months 12 Months Sweeping services for City Garage "Q" per Sp.ecifications and Requirements included herein, at $ 188.46 per month Sweeping services for Civic Center Garage per Specifications and Requirements included herein, at $ 240o00 per month Sweeping services for University Avenue Underpass per Specifications and Requirements included herein, at $ 172.71 per month 2,261.52 2,880.00 2,072-52 CITY of PALO ALTO: Bid Pages IFB 16/94)SECTION 300-1 PART II -- BIDDER’SBID PAGES .~SECTION 300 ::!::.:.. EST; ~::ITEM DESCRIPTION PRICE r[EM :Q ANTITY EXTENSION $4.12 Months 5.12 Months 6.12 Months Sweeping services for Cambridge Garage per Specifications and Requirements included herein, at $ 141.21 per month. Sweeping services for Ted Thompson Garage per Specifications and Requirements included herein, at $ 141;21 per month Sweeping services for Cubberly School Parking Lots & the Connecting Driveways per Specifications and Requirements included herein, at $ 420.00 per month 1,694.52 1,694.52 5,040.00 PART 1 TOTAL of Base Bid "A" Items ( 1 - 6 ) $ 15, (o%~. 0~ (Include AI! Apl31icable .’la.x~es)Sixteen tnousand forty three ao~±ars and eight cents ~ (In Words) B.~ From July 1. 1997 tO~ I,12 Months 12 Months 12 Months Sweeping services for City Garage "Q" per Specifications and Requirements included herein, at $ 188.46 per month Sweeping services for-Civic Center Garage per. Specifications and Requirements included herein, at $ 240.o0 per month Sweeping services for University Avenue Underpass per Specifications and Requirements included herein, at $ 172.71 per month $ 2,261,52 $ 2,880.00 $ 2,072.52 CITY of PALO ALTO: Bid Pages IFB (6/94)SECTION 300-2 PART II- BIDDER’S BID PAGES SECTION 3O0 ./.. .EST.. ITEM QUANTITY 4.12 Months 5.12 Months 6.12 Months ITEM DESCRIPTION Sweeping services for Cambridge Garage per Specifications and Requirements included herein, at $ 141.21 per month Sweeping services for Ted Thompson Garage per Specifications and Requirements included herein, at $ 141.21 per month Sweeping services for Cubberly School Parking Lots the Connecting Driveways per Specifications and Requirements included herein, at $ 420.00 per month PART 2 TOTAL of Base Bid"B" Items ( 1 -6) (Include AI! Applicable .’ra.x.es).Sixteen thousand forty three oo~±ars and eight |In Words) cents PRICE EXTENSION 1,694.52 1,694.52 5,040.00 12 Months 12 Months 12 Months Sweeping services for City Garage "Q" per Specifications and Requirements included herein, at $ 188.46 per month Sweeping services for Civic Center Garage per Specifications and Requirements included herein, at $ 240.00 per month Sweeping services for University Avenue Underpass per Specifications and Requirements included herein, at $ 172.71 per month 2,261.52 $ 2,880.00 $ 2,072.52 CITY of PALO ALTO: Bid Pag’es IFB (6/94)SECTION 300-3 PART II -- BIDDER’S BID PAGES SECTION 300 ¯’ ~~" EST;ITEM DESCRIPTION PRICE ITEM:QUANTITY :EXTENSION 4.$12 Months 12 Months 12 Months Sweeping services for Cambridge Garage per Specifications and Requirements included herein, at $ 141,21 per month Sweeping services for Ted Thompson Garage per Specifications and Requirements included herein, at $ 141.21 per month Sweeping services for Cubberly School Parking Lots the Connecting Driveways per Specifications and Requirements included herein; at $ 420.00 per month PART 3 TOTAL of Base Bid "C" Items ( 1 - 6 ) ¯. (include.All. ApplicableSixteen ~nousano £or~y ~nree Qo~ars 1,694.52 1,694.52 5,040.00 (In Words) and eight cents Include All Applicable Taxes Notes and Requirements to Bidder’s Bid Pages: Award and execution of the Contract shall be as described in the Invitation For Bid documents. CITY of PALO ALTO: Bid Pages IFB (6/94}sEcTION 300-4 PART II o BIDDER’S SIGNATURE PAGE SECTION 305 PROJECT: Sweeping Services for the City of Palo Alto Garages & Parking Lots The undersigned hereby certifies that, directly or indirectly, they or their representatives and agents have not colluded with other parties interested in this Invitation For Bid. Bidder is a: l~k California Corporation, or a [] California Limited Liability Company, or a [] Corporation organized under the laws of the State of. with head offices located at. and offices in California at. (Attach addendum if necessary) [] Sole Proprietorship including any fictitious business names (i.e., "dba"), or a [] Partnership (list names of partners; state which