Request to Tour Proposal to Perform

Document Sample
Request to Tour Proposal to Perform Powered By Docstoc
					                           DEPARTMENT OF OPERATIONS SERVICES


                                 REQUEST FOR PROPOSAL
                                       FOR
                   STREET LIGHT AND PATHWAY LIGHT MAINTENANCE


                          Proposal Opening Date –Monday, March 22, 2010


                       Proposal Due Date –Tuesday, April 20, 2010 @2:00 pm
                                 i f l at Ct l ks fc
                                  y      a o y r
                                Cto Pesn n i Ce ’O f e          i
                              123 Main Street, Pleasanton, CA 94566


To be used in conjunction with the City Standard Specifications and Details dated June 2002, the
     State Standard Specifications and Plans dated July 2002, and the Labor Surcharge and
             Equipment Rental Rates in effect on the date the work is accomplished.


                                            APPROVED




Craig Higgins
Assistant Director of Operations Services

__________________________
                            REQUEST FOR PROPOSAL
                                     Proposals Sought; Time for Receipt

Sealed Bid Proposals will be received at the City Clerk's Office of the City of Pleasanton, Civic Center, 123
Main Street, Pleasanton, CA 94566, by 2:00pm on Tuesday, April 20, 2010 for work as described in the
Request for Proposal entitled:

                    STREET LIGHT AND PATHWAY LIGHT MAINTENANCE

At the above mentioned time, date and address, the Bid Proposals will be publicly opened and read.

COPIES OF PROPOSAL PACKAGE

Proposal and Contract Documents may be obtained at the Operations Services Department of the City of
Pleasanton, 3333 Busch Road, Pleasanton, CA 94566.

SCOPE OF SERVICES

The City of Pleasanton is requesting proposals for maintenance, relamping and emergency repair services for
street lighting and pathway lighting within the City of Pleasanton.

The City of Pleasanton presently owns and maintains approximately 7000 street and pathway lights.
Department of Operations Services staff members administer the current maintenance services contract for the
maintenance and emergency repair of all street light and park pathway lighting, and will continue to do so with
the company selected to perform work described in this RFP.

The scope of services includes maintenance services and relamping services for all City-owned Street Lights
(5,729), park pathway lights (512) and Hacienda Business Park Street Lights (762) for a total number of 7,003
total lights on a per-light, per-month basis, using contractor supplied materials to keep all street lights and
pathway lights in good working order. This does not include poles, arms, bases or underground wiring, which
will be done on an as-needed basis either by proposal from the contractor or by work order from the City.

The term of this Agreement shall be from July 1, 2010 –June 30, 2012. Upon written agreement of both
parties, the term of this Agreement may be extended for up to two (2) additional one-year terms.

MINIMUM QUALIFICATIONS

In order to qualify for selection, proposer must meet the following minimum requirements:
        1)       Must be able to execute attachment 1 - Agreement for Contract Services.
        2)                              i    i a t             r os e
                                      ad afri te ot c r i s, l C
                 Must possess a vl C lon Sa C n at ’ Lcne Cas -10, throughout the    s
                 duration of the project and shall be experienced in performing similar services required by the
                 Agreement for Contractor Services.
        3)       Must have sufficient experienced personnel and equipment to perform all the work required
                 by the Agreement for Contractor Services.
        4)       Must have a proven track record of having provided street light maintenance services for three
                 or      more      cities   and/or     communities      over    the      past     five    years.



Street Light & Pathway Light Maintenance                                                  Contract No.______
Request for Proposal                                                                                   Page 2
PROPOSAL REQUIREMENTS

 h Pooam sb cm le n t d n . x 1 ppr um t e r i adh e oi o yu
                e    p    5
T e rpsl ute o p tadye o 8 ” 1” ae S b i n oi nln t e cp s for
                                  .     o   ga     r    e
Proposal.

