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Home My WebLink About36-Purchasing CI_ OF SAN BERNARD.O - REQU'" FOR COUNCIL AC.N From: Dean R. Meech, Purchltfiltl't).'~!ltlnfJN. l)Fr.ubject: Power Sweepi ng Servi ces Dept: Purchasing /985 JUN 26 M{ II: 28 Public Buildings Department Date: June 17. 1986 BID SPEC: F-86-23 Synopsis of Previous Council action: None Recommended motion: Adopt Resolution Dean R. Meech .ac{; Contact person: Dean R. Meech. Purchasing Agent Phone: Finance: 5085 N/A 001-323-53115 Public Bldgs/Central City Mall ~~~ "VI' 'V' 0-- C::' j,(_/"L. Supporting data attached: Yes Ward: FUNDING REQUIREMENTS: Amount: $23.725.00 Source: Council Notes: 75.0262 Agenda Item NO.~ . I CiTeOF SAN BERNARDI" - REQUE. FOR COUNCIL AcibN STAFF REPORT BID SPEC: F-86-23 The proposed contract is for Power Sweeping Services for the parking lot structure at Central City Mall for fiscal year 1986/87. At the request of Public Buildings Department. appropriate specifications were prepared. published and furnished to area suppliers of this service. The bids were publicly opened and declared on May 9. 1986. The following is a summary of bids received. VENDOR GREG WALLACE AMERICAN SWEEPING SERVICE ARRDW POWER SWEEPING CUSTOM SWEEPING SERVICE IPS SERVICES. INC. FREEDOM SWEEP *FREEDEOM SWEEP TOTAL PRICE INCL. TAX $48.obo.00 $23.850.00 $24.899.00 $23.725.00 $36.000.00 $35.950.00 * $29.995.00 *Alternate Bid Specifications as bid have been reviewed with the Superintendent of Public Bldgs. and Purchasing Agent. The Superintendent ~f Public Buildings does not feel the vendor can perform adequately at the bid figure. The Purchasing Agent must comply with the . result of bidding. The bid package is clear and proper according to the competitive bidding practice. Procurement information by formal bidding contains all the infor- mation bidders need to respond. The information for bid states the needs of procur- ing activity and defines the work in sufficient detail to permit all bidders to com- pete on the same basis. Prospective bidders are provided standard forms on which to submit bids. and a specific time for opening the bids is established. Once issued. an IFB may be cancelled only when cancellation is clearly in the public interest. for example. when supplies or services are no longer needed. Interested firms respond to the IFB by submitting sealed bids. which are stored un- opened until the time set for opening. The opening is held in public. at the time specified in the IFB. and each bid is read aloud. Late bids. those received after bid opening time may not be considered for award. The contract is awarded to the lowest and best bidder (MC3.04.070-F) who's bid affords the City the greatest possible advantage (MC 2.06.020): Unless other factors are identified in the IFB. award is based on price only. The Purchasing Agent recommends preserving the integrity of the bid process. Although the Director of Public Buildings should be given a chance to justify his position to Council. In this manner Council is provided with the courtesy and the prerogative to exercise acceptance or rejection of the bid (MC. 3.04.070 E & F) with all the facts applicable. The Purchasing Agent feels the bid of Custom Sweeping Service meets the specifications and requirements and is recommended for contract. The amount of $23,725. was included in the 1986/87 Budget. 