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HomeMy WebLinkAbout2001-07-10 - AGENDA REPORTS - STREET SWEEP CONTR (2)CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR DATE: July 10, 2001 City Manager Approval Item to be presented by: SUBJECT: AWARD OF CONTRACT FOR CITYWIDE STREET SWEEPING DEPARTMENT: Field Services RECOMMENDED ACTION City Council award contract to Venco Western Inc. in an amount not to exceed $423,900 to provide street sweeping services Citywide on the following schedule: (Residential and Major Streets -Option A, Industrial Streets -Option B and City Facilities and Trails -Option Q. Authorize the City Manager or designee to refine scope of work, negotiate contract and execute all documents, subject to City Attorney approval. Agreement is for a three-year period with a possible one year extension. BACKGROUND Because the City of Santa Clarita places a high emphasis on quality, staff utilized an Request for Proposal (RFP) process for selection of qualified providers of street sweeping services. The RFP provides for the consideration of additional factors other than "low bid" when entering contractual agreements. The key areas of evaluation were: • Responsiveness to the RFP • Experience and qualifications • Willingness to meet City needs/Customer Service • Resources • Method of Disposal • Reporting Plan • Proximity of equipment to City • Cost The submitted proposals include several options for sweeping intervals such as once a week, twice a month, or once a month. Presently the City contracts for sweeping using a combination of timeframes. For residential areas and major streets, "Option A" format of weekly service is utilized. Industrial areas are swept bi-monthly (Option B). Trails and city facilities APPROWED Agenda Item AWARD OF CONTRACT FOR CITYWIDE STREET SWEEPING July 10, 2001 — Page 2 maintained using "Option C" which is once monthly. This approach has been in place for the past four years and appears to be both adequate and fiscally conservative. For these reasons, staff is recommending continuing the same strategy. Four responses to our "Request for Proposals" were received. Staff from Environmental Services Division of the Planning and Building Services Department and the Storm Water Utilities Division and Streets Division of the Field Services Department evaluated the proposals. Two of the firms were invited to an interview. Based on criteria established in the RFP, the firm of Venco Western Inc. was found to be most responsive to the City's needs. Selection criteria included items such as experience, performance standards, resources and disposal plan. The proposals incorporated a cost for sweeping school facilities. This item was included as a courtesy in the previous and present proposals but has not been utilized in the past. Should the school districts choose to sweep their lots they could rely upon our RFP process and enter a separate contract. They will be contacted once a contract has been established between the City and the sweeper company. ALTERNATIVE ACTION Utilize only low bid proposal. Other action as determined by Council. FISCAL IMPACT Funds in the amount of $423,900 have been proposed in the Fiscal Year 2001/2002 budget in Account No. 5230-8059. Note: the total costs identified in the proposals are for comparison purposes. The contract will be based on unit costs with expenditures not to exceed the budget as establish by Council each year. ATTACHMENTS Copy of Request for Proposals (available for review in the City Clerk's reading file) Table of Proposals Received. /admin/ccimms/sweep0l a.dm COST COMPARISON RECOMMENDED SWEEPING SCENARIO Recommended Scenario: Major Streets and residential roadway Option A - Once Weekly Industrial Option B - Twice Monthly Trails and Park ing Lots Option C - Monthly California Venco A.V. Nationwide Street Maint. Western,Inc. Equipment Environment. Residential -A- $359,073.00 $393,485.00 $523,380.00 $566,836.40 Major Streets -A- $ 73,120.32 $ 80,144.06 $ 86,486.40 $ 93,667.39 Industrial .B. $ 5,388.24 $ 5,930.50 $ 6,006.00 $ 7,433.71 Trails -C- $ 7,200.00 $ 2,394.00 $ 3,600.00 $ 3,576.00 City Facilities -C- $ 6,000.00 $ I2.405.00 $ 13.000.00 $ 7.065.00 $450.781.56 $494,358.56 A632,472.40 $678,578.50 CITY OF SANTA CLARITA DEPARTMENT OF FIELD SERVICES REQUEST FOR PROPOSALS CITYWIDE STREET SWEEPING SERVICES Table of Contents 1. Intent of Proposal 2. Submittal Guidelines 3. Evaluation and Selection 4. Qualifications 5. Scope of Work 6. Standards of Performance 7. Billing and Contract Terms 8. Reports 9. Price Proposals 10. Attachments 1. INTENT OF PROPOSAL The City of Santa Clarita is soliciting proposals from qualified contractors to perform street sweeping services within the corporate limits of the City for a three-year period. One contractor will be selected for the purpose of sweeping approximately 610 curb miles of streets and various parking facilities within the City of Santa Clarita. This number is expected to increase as newly constructed roads and annexations of areas not currently within the City limits are added. 2. SUBMITTAL GUIDELINES A. Address Please address proposals to the attention of: Terri Maus, Director of Field Services, Proposals shall be delivered to the Office of the City Clerk of the City of Santa Clarita, 23920 Valencia Blvd. Suite 304, Santa Clarita, CA, 91355. The envelope containing the proposal shall be sealed and plainly marked "Proposal for Street Sweeping Services, City of Santa Clarita," and shall bear the name and address of the contractor. B. Deadline The City of Santa Clarita, Office of the City Clerk, must receive proposals no later than 9:00 a.m. on Monday, June 11, 2001. C. Product Provide three- (3) original, bound, double -sided final reports and three (3) copies, double -sided. City of Santa Clarita Second Draft Request for Proposals — Street Sweeping Services Page 2 of IS D. Name, Address, and Legal Status of Contractor All proposals must be prepared in ink or typewritten and signed by a legal representative of the contractor. The address of the contractor must be given. The legal status of the contractor, whether individual, partnership, or corporation, shall also be stated. A corporation shall execute the proposal by its duly authorized officers in accordance with its corporate by-laws and shall list the state in which it is incorporated. A partnership shall give full names and addresses of all its partners. If the contractor is a joint venture consisting of a combination of any of the above entities, each joint venturer shall execute the proposal. Anyone signing a proposal as an agent of another or others shall submit legal evidence of this authority to do so with the proposal. E. Price Proposal Section The costs, as written on the proposal form, shall govern, and any errors found on extensions or sums to prices will be corrected by the City. Use of proposal forms supplied by the City is required. F. Rejection of Proposals The City reserves the right not to accept any proposal, or to reject any or all proposals, and to waive defects or irregularities in any proposal, at its discretion. Any proposal may be withdrawn prior to the deadline for the receipt of proposals. Any proposal received after the deadline shall not be considered. G. Pre -Proposal Conference A mandatory Pre -Proposal Conference will be held to present additional information and answer questions. It is required that a representative of all prospective contractors attends this conference. The conference will be held on May 10, 2001 at 9:00 a.m. in the Field Services Conference Room, 25663 Avenue Stanford, Santa Clarita. A map is enclosed. Proposals will not be accepted from any contractor that is not represented at this conference. 3. PROPOSAL EVALUATION AND CONTRACTOR SELECTION A. Process Immediately following the deadline for receipt of proposals as stated above, all proposals submitted will be analyzed and reviewed by an evaluation panel comprised of representatives chosen by the City. During the selection process, the evaluation panel may choose to interview any of the prospective contractors. This interview is for clarification purposes City of Santa Clarita Second Draft Request for Proposals — Street Sweeping Services Page 3 of 18 only, and no new material will be permitted at this time. Proposers will be asked to present their proposal at the interview. The panel will then recommend the selection of a contractor to the City Manager/City Council for final approval. Time is of the essence in this matter. Once approved by the City Council, the successful contractor will be expected to immediately process all necessary documentation in order to commence operations on July 1, 2001. B. Evaluation Criteria Proposals will be evaluated on the following criteria: • Responsiveness to the RFP • Experience and qualifications of the Contractor as outlined in the RFP • Contractor's willingness to meet City's performance standards • Resources available to the City • Contractor's method of debris disposal and recycling • Contractor's plan to report debris removed, including disposal and transfer locations. • Contractor's plan to keep the street sweeping operation in the City of Santa Clarita to the extent possible • Cost C. Notification and Responsibility of Selected Contractor The contractor shall be deemed as having been selected when the City shall have mailed formal notice of selection to the contractor by certified mail, return receipt requested. The contractor who has been selected shall be required to execute three (3) copies of the contract and to furnish insurance certificates as required. In case of the contractor's refusal or failure to do so within 10 days after the receipt of formal notice of selection, contractor will be considered to have abandoned all his/her rights and interests in the selection, and the selection may then be made of the next best qualified contractor or the City may elect to repeat the RFP process. 