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CC – Item 4D – Staff Report – Approval of BID Specifications – Bus Shelter Maintenance S mith. stafteport TO: HONORABLE MAYOR AND MEMBERS ROSEMEAD CITY COUNCIL FROM FRANK G. TRIPEPI, CITY MANAGER DATE: NOVEMBER 20, 1997 RE: APPROVAL OF BID SPECIFICATIONS - BUS SHELTER MAINTENANCE Attached for the City Council's review is the draft bid specifications for bus shelter maintenance services. As in the past the specifications call for the shelters to be cleaned and maintained at least once each week at each location and that the bus shelters and bus benches shall be free from graffiti on the day they are serviced. In addition, the specifications call for the maintenance of the solar panels providing lighting for the shelters. In the past,for reasons that have been explained in previous memoranda,the lighting systems have been maintained in a sporadic manner resulting in most of the lights not firnctioning on the shelters. The attached set of specifications seek to address that issue by requiring weekly evening inspections of the shelters and regular updates to staff on which systems are not functioning properly. In addition,to help speed up the process finding an electrical contractor to maintain the solar panels, the bid specifications would allow the City to separately contract with other vendors for the electrical work, if it so desires. Staff is investigating that possibility now and will make a recommendation to the City Council on the proper course of action at the time the - contract is awarded to the successfirl bidder. All bidders wilt be told specifically about that provision of the bid specifications so that there is no confusion of over the matter. Currently,DAVE Transportation is working to restore the shelter lighting systems to full operation prior to the end of the current agreement which has been extended to January 1998. To date, seven shelters are functioning properly. However, DAVE has secured the services of a new electrical contractor who has inspected the sites and found mostly minor repairs. Vandals have removed the • photovoltaic panels from two of the shelters. The remainder appear to require only minor repairs and/or ballast replacements. As indicated in a previous memorandum to the City Council, DAVE • COUNCIL AGENDA NOV 2 51997 ITEM No. it CG-4 K J Bus Shelter Maintenance November 20, 1997 Page 2. ordered ballasts and lights and is currently storing those materials. It is expected that the shelters requiring only minor repairs will be functioning by next week. Staff will update the City Council on the status of the shelters prior to the meeting on Tuesday evening. RECOMMENDATION: It is recommended that the City Council approve the attached bid specifications and authorize staff to seek bids for bus shelter maintenance services. c,moaeItcdp CITY OF ROSEMEAD BUS SHELTER MAINTENANCE GENERAL SPECIFICATIONS A. SCOPE OF WORK All bus shelters and terra cotta bus benches in the City are to be cleaned, checked, and maintained once each week pursuant to these bid specifications. Shelters and benches are to serviced so that they are free of graffiti on the day they are serviced. Service and maintenance is to occur at least once each week at each location. Bidder shall be responsible also for cleaning litter and debris in the immediate area surrounding shelters and benches. Bidder shall perform at least one (1) evening inspection each month to inspect and verify operation of photovoltaic lighting system at each shelter and report location of inoperative lighting systems to the City on the day following such inspections. Additional work performed by the bidder shall include removal of graffiti by chemical removal,water blasting, paint and other methods acceptable to the City. B. BID BOND Each bid must be accompanied by a satisfactory corporate surety bond or cash deposit of Five Thousand Dollars($5000.00)as a guarantee that the bidder will enter into the proposed contract if the same is awarded to him/her. Forfeiture shall not preclude recovery by City of any sum over and above the amount posted or guaranteed, to which the City sustains damage because of default. If the successful bidder executes the contract and furnishes all necessary performance bonds within the time specified, any check or bond accompanying the successful bid will be returned. C. BID BOND RETURN Deposits of three or more low bidders, the number being at the discretion of the City, will be held for sixty (60) calendar days or until posting by the successive bidder of the bonds and certificates of insurance required and return of executed copies of the agreement,whichever first occurs, at which time the deposits will be returned after consideration of the bids. D. EXAMINATION OF SITE AND CONTRACT DOCUMENTS Each bidder shall visit the sites of the proposed work and filly acquaint himself with the conditions relating to the maintenance labor so that he may fully understand the facilities, difficulties,and restrictions attending the execution of the work under the contract. Bidders shall thoroughly examine and be familiar with the bid specifications. The failure or omission of any bidder to receive or examine any document, form, instrument, addendum, or other documents or to visit any site and acquaint himself with conditions there existing shall in no way relieve any bidder from obligations with respect to his bid. The submission of a bid shall be taken as prima facie evidence of compliance with this section. E. IRREGULAR BIDS Unauthorized conditions, limitations, or provisions attached to a bid will render it irregular and may cause its rejection. The completed bid forms shall be without interlineation, alterations, or erasures. Alternative bids will not be considered unless specifically requested. No oral, telegraphic, or telephonic