Agenda Item No: 1.j
PLACENTIA CITY COUNCIL AGENDA REPORT
Meeting Date: January 14, 2025
Submitted by: Teri Knutson
From: Police Department
Subject:
Award Contract for On-Call Homeless Encampment Abatement and General Clean-up Services
Financial Impact:
Fiscal Impact:
Expense: $100,000 (109594-6099)
Summary:
The Police Department issued a Request for Proposals for Homeless Encampment Abatement and General Clean-up Services. Fourteen (14) Proposals were received by the due date of August 15, 2024. After reviewing the Proposals, the Staff Evaluation Committee recommends awarding contracts to two firms, American Integrated Services and Ocean Blue Environmental Services. As the City does not have a line-item expenditure for these services, Staff seeks an appropriation of $100,000 annually, with $50,000 budgeted for each firm annually.
Recommendation:
Recommended Action: It is recommended that the City Council:
1. Approve Agreements with American Integrated Services and Ocean Blue Environmental Services; and
2. Approve Expenditures and an Appropriation in the amount of $100,000 annually for these services; and
3. Authorize the Interim City Administrator and/or his designee to execute the necessary documents, in a form approved by the City Attorney.
Strategic Plan Statement:
This item conforms to Strategic Plan Goal 2, Ensure that Public Safety Continues to be a High Priority.
Discussion:
The prompt clean-up of homeless encampments after they have been vacated maintains not only the City’s cleanliness but ensures the encampment debris does not produce more opportunities for congregation. Since homeless encampments include trash and biohazards, the Police and Public Works Departments believe outside contractors are best equipped to handle removal and disposal. In the past, a combination of Public Works Staff and contractors 1 under minor debris removal purchase orders were used to pick-up homeless encampment debris, using existing budget accounts. Last year ’s homeless encampment fire in a storm drain, cost the City of Placentia $20,000 to clean-up.
The attached Request for Proposals received fourteen (14) responses. A Staff Evaluation Committee consisting of a Police Captain, the Public Works Manager Community Services Management Analyst and the Police Management Analyst, reviewed the Proposals. Several of the firms were rejected as they did not have a Department of Industrial Relations certification which is a requirement for prevailing wage projects. The following companies submitted Proposals:
American Petroleum
American Integrated Services
Bio-to-Go
Clean Harbors
Demo Unlimited
GreyMar Environmental Services
HCI Environmental & Engineering
Landscape Maintenance America
Republic Services
OC Vacuum
Ocean Blue Environmental
OFRS
United Pumping Service
Wood Maintenance Services
Staff reviewed and analyzed the bids and found them to be responsive and valid. Both firms have experience with governmental agencies. Staff recommends that Council award a public services contract the top two firms, American Integrated Services and Ocean Blue Environmental. The Agreements are for a three-year term, with two optional one-year extensions. The amount is for a not-to-exceed $50,000 annually, for each company.
Fiscal Impact Summary:
The cumulative not-to-exceed contract amount for each proposed agreement is $50,000 for a grand total of $100,000 for the two (2) proposed contracts. The award of these contracts does not commit the City to expending any funds since the consultants will serve on an on-call, as needed basis.
Attachments
RFP On-Call Homeless Encampment Abatement Services.docx PSA - American Integrated Services.pdf
Exhibit A - American Intergrated Proposal.pdf
PSA - Ocean Blue Environmental Services.pdf
Exhibit A - Ocean Blue Environmental Proposal.pdf
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REQUEST FOR PROPOSAL (RFP)
HOMELESS ENCAMPMENT ABATEMENT AND GENERAL CLEAN-UP SERVICES
FOR THE CITY OF PLACENTIA
RELEASE DATE: SEPTEMBER 5, 2024
DEADLINE: OCTOBER 10, 2024 (4:00 P.M. local time)
The City of Placentia (“City”) is seeking proposals from qualified firms that are interested in providing the City with Homeless Encampment Abatement and General Clean-up Services. The objective of this Request for Proposal (“RFP”) solicitation is to identify the most qualified, responsive and responsible firm to provide these services to the City over the course of the proposed three-year contract with two (2) optional one-year renewal periods.