4. QUALIFICATIONS The contractor must provide, within the proposal, certified supporting data regarding the qualifications of the Contractor as defined in this section of the RFP. The contractor is required to furnish the following information: A. Contractor's Experience Satisfactory evidence that the contractor and all subcontractors possess not less that five (5) years actual operating experience in the field of municipal street sweeping. City of Santa Clarita Second Draft Request for Proposals — Street Sweeping Services Page 4 of 18 B. Evidence of Comparable Experience Satisfactory evidence that the contractor's experience in municipal street sweeping services is derived from operations of comparable size to that contemplated by this Request for Proposals. Details shall include length of other contracts, name and size of municipality, nature of services provided, the contact person and phone number of the municipality in question, and experience at handling emergency and special event sweeping. C. Evidence of Good Standing Evidence that the proponent is in good standing in the State of California, and, in the case of a corporation organized under the laws of any other state, evidence that the proponent is license to do business in the State of California or a sworn statement that it will take all necessary action to become so licensed if the proposal is accepted. D. Equipment 1. Inventory A detailed inventory of the contractor's equipment and accessories that will be used to fulfill this contract. This inventory shall include a detailed listing of the following for each piece of equipment: a. Type, model, and year of manufacture b. Type of sweeping equipment used (i.e. vacuum, mechanical broom, regenerative air, etc.) C. Type and manufacturer of recording device for hour of operation, miles per hour and brush operation monitoring d. Total number of miles and hours (miles only, if vehicle is not equipped with an hour meter) each vehicle has been in service, and e. Anticipated remaining useful life as of the date of inventory. 2. Leased Equipment All leased equipment shall be listed separately with the same detailed inventory listing from the previous section; the time remaining on each machine's lease and options for renewal, where applicable, shall be stated. 3. Equipment to be Purchased All new equipment to be acquired to accomplish this contract must be available at the time of the commencement of the operation. Delivery guarantees by manufacturers shall be attached to the proposal document. City of Santa Clarita Second Draft Request for Proposals — Street Sweeping Services Page 5 of 18 4. Equipment Requirements Sweepers shall be equipped with two-way radios. Sweepers must have means to monitor speeds, hours of operation and brush operation for reporting purposes. Sweeper operators shall be equipped with pagers with vibration mode and cellular phones. Operators shall be required to respond to any page within 5 minutes. E. Personnel Information The names and resumes of the principal officers, partners, and or officials shall be submitted. The name(s) and resume(s) of the individual(s) who will be considered in responsible charge of the City of Santa Clarita street sweeping contract shall be clearly indicated. The names and years of experience of sweeper drivers and backup personnel with copies of State of California Department of Motor Vehicles records are also to be submitted. F. Insurance Each proposal must be accompanied by a certificate of insurance as follows: The contractor shall keep continually in force during the term of this agreement, general and public liability insurance in an amount not less than $1,000,000 combined single limits. The contractor shall keep continually in force an additional umbrella policy for $2,000,000. Contractor also agrees to furnish workers' compensation insurance in accordance with the laws of the State of California. The contractor shall also maintain public liability and property damage insurance coverage for automotive and special equipment, including all sweeping equipment, with coverage limits of not less than $1,000,000 combined single limit. All insurance obtained by the contractor shall also insure the City of Santa Clarita, its officers, agents, and employees. All policies shall contain provisions naming the City of Santa Clarita as an additional named insured