bid, modification, or withdrawal will be considered. F. SIGNATIURF The bid must be signed in the name of the bidder and must bear the signature, in longhand, of the person or persons duly authorized to sign the bid on behalf of the bidder. G. WITHDRAWAL OF BIDS A bid may be withdrawn by a written request signed by the bidder. Such requests must be delivered to the City prior to the bid opening hour stipulated in the Notice Inviting Sealed Bids. Bids may not be withdrawn after said hour without forfeiture of the bid guarantee. The withdrawal of a bid will not prejudice the right of the bidder to submit a new bid, providing there is time to do so. H. AWARD OF CONTRACT All bids,once they are opened and declared, are subject to review, acceptance or rejection by the City Council for a period not to exceed sixty(60)calendar days. The City reserves the right to reject any or all bids and waive any irregularities or informalities in any bid. I. FORFEITURE FOR FAILURE TO POST SECURITY AND EXECUTE AGREEMENT In the event the bidder to whom the award is made fails or refuses to execute the contract within five (5)calendar days from the date of receiving notification that he is the bidder to whom the contract is awarded,the City may declare the bidder's bid bond forfeited as damages caused by the failure of the bidder to enter into the Contract, and may award the work to the next lowest bidder, or may call for new bids. J. LISTING SI IBCONTRACTORS Each bidder shall submit a list on Form"B-l" of the proposed subcontractors on this project as required by the Subletting and Subcontracting Fair Practices Act (Public Contract Code Section 4100 et seq.). Forms for this purpose are furnished with the Request for Sealed Bids. If no subcontractors are to be used, the words, "not applicable" are to be listed on Form "B-I" and submitted with the bid. K. EXPERIENCE AND REFERENCES Each bidder shall complete Exhibit"C" demonstrating experience of the bidder and/or subcontractors in the maintenance of bus shelters, benches and photovoltaic lighting system, or list a subcontractor with demonstrated qualifications to work on the aforementioned photovoltaic systems. L. COMMENCEMENT OF WORK Work on the maintenance of the bus shelters and benches shall begin not later than thirty(30) working days after the contract has been executed. M. HOLD HARMLESS The bidder agrees to and does hereby indemnify and hold harmless the City, its officers, agents, and employees from every claim or demand made, and every liability, loss, damage, or expense, of any nature whatsoever, which may be incurred by reason of (a) Liability for damages for(I) death or bodily injury to persons, (2)injury to property, (3) any other loss, damage, or expense arising under either(1) or(2)above, sustained by the bidder or any person, firm or corporation employed by the bidder upon or in connection with the work called for in this Request for Sealed Bids, except for liability for damages referred to above which result from the sole negligence or willful misconduct of the City, its officers, employees, agents or independent contractors who are directly engaged by the City; and (b) Any injury to or death of persons or damage to property sustained by any person, firm, or corporation,including the City, arising out of, or in any way connected with the work covered by this Request for Sealed Bids, whether said injury or damage occurs either on or off City property, except for liability for damages which result from the sole negligence or willful misconduct of the City, its officers, employees, agents or independent contractors who are directly engaged by the City. (c) The bidder,at his own expense, cost, and risk, shall defend any and all actions, suits, or other proceedings that may be brought or instituted against the City, its officers, agents or employees,on any such claim, demand or liability, and shall pay or satisfy any judgement that may be rendered against the City,its officers, agents or employees in any action, suit or other proceedings as a result thereof N. WORKER'S COMPENSATION In accordance with the provisions of Section 3700 of the California Labor Code,bidder shall secure the payment of worker's compensation to his employees. Bidder shall sign and file with the City the following certificate prior to performing the work under this contract: "I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for worker's compensation or to undertake self-insurance in accordance with the provisions of the code, and I will comply with such provisions before commencing the performance of the work of this Contract." The form of such certificate is included as a part of the Request for Sealed Bids. In addition, contractor shall provide evidence of such insurance or permissible self-insurance. 0. INSURANCE The successful bidder must maintain throughout the term of this agreement Comprehensive General Liability Insurance in the amount of One Million Dollars($1M), combined single limit Bodily Injury and Property Damage. Successful bidder shall name City of Rosemead, its officers, agents, and employees as additional insured on said policy. City shall be given thirty (30) days advance notice of any cancellation or material alteration of the insurance required by this paragraph. P. LICENSES AND PERMITS Successful bidder shall purchase a City business license for each year it does business within the City. Successful bidder will obtain permits from other government agencies,when necessary. Q. ANTI-DISCRIMINATION (1) It is the policy of the City that in connection with all work performed under contact, there be no discrimination against any prospective or active employee engaged in the work because of race, color, ancestry, national origin, religious creed, sex, age, physical handicap, or marital status. The bidder agrees to comply with applicable