75-0264 1-- , . . . . . C I T Y 0 F SAN B ERN A R DIN 0 INTEROFFICE MEMORANDUM 8606-222 TO: Raymond D. Schweitzer, Acting City Administrator FROM: Wayne Overstreet SUBJECT: Proposed Sweeping Contract of Parking l.ots and Parking Structure at the Central City Mall # DATE: June 27, 1986 (6753) COPIES: Roger Hardgrave, Dir. of Public Works, Dean Meech, Purchasing Agent, Warren Knudson, Dir. of Finance ------------------------------------------------------------- Since Fiscal Year 84-85, the City has contracted the sweeping of the open lots, parking structure and cleaning of the Central City Mall, plus the sidewalks, walkways, and open bridge at City Hall Plaza and the empting of ten (10) trash containers. The first contract for 84-85 was Service for the low bid price contract for Fiscal Year 85-86 Service, for the low bid price of contracted to D.C. Sweeping of $22,050. and the second is with American Sweeping $25,450. On May 09, 1986, Bids were opened Fiscal Year 86-87, and there were bidder made an alternate monthly entrances of the sidewalks. for contract sweeping for six (6) Bidders. One (1) bid to exclude cleaning In the past we have routinely recommended, and accepted the first and second bidders, however both first and second lowest bidder have failed over the past two years to provide the service at an acceptable level. It has been necessary for the city to perform some of the contract service and deduct the cost from the monthly billing. Our actions were not challenged by American Sweeping Service. (SEE ATTACHMENT #1) Due to the complaints to this Department of poor service, (SEE ATTACHMENT #2) a great deal of staff time has been spent with these contractors trying to obtain the necessary require -ment levels. (SEE ATTACHMENT #3) Based upon our experience with the two (2) low bidders , We recommended to the Purchasing Agent that the bids be rejected (SEE ATTACHMENT # 4). However the City Attorney Office has determined that the bid specification do not provide author- . . . . . INTEROFFICE MEMORANDUM: 8606-222 proposed Sweeping Contract of Parking Lots and Parking June 27, 1986 Page 2 ity for this action, therefore, in order to preserve the integrity of the bidding process, it is now recommended that all bids be rejected and that specification be re-writtened to include pre-qualification of all prospective bidders, and that the Director of Public Works be authorized to review and pre-qualify bidders. Based upon the advice and concerns of the Purchasing Agent, Bid Specification #F-26-23 has been re-evaluated. Pre-bid qualifications was not included and certain clarification and requirements were not clearly specified. In order to insure that our requirements are clearly defined, it is felt that all specifications should be revised to include pre- qualification of bidders on their capability to provide the necessary service and equipment and that the Custodial Maintenance Section of Public Buildings Division be authorized and directed to assume these duties for approximately a period of sixty (60) days to allow sufficient time for Public Works to have time to revise the bid specification of bids and re-advertise. In order for us to accomplish this additional workload, we will need to use the large truck mounted sweeper presently assigned to the Park Division. Based upon our hours of maintenance and in coordination with the Director of Park & Recreation, it can be made available to support both departments for joint use during this time. Our needs for use of this vehicle would be from 12:00 - 6:00 a.m., Monday Sunday. Park & Recreations needs would be Monday - Friday from 7:00 a.m., which would allow joint use for this period of time. Due to the unsatisfactory service level that is presently being provided from American Sweeping Service and time re- straints, is recommended that we allow the present contract to expire e tive June 30, 1986. Control WO:ja File: CORSP. I-B #9, 115 & 116 0- -_.p>.l C(.; ~,.. ~~;\~":"'~"~" ~'-.r;' . ,,"'_' :1.;; 'f'"~: . ,- -~, .:'. " ' t -lEiUiAR]>i NO ' :';'__..~..~n__-'~"~~-~"~~' .~... -' (Vl. YM ,",,,.COlt - ....._.....:....... c"""-"- c...ftC.n ",....... I ".~ ................ ~ .. .. .. ,..',,' Ward J.'- ......,'Y........................ .s.,ond \'i.,d ".'P'" ,.........--... .. .. .. .. .. .. .. .. .. .. .. "(hhd ward St.." .....