and require that sixty (60) days notice be given prior to the cancellation, modification, or reduction of the limits of the policy by the insured. G. Performance Bond The proposal shall be accompanied by a letter from a corporate surety satisfactory to the City stating that the Performance bond will be furnished by it to the person submitting the proposal in the event they are the successful contractor. Such letter is to be signed by an authorized representative of the surety together with a certified and effectively dated copy of their power of attorney attached thereto. City of Santa Clarita Second Draft Request for Proposals — Street Sweeping Services Page 6 of 18 The successful contractor will be required to furnish, for City Attorney's approval within ten (10) working days from date of Notice of Award, a performance bond as surety for the faithful execution of the contract. Said performance bond must be in the amount of $300,000, and must remain in effect for the duration of the contract. Contractor shall require surety company to notify City in writing no less than thirty (30) days prior to the cancellation of the performance bond. Premium for the bonds described above shall be paid by the contractor. A certificate from the surety showing that the bond premiums are paid in full shall accompany the bond. The surety on the bond shall be a duly authorized corporate surety, authorized to do business in the State of California. H. Licenses The successful contractor shall possess a valid State of California Contractor license at the time the contract is awarded, and shall maintain that license throughout the life of the contract. The license number shall submitted with the proposal. I. Additional Information The City reserves the right to request any additional information to determine if the contractor is adequately prepared to fulfill the contract. J. Disqualification of Contractors Although not intended to be an exhaustive list of causes, any one or more of the following causes, among others, may be considered sufficient for the disqualification of a contractor and the rejection of their proposal: 1. Evidence of collusion among contractors. 2. Lack of competency as revealed by financial statements, experience or equipment statements, as submitted, or other factors. 3. Lack of responsibility as shown by past work, judged from the standpoint of workmanship, as submitted. 4. Default on previous municipal contract. 5. Other causes. 5. SCOPE OF WORK A. The contractor is responsible to sweep every curb mile within the City of Santa Clarita. This includes all median curbs and cul-de-sacs within the sweeping schedule. Currently, the number of curb miles within the corporate limits of the City is approximately 610. The stated number of curb miles may increase over the course of the contract due to completion of newly constructed roads and/or annexation of previously City of Santa Clarita Second Draft Request for Proposals — Street Sweeping Services Page 7 of 18 unincorporated areas into the City. The contractor is responsible to sweep all additional curb miles at the "per additional curb mile" rate quoted in the Price Proposal section of the RFP. The Price Proposal section of the RFP asks the contractor to break down their costs into sections. Three of these, Residential, Industrial and Major Streets and Medians, will be designated on a map to be handed out at the Pre -Proposal Conference. In order to give the contractor a more accurate idea of the scope of work, the following distances have been measured: Non -Residential Areas Curb Miles Industrial 14.3 Major Streets and Medians 100.8 Total Non -Residential Curb Miles 115.1 B. The contractor is responsible for sweeping all City owned or leased parking lots with 25 or more parking spaces. Names and sizes of these facilities can be found on Attachment A. The contractor must plan a sweeping schedule of these lots with a City -designated contact person. The stated number of lots that meet this requirement may increase over the duration of the contract. The contractor is responsible to sweep all additional lots at the "per additional square foot" rate quoted in the Price Proposal section of the RFP. C. The contractor shall perform twenty-four (24) free -of -charge sweeping projects each contract year at the request of the City. These sweeps are not re -sweeps of an area not done properly (see Section 6, B, Number 4), but rather an additional sweep that is not part of the regular schedule. These may be used to clean before and after a parade or other special event, or for any reason the City chooses. The total curb miles to be swept during the above stated "free sweeps" will not exceed a total of 100 miles per contract year. D. The contractor shall provide price proposals