The Proposal must include:
       A. Contractor Description. Provide a complete description of your Company including its licenses,
           work history, organizational structure, equipment, yard/office facilities, and number of employees.
                                          rv e “te etf uli t n.
                                              d         t
       B. Statement of Qualifications. Poi a Sa m n o Q af aos         ic i ”
             ae pn h i’ otn f e c stot n h
                          e y         le         ve            h      e
       C. B sduo t Ct s u i o sri s e fr i t Attachment 2 –Scope of Work, the
           Proposer shall describe the approach the company would use to achieve the Project Objectives.
                          s
       D. The Proposer’ scope of services shall include, at a minimum, a description of the major
           components of services, a description of the work product to be provided by the Proposer and the
           expected time of completion for each component.
       E. Cost of Maintaining Street Lights and Pathway Lighting including a filled out cost comparison
            u m r n td C m i d rpsl r e o pro” h h sn u d n h R P
                   y ie               n
           sm a etl “ o b e PooaPi C m a sn w i ii l e i t s F .
                                                       c          i          c         cd        i
       F. Other. Provide any other information proposer believes to be relevant to this RFP.
       G. Agreement. The successful proposer will be required to adhere to the provisions, terms, and
           conditions of the attached Agreement for Contractor Services. Objections to any provisions must
           be identified in the Proposal. Any exceptions or changes to the Agreement for Contractor
           Services may constitute grounds to reject the proposal. No response will signify that the
           Agreement for Contractor Services is acceptable as written.

PREVAILING WAGE

In accordance with California Labor Code Sections 1770 et seq., the Contractor shall pay general prevailing
rate of per diem wages to all workers employed under this contract.

LABOR NONDISCRIMINATION

The awarded Contractor shall comply with the requirements of the State of California's Standard Specification
Code Section 7-1.01A(4) "Labor Nondiscrimination" under this contract.

PROPOSALS RECEIVED AFTER DEADLINE

Proposals received after the time established for receiving proposals will not be considered. No Proposer may
withdraw a proposal after the time established for receiving proposals or before the award and execution of the
contract, unless the award is delayed for a period of ninety (90) calendar days after the date of the City's
opening of proposals.

MANDATORY VENDOR MEETING

Before submitting a proposal, each contractor shall carefully read the Specifications and all other contract
documents. The contractor shall tour the City and be familiar with all street, parking lot and parkway lights
and shall fully inform himself/herself as to all existing conditions and limitations under which the work is to be
performed, and he/she shall include in his/her proposal a sum to cover the costs of all items necessary to
perform the work as set forth in the contract documents. Date of contractors site visit(s) shall be noted in their
statement of qualifications. All contractors (except for current street light contractor) submitting a bid MUST

Street Light & Pathway Light Maintenance                                                    Contract No.______
Request for Proposal                                                                                     Page 3
  T E D h R qeto Pooa et g n na,
            e                       ”      i
A T N t “ eusfr rpslm en o ModyMarch 29, 2010 at 9:00am at 3333 Busch Road,
Pleasanton, CA 94566 for a project briefing. For any additional information and to reserve a position for the
mandatory meeting, contact Craig Higgins, Assistant Director of Operations Services, at (925) 931-5582.

CONTRACTOR'S LICENSE CLASSIFICATION

As provided in California Public Contract Code Section 3300, the City has determined that at the time the
contract is awarded, the Contractor shall possess a valid Class A or C-10 Contractor license. The contractor's
failure to possess the specified license shall render the Bid as non-responsive and shall act to bar award of the
contract to any Bidder not possessing said license at the time of award.

BID SECURITY AND CONTRACT BONDS

Each Proposal shall be accompanied by either cash, a cashier's check or a certified check, amounting to not less
than ten percent of the bid, payable to the order of the City of Pleasanton or by a bond for that amount and
payable in the form contained in this package. The successful Proposer will be required to furnish performance
and payment bonds, each in an amount not less than one hundred percent (100%) of the contract price, and a
maintenance bond not less than ten percent (10%) of the contract price.