All aspects of this RFP will be managed on the City of Placentia’s PlanetBids portal. The City uses PlanetBids as its centralized online bidding system for the procurement of goods, equipment and services. Interested proposers are encouraged to register via the City’s website link under Bids & RFPs ( www.placentia.org) .
Submittal Information:
Proposals must be submitted electronically only via the City’s PlanetBids portal. All proposals must be submitted by Tuesday, August 6, 2024, at 4:00 P.M., local time. Late 3 2
proposals or proposals submitted via paper copy, fax or email will not be accepted for any reason.
All proposals shall be valid for one hundred twenty (120) calendar days after the final proposal due date. The City of Placentia reserves the right to reject any or all proposals, to waive any informality or irregularity in any proposal received, and to be the sole judge of the merits of the respective proposals received.
Questions, Answers and Addenda to the RFP:
Prior to the RFP submission deadline, questions may arise regarding the specifications or administrative matters. Please direct all questions regarding this proposal process to Teri Knutson, Police Management Analyst via email at [email protected]. The question(s) posed, as well as the response(s), will be posted onto the PlanetBids portal under this specific RFP to ensure all prospective proposers are provided the information.
All questions must be submitted no later than Tuesday, July 23, 2024.
Please be sure to register as a vendor with the City of Placentia so information is not missed or omitted in your proposal. It is the responsibility of each proposer to maintain their PlanetBids profile and check the City’s website for all addenda and updates. Once the proposals are received, all correspondence will be sent via email and only to the authorized person named on the Proposal Letter. The City is not responsible for emails that are sent to spam files and not received in a timely manner.
Thank you for your interest in submitting a proposal to the City of Placentia.
Sincerely,
The Placentia Police Department
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CITY OF PLACENTIA
INSTRUCTIONS TO PROPOSERS
1.0 EXAMINATIONOFRFPDOCUMENTS
Proposer shall be solely responsible for examining the enclosed RFP Documents, including any Addenda issued during the proposal period, and for informing itself with respect to any and all conditions which may in any way affect the amount or nature of the proposal, or the performance of the Services in the event Proposer is selected. No relief for error or omission will be given.
2.0 INTERPRETATION OF RFP DOCUMENTS
Proposer may request of the CITY in writing, prior to submission of proposal, clarification or interpretation of the RFP Documents via the PlanetBids portal.
Where such interpretation or clarification requires a change in the RFP Documents, the CITY will issue an Addendum through the PlanetBids portal.
Proposer shall acknowledge receipt of any and all Addenda in its Proposal submission. The CITY shall not be bound by and Proposer shall not rely on any oral interpretation or clarification of the RFP Documents.
3.0 PREPARATIONOF PROPOSAL
The proposal shall be formatted in accordance with the requirements specified herein.The proposal shall include copies of the Proposal Letter/Certificate of Acceptance provided with the RFP Documents. Proposal Letter/Certificate of Acceptance and forms shall be executed by an authorized signatory. All proposals shall be prepared by and at the expense of the Proposer.
Proposers should not assume that their past and/or current experience with the CITY demonstrates knowledge of the CITY’s current needs or that the Source Selection Committee possesses knowledge of this experience. The evaluation of each proposal will be based upon the evaluation criteria applied to their proposal submission.
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4.0 MODIFICATIONSANDALTERNATIVE PROPOSALS
Proposer shall submit its proposal in strict conformity with the requirements of the RFP Documents. The proposal shall be complete in itself and shall be submitted in accordance with Section 7, "SUBMISSION OF
PROPOSAL/PERIOD OF ACCEPTANCE" instruction below.
Proposers are cautioned to limit exceptions, conditions, limitations or provisions attached to a proposal as they may be determined significant enough to cause its rejection. The proposal should conform to the requirements contained herein.
Oral, telegraphic or telephonic proposals or modifications will not be considered.