on the following items; however, they may or may not be part of the final scope of work: 1. Trail System The City's trail system is approximately ten (10) feet wide, and is currently ten (10) miles long. The stated number of linear miles may increase over the course of the contract. The contractor will be responsible to sweep all additional miles at the "per additional linear mile rate" quoted in the Price Proposal section of the RFP. 2. School District Facilities There are approximately 1.2 million square feet of parking lot space throughout the four school districts in approximately 35 City of Santa Clarita Second Draft Request for Proposals — Street Sweeping Services Page 8 of 18 separate facilities. Since the total square feet of space is an estimate, the contractor shall provide a per square foot cost, rather than a total cost. If the City chooses to include this in the final scope of work, the cost will be based on the actual square footage at the quoted per square foot rate. E. Contractor shall provide assistance at no cost to the City, in the development of public service announcements on the benefits of street sweeping. The contractor will be responsible to contribute funds not to exceed $10,000 per year of the contract for said publicity. 6 STANDARDS OF PERFORMANCE The contractor shall follow the following standards of performance: A. General 1. The contractor shall place signs, approved by the City, on the street sweeping equipment used in the performance of the work. Signs shall be a minimum of three (3) inches high, visible from both sides of the vehicle, and shall read "Any questions or comments? Please contact (Company name & phone number) 2. The contractor shall make arrangements at his/her expense with the three local water companies for use of fire hydrants to obtain water necessary for the operation. 3. The contractor shall maintain an office staffed by a responsible representative for receipt of requests and complaints. The office shall be open from 8:00 a.m. to 5:00 p.m., Monday through Friday, not including approved holidays 4. The phone number to this office shall be toll-free from within the City of Santa Clarita. The contractor must provide the City with an after-hours contact name and number to use in case of emergency. 5. The contractor shall provide pagers and two way radios to all sweeper operators so that City staff is able to directly communicate with sweeper operators until 5:00 p.m. each weekday. The contractor shall provide a list of all sweeper operators and their current pager numbers to the City on a monthly basis. B. Sweeping Standards City of Santa Clarita Second Draft Request for Proposals — Street Sweeping Services Page 9 of 18 1. Sweeping must be performed in accordance with accepted standards for routine and emergency municipal street cleaning. 2. Sweepers used must be one of the following types: regenerative air, broom brush sweeper, vacuum sweeper, or other which can be proven to be equally effective at removing fine particulate matter and sediment. 3. Equipment shall control and remove dust from the surface being swept, and control airborne particles to the maximum extent practicable in compliance with existing AQMD Standards and the Clean Air Act. All equipment shall remain in compliance with AQNM Rule 119 (attached). 4. When necessary for proper cleaning, contractors shall make more than one pass on a street, without extra charge. 5. Contractor shall immediately respond when notified by the City to re -sweep unsatisfactory areas at no additional charge. 6. Sweepers shall operate at speeds recommended by the manufacturer for optimum sweeping (typically 6 to 8 miles per hour). 7. Cul-de-sacs, which are too small for sweepers to clear the turning radius, must be swept by hand. An acceptable alternative to hand sweeping will be considered. The proposal must contain a cost for this item, any alternative must best shown as a separate item in the proposal. 8. All paved median islands are to be swept by hand on a weekly basis. An acceptable alternative to hand sweeping will be considered. The proposal must contain a cost for this item, any alternative must best shown as a separate item in the proposal. 