partner or partners are managing partner(s). (Attach addendum). [] Dated April 25 Name of Bidder:.Universal Other (Attach addendum specifying details). Sweeping Services, Titlei ¯ Secteeta~y:- General Manager Inc Signature ~ Officer./O.v~n~.,~ ’ / Printed~N~me o&iJgnatory: - Tracy Pao Address #1:Address #2: 525 Sunol Street City: San Jose State, Zip: California 95126 Fax No: (408) 295-4669 Telephone:(408) 295-9688 or (800) 647-9337 Contractor Lice seappgz ca%~ ’IRS #:nor.94-1602345 Name of Contact Person:Telephone: Gina M. Yella (408) 295-9688 End of Section CITY of PALO ALTO: Signature Page - (Revo12/95)SECTION 305-1 PART II1-- BID FORMS EXHIBIT B SPECIFICATIONS SPECIFiCATiONS & REQUIREMENTS -IFB SWEEPING SERVICES CITY GARAGES & PARKING LOTS (Possible Thirty-six Month Contract) The City garages and parking lots to be swept and cleaned are in University Avenue and California Avenue downtown areas and at Cubberly School. The Contractor for this sweeping service shall remove all paper, glass, leaves, dirt and other debris from garage floors, parking lots, driveways, walkways, stairways, pedestrian ramps and clean around wheel stops and around columns using brooms and blowers. Dispose of debris retrieved by sweeping and cleaning. See Location Maps for the location of the City garages and parking iots to be swept and cleaned. So The City garages and parking lots tO be swept and cleaned shall consist of the following: 1.City Garage Sweep all garage floor areas (parking stalls, driving aisles and ramps) once a week. Sweep and clean all stairways once a week.. CITY of PALO ALTO: IFB (4/95)SPECIFICATIONS - 1 PART III -- BID FORMS SPECIFICATIONS = = Civic Center Garage: Sweep all garage floor areas (parking stalls, driving aisles and ramps) once a week. Sweep and clean all stairways once a week. Clean recycling bin storage area, recycling dumpster and garbage dumpsters at Level "A" once a week. The cleaning shall include removing and reinstalling the recycling bins (not the dumpsters), sweeping and removing all debris. University Avenue Underpass: Sweep and clean all underpass walkways once a week. Sweep and clean all four (4) pedestrian ramps once a week. Spray deodorant/neutralizer on all four (4) pedestrian ramps once a week. The Contractor shall usean approved deodorant/neutralizer for spraying all pedestrian ramps. Cambridge Garage (C-5): Sweep all garage floor areas (parking stalls, driving aisles and ramps) once a week. Sweep and clean all stairways and under stairways once a week. Remove all debris from planted areas once a week. Ted Thompson Garage (C-3): Sweep all garage floor areas (parking stalls~ driving aisles and ramps) once a week. Sweep and clean all stairways and under Stairways once a week. Remove all debris from planted areas once a week. Cubberley School Parking Lots and the Connecting Driveways: Sweep all parking lots (parking stalls and driving aisles) twice a month. Sweep all connecting driveways twice a month. Hand sweep/blow between islands and obstructions where mechanical sweepers cannot sweep. Remove, sweep and clean all excess accumulation of dirt/rock debris at the parking lots when required. CITY of PALO ALTO: IFB (4/95)SPECIFICATIONS - 2 PART III -- BID FORMS SPECIFICATIONS Fo The following is the schedule for the sweeping service: PART 1: From JULY 1, 1996 to JUNE 30,1997 PART 2: From JULY 1, 1997 to JUNE 30,1998 PART 3: From JULY 1, 1998 to JUNE 30,1999 The sweeping service shall be limited to the hours of I 0:00 p.m. through 7:00 a.m. and to the nights of Monday through Friday during the life of the contract. The Contractor shall submit a schedule to the City for approval five (5) calendar days before sweeping service is to start. , CITY NOISE CONTRO~ :The Contractor shall at all times conform their sweeping service with the requirement of the City of Palo Alto Noise Control Ordinance, a digest of the provisions of which is. appended to these Contract Specifications in Section 00840. The Contractor shall comply with the attached insurance requirements. Monthly invoice shall be submitted to the City of Palo Alto, P.O. Box 10250, Palo Alto, CA 94303. Attention: David Aro. ADDITIONAL REQUIREMENT~ The Contractor shall repair or replace, at no cost to the City, all existing improvements which are damaged or removed as a result of its =operations. No additional requirements are contemplated, .however supplementary