~,.......................... Fo,",'tnward Go.ao" Qw'" .. .. .. .. .. .. .. .. .. . .. .. .. Filth WArd 0.." r..,'" . . . .. .. .. . .. .. .. .. .. .. .. Sh1.1h w.rd ",ac." !o,olC"".' _ . .. .. .. . .. .. .. . .. .Seventh W.rd ~ t 1 l ~ ~laY 29, 1986 American sweeping Service P.O. BOX 22072 San Bernardino, CA. 92405 During our inspection of Central city Mall, May 8:00 a.m., it was noted trash cans located at were full and entrance areas were not clcaned. 29, 1986, at entrance areas \'Ihen contact was made with your office, I was told yOU were ( out and would not return until the aftcrnoon. - t, C Due to the condition of the entrance arcaS, and overflowing trash receptacles, I requested city forces to accomplish the task of emptying trash and cleaning of thc cntrances. The cost incurred for the man hours, materials, equipment and administrative overhead \~aS $77.00. This anlount will be deducted from your monthly invoice ns stated in the April 28, 1986 letter to your company. : i any questions in rcgards to this action, please a call at (714) 383-5370. . I . J I- " J 1.,0: mal File: corrsp.l-B.7 ~\a int. 8-5 .~ (. ~c~. ") b '--:':' _. . '-"',...." . .' ,-_____ .D. t7"g:. j. ". , , .. . ,".,' ..0 J.b::: ' --' ",",,~.!.r ,:" . ..",... .,..-..e' . ._' -- - - _,_'.""~..,; "~,.:t~"...-,...J;"~~-i-':;",: ,~,,-..;~,..,> ~~4!il~~ . -, - .. ~.. '. "~.I ,,~ .. .......... .'~ .:ti~'. . ~.. ~~....,..,. . .' ......_'. " ._; ; 7:~;-:l.-,,'r;::r~: ~~t-:::";.:~~.~~ --..~., . . l . . . ERN ARD IN 0 300 NORTH "0" STREET. SAN BERNARDINO. CALIFORNIA 92418 .EVL YN WI LCOX Mayor Members of the Common Council Esther Estrada. . . . . . . . . . . . . First Ward Jack Reilly. . . . . . . . . . . . . . Second Ward Ralph Hernandez. . . . . . . . . . . Third Ward Steve Marks. . . . . . . . . . . . . Fourth Ward Gordon Qul.1 . . . . . . . . . . . . . Fifth Ward Oan Frazier . . . . . . . . . . . . . . Sixth Ward Jack StrIckler . . . . . . . . . . . .Seventh Ward April 28, 1986 Robert L. Stone - Owner American Sweeping Service P.O. Box 22072 San Bernardino, CA. 92405 Dear Bob, This is to notify you that there are still some areas of your contract at Central City Mall that are below acceptable level. The areas I am referring to are all items listed under daily service in the specifications of your contract. Effective immediately, all man hours and materials used by city forces to bring this service up to and acceptable level will be deducted from your monthly invoice. If you have any question in regards to this problem, please give Bert Murphy a call at 383-5370. Thank WAY OVERSTREET, Supt. Pub ic Buildings/Parking Control J WO:mal File: Corrsp. I-B 17 Adm. I-A t3 :I f:1 AtERICAN SWEEPING slvICE · P.O. Box 22072 San Bernardino, Calif. 92406 Robert L. Stone - Owner - (714) 888-4638 Mr. Wayne Overstreet Superintendent Public Buildings Division Public Works Department 300 North D st. San Bernardino, Calif. 92418 Dear Mr. Overstreet, In response to your last evaluation reports tome, I am now taking the fol- lowing steps for the improvrnent of the sweeping service for the Central City Mall: 1.) In the past I have assigned different crews to sweep the mall parking lot, resulting in some confusion in the different word tasks and responsibilities. To alleviate this problem I have now assigned only one crew to sweep the mall. I have made clear to them all of the tasks to be performed and have stated that their continued employment with American Sweeping Service rests mainly with your satisi'action of their performance. 2.) The policy inspection report you send us every week now must be read and initialed by this crew so that they are fully aware of the areas that need to be improved upon. 3.) As of September 1st we will be doing our ovm steam cleaning of the side- walks at the mall. As a result of this, I will personally be spending more time with the crew there, and will be able to supervise their work more often. I hope these changes th"t I have made will improve the services we provide for the Central City Mall. ,,;-( ..::~~-" I'Y lc.',/, ,r" / if- r 4/ :./ h;"jl , ,- \" - I ' - Sincf?rely, __,-~ lf~rcf ~ ~!.