5.0 SIGNINGOF PROPOSAL/AUTHORIZATION TO NEGOTIATE
Each proposal submitted by Proposer shall be executed by Proposer or by its authorized officer.In addition, Proposer must identify those persons authorized to negotiate on its behalf with the CITY in connection with this RFP.
6.0 WITHDRAWALOF PROPOSALS
A proposal may be withdrawn by the Proposer prior to the date and time for submittal of proposals by means of a written request signed by the Proposer or its properly authorized officer. Such written request must be delivered to the place stipulated in the Letter of Invitation for receipt of proposals.
7.0 SUBMISSIONOFPROPOSAL/PERIODOFACCEPTANCE
Proposals must be submitted electronically via the City’s Planet Bids portal.
Please upload one PDF document that contains all proposal requirements and documents signed by the authorized party. Paper copies will not be accepted in lieu of electronic submissions on the City’s PlanetBids portal.
8.0 EVALUATION OF PROPOSALS
Proposals will be evaluated on the basis of the response to all provisions of this RFP. Since this solicitation is an RFP as opposed to a bid, pricing alone will not constitute the entire selection criteria. The City may use some or all of the following criterion and corresponding percentages in its evaluation and comparison of proposals submitted. The criteria listed are not necessarily an all-inclusive list. The order is which they appear is not intended to indicate 6 5
their relative importance. The City reserves the right to modify the evaluation criterion and score percentages/points as deemed appropriate prior to the commencement of evaluations.
POTENTIAL PROPOSAL EVALUATION CRITERION
EVALUATION CRITERION POINTS
Qualifications and Experience of the Proposer 30
Proposer's demonstrated work plan and
methodology 20
Proposer's recent experience in conducting
work for contracts of similar scope, complexity,
and magnitude, particularly for government
Agencies 20
Completeness of the Proposal including all
required documents and Statement of
Compliance responses 10
Proposed Project Costs/Complete Cost that
address all aspects of the Scope of
Work/Pricing is Fair and Competitive 20
TOTAL POINTS POSSIBLE 100
The City reserves the right to determine whether or not a proposal meets the specifications and requirements of this RFP and reject any proposal that, in the City’s opinion, fails to meet the detail and intent of the requirements.
9.0 BASIS OFAWARD
Any contract resulting from this RFP will be awarded to that firm whose proposal meets the requirements of the RFP and is most advantageous to the CITY in terms of meeting the technical requirements and for attainment of project objectives as defined in the Scope of Work considering the evaluation criteria stated in the Instruction to “Proposers Section”, Section 8 above, "Evaluation of Proposals" above. The CITY may request the Highest Scoring Proposer or those Proposers within the Competitive Range to present an oral briefing and discuss the merits and/or deficiencies of their proposal.
However, the CITY is under no obligation to enter into discussions or conduct negotiations with a proposer, but can award a contract on the basis of the offer received. The CITY will evaluate each proposal according to how favorable the services offered are to the CITY in light of the pre-established evaluation criteria and Cost Proposal reasonability. At the City’s discretion, the Proposers within the Competitive Range may be asked to participate in 7 6
negotiations and to submit such additional cost, technical, or other revisions to its proposal (or a Best and Final Offer) as may result from negotiations.
10.0 TYPE OF CONTRACTTO BEAWARDED
It is anticipated that the CITY will enter into a Not to Exceed (NTE) contract for a three-year period, with Proposer’s asked to identify costs for each of the three fiscal years: Fiscal Year 2024/2025 (October 1, 2024 to June 30, 2025), Fiscal Year 2025/2026 and Fiscal Year 2026/2027. It is expected that the Placentia City Council will be asked to award the multi-year agreement in September 2024, therefore, the contracted work is expected to begin October 1, 2024.
Additionally, the contract may allow for two optional one-year extensions, with the costs covering the extension(s) period to be negotiated at the time the extension(s) is exercised. Proposers are not requested to identify costs for these optional extensions, at this time. The Contract to be utilized is included in this RFP solicitation as a separate attachment. Under no circumstances will the itemized pricing be exceeded without express prior written approval of the CITY’s Purchasing Manager and approval from the project manager.
