Exhibit A
Scope of Services
Definitions
"City" means the City of Lancaster, a municipal corporation and charter city, and all the territory lying within the municipal boundaries of City as presently existing or as such or as such boundaries may be modified during the term of this Agreement. "Curb Mile" means one mile of City Street from the face of curb, extending out onto the street with the width of the sweeper. In the case of streets or other roadways that do not have curbs, once curb mile would be one mile down the center of the roadway, the width of the sweeper.
“Drainage Basin Driveways” means driveway access points into drainage basins. “Hand Work Locations” means any area that is in a street that requires hand work to clean such as roundabouts, bulb outs, ped crossings or raised “pork chop” pedestrian refuge islands.
“Protected Bike Lanes” means a bike lane (less than normal 12’ lane width) that has a barrier between it and the car lanes, and a regular sized sweeper does not have access to clean, either handwork or a smaller sweeper must be used. “Dead Ends and Narrow Cul-De-Sacs” means areas at the dead end of a street or instances where there is a narrow cul-de-sac and a regularly sized sweeper cannot access it easily for cleaning.
Description of Work
The work covered by this contract consists of furnishing all labor, equipment, materials, and supervision to perform all work necessary to clean streets at designated locations within the City of Lancaster as shown on the provided street sweeping maps. In addition to sweeping all curbs, Contractor shall sweep all bicycle lanes, curb-protected bike paths 12 feet and wider, interior left tum lanes, lanes adjacent to median lanes and traffic calming islands, intersections, and corners including curb returns and drainage structure inlets from any cross street intersecting the subject street. Contractor shall make multiple passes when necessary to ensure all sweep waste is cleaned from the street to the satisfaction of the City and in accordance with this RFP. Contractor shall re-sweep areas that the City has determined to have been swept unsatisfactorily within four (4) business hours of notification at no additional charge.
Manual Sweep/Hand Work Requirements
Obstructions in the sweeping path that can be removed by hand shall be placed in the hopper of the sweeper by the sweeper operator before sweeping. Contractor shall immediately call and report to the City's representative the nature and location of immovable objects that are in the sweeping path.
Small diameter cul-de-sacs and/or bulb-outs within the sweeping routes where the gutter broom cannot reach the flowline must be swept by hand. Additionally, all grooved cross- gutters where the gutter broom cannot reach the debris within the grooves shall be swept by hand. Contractor will manually remove debris located inside all drainage structures within six (6) inches from face of opening.
Contractor will manually sweep or blow debris from and clean the tops of all the City's raised concrete medians (non-landscaped) medians and raised "pork chop" pedestrian refuge islands/right tum slip lanes, now existing or added during the term, once per month. In addition, Contractor shall manually sweep or blow debris from all pedestrian walkways and truncated domes located within pork-chop and pedestrian refuge islands/right turn slip lanes and bulb-outs.
The table below shows the estimated curb miles in the City to receive street sweeping services and the frequency of service. No machine street sweeping shall be performed during rainstorms, when there is running water in the gutter or street, or for any other reason sweeping is impractical as determined by the City.
Street Type Frequency Estimated Monthly Curb
Miles
Residential Twice Per Month 738.01 x 2
Arterial Twice Per Month 193.2 x 2
Other Monthly 120.24
Estimated Monthly Miles 1,907.26
Special Sweeps As Needed 120 Curb Miles (per year)
Estimated Yearly Miles 23,791.92
Maximum Event Sweeps Per Year 25 Hours
Curb Mile Adjustments
At the sole discretion of the City, associated street sweeping areas may be added, deleted or their sweeping frequency modified under the contract at any time. The additional cost or deduct for the affected areas will be calculated using the unit costs provided in the Proposed Schedule of Pricing.
Area Adjustments
At the sole discretion of the City, associated areas may be added, deleted or their cleaning frequency modified under the contract at any time. The additional cost or deduct for the affected areas will be calculated using the unit costs provided in the Proposed Schedule of Pricing.
Mileage Calculations
Compensation for miles of sweeping shall be calculated according to actual curb miles swept.
The Contractor shall supply individual mileage logs to the City with each monthly invoice.
Areas that are re-swept to meet the City's satisfaction level should not be included in the mileage log.
Sweeping Schedule/Hours
The City's current street sweeping schedule is located at the following link:
https://lancasterca.maps.arcgis.com/apps/webappviewer/index.html?id=a2f381bff8274a4388 4f0333db3de78e . The Contractor must meet the schedule outlined in the aforementioned link. If the Contractor requests to deviate from said schedule, those exceptions must be approved by the City, in writing. Deviations from the provided schedule are not recommended. The Contractor shall coordinate street sweeping operations with garbage collection service such that sweeping services do not occur on the same day or the next day as trash services or otherwise interfere with trash and recycling collection services. Prior to contracting, the Contractor shall provide a work plan. The work plan shall address scheduling for residential and arterial street sweeping. The proposed schedule and work plan will be reviewed by the City and adjusted between both parties as necessary. Once agreed upon, sweeping routes shall not be modified by the Contractor without City approval.
Street sweeping may only take place on residential streets between 8 a.m.-Noon and Noon- 3/4 p.m. Monday through Friday. Arterial and other street types may be swept between 5 p.m. and 5 a.m. the following day, Monday through Friday. Contractor should attempt to stay within the current sweeping schedule, and if there is a need to deviate from the provided schedule, any costs associated with changing street signage will be charged to the Contractor.