~>~ Robert L. Stone _ , /!../~\'I Owner " " .$';iJ,,~ '. Americe.n Sweeping Service "~~ C~0f? ' ,~q" v':"'~.SJ .' C:I:,,';Y~v '(~vQj Rl/cm . .. ta" CENTRAL CITY COMPANY .. 295 CENTRAL CITY MALL . SAN 13E.RNARDlNO, CA 92401 . TE.LE.PHONE (714) 884-0106 . May 8; 1986 Mr. Bert Murphy Public' Buildings Department 300 North "0" Street San Bernardino., CA 92418 Dear Bert: We have been disappointed with the poor level of service received from the . overnight sweeping contractor at Central City Mall. I have found that at least two or three times per week the various trash receptacles around the Mall are not emptied. thus causing an eyesore as soon as we open for business. with entrance area receptacles already bulging. This is particularly bad \~hen the cans are not emptied from Saturday to Sunday when Mall traffic (and the trash it generates) is at its highest. Our staff has been forced on numerous occasions to empty cans. Al so, I have found that the sweeping of the lots is very erratic. one day acceptable and the next day poor. The parking structure is also poorly swept. Each morning I find some of the same trash which I noted the previous evening. Will you please look into th i s pl"ob 1 em for us. Perhaps the contractor does not have adequate crews or equipment to handle a job as large as our's. Please let me know what your plans al"e. Thank you. J~~ Tony Valencia Assistant Mall Manager TV: r It cc: Robert Curci Sam Catalano t:"- ' . ,. -.'". '.' DE.VELOPERS. O\\'I"ERS AND OPEI\ATOI\S OF CEKTI\AL All: H# Z CITY J\IALL Approved Y OF SAN dE~ARDIN~.~J1EMORANDlWI WAYNE OVERSTREET, Supt. Public Buildings/Parking Control SWEEPING OF CENTRAL CITY MALL PARKING LOTS From Bert Murphy Energy Auditor MAY 12, 1986 Date . Date We would like to call your attention to a complaint received on the sweeping service of the 3 Level Parking Structure and parking area, from Mr. Bob Curci of the Central City Mall. Mr. Curci called the office at approximately 7:45 a.m"; on May 9, 1986, stating that all the lots were very dirty. Immediately following the complaint, we made an inspection of all the Mall "parking areas and found that lots had not been cleaned at all. Trash, cans and bottles could be found in all sections of the parking areas. We were unable to reach American Sweeping Service until late in the afternoon on this problem. When contact was made, Mr. Stone stated he did not know why it was not cleaned. He did state the sweeper had a flat tire, but that should not affect them, as spares were on hand. " We believe this complaint, as well as others received during the past year, and our own inspection reports indicate American Sweeping Service has had several problems that for one reason or another work was not accomplished at an acceptable level and will not improve in the future. We are recommending at the completion of their contract we do not consider them for next years contract. {,flJ)'Nr'7 BERT MURPHY Energy Auditor BM: ma 1 Ii- . File: Adm. I-A #3 Maint. 8-5 -, (.rY ON rHE::MQ=V~ ATCH1I-3 1 . . C I T Y o F ~A N B ERN ~'D I N 0 INTEROFFICE MEMORANDUM 8606-208 . TO: FROM: Dean Meech, Purchasing Agent Wayne Overstreet 'SUBJECT: Bid Analysis-Central city Mall Sweeping of Open Parking Lots/Structure DATE: June 10, 1986 (6736) COPIES: ------------------------------------------------------------- Since Fiscal Year 84/85 Public Buildings, .with the Mayor's and Council approval, has contracted out the 'sweeping of the Open Parking Lots/Parking Structure and.cleaning of nine (9) outside entrances of Central City Mall sidewalks, walkways, Bridge over "E" Street to City Plaza area, plus empting ten (10) outside trash containers, also place a plastic trash liner in each. The