The successful Proposer will be responsible for obtaining a Placentia business license before work can begin. Information on obtaining a Placentia business license can be obtained by calling 714-993-8124.
In responding to this RFP, proposers should carefully read the sample contract that is included so that Contractor’s pricing includes the insurance requirements in Exhibit B.
11.0 PUBLIC RECORDSACT
Responses to this RFP become the exclusive property of the CITY and subject to the California Public Records Act. Those elements in each proposal which are trade secrets as that term is defined in Civil Code section 3426.1(d) or otherwise exempt by law from disclosure and which are prominently marked as "TRADE SECRET", "CONFIDENTIAL", or "PROPRIETARY" may not be subject to disclosure. The CITY shall not in any way be liable or responsible for the disclosure of any such records including, without limitation, those so marked if disclosure is deemed to be required by law or by an order of the Court. Proposers which indiscriminately identify all or most of their proposal as exempt from disclosure without justification may be deemed non- responsive.
In the event the CITY is required to defend an action on a Public Records Act request for any of the contents of a proposal marked "confidential", "proprietary", or "trade secret", Proposer agrees, upon submission of its proposal for CITY's consideration, to defend and indemnify the CITY from all costs and expenses, including attorneys' fees, in any action or liability arising 8 7
under the Public Records Act.
12.0 CITY’S RIGHTS
The CITY may investigate the qualifications of any Proposer under consideration, require confirmation of information furnished by a Proposer, and require additional evidence of qualifications to perform the Services described in this RFP. The CITY reserves the right to:
1.Reject any and all of proposals.
2.Issue subsequent Requests for Proposals.
3.Cancel the entire Request for Proposal.
4.Remedy technical errors in the Request for Proposal process.
5.Appoint evaluation committees to review proposals.
6.Seek the assistance of outside technical experts in proposal evaluation.
7.Approve or disapprove the use of particular subcontractors.
8.Establish a short list of proposers eligible for discussions after review of written proposals.
9.Negotiate with any, all, or none of the Proposers.
10.Solicit best and final offers from all or some of the Proposers.
11.Award a contract to one or more Proposers.
12.Accept other than the lowest offer.
13.Waive informalities and irregularities in proposals.
This RFP does not commit the CITY to enter into a contract, nor does it obligate the CITY to pay for any costs incurred in preparation and submission of proposals or in anticipation of a contract.
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13.0 QUALIFICATIONS OF FIRMS
The CITY reserves the right to investigate the qualifications of all firms under consideration and to confirm any part of the information furnished by a Proposer, or to require other evidence of managerial, financial or other capabilities which are considered necessary for the successful performance of the contract.
Any person, firm, corporation, Joint Venture, or other interested party that has been compensated by the CITY or a contractor engaged by the CITY for assistance in preparing this RFP Document and/or estimate shall be considered to have gained an unfair competitive advantage in proposing and shall be precluded from submitting a Proposal in response to this RFP. The Proposer shall submit a Firm Fixed Price for performing all Work specified in the Scope of Work.
The Proposal shall be valid for 120 calendar days from the date stipulated in the RFP for receipt of Proposals. If this offer is accepted within that time period, the Proposer agrees to furnish all services and items as stipulated in the RFP and any accompanying addenda. Any other requirements as listed in the Scope of Work of this document Failure to submit such items duly executed by an authorized officer of the Proposer's firm may render the proposal incomplete and unresponsive and may cause its rejection.
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PROPOSAL REQUIREMENTS
CONTENTS OF PROPOSAL
1.1 GENERALFORMATOFPROPOSAL
The proposal shall constitute the Proposer's plan for completing the Scope of Services & Specifications, as detailed in Section 1.3 below. Accordingly, the Proposer should present the technical approach demonstrating a well- structured, reasonable Work plan. Proposers should refine and/or expand the Scope of Work in the RFP to reflect the particular plan they would use to perform the Work.
