HomeMy WebLinkAbout1/5/2005 - STAFF REPORTS (13) DATE: January 5, 2005
TO: City Council
FROM: Director of Public Works/City Engineer
Procurement& Contracting Manager
CONTRACT FOR ROADSIDE MAINTENANCE SERVICES
RECOMMENDATION:
That the City Council award a one-year contract extension for roadside
maintenance services (with an additional one-year renewal at staff's discretion at
the rates effective July 1, 2005), to Commercial Cleaning Specialists, Inc. of Palm
Desert, California, on a unit rate basis in accordance with the hourly rates per
Exhibit C of the Contract Service Agreement for an estimated monthly amount of
$5,752.68 from January through June 2005 and $6,617.37 per month from July
through December 2005 or a total of $74,220.30 for calendar year 2005.
SUMMARY:
The City contracts out services for roadside cleanup along six designated routes.
The work consists of general clean up of litter, debris and palm fronds. The current
two-year contract with Commercial Cleaning Specialists, Inc. expires in January,
2005. The contractor is willing to forgo any rate increases until July 1, 2005. A
15% increase due to contractor's increased costs for insurance, bonds, worker's
compensation and fuel is proposed to take effect July 1, 2005.
BACKGROUND:
A two-year contract for roadside maintenance services was awarded by Council in
January, 2003 to Commercial Cleaning Specialists, Inc.. The contract provided up
to two one-year extensions at Staff discretion provided cost increases would need
Council approval.
The purpose of this award is to provide roadside maintenance of specified City
streets and rights-of-way by policing and litter pick-up to remove paper, glass,
trash, undesirable material, vegetation, catch basin maintenance, transient camp
cleanup and other accumulated debris from centerline of road to ten feet off the
road edge in both directions.
The unit rate basis of award proposed will allow the City to make adjustments in the
level of services provided as necessary to maintain the streets and rights-of-way.
The City has historically required approximately 340-350 man hours per month to
provide the necessary level of service.
The Contractor initially requested a 15% rate increase as apart of the proposed
one-year extension. Staff, recognizing current budget issues and in an attempt to
coordinate the agreement time frame with the City's fiscal year, negotiated with the
Contractor and obtained agreementto continue the existing rates forthe remainder
of fiscal year 04/05. The increase would not become effective until July 1, 2005,
thereby foregoing the first six months of the rate increase.
Roadside Maintenance
January 5, 2005
Page 2 of 2
Staff recommends that City Council award a one-year extension to Commercial Cleaning
Specialists, Inc. of Palm Desert, California. The officers of the firm are Ron Henze[,
President and Brian Henzel, Vice President.
Funds are available for the purpose in CSA152 Account Number, 124-4242-43200, Street
Cleaning Contractual Services.
Director
J. BARAKIAN UCE OHS N
Director of Public Works/City Engineer Procurement Contracting Manager
APPROV-ED, s% =
City Manager
ATTACHMENTS:
1. Minute Order
2. Amendment No. 1
3. Revised Exhibit A, A-1, C and D
4. Contractor's Letter(5 pages)
REVIEWED BY DEn OF FINANCE
AMENDMENT NO. 1 TO CONTRACT SERVICES AGREEMENT NO. 4617
WITH COMMERCIAL CLEANING SPECIALISTS, INC.
ROADSIDE MAINTENANCE
The following articles of Agreement No. 4617 are hereby amended as follows:
SCOPE OF SERVICES (Exhibit "A") - Please see attached revision sheets.
STREET ROUTES (Exhibit "A-1") - Please see attached revision sheets.
SCHEDULE OF COMPENSATION (Exhibit "C") - Please see attached revision sheet.
SCHEDULE OF PERFORMANCE (Exhibit "D") - Please see attached revision sheet.
Purchase Order Number(s): 316200 and 416310
Agreement Number: 4617
Original MO Number: 7233
City Council Approval: January 2, 2003
Original Contract Amount: $ 138,064.32
Amount of Increase: $ 74,220.30
Amended Total: $ 212,284.62
SIGNATURES ON NEXT PAGE
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Commercial Cleaning Specialists, Inc.