REJECTION OF PROPOSALS

The City reserves the right to reject any or all proposals and to determine which proposal is, in the City's
judgment, the lowest responsive and responsible proposal of a Proposer or group of Proposers. The City also
reserves the right to waive any informality in any proposal and to delete certain items listed in the proposal as
set forth therein. Costs for developing, submitting, and presenting proposals are the sole responsibility of the
Proposer and claims for reimbursement will not be accepted by the City.

QUESTIONS

All proposers must submit their questions in writing. Written answers will be shared with all potential
proposers. Submit all questions no later than April 19, 2010 to:

                                            City of Pleasanton
                          Craig Higgins, Assistant Director of Operations Services
                                                PO Box 520
                                          Pleasanton CA 94566


                                                     CITY OF PLEASANTON



Date: ____________________                           By:________________________
                                                     Karen Diaz, City Clerk




Street Light & Pathway Light Maintenance                                                   Contract No.______
Request for Proposal                                                                                    Page 4
                            EVALUATION AND SELECTION

The following criteria will be used in evaluating and selecting the preferred proposal:

A. Statement of Qualifications – experience and staff qualifications.
B. Clarity and responsiveness of the proposal.
C. Combined Proposal Price Comparison using the following assumptions:


                                Combined Proposal Price Comparison
Maintenance and Relamping

   1) Flat Rate (per month)          $_________ /streetlight x 7000           $____________


Extra Work Examples:

       Work Required                Unit             rate       Quantity            Cost

   2) Install new arm and Lum       Each          $_________ x 1              $____________
      on PG&E power pole
   3) Night Check                   per Hour      $_________ x 8              $____________
   4) Pole Painting                 Each          $_________ x 10             $____________




Combined Proposal Price for proposal comparison purposes:
(Combined cost of items 1 through 4 above)                                   $_______________




SCHEDULE

      Release of RFP:                         Monday, March 22, 2010
             o Bd r Met g
               r d’
       Mandat y i e s en    i                  Monday, March 29, 2010
      Proposals Due:                          Tuesday, April 20, 2010
      Evaluate Proposals:                     Tuesday, May 4, 2010
      Execute Contract by:                    Tuesday, June 10, 2010
      Begin Services                          Thursday, July 1, 2010




Street Light & Pathway Light Maintenance                                        Contract No.______
Request for Proposal                                                                         Page 5
    STREET LIGHT AND PATHWAY LIGHT MAINTENANCE
                   SCOPE OF WORK
1. SERVICES

         In general, the work to be done consists of providing preventative and routine street light and
pathway light maintenance and emergency service for the street light and pathway lights within the
City of Pleasanton. The Contractor shall have available and readily accessible all required tools,
equipment, apparatus, facilities, and material to perform all work necessary to maintain the street
light and pathway light installations. The Contractor shall provide qualified personnel to perform
regular preventive field maintenance and perform emergency repairs on street lights and pathway
lights in the City. The work force of qualified employees shall be sufficient to respond to emergency
calls that may be received from time to time and to promptly make temporary and permanent repairs.

       1.1 Routine Maintenance

               In general, routine maintenance consists of replacing defective parts of street lights,
       park pathway lights, parking lot lights, safety lighting (where the safety lighting is on the
       same pole as the traffic signal) and other miscellaneous City owned lights, and/or otherwise
         a tn gh i’l h o eph n u oe t n C n at sa r i r l e
           n in e y g s                          e        l ao
       m i a i t Ct si ttke t mifl pr i . ot c rhl ea , p c                 r o        l p re a
       or otherwise render in good working order any and all defective parts of the street light and
       pathway light as part of the flat rate monthly cost. The contractor shall furnish all tools,
       equipment, apparatus, facilities, labor, services and materials, and perform all work necessary
       to maintain in good workmanlike manner all of the street lights and pathway lights owned by
       the City.