1.2 PROPOSALCONTENT
The electronic PlanetBids proposal submittal must have all of the following components and required documents or it may be deemed as non-responsive at the discretion of the City:
Proposal Letter completed and executed by an authorized representative of the Proposer (sample form included with RFP). Proposer/Contractor Statement Regarding Insurance Coverage completed and executed by an authorized representative of the Proposer, understanding insurance requirements (sample form included with RFP).
References
Please provide three (3) references for the same type of services, preferably government agencies, for a minimum of five (3) consecutive years. Please include the clients name, project description, project/contract dates (starting and ending), client project manager name, email address and telephone number. Please make sure that the information provided for your references is current and accurate.
References will not be considered if inaccurate or outdated information is provided.
A Completed W-9 Form (can be obtained at www.irs.gov) Work Plan/Technical Description and Proposal Pricing
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The proposal shall include a Work Plan and Pricing which would delineate the approach Proposer would utilize to complete the Work. The plan shall demonstrate the Proposer's understanding of the scope of services, and how it seeks to be compensated. As stated previously, it should refine and/or expand scope of services to reflect how Proposer would complete the Work, and offer any additional services that the firm believes the City should be aware of before entering into this multi-year contract.
Failure to submit such items duly executed by an authorized officer of the Proposer's firm may render the proposal incomplete and unresponsive and may cause its rejection.
1.3 SCOPE OF SERVICES AND SPECIFICATIONS REQUESTED BY CITY OF
PLACENTIA FOR ON-CALL HOMELESS ENCAMPMENT ABATEMENT AND
GENERAL CLEAN-UP SERVICES
Overview
This section describes the services being sought by the City of Placentia for On- Call Homeless Encampment Abatement and General Clean-up Services within its service area, which is defined as the jurisdictional boundaries of the City of Placentia. Contractor shall provide all labor, tools, materials, protective clothing and gear, equipment, and expertise for site assessment documentation, clean- up, collecting, removal and disposal services involving homeless encampment abatement, associated general clean-up services and various illegal dump sites.
The services to be performed are on an on-call basis but would be scheduled with advanced notice.
Sites will be identified individually, though it is the City’s intention to cluster several sites, when applicable. The Contractor will get approval from the City prior to the removal of any vegetation and/or alteration of the land. Contractor shall coordinate with the City to receive a list of camp locations for removal and establish a start date. Some camps may be difficult to access, therefore, it may not be possible for trucks or other vehicles to park close to the actual job site.
In these situations, the Contractor will have to carry the debris out.
As Homeless Encampments can cross differing jurisdictional boundaries, Contractor and City shall work closely so that coordination can occur with these other government agencies and utilities. These include, but are not limited to, CalTrans, school district(s), the County of Orange, the County Flood Control District, railroad companies and public utilities. Contractor shall not complete work or enter onto another agency’s area or land, without first consulting with the City and obtaining approval by the respective public or private agency.
Contractor must have the technical expertise, experience, supervisor and management capabilities to perform any activities required for projects 12 11
associated with hazardous waste handling and disposal. The services to be performed are on an on-call basis but will be scheduled with advanced notice.
The Contractor shall perform work in a timely and efficient manner and in a courteous and business-like manner at all times. There is no minimum amount of work guaranteed, however, it is anticipated that the City of Placentia will have approximately three (3) to four (4) abatements and general clean-ups annually.
Contractor shall provide turnkey Homeless Encampment or site clean-up for a safe and clean site by removing biohazardous material and other Encampment waste material.
The Contractor shall employ and utilize personnel trained to identify and protect themselves and the environment from hazards encountered throughout the course of work in the homeless encampment abatement and general clean-up services. Contractor shall have training and licenses to meet all applicable OSHA requirements. If requested by the City, Contractor will devise a Site Health and Safety Plan for a job site. The Site Health and Safety Plan, at a minimum, should state the cause of the project or incident, hazards, required level of personnel protection, evacuation routes and the address of the nearest hospital to ensure safety and awareness for Contractor and City employees.