Special Sweeps
A special sweep is any sweeping service required to be completed upon City request within 24- hour notice. Upon notification of the need for the special sweep, Contractor must be on site and ready to sweep within 4 hours unless otherwise instructed by the City. Contractor shall provide an additional 120 curb miles of special sweeps of selected City streets for the collection of debris at no additional cost to the City. Payment for additional curb miles beyond the initial 120 curb miles will be charged to the City at the rate as provided on the Proposed Schedule of Pricing.
Special Event Sweeps
Contractor will provide a maximum of twenty-five (25) hours of street sweeping services annually, at no cost, for City Special Events as instructed by the City. These services shall be provided before, during and/or after all City Special Events. Any additional sweeping beyond the complimentary twenty-five (25) hours shall be billed at the Special Sweeps rate.
Sweeper Speeds
Street Sweepers will operate at suggested manufacturers sweeping speeds in accordance with local conditions and desired results. At no time may the street sweeper exceed 7 miles per hour while sweeping. In the event a small sweeper is used, the unit shall operate at a safe speed which will allow for maximum debris pick up. The maximum allowed speeds are 3 to 5 miles per hour in heavy buildup of debris and 6 to 8 miles per hour in light build up.
Quality of Street Sweeping Services
Contractor shall remove all debris from all streets every sweeping cycle. The Contractor shall make as many passes as necessary to accomplish the task. This action will include removal of spills of concrete, rock, gravel, accident debris, leaves, pine needles, etc. Items of excessive size, such as cardboard shall be physically picked up and placed in the hopper by the operator or other personnel. The Contractor shall contact the City's Project Manager if there are items in the road too large to be picked up by the sweeper which create a hazard to motorist.
The City reserves the right to require that streets be re-swept by Contractor without charge, if inspection by the City reveals that the streets were not swept to the City's standard. The Contractor shall, if directed by the City, re-sweep the area in question within 24 hours of receipt of verbal or written notification.
Contract Performance Management
The City will require monthly contract management meetings with local management of the Contractor to discuss the performance of the contract and resolve outstanding issues. The intent is to provide a high quality, clean appearance on streets throughout the City as determined by the City of Lancaster. The Contractor will maintain such appearance to the satisfaction of the City. Any discrepancies in the understanding of this clause will be resolved in a manner as determined by the City of Lancaster.
Personnel
Contractor shall furnish such qualified drivers, mechanical, supervisory, clerical, management and other personnel as may be necessary to provide the services required by this RFP in a satisfactory, safe, economical, and efficient manner. All drivers shall be trained and qualified in the operation of the vehicles they operate and must possess a valid license, of the appropriate class, issued by the California Department of Motor Vehicles.
Contractor shall provide suitable operations, health, and safety training for all of its employees who use or operate equipment or who are otherwise directly involved in collection or other related operations for the City and in accordance with this RFP. Contractor shall ensure that it is always following all statutory laws and OSHA regulations while performing the work outlined in this RFP.
Customer Complaints The intent of this contract is to provide the highest level of street sweeping and related services available within the City. Customer complaints and inquiries from residential and business property owners in the City are of paramount importance. The Project Manager will communicate all customer service requests to Contractor. Contractor shall respond to all inquiries and complaints the same day they are received. It is Contractor's responsibility to communicate directly with the Project Manager. Contractor shall fo11ow up with customers and Project Manager with the resolution of all inquiries and complaints.
Holidays
All sweeping is to be done Monday through Friday except on the following Holidays:
New Year’s Day Presidents Day Memorial Day Juneteenth
Independence Day Labor Day Columbus Day Veterans Day
Thanksgiving Day Day After Thanksgiving Day Christmas Eve Christmas Day New Year’s Eve
The affected scheduled streets shall be swept within the following one-week period without interruption in the regular sweeping schedule.
Communications
During all sweeping service times, the Contractor shall provide each person that operates a sweeping vehicle with a cell phone, to be able to communicate with the City. Additionally, the Contractor shall furnish a list containing names and phone numbers of supervisory personnel who can be contacted on a 24-hour basis to respond to emergency needs. This list shall be kept current by the Contractor for the life of this contract.
The contract supervisor shall be responsible for ensuring the street sweeping operation remains in compliance with this contract. At the end of each week the Contractor shall contact the City's Project Manager for the purpose of exchanging information about the week's sweeping, including production and deficiency reports.
GPS Equipment and Software
Sweepers must be equipped with GPS monitoring devices. Contractor will provide the City with access to the GPS system which allows for the monitoring of each sweeper's current location and speed, as well as previously traveled locations. Contractor shall provide the City with computer access to software used to use the GPS system at no cost to the City.
Transfer and Disposal of Sweep Waste
Contractor will be responsible for all materials swept and shall properly dispose of materials collected at the City's Maintenance Yard. The Contractor need not pay disposal fees when debris is disposed of at the City's Maintenance Yard.
Water Availability
Contractor shall decide at its own expense to obtain water necessary for the operation.
Contractor shall use recycled water in all operations, unless unavailable through the City.
Payment
The City will pay the Contractor on a curb mile/month cost basis for monthly sweeping services in accordance with the rates provided to the City in the Proposed Schedule of Pricing.
Costs shall include all costs associated with activities.