               Routine Maintenance Repair of a street light or pathway light consists of furnishing a
       qualified lighting maintenance repair person (or persons) and a service vehicle, removing and
       replacing any one or combination of lamp, lens, photocell, ballast, or igniter, etc. Removing
       and replacing damaged or missing street light pole numbers at a height of not less than 8 feet.
        Pole numbers to be mounted vertically on the street side of the pole.

               1.1.1  Response Time
                      The normal response time to repair a malfunctioning or otherwise non
               operating street light or pathway light shall be five (5) working days. It is understood
               and agreed that failure on part of the Contractor to respond within five days, the
               contractor agrees to pay to the City, not as a penalty but as liquidated damages, the
               amount of $100 per day late to arrive. This amount is to be deducted from any
               payment due or to become due to the Contractor.

              Routine and Preventative maintenance does not include, poles, arms, bases or
       underground wiring, which will be done on an as-needed basis either by proposal from the
       contractor or by work order from the City.


Street Light & Pathway Light Maintenance                                            Contract No.______
Request for Proposal                                                                             Page 6
       1.2 Preventative Maintenance

               In general, Preventative Maintenance consists of the bulk re-lamping of the entire
       City of Pleasanton Street Lights and Pathway Lights on a four year cycle. One quarter of the
       City of Pleasanton Street Lights and Pathway Lights shall be replaced by quadrant on an
       annual basis.

              Contractor shall provide a map of the City that identifies the quadrant and roadways
       where the lights will be relamped.

       1.3 Night Checks

                The Contractor shall perform night checks on major arterials on an annual basis. The
       Contractor shall provide personnel equipped for night time detection of inoperative lights.
       Under this per light per month contract no additional payment will be made for the annual
       arterial night checks. These roadways include: Foothill Road, Hopyard Road, Santa Rita
       Road, Stoneridge Drive, West Las Positas Boulevard, Valley Avenue, Vineyard Avenue,
       Bernal Avenue, Owens Drive, Hacienda Drive, Stanley Boulevard, First Street and Sunol
       Boulevard.

       1.4 Contact Number

               The contractor shall provide to the City a phone number and email address, and all
       calls will be phoned or emailed to the contractor directly. The phone number must be a toll
       free (800-type) number and the number will be available 24 hours a day, 365 days a year. If
       calls are forwarded to or provided to the contractor it will be considered a "Service Request".
       When notified by the City, either by mail, email, telephone, or Fax, the Contractor shall
       respond to the Service Request within 48 hours. Contractor must have compatible software
        n re o e b o cet l t n ok re h uh h i’
                           e               er c
       i odrt b al t acp e c oi w r odr t og t Ct sMa t ac       s r           e y           nn
                                                                                             i e ne
       Management System.

       1.5 Documentation

              The contractor will furnish complete documentation pertaining to lights worked on by
       the contractor during the last pay period. These will be filled out by the Contractor on a
       monthly basis and contain at a minimum when the service call was received by Contractor,
       person making the call, the pole number of the light worked on, the address or location of the
       pole and what was wrong with the light. The report shall also identify any lights that
       required one or more return service calls to complete the repair and restore proper operation
       and recommend to the City additional work that is needed and not covered in the Routine
       Maintenance Program. The report containing all the information shall be furnished to the
       Director of Operations Services with the monthly invoice.



Street Light & Pathway Light Maintenance                                         Contract No.______
Request for Proposal                                                                          Page 7
       1.6 Traffic Control

               The Contractor shall conduct its operations as to cause the least possible obstruction
       and inconvenience to public traffic. To the greatest extent possible, all traffic shall be
       permitted to pass through the work area. Contractor shall furnish, erect, and maintain
       sufficient warning and directional signs, barricades and lights, and furnish sufficient flaggers
       to give adequate warning to the public at all times that the road or street is under
       construction.

                          s                                                             s
               Contractor’vehicles and equipment shall be clearly marked with Contractor’name
       or logo and be easily identifiable and be equipped with suitable warning lights and
       reflectorized markings for working in daylight and dark.