Typical job sites may vary in size from large multi-day clean-up services, where dumpsters are needed to handle the volume of debris, to small encampment clean-up services with one tent and two or three 30-gallon trash bags of debris.
Sites may contain a variety of materials that contain hazardous materials, including biohazardous materials, garbage, general debris, human waste, constructed temporary shelters, and other items associated with homeless occupancy or illegal dumping. Clean-up duties shall include surveying sites, collecting debris, dismantling temporary structures, removal of trash, removal of human waste, and State-approved handling and removal of all material. Disposal shall be at a site permitted to accept such materials. Site locations may occasionally require confined space entry clean-up, therefore, Contractor shall have employees working in compliance and licensed for OSHA’s Confined Space requirements, as applicable.
The Contractor may be required to remove and dispose of vegetation in order to gain access to encampment sites and raze trees and shrubbery to allow better visibility of sites post-encampment removal. The Contractor shall photograph the encampment site before and after the clean-up to document the condition of the site. The Contractor shall provide photographs of the clean-up to City electronically.
If a site is found to be occupied, the Placentia Police Department shall be called to clear the site. Clean-up crews should avoid cleaning the site if it is actively- occupied unless otherwise authorized by the City. Contractor shall notify the City’s designated representative in the event an adjacent homeless encampment is discovered in the general area during the course of a project, to obtain authorization prior to proceeding with any additional work that was not identified 13 12
in the original scope of work.
Persons ordered from homeless encampments are told to take possessions of importance to them. If they are arrested and leave behind valuable/usable items, the City is required to store them for 90 days. Contractor shall provide bags and tags, and identify and tag these items as personal property. Such items include, but are not limited to, items in good repair such as tents, backpacks, medication, eyeglasses, books, jewelry, stoves, audio equipment, personal records, handbags, personal photographs, and clean clothing. The Contractor will transport identified property for storage to a site designated by City as directed by City Staff.
Under most circumstances, the Placentia Police Department will have already confiscated weapons and illegal contraband, however, if firearms or other dangerous weapons and/or contraband, are located and determined to be a threat to the safety of those of scene, the Contractor will stop work immediately, contact the Placentia Police Department, and wait for the assigned unit to arrive to process evidence.
From time to time, Contractor may be asked to attend a Homeless Task Force Meeting coordinated by City.
Structure Demolition
Some work may require removal of wood-frame or other building structures. It is assumed such structures will be of relatively simple construction using “cast off” materials. The Contractor will consult with the City’s Homeless Staff is more complex building types are involved, or if potential health threats such as asbestos may be present.
Biohazard Handling
The Contractor’s project team for a designated job site will be knowledgeable regarding the completion of the Uniform Hazardous Waste Manifest and other relevant shipping documents (i.e., Bill of landings, non-hazardous manifest, etc.) with appropriate Department of Transportation proper shipping names, signature requirements, United States Environmental Project Agency identification numbers and waste codes, California State waste codes, placard requirements and segregation of waste requirements for waste shipments.
Contractor will ensure that regulatory documents associated with hazardous waste services are accurate and error free. Manifest corrections and illegible manifests shall be the responsibility of the Contractor and the Contractor will be responsible for filing manifest corrections to the Department of Toxic Substances Control and paying any fees associated with manifest errors and illegible manifests.
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Prevailing Wages: Any work that exceeds $1,000.00 will require prevailing wage rates. The Contractor will register with the Department of Industrial Relations.
Contractor Duties and Responsibilities:
1. Clean-up duties shall include surveying sites, collecting debris, dismantling temporary structures, removal of trash, and removal of human waste using State-approved handling and removal procedures for all material. Disposal shall be at a site permitted to accept such materials and approved by the City.
2. Supply all labor, materials, tools, protective clothing and gear, and equipment that is required or needed to perform the work to handle, remove, transport, and dispose of the waste materials and leave a clean site.
3. Contractor will assign a Project Manager to provide all supervision and management of its crews and ensure all necessary safety procedures are followed.
