CC - Item 4G - Staff Report - Award of Bid- Bus Shelter Maintenance S'E M E
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stat teport
TO: HONORABLE MAYOR
AND MEMBERS
ROSEMEAD CITY COUNCIL
FROM: FRANK G. TRIPEPI, CITY MANAGF
DATE: MARCH 17, 1998
RE: AWARD OF BID - BUS SHELTER MAINTENANCE
On November 25, 1997,the City Council approved bid specifications for bus shelter maintenance
services. Staff advertised the contract and received three responses to the specifications. The results
of the hid opening were as follows:
Laidlaw Transit Services
$6.40 per shelter x 29 shelter x 52 weeks=$9,651.20 annually
$4.95 per bench x 57 benches x 52 weeks=$14,671.80 annually
$65.00 per hour+parts for electrical maintenance
Total Bid Price -$24,323.00 annually, plus electrical maintenance
Analatgui Construction
$17.00 per shelter x 29 shelters x 52 weeks= $25,636.00 annually
$12.00 per bench x 57 benches x 52 weeks=$35,568.00 annually
$32.00 per hour+ parts for electrical maintenance
Total Bid Price- $61,204.00, plus electrical maintenance
Telsery
$22.00 per shelter x 29 shelters x 52 weeks=$33,176, annually
$12.50 per bench x 57 benches x 52 weeks = $37,050 annually
$35.00 per hour+parts for electrical maintenance.
Total Bid Price- $70,226 annually, plus electrical maintenance
1 COUNCIL AGENDA
MAR 2 4 199E
ITEM No. J� J
Award of Bid - Bus Shelter Maintenance
March 17, 1998
Page 2.
The low bidder, Laidlaw Transit Services has provided shelter maintenance services in Rosemead
for the past decade. Laidlaw assumed the contract when the company purchased DAVE
Transportation late last year. During that time, they have done an excellent job in cleaning,
removing graffiti and performing general maintenance of the shelters and bus benches. However,
the firm has had difficulty retaining a qualified electrical contractor to maintain the photovoltaic
lighting systems on the shelters. Over the past three months,Laidlaw's contractor,quite frankly, has
been unable or unwilling to complete the work currently required on the lighting systems. In an
effort to rectify the problem,Laidlaw agreed to retain the contractor currently used by the City(Sachs
Electric)to complete the work. The price quoted by Sachs is actually one-dollar per hour less than
the quote for electrical maintenance services included in the original bid from Laidlaw.
Sachs has been working on the lighting systems for the past three weeks. To date, all of the shelters
on Valley Boulevard are working correctly, with the exception of one located near the intersection
of Valley Boulevard and Easy Street. That shelter has been severely vandalized and the entire
photovoltaic system has been removed. Because of plans to replace the bus shelters on Valley
Boulevard as a part of the upcoming street reconstruction project, staff is not recommending that the
pholtovoltaic system be replaced on the shelter located at the Valley Boulevard/Easy Street
intersection. Most of the shelters on Garvey Avenue and Walnut Grove Avenue are also functioning
normally. However, it should be noted that all three shelters at the intersection of San Gabriel
Boulevard and Garvey Avenue have suffered extensive damage to the photovoltaic systems. It will
necessary to special order parts for the needed repairs, and it is not known if all of the parts are
available.
Despite the current difficulties with the photovoltaic lighting systems, Laidlaw has proven itself to
be an excellent contractor with respect to the general maintenance of the bus shelters and bus
benches. Because their work in the past has generally been very good and because their bid price
is substantially lower than the next two bidders, staff recommends that the Council award the
contract for bus shelter maintenance services to Laidlaw Transit Services, Inc.
Attached for the Council's review is a copy of the approved bid specifications, copies the three bids
received by the City and a copy of the separate proposal from Sachs Electric to perform electrical
maintenance services on the existing shelter lighting systems.
RECOMMENDATION:
Staff recommend that the City Council award the contract for Bus Shelter Maintenance Services to
Laidlaw Transit Services, Inc. and authorize staff to prepare the necessary documents.
camera)bamam,.fg
Exhibit A
BID FORM
1. 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: $6-90 x 29 shelters x 52 weeks= 59,651.20 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: $ 9.95 x 57 benches x 52 weeks = $14,671.80 annually
Total Bid Price: S 24,323-00
EXTRA SERVICES
1. Price per hour labor for repairs to photovoltaic panels, equipment or lighting (parts to be billed
at actual cost): 5 65.00
2. Price per hour labor for repairs to shelter frame or other structural repairs (parts to be billed
at actual cost): S 65.00
Submitted by:
Laidlaw Transit Services, Inc.
Co pany
ates, . ce Pre ,:dent 1/9/98
A c--; A/'
Signature and Title Date
NOTES * Pricesf. extra services not included in calculation of lowest responsible bid. Exhibit
B and an attachment specifying the price of the extra services must be submitted with
this form.
•
.a 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.
Sachs Electric
l
employee owned license Number 241506
17177 Koala Flood 619246-3270
Adeanto,lo,CaltlmnN 92301 619 2463277(FAX)
January 21, 1998
City of Rosemead
8838 Valley Blvd,
Rosemead, Calif.91770
Atm;Jeff Stewart Re;Labor and Material rates
Jeff;
We are pleased to submit this quote for the labor and materials to maintain the various bus stop areas
throughout the City of Rosemead.The following rates are good through August, 1998.Billing will be as
follows;
A. Labor will be billed at 564.00 per hour for the normal working hour rate.This rate includes one
wireman and a fully equipped service van.There is no further charge for the service van or any of the
small tools,ladders, or equipment that is stocked in the van.
B. Common Materials such as conduit,wire will be billed at wholesale less 10%with Tax and a 15%
markup Other items will be billed at cost plus tax,plus 15%markup.