related sweeping service which may be required under this contract, may be added by change order at a negotiated price based on the terms and conditions and Bid results. The equipment to be used in the sweeping service shall conform with this Specifications and Requirements. END OF SECTION CITY of PALO ALTO: IFB (4/95)SPECIFICATIONS - 3 EXHIBIT C ~:~ 3 PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND Pleasanton Valley Insurance 2178 Rheem Dr.,Ste. D Pleasanton, CA 94588 (510) 462-2111 Fax 462-2113 CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. COMPANIES AFFORDING COVERAGE COMPAN’ A Fireman’s Fund Ins CoIETER°° COMPANY a American HomeINSUR~ Classic Car Wash/Universal Sweeping/Detail Performance 871 East Hamilton Ave. Suite C Campbell, CA 95008 COMPANY C California LETER LE’ITER COMPANY ELETTER Assurance Co. Compensation, ...... RECE| V ED THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE USTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NO’P, NITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATEMAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREINIS SUBJECT TO ALL THE TERMS, EXCLUSIONSAND CONDITIONSOF SUCH POLICIES.LIMITS SHOWNMAY HAVE BEEN REDUCED BY PAID CLAIMS. CO i i POMCY EFFECTIVE :POUCY EXPIRATIONLTR!"I~PE OF INSURANCE POLICY NUMBER i DATE (MMiDD/YY)DATE(MMiDD/YY)lIMITS Ai --r.,ER,.. u~.~u~,~N~. ,~,~,~~ 2, 000, 00C i X iCOMMERCIAL GENERAL LIABILITY DXXSO67431S i ...~.8££.u_’~...0~/~.~pe:.._L..i~_..2.,..O0..0..# 0.0 C i":::i ........! CLAIMS MADE !"’:~’"iOCCUR.i05/25/97 05/25/98 PERSONAL & ADV. INJURY ::$ i~, O00~,OOC iXi $5. 000 PD ded F’,ED~AeE(A.~O..,,.)!i 50,00C !AuTo.o..~ ~.,u~.~ CO~B,NEO S,Ne~ ...... G~E LI~SIL~Y i PROf~RTY D~MAGE iS i EX~.ss u~..~r,,i ~¢, occu~c~!$10,0 0 0,0 0 0 B !’"~’"i UMBRELLA FORM BE932799S i05/25/97 05 / 25 / 98i~6~:~ .............................i~~0;~’~~;6~b ..IDLSE~SE-POtlCYLIME i$ 1,000,000 ~O~S~E-~&O~il 1,000,000 i DinER AiAuto Physical DXA80110S24 105/25/97 05/25/98i Ded. Comp.1,000 . iDamage Ded. Coll.1,00O City of Palo Alto is named as additional instlred with respect to liability, as per CG2010 attached. iiiiiiii SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THEiiEXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL ENDEAVOR TO MAIL 3_.____Q0 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE City of Palo Alto LEFT, BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR Attn: Dave Aro . iiiiiiiii LIABILITY OF ~NY KIND UPON THE ITS AGENTS O~RESENTATIVES.PO Box 10250 Palo Alto CA 94303 Addidon~ Ium=ed - Owne~, Less .e~ or Contractors (Form B) CG 20 10 I1 85 Classic Car Wash, inc.,etalPO~ ~od~Pleasanton Valley Ins. DXX80674318 5/2s/97 J1~ own~n~ 1~.-# o~ contra~.~ ~ w~nm you have a wri~d~n conLr’ac’/ ~hat ,.~u~ f~e owns,/a~.;ee or conb’a~or ~o be named a~ ~n ad~f,~nW i,~,re4. PART II o CERTIFICATION of NONDISCRIMINATION EXHIBIT D SECTION 410 Project: Cet~_cation of Nondiscrimination: As suppliers of goods or services to the City of Palo Alto, the firm and individuals listed below certifies that they do not discriminate in employment with regards to age, race, color, religion, sex, national origin, ancestry, disability, or sexual preference; that they are in compliance with all Federal, State and local directi,ves and executive orders regarding nondiscrimination in employment; and that they agree to demonstrate positively and aggressively the principle of equal opportunity in employment. The Bidder agrees specifically: 1.0 To establish or observe employment policies which affirmatively promote opportunities for minority persons at all job levels. 2.0 3¸.0 To communicate this policy to all persons concerned, including all employees, outside recruiting services, especially those serving minority communiti’es, and to the minority communities at large.. To take affirmative action steps to hire minority employees within the organization. 4.0 To be knowledgeable of the local, state, and federal laws and regulations concerning affirmative action policies and provide opportunities for employees. Firm:Universal Sweeping Services DATE: 4/25/96 Title of Officer Signing: Secretary Signature Please mclu n"y add’tional information available regarding equal opportunity employment programs now in effect within your company. (Please attach additiona pages if necessan/) END OF SECTION CITY of PALO ALTO: Non-discrimination (6/94)SECTION 410-1