       1.7 Miscellaneous Provisions

               The Contractor shall keep a large stock of common replacement components of a
       typical street light and pathway light installation in the City.

             The Contractor shall offer alternatives to existing equipment to meet the changing
       demand as it occurs, when directed by City.

            The Contractor shall refer all questions from the public not covered under this
        ge etoh i ’Dr t o O e t n Sr c .
          e        e y         eo
       A r m n t t Ct s i c r f pr i s e i s ao        ve


2. EMERGENCY WORK

        Upon occasion, the Contractor will be called to respond to accident sites, disconnect power,
secure the site for public safety, take down damaged poles or pick up a knock downed light. The
Contractor shall furnish a price for performing this work both during normal working hours and
during weekends, holidays, or other off-hours. The response time for emergency calls shall be two
(2) hours, as these often represent dangers to public safety. The Contractor shall also furnish a price
for reinstalling knockdowns with like materials. All costs for labor and equipment to install the
poles and restore the light to proper operation shall be as specified in the Evaluation and Selection
portion of the Request for Proposal which is attached and incorporated by reference as though fully
set forth herein.

       The Contractor shall cooperate with the Police Department and the Director of Operations
Services in cases of emergency.




Street Light & Pathway Light Maintenance                                           Contract No.______
Request for Proposal                                                                            Page 8
3. NEW STREET LIGHT AND PATHWAY LIGHT INSTALLATIONS

       Contractor shall maintain any additional street light and pathway lights as they are installed,
or become a part of the maintenance requirements of the City.

4. WARRANTY SERVICE

        During the period of warranty, the Contractor is expected to make all communications
 e e m nf u r n ai cn at adh i’Dr t oO e t n Sr c r r n
   w            c r , s ln
bten auat e i tl g ot c rn t Ct s ic rf pri s e i sea i
                                    r o           e y        eo           ao        ve gd g
            t e c C n at sa ntyh i’Dr t oO e tn Sr c oay nu
            y ve           r o      l i e y               eo
any warran sri . ot c rhl o ft Ct s ic rf pri s e i s fn ude          ao         ve
delays in response by the manufacturer or installing Contractor and details of each incident.

5. UPGRADES AND INSTALLATIONS

        The Contractor shall, if requested, install, modify and/or upgrade street light and pathway
lights or traffic safety devices. All additional work shall be performed to the satisfaction of the
  i’Dr t o O e t n Sr c .
   y       eo
Ct s i c r f pr i s e i sao        ve

        No additional work shall be commenced or undertaken by Contractor unless and until the
 a e s u oi d n ri y h i ’ i c r f pr i s e c . a rt
             h z             tg
sm i at r e i w in b t Ct sDr t o O e t n Sri s Si w ie
                                        e y          eo             ao         ve         d tn
authorization is a condition precedent to the Contractor's entitlement to reimbursement. Additional
work shall be performed in accordance with the Standard Plans and Standard Specifications (current)
for the State of California, Department of Transportation and the City of Pleasanton Operations
Services Department special provisions. This work shall be performed within a time limit
       s d yh i ’Dr t o O e t n Sr c ad o a u ay ge uo pi .
        h         e y         eo
establi e b t Ct s i c r f pr i s e i s n fr m t l ar d pn r e
                                            ao       ve                    ul      e         c

        City shall retain the right to perform any additional work by use of City forces or, in the
alternative, to advertise such work for bids.

6. CONSULTATION AND QUALIFICATIONS

       At no added expense to the City, The Contractor shall designate representatives in the
organization, one of whom shall be available at all times to the City for consultation. This
consultation may consist of cost estimates for street lighting repairs, accident damage repairs, and
replacement of obsolete or deteriorated equipment, explanations of functional capabilities
recommendations on anticipated changes in the street lighting systems.