contract calls for daily service, 365 days a year, plus a weekly service of hosing down and scrubbing off each entrance, sidewalk and steps, plus monthly service of steam cleaning. Each year we have accepted the lowest bid, and their performance has been unexceptable. Each Contractor has failed to provide the service the City contract specifies. The first contract (F/Y 84-85) was with D&C Sweeping and the second (F/Y 85-86) is with American Sweeping Service. There has been no communication with American Sweeping Service for the last month. Their telephone is no longer in service and all Registered Mail has been returned, undelivered. Contract Specification Cost Analysis Our analysis of specified and follows: man-hours required to cost utilizing minimum 'perform the work as cost factors are as Sweeping approximately thirty-one (31) acres of parking lots and parking structure surfaces would require ,. minimum of eleven man-hours per day, at a minimum cost of $5 per hour (including mandatory salaries and fringe benefits) for an annual requirement of approximately 4015 man-hours. Annual Operations and Maintenance'r. of motor ized equipment is estimated at a maximum of .50 per mile or minimum of 25.5 miles per day for an annual cost of $4,654. ____________________ ~TCW.1_ INTEROFFICE MEMORANDUM: Bid Analysis-Central City Lots/Structure June 10, 1986 Page 2 06-208 Mall Sweeping of Open Parking . The annual cost of plastic'ba9s (10 each day @ .12 'per b~g) is estimated at $438. 'Monthly man-hours for steam cleaning the nine (9) and sidewalks/Bridge is a minimum of six man-hours plus equipment a~d chemicals. The Minimum cost is at $1,560. The Cost Analysis is as follows: LABOR: (Annual) entrances per month estimated Sweeping. Steam Cleaning & Trashing 4327 MHS @ $5 per hour = $23,635. Equipment. Operational Maintenance Cost 25.5 Miles per day x 365 days per year @ .50 per mile = 4,654. supplies . 10 Bags per day x 365 days per year @ .12 per Bag = 438. $ 26 ,727 . Annual Minimum Cost Base ,upon our Minimum Cost Analysis, which indicates that no bid less than $26,000. per year would be considered. Along the past two years experience with two different Contractors support this analysis. ERSTREET, Supt. Buildings/Parking Control J- 'WO:ja File: Corsp. 1-B 19 . . . . . . RESOLUTI ON NO. 2 RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A BID TO CUSTOM SWEEPING SERVICE FOR THE FURNISHING AND DELIVERY OF POWER SWEEPING SERVICES 3 TO BE UTILIZED BY THE PUBLIC BUILDING DEPARTMENT IN ACCORDANLE WITH BID SPEC- IFICATION F-86-23. 4 5 BE IT RESOLVED BY THE MAYOR AND CO~ION COUNCIL OF THE CITY OF SAN BER- NARDINO AS FOLLOWS: 6 7 SECTION 1. Custom Sweeping Service is the lowest and best bidder for 8 the furnishing and delivery of Power Sweeping Services in accordance with 9 Bid Specification F-86-23 for the total amount of $23.725.00; pursuant to 10 this determination. the Purchasing Agent is hereby authorized and directed II to issue a purchase order for said Power Sweeping Services to said lowest 12 and best bidder; such award shall only be effective upon the issuance of a 13 purchase order by the Purchasing Agent; and all other bids therefor are 14 hereby rejected. 15 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the 16 Mayor and Common Council of the City of San Bernardino at a 17 meeting thereof. held on the day , . I of . 1986. by the fo 11 owi ng vote. 18 to Wlt: I 19 AYES: Counc i1 Members 1 i I 20 I I 21 NAYS: I 22 I ABSENT: , I 23 I I 24 " City Clerk I 25 / / / / / / / / 26 I / / / / / / / / :i :1 27 Ii / / / / / / / / Ii 28 / / / / / / / / I i . . . . The foregoing resolution is hereby approved this day 2 of , 1986. 3 Approved as to form: Mayor of the City of San Bernardino 4 5 City Attorney 6 7 8 9 10 II 12 13 14 15 16 17 18 I' 19 II ,I " 20 ii ii 21 II 22 23 I, 24 , " I 25 I' ,I II 26 I! 11 27 " Ii i , 28 I: II II Ii 'i