C. Specialized or rental equipment will be billed at cost plus the 15%markup.
As is always the case with a new maintenance agreement we may expect some minor problems at first,
mainly with materials.We look forward to working these problems out and fulfilling the City of
Rosemead's needs. Sachs Electric intends to use the same service personnel that you currently use for
problems throughout the City.
If you have any questions.or comments,please call me at 800-765-7224.
Sincerely
SACHS ELECTRIC CO 1',/
Jack Lindsay
Service Manager
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
Blacksten Industrial Electrical Electrical/Structural Repair
5005 E. Slauson
Los Angeles, CA 90040
213/773-5005 - Raul Blacksten
REFERENCES
1. Agency: City of Rosemead Contact Person: Mr. Jeff Stewart
8838 E. Valley Blvd. Telephone #: 626/288-6671
Address:
City of San GabrielContact Person: Mr. George Kothnick
2. Agency:
532 W. Mission Drive Telephone#: 626/308-2875
Address: San Gabriel, CA 91778
3. Agency: City of Pasadena Contact Person:
Ms. Terri Slimmer
100 North Garfield, Room 212 626/405-4094
Address: Pasadena, CA 91101 Telephone#:
Exhibit A
BID FORM
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).
00
Price per shelter: S 17 x 29 shelters x 52 weeks = SRSb ,f 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.
77S2Price per bench: S �„1 x 57 benches x 52 weeks = S 5b` nnually
Total Bid Price: S 6I\a Ott
EXTRA SERVICES *
1. Price per hour labor for repairs tg hotovoltaic panels, equipment or lighting (parts to be billed
at actual cost): S a
2 Price per hour labor for repairs t8vshelter frame or other structural repairs (parts to be billed
at actual cost): S 3 a
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Signature and Tit!. Date
NOTES * Prices for extra services not included in calculation of lowest responsible bid. Exhibit
B and an attachment specifying the price of the extra services 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
NON Not PtiPp 1ILA sip
•
REFERENCES //—
I. Agency:' IVC's,an- I-G�-„a ('-14�17��it Contact Persons-cE IC.t:)iy
Address: SSSS PrkI n }too 4-V6 Telephone 4: 9 .S09 31 /O Xb
wE,5oc
2. Agency: 1 t6^r'I Contact Person: P455 le,191.04)
Address: 15130 S/Crra Telephone m: Clog 393 5311
Urt.,.,0
3. Agency: ChAg/ l,1utGC.:.0 Cr400/ AS/PIT Contact Person: Psi/ict R fi&TS
AddressNO0 C) St ONM^to Telephone k: qlY{ qq,t Ss I 1
Exhibit A
BID FORM
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: S 00 x 29 shelters x 52 weeks= 533 , 176 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 12. 50 x 57 benches x 52 weeks = S 37 , 050 annually
Total Bid Price: S 70 . 776 . 90
EXHIBIT B
EXTRA SERVICES *
•
1. Price per hour labor for repairs to photovoltaic panels, equipment or lighting (parts to be billed
at actual cost): . $ 35 00
2. Price per hour labor for repairs to shelter frame or other structural repairs (parts to be billed
at actual cost): S zn on
Submitted by:
TELSERV
POST OFFICE BOX 27
SUN CITY, CA. 92586 TELEPHONE r 909-696-2329
Company
lei7G� 'h //y ljV'7'l/U JANUARY 19 , 1998
S3gnaYiire and Title Date
NOTES * Prices for extra services not included in calculation of lowest responsible bid. Exhibit
B and an attachment specifying the price of the extra services 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
TFPPY R CAMPAPTT /RIR—R7R-57R6 CTFANTNO AND MATNTANANCF f1F
5736 N. LAS VIRCENES RD. #113 BUS SHELTERS. WE WILL PROVIDE
CALABASAS, CA. 91302 ALL MATERIALS AND EQUIPMENT
NECESSARY TO PERFORM THE WORK.
KEN FEE/ 909-596-0056
3228 DARN OWL AA.Y
LA VERNE, CA. 91750
** REFERENCES
I. Agency: PACIFIC BELL Contact Person: CT,ATRF STFPHFNS
39 BETA COURT RM. 235
Address: SAN RAMON, CA. 99583 Telephone #: 510-831-4209
2 Agency: CITY OF TFMOTF CTTY Contact Person: CATHY RURROnn(;HS
9701 E. LAS TUNAS DR .
Address: TEMPLE CITY, CA. 91780 Telephone #: 626-285-2171
3. Agency: PACTFTO T)FTT, Contact Person: MTKF WOO
14451 MYFORD RD. PM. 1040
Address: TL'STIN, CA. '3'708 Telephone #: 714-739-3529
** SEE ATTACHMENTS
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 (I) 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. Bidder shall document its expertise, or the expertise of a
subcontractor, in the repair and maintenance of the specified photovoltaic lighting system of
each shelter. 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 successful 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 fully 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. SIGNATURE
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 SUBCONTRACTORS
Each bidder shall submit a list on `Exhibit B" of the proposed subcontractors on this project as
required by the Subletting and Subcontracting Fair Practices Act(Public Contract Code Section 4100
et seq.). Forrns 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 B" and provide necessary attachments 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(I)or(2)above, sustained by the bidder or
any person,fum 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.
O. INSURANCE
The successful bidder must maintain throughout the term of this agreement Comprehensive General
Liability Insurance in the amount of One Million Dollars ($IM), 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
(I) 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 C."
Shelters and/or benches may be relocated or removed by the City without a change in bidders bid
price.
T. SHELTER DESIGN SPECIFICATIONS
(1) 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) Frame: 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,165V,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
optima] 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 as an attachment to"Exhibit 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.
sufimemo shelter.bs