4. Transport identified property for storage to a site designated by City as directed by City Staff.
5. Photograph the encampment site before and after cleaning and provide an electronic copy of each photograph to the City.
6. Provide the City will a clean-up report for each site.
7. Follow best practices work procedures to safely manage any hazardous materials found on the site, including urine, feces, solid personal hygiene items, syringes and other materials which could pose a health threat.
8. Trim shrubs and vegetation as required by the City as a deterrent measure for future homeless encampments.
9. Immediately contact the site lead or Placentia Police Department in the event that weapons, or illegal contraband are found. In most circumstances, weapons and illegal contraband will be removed prior to the arrival of the Contractor.
10.Perform work in a timely and efficient manner and in a courteous and business-like manner at all times.
11.Properly handle and dispose of solid waste and hazardous waste in accordance with all applicable laws.
City Responsibilities:
1. Coordinate with Contractor on a site-by-site basis to determine the work order for each homeless encampment clean-up. The work order will establish the site start date, estimated timeframe of the work, staging areas, traffic control, if required, and the name of the onsite lead.
2. Post “Notice to Vacate” signs at the work site prior to the commencement of each removal project, 72 hours in advance of the clean-up.
3. Post Notice at each clean-up indicating contact information for reclaiming personal property.
4. Coordinate all necessary permits as required, such as Cal Trans or Fish and Game permits.
5. Provide security during the clean-up if required.
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Safety and Training:
Safety and appropriate training/licensing are critical requirements for the selected contractor. At no time is the Contractor expected to interact with the homeless residents or put their employees at risk. Contractor shall comply with all safety rules, protocols, and licensing requirements mandated by the State of California. Additionally, Contractor shall follow these requirements:
1. Work may be performed inclement weather. Jobsites can be in heavy foliage, steep embankments, next to train tracks, and other areas requiring alertness to the environment and pre-planning to prevent injury or illness. Contractor shall perform a hazard assessment and provide all training and supplies necessary.
2. Contractor shall be OSHA-certified to operate any heavy equipment required to complete the Encampment Clean-up work, including trash compactors, bulldozers, graders, and/or other ground moving equipment.
3. Contractor shall conform to all applicable occupational safety and health standards, rules, regulations and orders established by the State of California.
The Contractor shall provide all safety equipment, materials and will supply training, as agreed. The Contractor shall provide employees with appropriate safety apparel.
4. Contractor shall be trained in OSHA’s Bloodborne Pathogen Standard 1910.1030.
This Training must be supplemented with precautions regarding West Nile Virus, Hantavirus and Histoplasmosis. Employees must have work procedures to be able to safely manage urine, feces, solid personal hygiene items, syringes, and other materials which could pose a health threat. Wearing Personal Protective Equipment and following other protocols established for this situation must be followed.
5. Contractor shall provide copies of any training records and licenses required by the City upon request.
Pricing:
The City recognizes there are various ways that Contractor can be compensated for this work, therefore, it is issuing a Request for Proposals so that proposers can each determine how best to describe how it intends to perform the scope of work, and how to be compensated, accordingly. The City is also interested in proposers identifying services that may not be addressed in this RFP, but overall better the work to be performed, to the benefit of Placentia residents and businesses.
Contract pricing is expected to include all labor hours, subcontract costs, equipment and material costs and disposal costs to the City. Contractor pricing includes all labor, expenses and incidentals to complete the work outlined in this contract scope. No additional compensation will be due by the City unless the contract is modified for additional work requested and approved. Costs may be compensated as follows:
1. Site Clean-up Labor and Equipment, which includes prevailing wage labor and 16 15
equipment necessary to perform all site clean-up operations.
2. Biohazard Technical Staff, which includes prevailing wage labor, containment of biohazardous waste, transient debris or any litter that poses a health and safety risk, removal of contaminated contents, personal protective equipment, consumable supplies, administrative fees and photo documentation.
3. Biohazardous Materials Disposal, which includes containment, transportation and disposal of biohazard material per 40-gallon containment unit.