Amendment No. 1
Page 2 of 2
ATTEST: CITY OF PALM SPRINGS, a municipal corporation
By: By.
City Clerk City Manager
APPROVED AS TO FORM:
By:
Ci Attorney
CONTRACTOR: COMMERCIAL CLEANING SPECIALISTS, INC.
Mailing Address: 38-180 Del Webb Boulevard, PMB#47, Palm Desert, CA 92263
CONTRACTOR: Check one:Individual—Partnership_Corporation
By: By
Signature(notarized) Signature(notarized)
Name: Name:
Title: Title:
(This Agreement must be signed in the above space by one of This Agreement must be signed in the above space by one of
the following:Chairman of the Board,President or any Vice the following,Secretary,Chief Financial Officer or any
President) Assistant Treasurer)
State of I State of
County of Iss County of Iss
On before me, On before me,
personally appeared personally appeared personally known to me(or proved to me on the basis of satisfactory personally(mown to me (or proved to me on the_basis of satisfactory
evidence) to be the person(s) whose name(s) is/are subscribed to the evidence) to be the person(s) whose naine(s) is/are subscribed to the
within instrument and acknowledged to me that be/she/they executed within instrument and acknowledged to me that he/,she/they executed
the same in his/her/their authorized capacity(ies), and that by the same in his/her/their authorized capacity(ies), and that by
his/her/their signature(s) on the instrument the person(s), or the entity his/her/their signature(s) on the instrument the person(s), or the entity
upon behalf of which the person(s)acted,executed the instrument upon behalf of which the person(s)acted,executed the instrument.
WITNESS my hand and official seal. WITNESS my hand and official seal.
Notary Signature: Notary Signature:
Notary Seal: Notary Seal:
EXHIBIT "A"
SCOPE OF SERVICES
(Revised 1-5-05)
1. BASIC FUNCTION: Under the direction of the Contract Administrator or his designee,
remove debris and vegetation from specified City streets and right-of-ways.
2. SCOPE OF WORK:
A. Assigned Routes: Maintain six (6) assigned street routes (See Attached Maps of
Designated Streets and Rights-of-Way) located within the City of Palm Springs by
policing and picking up litter to remove paper, glass, trash, undesirable materials,
vegetation, and other accumulated debris from City streets and rights-of-way; from
centerline of road to 10 feet off of road edge in both direction. All routes should be
completed once during each five (5) day work week.
B. Palm Frond Route: Perform a City-wide palm frond route when directed by the
Contract Officer or his designee.
During normal work hours, respond within thirty (30) minutes to radio, pager, or
telephone requests from the City's Street Maintenance staff to remove debris or
vegetation that is located in the streets or right-of-ways from events such as traffic
accidents, illegal dumping, paint, diesel and oil spills, downed trees, vegetation,
transient camp cleanup, catch basin cleanup, and rain and wind storms. The
Contractor must be prepared to respond to changing work assignments. An example
is: being pulled off of an assigned route to respond to a request by the Contract
Officer, or his designee, to pick up an abandoned mattress or appliance, etc., and then
immediately return to the previous assignment.
Contractor shall maintain a log sheet of daily activities and hours worked that is turned
into the City's Street Supervisor at the end of the work shift (log sheet will be provided
by the Contract Officer). Contractor shall provide a phone number and/or pager
number for all personnel on the "Call-out" list.
2. PERSONNEL: Roadside Maintenance Crew shall consist of two-person crew, both
capable of lifting up to 100 Ibs in weight. The lead worker of each crew must be able to
understand, read, and write English, possess an appropriate valid California Driver's
License, and have knowledge of how to use the equipment listed below. One of the
crew members will be designated as a lead worker and will be the primary point of
contact to receive and implement instructions. Within 60 days of contract
implementation a minimum of one individual member of the crew on duty must possess
a certificate of training in Work Zone Traffic Control The certificate must be issued by
the International Municipal Signal Association, the University of California Institute of
Transportation Studies or an equivalent training program approved by the City. The
Contractor will be responsible for any cost associated with Traffic Control Certification.
To provide for continuity, rotation of individuals assigned to this program must be held
to a minimum.
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EXHIBIT "A"
Page 2 of 2
The City may, at it's sole discretion, direct or allow the Contractor to use a single person
to provide the required services. Such work, when authorized by the City, will be
governed by the rates in Schedule "A" of Exhibit "C", or in the case of an emergency,
by Bid Schedule "B" of Exhibit "C". Except when directed otherwise, the Contractor will
be required to provide a 2-man crew.
3. MINIMUM EQUIPMENT NEEDED: A four-wheel drive vehicle equipped with a flashing
arrow sign (FAS), and caution light. Vehicle must have a hauling bed or pull trailer with
a capacity no less than 10 feet long, five feet wide, with side boards at least five feet
high. Anticipated mileage is in excess of 2,000 miles per month.
Small hand tools, such as clippers, hand saws, chainsaw, rakes, brooms, shovels, pitch
forks, weedeaters, and safety equipment, are required.
Contractor is responsible for providing all necessary equipment otherwise specified
herein.
Radio and Pager will be provided by the City. Contractor will be held responsible for
loss and/or damage of equipment provided by the City.
4. WASTE DISPOSAL: The City will be responsible for the cost of disposal of
debris/waste material collected by the Contractor. All debris/waste material collected by
the Contractor shall be transported by the Contractor to the City's Corporate Yard
located at 425 North Civic Drive, Palm Springs. The Contractor will be responsible for
sorting of material into the proper bins provided at the City's Corporate Yard. Should
the Contractor fail to dump the collected materials into the proper bins, Contractor will
be responsible for payment of dump fees for the contaminated bin and repeat offenses
could result in the Contractor becoming responsible for his own disposal arrangements,
or termination of the Contract.
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EXHIBIT "A-1"
Street Routes
Route#1 From: To:
Palm Canyon Drive Vista Chino Gene Autry Trail
Gateway Drive Highway 111 Las Vegas Road
Las Vegas Indian Canyon Gateway Drive
Tramview Road Indian Canyon West End
Route#2 From: To.
Vista Chino Gene Autry Trail Whitewater Wash
El Mirador Avenida Caballeros Sunrise Way
Tachevah Drive Avenida Caballeros Sunrise Way
Amado Road Calls El Segundo Sunrise Way
Baristo Road El Cielo Farrell Drive
Route#3 From To:
Ramon Road La Mirada Belardo Road
Crossley Road Ramon Road Avenue 34
El Cielo Road Escoba Road &Bike Path Sunny Dunes Road
Ramon Road El Cielo (including medians) San Luis Rey
Ramon Road San Luis Rey (south side only) Ramon Road Bridge
Mesquite Road Vella Road Cathedral City City Limits
San Luis Rey Mesquite Road Ramon Road
Sunny Dunes Road Gene Autry Trail Crossley Road
Skypont Crossley Road San Luis Rey
Skypoint Ramon Road Skypont
Camino Parocella San Luis Rey Gene Autry Trail
Indian Springs Crossley Road Rio Blanco
Rio Blanco Indian Springs San Luis Rey
Public Road Sunny Dunes Road Camino Parocella
Vella Road (west side only) Sunny Dunes Road Mesquite Road
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EXHIBIT "A-1"
Page 2 of 3
Route 4 From: To:
South Palm Canyon Drive East Palm Canyon Drive South End
Belardo Road Alejo Road Sunny Dunes Road
Sunny Dunes Road South Palm Canyon Drive Belardo Road
Alejo Road Palm Springs Intl. Airport Vine Road
Mesquite Avenue South Palm Canyon Drive West End
Bogert Trail South Palm Canyon Drive Bogert Trail Bridge
LaVerne Way Camino Real (south side) Calle Palo Fierro
Route 5 From: To:
Farrell Drive Tamarisk Road Vista Chino
Sunrise Way North End Vista Chino
Avenida Caballeros Racquet Club Road Via Escuela
Avenida Caballeros Alejo Road Saturnino Road
Calle Encilia Alejo Road Ramon Road
Calle El Segundo Alejo Road Ramon Road
Route 6 From: To:
Indian Canyon Way Vista Chino Interstate 10
Indian Canyon Way(west side Interstate 10 W'Avenue
Garnet Road East End West city Limits
20'Avenue West city limits Indian Canyon Way
Dillon Road Melissa Lane Diablo Road
Tipton Road Highway 111 Interstate 10
Wendy Road Tipton Road North End
Salvia Way West End East End
Gene Autry Trail (Palm Drive) Interstate 10 Vista Chino
Executive Drive Vista Chino Via Escuela
Via Escuela Executive Drive(north side) Whitewater Club
Virginia Road San Carlos San Rafael
Radio Road Mc Carthy Road Indian Canyon Drive
S `
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EXHIBIT "A-1"
Page 3 of 3
Patin Frond Route:To be completed as instructed by Contract Officer,usually following adverse conditions such as wind,rain,
etc.
Palm Frond Route From To:
Pahn Canyon Drive Gateway Farrell Drive
Indian Canyon Way Vista Chino Ramon Road
Tahquitz Canyon Way Palm Canyon Drive El Cielo Road
Cerritos Drive Ramon Road Camino Parocella
Camino Parocella Cerritos Drive Sunrise Way
Frontage Road Camino Parocella Cerritos Drive
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EXHIBIT "C
SCHEDULE OF COMPENSATION
(Revised 1-5-05)
Schedule A:
Rates for Roadside Maintenance work for vehicles, lead worker, and worker, including all
equipment, supplies, insurance, uniforms and other associated costs:
Lead Worker $14.25 per hour
Worker $12.25 per hour
Vehicle and Supplies $5.50 per hour
Beginning July 1, 2005, the unit rates are as follows:
Lead Worker $16.39 per hour
Worker $14.09 per hour
Vehicle and Supplies $6.33 per hour
Schedule B:
Rates for emergency call-out for vehicle, lead worker and worker, including all equipment,
supplies, insurance, uniforms and other associated costs:
Lead Worker- Overtime $21.38 per hour
Lead Worker- Holiday $28.50 per hour
Worker- Overtime $18.38 per hour
Worker- Holiday $24.50 per hour
Vehicle and Supplies $5.50 per hour
(Overtime and Holidays)
Beginning July 1, 2005, the unit rates are as follows:
Lead Worker- Overtime $24.59 per hour
Lead Worker- Holiday $32.78 per hour
Worker- Overtime $21.14 per hour
Worker- Holiday $28.18 per hour
Vehicle and Supplies $6.33 per hour
(Overtime and Holidays)
Invoices shall be submitted to the Contract Officer for approval. Contractor shall bill the City
monthly using the number of hours worked as the basis for payment. Individuals assigned to this
program shall, in addition to daily log sheets, record hours worked on a daily basis at the direction
of the Contract Officer. Such logs shall be submitted to the Contract Officer upon request.
EXHIBIT "D"
SCHEDULE OF PERFORMANCE
(Revised 1-5-05)
Contract Time: The term of this contract is a 1-year extension from the original 2-year contract
executed on Jan. 2, 2003, with an additional 1-year renewal option upon mutual consent of the
City and Contractor.
Working Hours: Regular work hours consist of 6:30 A.M. to 3:00 P.M., Monday through Friday.
Any hours worked other than the regularly scheduled hours are considered "emergency call-out
hours" and will be only as approved by the Contract Official.
Emergency call-out hours may be necessary in the case of downed trees, storm debris in the right-
of-way, or any condition endangering the safety of the public. The Contractor must respond to an
emergency call-outwithin one(1) hour. Hours worked on an emergency basis will be logged in the
same manner as regular hours, and will be indicated on the Contractor's invoice as "emergency
call-out hours".
Except in the case of an emergency call-out, there will be no work scheduled on the days that the
City is closed for holidays. These days are:
New Years Day Martin Luther King Jr Day Lincoln's Birthday
Washington's Birthday Memorial Day Independence Day
Labor Day Veterans Day Thanksgiving Day (and the day after
Christmas Eve day Christmas day
38-180 Del Webb Blvd.,PMB 47
Palm Desert,CA 92211
• Phone:760-861-3082
Pax:760-345-5458
Commercial Cleaning Specialists, Inc.
December 6,2004
City of Palm Springs
Dept. of Public Works and Engineering
3200 E.Taliquitz Canyon Way
Palm Springs,CA 92262
Attention: Pete Agres, Street Maintenance Manager
Subject: Roadside Assistance-Contract Renewal
Dear Pete;
The City of Palm Springs currently contracts with Commercial Cleaning Specialists,Inc. for
providing Roadside Assistance services. The current contract is up for renewal/extension, effective
January 2"d,2005. 1 am requesting a 15%increase in my fees, if granted for the one-year extension
of the contract.
The fees increase request is based on the following(the attached documents verify the operational
cost increases)
1. Current fees are based on the contract established in January,2003,over 2 years ago. My
operational costs have escalated during the past two years.
a. Since January 2003,my Worker's Compensation insurance premium increased 83%
b. Since January 2003,my Lability Insurance premium increased by over 24%.
c. Since January 2003,Monthly Gasoline Costs for my truck/trailer used to support the
contract for the City have increased by over 45% .
d. In December,2003,while providing work for the City, my truck and trailer were totaled
in an accident and required me to replace both the truck and trailer.
e. Costs for the maintenance of the truck,trailer, and equipment have increased by over
25%.
2. After recent discussions,I am willing to forgo making the increase effective until July
2005 which is the start of the new fiscal year for the City of Palm Springs
Commercial Cleaning Specialists, Inc. is definitely interested in extending the Roadside Assistance
contract with the City of Palm Springs. I hope this letter helps you understand the reasons for the requested
increase.
Re
spectfully,
a (� J
ensVl
President
Janitorial, Cleaning&Maintenance Services
. . . . . . . . . . . . . . . . . . . . . . . . . . . .
/TYle1f,«m.-r A
APPLIE �
Fax UNDERWRITERSD� rm
Midwest Service center
P.O. Box 3646, Omaha, NE. 68103
Joel Schoonveld, Account Manager
1-877-234-4420 ext. 4156
To: Ron Hensel From: Joel Schoonveld
Fax: 760-345-5458 Pages: 1
Phone: hate: 12116/2004
Re: Rate Increase CC:
0 Urgent X For Review ❑Please Comment ❑Please Reply ❑Please Recycle
Dear Ron,
Please allow this letter to serve as confirmation that on January 1, 2003, your workers
compensation rate was increased from 12.38%, to 22.68%
If you have any other questions, or if I can he of any further assistance, please do not hesitate to
give me a call.
Thanks,
Joel Schoonveld
Account Manager
877-234-4420 ext. 4156
877-234-4421 Fax
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05/28/2004 10:49 7603462248 COACHELLA VALLEY INS PAGE 14
COMMERCIAL GENERAL LIABILITY COVERAGE PART DECLARATIONS(contlnued)
PREMIUM
Class Classification Description ~
Code Rates Advance Premium
Premium Territory Prods/ All Prods! All
Base Code Comp Ops Other Comp cps Other
COMMERCIAL LIABILITY G
$ 695
96B16 JANITORIAL SERVICES
PRODUCTS-COMPLETED OPERATIONS ARE SUBJECT TO THE GENERAL
AGGREGATE LIMIT
241 , 50C 003 INCL $ (54.. 21!17 ) INCL $ 13, 127
PAYROLL
PER$1000
99303 STREET CLEA NG
PRODUCTS CO PLETED OPERATIONS ARE SUBJECT TO THE GENERAL
AGGREGATE LIMIT
11 , 550 003 INCL $ 07. 0 5•, INCL $ 775
PAYROLL
PER$1000
Audit Period: ANNUAL Total Advance Premium INCLUDED
FORMS AND ENDORSEMiNTS
Forms and Endorsement applying to this Coverage Part and made part of thls policy:
Form Number D cnption
17-22 -1202 E LUSION-LEAD
17-98 -1202 EXCLUSION-ASBESTOS
CG0001 -1001 C�PLOYIMENT
MMERCIAL GENERAL LIABILITY COVERAGE FORM
OG2147 -0798E RELATED PRACTICES EXCLUSION
CG2100 -0993 EX L-YEAR 2000 COMPUTER-RELATEO/ELECTRONIC PROEII.EMS
CG2167 -0402 FU GI OR BACTERIAL EXCLUSION
GECG602 -0703 CC MMERCIAL GENERAL LIABILITY GOLD ENDORSEMENT
GECG816 -0600 EXCLUSION RESIDENTIAL WORK
GECG617 - 1100 SUBSEQUENTLY ACQUIRED PREMISES EXCLUSION ENDORSEMENT
GECG825 -0189 ASBESTOS EXCLUSION
GECG028 -0198 LA D OR SOIL MOVEMENT EXCLUSION
22-19(12/02)
AGENT COPY
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10426r2002 13:25 7609462248 COACHELLA VALLEY INS PAGE 11
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insurance. }.f110 E5rE6
GENERAL LIABILITY
STATEMENT OF AUDIT
INSURED: COMMERCIAL CLEANING PRODUCER: COACHELLA VALLEY INS.SERVICE, INC.
81-667 CARREON BLVD.#B-B
38-180 DEL WEBB BOULEVARD PMB47 INDIO,CA 92201
PALM DESERT, CA 92211
POLICY NUMBER: CBP-953770-4- PRODUCER CODE: 5078 - 004
AUDITPERIOD: FROM: 06/01/01 To: 06/01102 IWOIC TE: B128102
CLASSIFICATION CODE PREMIUM RATE PREMIUM
DESCRIPTION BASIS LIABILITY PC LIABILITY PCO
OTHER OTHER
Janitorial Services ON16 239550 43.6540 "60
334 SUBLINE TOTALS 10480
Commercial Liability Gold Endt. 46678 523
337 SUBLINE TOTALS 523
POLICY TOTALS 10983
GENERAL LIABILITY GROSS PREMIUM 10983.00
INTERIM REPORTS 0.00
DEPOSIT OR ADVANCED PREMIUM 9170.00
AMOUNT DUE COMPANY 1813,00
AJ
PAGE: 1 ADDITIONAL PREMIUM
9537794- AGENT'S COPY
SIM02
MINUTE ORDER
AWARDING A ONE-YEAR CONTRACT EXTENSION FOR
ROADSIDE MAINTENANCE SERVICES (WITH AN
ADDITIONAL ONE-YEAR RENEWAL AT STAFF'S
DISCRETION AT THE RATES EFFECTIVE JULY 1, 2005),
TO COMMERCIAL CLEANING SPECIALISTS, INC. OF
PALM DESERT, CALIFORNIA, ON A UNIT RATE BASIS IN
ACCORDANCE WITH THE HOURLY RATES PER EXHIBIT
C OF THE CONTRACT SERVICE AGREEMENT FOR AN
ESTIMATED MONTHLY AMOUNT OF $5,752.68 FROM
JANUARY THROUGH JUNE 2005 AND $6,617.37 PER
MONTH FROM JULY THROUGH DECEMBER 2005 OR A
. a�
TOTAL OF $74,220.30 FOR CALENDAR YEAR 2005.
I HEREBY CERTIFY that this Minute Order, awarding a one-year contract extension for
roadside maintenance services (with an additional one-year renewal at staff's discretion
at the rates effective July 1, 2005), to Commercial Cleaning Specialists, Inc. of Palm
Desert, California, on a unit rate basis in accordance with the hourly rates per Exhibit C of
the Contract Services Agreement for an estimated monthly amount of $5,752.68 from
January through June 2005 and $6,617.37 per month from July through December 2005
or a total of $74,220.30 for calendar year 2005, was adopted by the City Council of the
City of Palm Springs, California, in a meeting thereof held on the 5th day of January, 2005.
Kathleen D. Hart
Acting City Clerk