9. No chemicals, including but not limited to chloride, nitrates, and chloroform, shall be used to enhance the cleaning of the street. C. Scheduling 1. Contractor must schedule street sweeping to take place on the day immediately following trash pick-up on that street. Schedules for trash pick-up will be available to the contractor who is selected. Sweeping schedules must be modified if the trash pick-up schedule changes. City of Santa Clarita Second Draft Request for Proposals — Street Sweeping Services Page 10 of 18 2. Sweeping in residential areas shall not commence prior to 7:00 a.m., and sweeping in business areas shall be completed prior to 7:00 a.m. 3. Contractor shall submit sweeping schedules to the City for approval 30 days prior to commencement of operations. Contractor shall also submit notice of any modification to the schedules 30 days prior to commencement of the modified schedule. Ell D. Disposal of Refuse 1. Contractor is responsible for collecting, transporting, and disposing of all waste at the appropriate disposal facilities in accordance with applicable federal, state, and local laws and regulations, including the Clean Water Act and the City's National Pollutant Discharge Elimination System (NPDES) program. All costs for said disposal shall be paid by the contractor. 2. The City strongly encourages the contractor to use alternate disposal options such as reuse and recycling of applicable materials. The City will assist the contractor in the exploration of these options. 3. Storage areas on streets or private property within the City of Santa Clarita will not be permitted unless prior approval is obtained from the City. If approval is obtained for storage of waste within the City, the approved facility shall be fully contained and not emit or allow runoff. 4. Discharging or disposal of liquid or solid waste, including leakage from sweepers, will not be permitted onto public or private property, streets, or storm drain systems. 5. At no time will a hopper of a street sweeper be allowed to exceed capacity. 6. The contractor shall secure a place in the City to dump, and shall identify such site in the submitted proposal. E. Equipment Maintenance 1. Contractor shall keep accurate records of maintenance and repairs on equipment used on this contract, which shall be available at any time for the City to request. City of Santa Clanta Second Draft Request for Proposals — Street Sweeping Services Page 11 of 18 2. City shall have the right to perform periodic inspections of the equipment. 3. Contractor shall replace worn parts as required and install brooms of the appropriate weight. All adjustments and repairs shall be done in a timely manner. 4. Contractor shall maintain proper brush adjustment, rotation rate, and sweeping pattern to maximize sweeping efficiency per manufacturers recommendations. 5. Contractor shall periodically review maintenance and operation procedures to determine if procedures are being properly implemented. F. Complaints 1. All public complaints concerning street cleaning shall be brought to the attention of the contractor. Complaints will be investigated by the contractor and action will be taken to mitigate the cause of the complaint. 2. Complaints brought to the contractor's attention shall be investigated and resolved by 5:00 p.m. the following business day. 3. A standardized form, to be approved by the City, shall be completed for each complaint received by or referred to the contractor. 4. Contractor shall be required to file a monthly report on all complaints. For requirements of the report, see Section 8, Part C. G. Holidays and Inclement Weather 1. When inclement weather, in the opinion of the City's authorized representative, prevents adherence to the regular sweeping schedule for two or less days in a given week, the sweeping areas so affected by the weather shall be swept within five (5) days of the scheduled sweeping without interruption of the regular sweeping schedule. The contractor shall perform all extra work required by such inclement weather without additional charge, and shall provide the City with a schedule of when the makeup sweeping will be done. 2. When any holiday or observance, as specified in the Government Code of the State of California, occurs on a regular scheduled City of Santa Clarita Second Draft Request for Proposals — Street Sweeping Services Page 12 of 18 sweeping day, said sweeping area shall be swept within two (2) days from the regularly scheduled sweeping day without interruption in the regular sweeping schedule. The contractor shall publish an annual sweeping schedule, to the satisfaction of the City, so all affected residents are notified, and notice of any change in the regular sweeping day due to a holiday or observance shall be coordinated with the City and published in the City's local newspaper. 