4. Non-Biohazardous Materials Disposal, which includes containment, transportation and disposal of biohazard materials, based on weight. 17 16
CITY OF PLACENTIA
PROPOSAL REQUIREMENTS
PROPOSAL LETTER
COMPANY NAME:
In response to the request to provide On-Call Blood Homeless Encampment Abatement and General Clean-up Services for the City of Placentia, we the undersigned hereby declare that we have carefully read and examined the RFP documents including any plans and specifications, and hereby propose to perform and complete the Work as required in the Contract.
This Contract is not exclusive. The CITY expressly reserves the right to contract for performance of services such as those described herein through other Contractors.
The undersigned agrees to supply the Scope of Work at the costs indicated in its cost proposal if its Proposal is accepted within 120 days from the date specified in the RFP for receipt of proposals.
The undersigned has reviewed the enclosed contract terms and conditions and agrees to accept all terms and conditions of the CITY’s contract unless otherwise noted in the proposal response. If any exceptions are taken, Proposer has identified such exception in the available space below. Such exception shall identify each item to which the Proposer is taking exception or is recommending change, including the suggested rewording of the contractual obligations or suggested change in RFP, and identifies the reasons for submitting the proposed exception or change.
If recommended for Contract award, the undersigned agrees to execute a contract which will be prepared by the CITY for execution, within 10 calendar days following Notification of Award. It is understood that the recommendation for contract award will not be placed on the agenda for consideration by the City Council until the CITY has received the executed contract. The CITY will fully execute the contract subject to resolution of Protest filings, if any, and approval by the City Council. 18 17
The undersigned will also deliver to the CITY prior to the commencement of Scope of Work the necessary original Certificates of Insurance. If services are authorized to commence prior to the execution of the Contract pursuant to a Notice to Proceed issued by the CITY, pending the execution of the Contract, the services shall be subject to the terms and conditions of the Scope of Work and the Contract.
Incorporated herein and made a part of this Proposal are the Response Data and Proposal Forms required by the Proposal Requirements.
The undersigned acknowledges receipt, understanding and full consideration of the following Addenda to the RFP Documents (if applicable):
Addenda No.
Identification of Exception(s) to RFP, Scope of Work or Sample Agreement. If not applicable, write “N/A” in the space provided:
______________________________________________________________ ______________________________________________________________ ______________________________________________________________ Proposer represents that the following person is authorized to negotiate on its behalf with the CITY in connection with this RFP:
(Name)(Title)(Phone)
The undersigned certifies that it has examined and is fully familiar with all of the provisions of the RFP Documents and is satisfied that they are accurate; that it has carefully checked all the words and figures and all statements made in the Proposal Requirements; that it has satisfied itself with respect to other matters pertaining to the proposal which in any way affect the Work or the cost thereof. The undersigned hereby agrees that the CITY will not be responsible for any errors or omissions in these RFP Documents.
BY:
(Signature)(Phone Number)
(Type or Print Name)
(Title)
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PROPOSER/CONTRACTOR STATEMENT
REGARDING INSURANCE COVERAGE
(Submit with RFP Package)
This signed document must be included with your bid package in order for your Proposal to be considered complete!
PROPOSER/CONTRACTOR HEREBY CERTIFIES that he/she has reviewed and understands the insurance coverage requirements specified in Exhibit B, Insurance Requirements, of the Sample Agreement.
Should we/I be awarded the contract, we/I certify that we/I can meet the specified requirements for insurance, including insurance coverage of the subcontractors, and agree to name the CITY and other additional insureds as per the agreement for the work specified And we/I will comply with 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 that code, before commencing the performance of the work specified.
Please Print (Person, Firm, or Corporation)
Signature ofAuthorized Representative
Please Print (Name & Title ofAuthorized Representative) Date Phone Number Email
NOTE: All insurance certificates and endorsements must be received by or sent within ten (10) City working days of the original request or the City reserves the right to proceed with the next lowest responsible bidder or the next highest scoring proposer in the process. Please do not send any insurance documents to the City with your Proposal.
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