    Contractor shall retain on a full-time basis qualified engineering or technical personnel
     capable of and available for maintenance and overhaul work on the street lighting systems
     and must have as part of the work force personnel having a minimum of five (5) years of
     working experience either in Contra Costa County or Alameda County. Project examples
     are to be of a similar public setting and completed for a public agency.



Street Light & Pathway Light Maintenance                                          Contract No.______
Request for Proposal                                                                           Page 9
7. KEY PERSONNEL

       Any and all persons identified in this Agreement performing work hereunder are deemed by
City to be key personnel whose services were a material inducement to City to enter into this
Agreement, and without whose services City would not have entered into this Agreement.
Contractor shall not remove, replace, substitute, or otherwise change any key personnel without the
prior written consent of the City.

8. COMPENSATION

       8.1     Compensation for Routine and Preventative Maintenance

              In consideration of the furnishing by the Contractor of the described labor, services,
       materials and equipment in accordance with all provisions of this Agreement, together with
       the appurtenances thereto, said Contractor shall be paid by the City on a monthly basis per
       maintained street light and pathway light per month at the flat rate cost in accordance with
       the Evaluation and Selection portion of the Request for Proposal.

               In the event that new street lights and pathway lights are installed, the Contractor
       agrees to maintain these lights at the same flat rate and in the same manner as those covered
       by this Agreement upon written notification from the Director of Operations Services.

              The Flat rate for the Routine and Preventative maintenance does not include: poles,
       arms, bases or underground wiring or the painting of poles. Any work to these items will be
       done on an as-needed basis either by proposal from the contractor or by work order from the
       City. All other work and repair required to maintain a fully operational street light and
       pathway light shall be considered to be included as part of the routine maintenance.

       8.2     Compensation for Extra Work

               The City shall pay for repairs under extra work when such repairs are made necessary
       due to damage to street lights and pathway lights resulting from vehicular collisions, act of
       God, or malicious damage.

              The Contractor shall contact the Director of Operations Services to obtain prior
       approval before such extra work is scheduled. The Contractor shall verify invoiced charges,
       when requested by City, with time cards and material invoices.




Street Light & Pathway Light Maintenance                                        Contract No.______
Request for Proposal                                                                       Page 10
9. CONTRACT TERM

       The period of this Agreement for Contract Services shall extend from July 1, 2010 until
midnight, June 30, 2012. Upon written agreement of both parties, the term of this Agreement may
be extended for up to two (2) additional one-year terms.

        If the Agreement is extended beyond June 30, 2012, The Contractor may request an
adjustment of the flat rate and labor costs specified in the Evaluation and Selection portion of the
Request for Proposal. Changes in labor or equipment costs shall not exceed the change in the
Consumer Price Index (CPI) since the immediately preceding amendment to such rates. The CPI to
be used in rate adjustments shall be the all Urban Consumers for the San Francisco-Oakland-San
Jose, California area as published by the United States Department of Labor, Bureau of Labor
Statistics. The Contractor and the City's Director of Operations Services, may by mutual agreement,
amend the Evaluation and Selection portion of the Request for Proposal; however, no more than one
amendment may be made in each schedule in any calendar year. Increases due to the cost of
  ot c r ee li it n r e a b ngtt ad prvd y h i ’Dr t o
     r os          a a ly s n                          ie
C n at 'gnr lb i i uac m y e eo a d n apoe b t Ct s i c r f                     e y         eo
Operations Services when said increases are properly documented by the Contractor.

      Charges for extra work shall be consistent with the Evaluation and Selection portion of the
Request for Proposal

       Should the City decide to convert all existing street lights to new Light Emitting Diodes
(LED) lights during the terms of this contract, a new contract will be renegotiated.

10. CAPTIONS

        The captions or headings in this exhibit are for convenience only and in no other way define,
limit or describe the scope or intent of any provision or section of the agreement.




Street Light & Pathway Light Maintenance                                         Contract No.______
Request for Proposal                                                                        Page 11

				
DOCUMENT INFO
Description: Request to Tour Proposal to Perform document sample