Federal and California laws including, but not limited to, the California Fair Employment Practice Act, beginning with Labor Code Section 1420, and Labor Code Section 1735. (2) Bidder shall, in all solicitations or advertisements for employees placed by or on behalf of bidder, state that all qualified applicants will receive consideration for employment without regard to race,color,creed,religion, sex,marital status, national origin of ancestry, or physical handicap. (3) Bidder agrees to cause the foregoing provision to be inserted in all subcontracts associated with this project so that such provisions will be binding upon each subcontractor provided that the foregoing provisions shall not apply to contracts or subcontracts for standard commercial supplies or raw materials. (4) Noncompliance with the anti-discrimination action program will constitute a breach of the terms of any subsequent agreement entered into with the City. R. TERM OF THE AGREEMENT The agreement for maintenance and repair of bus shelters shall commence with the signing of the contract by the City and Bidder and shall be in effect for a period of one (1) year. Upon mutual agreement by the City and Bidder, the contract for maintenance and repair may be extended on an annual basis with a cost-of-living adjustment, as determined by the Consumer Price Index(CPI), All items, 1982-84 = 100 (Los Angeles-Anaheim-Riverside)from the base month (January 1998)to the following year's comparison month (January 1999, January 2000, etc.). The annual cost-of-living adjustment shall not exceed five (5%) percent. S. LOCATION The exact location of each shelter and bench shall be determined by the City based upon safety of bus riders, traffic and pedestrians. The shelters are currently installed in accordance with Exhibit "D." Shelters and/or benches may be relocated or removed by the City without a change in bidders bid price. T. SHELTER DESIGN SPECIFICATIONS (I) Size: The City shelters have a depth of approximately five (5)feet and a width of eight (8)to twelve (12) feet. The height from sidewalk surface to the ceiling is approximately seven(7) feet. (2) Glazing and Roof The shelters are enclosed on three sides by 1/4" tempered bronze glass and covered. The roof is formed for a flat ceiling with drainage holes at the rear of the shelter for self-guttering. Facia are 16 gauge galvanized, coated steel sheet. (3) Franc: The frames are constructed of three inch (3")galvanized square tubular .120 wall steel with mitered corners. The frames are finished painted with a polyurethane enamel. The shelters have a leveling sleeve to fit tubular legs of the shelter. Legs are pre-drilled and installed with an anchor bolt secured to the pavement. (4) Lighting System: (a) The photovoltaic panel is approximately a 40 watt, 16.5 V, 2.45A system, or equivalent. (b) The deep discharge solar battery is a 12V heavy duty deep cycle storage type, or equivalent. (c) The fluorescent light and housing is a 12VDC PL lamp equivalent to a 75 watt incandescent bulb enclosed in a weatherproof fixture. Rated life at 10,000 hours. The fluorescent light and housing is recessed in the shelter ceiling so that no portion is extending beyond the ceiling surface. (d) The lighting system is equipped with controller/dual stage timer to monitor voltage and control light turn on/off timing. (e) All wiring is encased in weather tight conduit meeting National Electrical Code standards for outdoor use. (5) The photovoltaic panel,battery and controller/timer is housed in a steel case painted the same color as the shelter and mounted on the roof at a 45 degree angle facing true south to provide optimal annual performance. This housing is equipped with a solar driven fan to cool the battery. U. EXTRA SERVICES Successful bidder shall be required to perform extra services on an as needed basis as authorized by the City. Said services may include shelter glass replacement, shelter frame repair, graffiti removal, replacement of light fixtures, and repair of photovoltaic panels and equipment. Prices for these services shall be listed on Form "B." The City retains the right to separately contract with other vendors for such extra services which are not part of the regular scope of work. a.a o.shelie,.bs -6- • Exhibit B BID FORM L Price per weekly maintenance call for each bus shelter and bus bench**: Price includes weekly cleaning,washing,removal of graffiti,removal of stickers, posters, litter, dust, dirt, and weeds. Price also includes steam cleaning once per quarter(3 months). Price per shelter: $ x 30 shelters x 52 weeks=$ annually 2. Price per weekly maintenance call for each bus bench**: Price includes weekly cleaning, washing, removal of stickers, posters, litter, dust, dirt, and weeds. Price per bench: S x 50 benches x 52 weeks = $ annually Total Bid Price: S EXTRA SERVICES * 1. Price per hour labor for repairs to photovoltaic panels, equipment or lighting(parts to be billed at actual cost): $ 2. Price per hour labor for repairs to shelter frame or other structural repairs(parts to be billed at actual cost): $ Submitted by: Company Signature and Title Date NOTES * Prices for extra services not included in calculation of lowest responsible bid. Forms "B-I" and 'B-2" must be submitted with this form. ** City shall have the right, during the contract period,to increase or decrease the number of benches and/or shelters by up to 15%, with a resultant increase or decrease in the contract price. Exhibit C' DESIGNATION OF SUBCONTRACTORS AND REFERENCES BIDDER 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 DESCRIPTION OF WORK, SERVICES NUMBER OF SUBCONTRACTORS, OR MATERIALS TO BE PROVIDED SUPPLIERS AND VENDORS REFERENCES 1. Agency: Contact Person: Address: Telephone #: 2. Agency: Contact Person: Address: Telephone#: 3. Agency: Contact Person: Address: Telephone#: