CHARLES COUNTY GOVERNMENT Department of Fiscal and Administrative Services Purchasing Division Telephone: 301-645-0656 April 26, 2017 ITB NO. 17-32 LITTER & DEBRIS REMOVAL SERVICES ADDENDUM NUMBER ONE TO: All Bidders Please be advised of the following modification(s) & information related to Invitation to Bid (ITB) 17-32. These modifications, comments, and attachments are hereby made a part of the solicitation documents to the same extent as if bound therein. The due dates for questions and bids remains the same, as stated in the solicitation. I. Changes and Attachments to the ITB A. Changes: 1. Part I, Section 1.1 General Bid Information (page I-1) Delete the strikethrough text and replace with the bold, italicized text in the 2 nd paragraph: The County will guarantee debris removal services will be required for a minimum of 100 centerline billable miles per month for a total of 1,200 centerline billable miles per year. Inasmuch as any work under this agreement will be done as required. 2. Part I, Section 1.13 Bid Form (pages I-13 and I-14) Delete the Bid Form in its entirety and replace with the Revised Bid Form (d. 04/26/2017) in Attachment B. 3. Part III, Section 2.1 Scope of Work (page III-1) Delete the strikethrough text and replace with the bold, italicized text in the item d. of the list: d. The County will require that the Contractor perform litter and debris removal services at a minimum of 100 centerline billable miles per month for a total of 1,200 centerline billable miles per year. 1
4. Part III, Section 2.1.1 Description of Work (page III-2) Delete the strikethrough text and add the bold, italicized text in the item e. of the list: e. The Contractor is expected to provide all labor, equipment, and materials necessary to provide effective and efficient litter control services. The contractor shall collect, remove, and properly dispose of any and all litter in designated work areas. For the purposes of this contract, litter is broadly defined as: trash or any other refuse such as paper, cans, bottles, boxes, or any other unwanted, discarded, broken, castoff, organic (leaves, clippings, branches, dirt, stones, rocks) or non-organic waste materials placed, deposited, dumped or otherwise present in public places within the County. All hardscape areas shall be maintained in a continual broom clean condition. All organic areas shall be maintained free of litter/unwanted debris. The intended outcome of this service is to continually maintain all designated areas free of litter as broadly defined. Removal of organic matter (leaves, clippings, branches, dirt, stones, rocks) would only be on a site cleanup/hourly basis. 5. Part III, Section 2.2.1 Requirements (page III-4) Add the bold, italicized text in the item c. of the list: All loose, non-organic litter must be bagged. Organic and bulk items must be separated and secured to prevent spillage during transport. 6. Part III, Section 2.2.3 Equipment Identification (page III-5) a. Delete the strikethrough text item a. of the list: a. All vehicles and equipment used by the Contractor must be clearly identified with the name of the company and phone number of local office on each side of the equipment. b. Delete the strikethrough text and add the bold, italicized text to item b. of the list: b. Removable signs stating the words "Under Contract through Charles County Department of Public Works" must be on both sides of all vehicles equipment, including personnel transportation vehicles. The letters shall be at least three inches high and of proportionate width. 7. Part III, Section 2.6 Standards of Performance (page III-7) Delete the strikethrough text and add the bold, italicized text in the item a. of the list: a. Contractor shall remove all debris and litter from all centerline right of way during each scheduled cleanup. The Contractor is responsible to clean 25 feet from the pavement s edge. On roadways where a tree line, fence, or structure is within 25 feet of the pavement s edge, the Contractor is responsible to remove litter to the obstruction. All 2
assigned sections of roadways must be cleaned in full on the same day the work begins. When inclement weather suspends work, the Contractor must return on the first available day and resume cleaning the assigned roadway section. The Contractor shall make as many passes as necessary to accomplish the requirements as defined in Part III, Section 2.1. B. Attachments: Attachment A Pre-Bid Meeting Sign In Sheet Attachment B Revised Bid Form (d. 04/26/2017) II. Pre-Bid Meeting Notes A. Introduction: Good morning, and welcome to the pre-bid meeting for ITB 17-32, LITTER & DEBRIS REMOVAL SERVICES. My name is Shanna Reese, Chief of Purchasing for Charles County Government. Also with us today is Ms. Frances Sherman for the Department of Public Works, Environmental Resources Division. No information obtained from any source other than the Solicitation documents found on the County Bid Board, or Public Works staff (during the meeting), or myself may be considered to be accurate. The County intends to contract with a qualified Contractor to perform litter and debris removal services along roadways within Charles County. The quantities of work described in the solicitation document(s) are the County s best estimates and are to be utilized for purposes of evaluation only. The County will guarantee debris removal services will be required for a minimum of 100 billable miles per month for a total of 1,200 billable miles per year. Inasmuch as any work under this agreement will be done as required. B. Procurement Discussion: All solicitation documents may be found on the County Bid Board. Ensure all required forms and any other information required is complete and in your bid package. Refer to Part I, Section 1.2 for documents required for bid submission. A qualified Bidder must have requisite experience for the work as described in the specifications and must be actively engaged in this field for a period of no less than two years at the time of bidding. Bidders shall demonstrate their experience on the Bidder s Experience Form. Bidders shall provide no less than three (3) representative projects completed within the past five (5) years. Refer to Part I, Section 1.4 for the Solicitation Schedule for this ITB. Submit one unbound original, so identified, and three bound copies of your complete bid package. All questions should be directed to me in writing via the contact information provided in the ITB. Bids shall be valid for a minimum of 120 days from the bid due date. There is an aspirational 25% MBE goal for this solicitation. We encourage you to meet that goal. 3