3. In the event the contractor is prevented from completing the sweeping as provided in the schedule due to reasons other than inclement weather, they shall be required to complete the sweeping services so deferred prior to the next regular scheduled date, or give the City credit for the curb miles not so performed at the rate shown on the proposal. H. Rights of City to Perform During Emergency 1. Should the contractor, for any reason whatsoever, except the occurrence of a natural disaster, refuse or be unable to perform scheduled sweeping duties for a period of more than seventy-two (72) hours, the City shall have the right, upon twenty-four (24) hour prior written notice to contractor, during the period of such emergency, to temporarily take possession of any or all equipment and facilities of contractor previously used in the sweeping and disposal of refuse under the contract, and to use such equipment and facilities to perform the tasks outlined in the contract. Contractor agrees that in such event it will fully cooperate with City to effect such a transfer of possession for the City's use. 2. Contractor agrees that, in such event, City may take temporary possession of and use said equipment and facilities without paying and rental or other charge. City agrees that it shall immediately relinquish possession of all of the above-mentioned property to contractor upon receipt of written notice from contractor to the effect that it is able to resume its normal responsibilities under the Street Sweeping contract. 7 BILLING AND CONTRACT TERMS A. Billing Billings shall be submitted monthly, and shall be based on one twelfth of the annual cost. Additional curb miles shall be billed at the rate quoted in the price proposal. Additional curb miles are to be billed only upon City approval, which must be obtained prior to work commencing. B. Contract Terms City of Santa Clarita Second Draft Request for Proposals — Street Sweeping Services Page 13 of IS The Street Sweeping agreement shall be for a period of three (3) years. Prior to March 1, 2004, contractor has the option to provide City a price proposal for a fourth year, and request renewal of agreement. The City has the sole discretion in the decision to renew the contract. If no proposal is tendered by March 1, 2004, the City will automatically proceed with the RFP process. S REPORTS In addition to other data filed with the City of Santa Clarita, the contractor shall, on a monthly basis, file reports with the City detailing the listed information for the previous month. The reports shall be submitted with the invoice for the previous month. All reports will be pre -formatted by the City in either Microsoft Excel or Microsoft Access. The contractor will be required to input the date, and provide to the City on hard copy and a 3 t/2" diskette. The City reserves the right to change the format or requirements of the reports at any time. A. Street Sweeping Log: each sweeping area detailed by name and description, date swept, frequency, curb -miles swept, impediments to effective cleaning, and the amount of waste collected. B. Scheduled areas not done or not completed as scheduled, as shown on a tachometer and a map, reasons, and the date and time missed areas were swept. C. Complaints: quantity, detail of each complaint, actions taken, resolution. D. Monthly totals of waste collected, total weight, location of disposal, and cost of disposal to contractor. E. Constant record of each sweeper's speed in miles per hour, hours of vehicle operation and brush operation (this report only to be filed at the City's request). F. Failure to submit required reports with the invoice would result in delay of payment of invoice until such time that reports are submitted to the satisfaction of the City. 9 PRICE PROPOSALS Contractor shall provide annual cost proposals for all of the listed options. The City of Santa Clarita reserves the right to use any of the following options, and to change at any time during the course of the contract. Option A Once Weekly Option B Twice Monthly City of Santa Clarita Second Draft Request for Proposals — Street Sweeping Services Page 14 of 18 Option C Once Monthly Option D Weekly during peak season (September, October, and November); Monthly during non -peak season (December through August) Option E Weekly during peak season (3 month period to be specified by City); Bi -weekly during non -peak season (9 months not specified as peak). Option A Option B Option C Option D Option E Residential Total Per Additional Curb Mile Industrial Total Per Additional Curb Mile Major Streets and Medians Total Per Additional Curb Mile City Facilities Total Per Additional Square Foot Trail System* Total Per Additional Linear Mile School District Facilities* Per Square Foot * Descriptions of these items are in Section 5, Scope of Work. 10. COMPLIANCE WITH LAWS — LIQUIDATED DAMAGES. In addition to the requirements set forth in the Agreement, Contractor shall comply with all aspects of the City's NPDES permit. Should Contractor fail to comply with the City's NPDES permit, Contractor shall pay to City, a sum, as liquidated damages, according to the following provisions: A. Deliberate or Grossly Negligent Violations: For each deliberate or grossly negligent act committed by Contractor that violates the City's NPDES permit Contractor shall pay to City the sum of $5,000 as liquidated damages and further reimburse City for any and all expenses, including staff costs, incurred by City as a result of said act. By way of example only, deliberate or grossly negligent acts may include, but are not limited to, purging of liquid onto City streets or into catch basins, or incorrect disposal of refuse. City of Santa Clarita Second Draft Request for Proposals — Street Sweeping Services Page 15 of 18 B. Negligent Violations: For each negligent act committed by Contractor that violates the City's NPDES permit Contractor shall pay to City the sum of $1,000 as liquidated damages and further reimburse City for any and all expenses, including staff costs, incurred by City as a result of said act. By way of example only, negligent acts may include, but are not limited to, improperly maintained (leaking) vehicles. The City and Contractor agree and acknowledge that in the event of a violation of the City's NPDES permit by Contractor, the actual damage to the City as a result of said violation, in addition to the out-of-pocket cost to City of addressing the violation, would be difficult if not impossible to ascertain with any degree of certainty. Therefore, the parties have negotiated this liquidated damages provision such that a sum as calculated as set forth above represents a reasonable sum to be paid to City by Contractor as and for liquidated damages for each violation of the City's NPDES permit committed by Contractor. The parties have agreed upon the foregoing as a liquidated damages provision, and not as a penalty. Contractor agrees to indemnify and hold harmless City and to pay any penalties, fines or levies imposed upon City or Contractor by any County, State or Federal agency ATTACHMENTS A. List of City Facilities B. Map of City of Santa Clarita C. List of Private Streets (not to be included in scope of work)* D. Street Sweeping Contract* E. AQMD Rule 1186/1186A F. Agreement to comply with all requirements. * To be handed out at the Pre -Proposal Conference (see Section 2, Part G). City of Santa Clarita Second Draft Request for Proposals — Street Sweeping Services Page 16 of 18 • ATTACHMENT A CITY FACILITIES Facility Name Approximate Size (in square footage) 1. City Hall Parking Lot 81,000 23920 Valencia Blvd. 2. City Hall Auxiliary Parking Lot 17,856 24401 Del Monte Drive 3. Field Services Facility Lots 65,685 25663 Avenue Stanford 4, Santa Clarita Metrolink Station 304,100 22122 Soledad Canyon Road 5. Jan Heidt Metrolink Station 107,325 24305 Railroad Avenue 6. Via Princessa Metrolink Station 181,393 22201 Via Princessa 7. Bouquet Canyon Park 25,996 28127 Wellston Drive 8. Canyon Country Park 26,964 17615 W. Soledad Canyon Road 9. Central Park 120,000 27150 Bouquet Canyon Road 10. Newhall Park 19,215 24933 Newhall Avenue 11. North Oaks Park 15,496 27824 N. Camp Plenty Road 12. Old Orchard Park 10,000 25023 N. Avenida Rotella 13. Pamplico Park 10,000 14. Santa Clarita Park 10,919 27285 Seco Canyon Road City of Santa Clarita Second Draft Request for Proposals — Street Sweeping Services Page 17 of 18 14. Santa Clarita Sports Complex 300,000 15. Circle "J" Park 9,840 Total Approximate Square Footage 1,305,789 City of Santa Clarita Second Draft Request for Proposals — Street Sweeping Services Page 18 of 18 ATTACHMENT B MAP OF CITY OF SANTA CLARITA — STREET INFORMATION Major Streets and Medians Bouquet Canyon Road Cinema Drive Creekside Road Drayton Street Lyons Avenue McBean Parkway Newhall Avenue Newhall Ranch Road Orchard Village Sierra Highway Soledad Canyon Road Town Center Drive Valencia Blvd. Wiley Canyon Road Industrial Anza Drive Avenue Stanford Avenue Crocker Avenue Hall Avenue Hopkins Avenue Kearney Avenue Mentry Avenue Scott Beale Court Huntington Lane Fremont Court Rye Canyon Road Technology Drive Between: Magic Mountain Parkway and Urbandale Valencia Blvd. and Bouquet Canyon Road McBean Parkway and Valencia Blvd. San Fernando Rd. and Beazley I-5 and San Fernando Road I-5 and Decoro Magic Mountain Parkway and Creekside Road McBean Parkway and Bouquet Canyon Road McBean Parkway and Lyons Avenue Clampitt Road and San Fernando Road, and Friendly Valley and Cross Avenue Bouquet Canyon Road and Shadow Pines Blvd. Valencia Blvd. and Magic Mountain Parkway I-5 and Bouquet Canyon Lyons Avenue and Orchard Village Avenue Stanford and City limits Avenue Kearney and City limits Rye Canyon and City limits Residential All other streets within the City limits qualify as residential except the following, which are not to be swept *: Magic Mountain Parkway (Highway 126) San Fernando Road (Highway 126) Placerita Canyon Road (Private) * More private streets will be identified as the process progresses.