The solicitation is subject to the County s Small Local Business Enterprise (SLBE) program as indicated on page I-8. The base term of the Contract shall begin on the date the Notice of Award is issued and end on April 30, 2018, with an option for four one-year extensions at the sole option of the County. Insurance requirements start on page I-9. The protest policy starts on page I-7. Award will be to the lowest responsive, responsible Bidder, provided it is in the County s best interest to do so. Award will be based upon the Total Bid Price. By submitting a bid in response to this solicitation, the Bidder certifies that their firm is not debarred, suspended, or otherwise ineligible for participation in government procurement by the federal government, the State of Maryland, or any other state, county, or municipal government. The County may reject any and all bids for any reason it deems necessary, and may waive any irregularities and/or informalities, and make award in any manner that is in the best interest of the County. C. Technical Discussion: The Contractor shall provide all operational, safety and equipment requirements necessary for successful completion of the work described in Part III Special Provisions of the ITB. The Contractor shall be responsible for providing litter and debris removal services along County roadways. The Contractor may provide site cleanups on a task order basis on public lands and parkways as approved by the County. The County requires flexibility to adjust the Contractor s work schedule based on weather or other factors as specified in the ITB. The Contractor shall be required to start or stop service when required. Safety requirement must be adhered to. Part III, Section 2.24 defines the minimum safety requirements for this work. The Contractor shall be responsible for providing signage for this work. Billing will be based on centerline mile, not lane mile, and the number of shoulders on the roadway. GPS will be provided to the Contractor by the County and shall be required when work is in progress. The Contractor shall be required to report in when starting work and properly dispose of all trash and debris. The Contractor is required to respond within 48 hours to a County request to address an item and contact the County within three hours of contact. Vehicles should be equipped and debris properly covered during transport. 4
D. Pre-Bid Meeting Questions: # Question Response 1 2 Is the Contractor responsible for removing debris resulting from car accidents? Does centerline apply to all County roads? For example what about wooded areas in the County s right of way? E. CLOSING REMARKS Section 2.2.3, Letter A, of the Scope of Work states all vehicles and equipment used by the Contractor must be clearly identified with the name of the company and phone number of local Refer to Item I.A.6 above. office on each side of the equipment. Will Charles County consider revising this requirement to make it applicable only to company trucks, instead of being applicable to trucks and equipment? 5 The Roads Division, State Highway, and Police clean up accident debris after accidents, anything remaining will be the responsibility of the contractor to remove. The calculation of billable miles take into account the number of shoulders and medians. For example.25 centerline miles may equate to.5 or.75 billable miles depending if there is a median or not. Clarification on cleaning of right of way is provided in Section I.A.7 of this addendum. Thank you for coming. I will post the attendance sheet to the bid board this afternoon. Please be on the lookout for the meeting notes. III. Written Questions Received as of 4/21/2017: # Question Response 1 Section 2.2.1, Letter C, of the Scope of Work states all loose litter must be bagged. Does that requirement apply to organic litter which is defined in section 2.1.1 Letter E, as leaves, clippings, branches, dirt, stones, and rocks? Refer to Item I.A.5 above. 2 3 Section 2.2.3, Letter B, of the Scope of Work states the words Under Contract through Charles County Department of Public Works must be on both sides of all equipment, including transportation vehicles. Will Charles County consider removing this requirement? During periods where our company is not providing services to Charles County, the company Refer to Item I.A.6 above. equipment and vehicles may be used on other non- Charles County contracts therefore we wouldn t necessarily want to have Under Contract through Charles County Department of Public Works affixed to the equipment and vehicles. Or, will the County allow contractors to meet this requirement through the use of removable signage (i.e. magnetic signage) on equipment and vehicles?
# Question Response Section 2.3, Letter C, of the Scope of Work states work crew staffing may be adjusted based on seasonal demand and/or effectiveness and efficiency of operations to complete all work 4 during a typical workday. It s been our experience The removal of leaves and branches would only be that a seasonal period during which crew staffing requested for site cleanups and on task order basis. There may need the most significant adjustment is is no minimum requirement for the hourly rate for site during the Fall in order to effectively and cleanups. The Contractor would submit a site survey efficiently perform removal of leaves and including an hourly quotation that would reflect the branches. Should the billable mile unit price presence of leaves and other conditions. The site survey contractors submit to the County in response to would be submitted to the County prior to the start of any this IFB include our estimation of what the crew work. Refer to Part III Section 2.1.1, Items c. and f. of the staffing levels will need to be during the Fall ITB. season, or will a price for adjustments in crew staffing be negotiated between the contractor and the County when such seasonal adjustments become necessary to effectively and efficiently perform services? 5 Can the County disclose the name of the The information requested does not exist as this is the incumbent and the billable mile unit price at which County's first time bidding these services. this contract was last awarded? Are there any County mandated living wage rates, 6 or other wage requirements, that will be applicable No. to contractor personnel? 7 Is SLBE utilization a requirement for this IFB? SLBE utilization is not required, but highly encouraged. Section 2.1, Letter E, of the Scope of Work states that work is to be performed during daylight hours. It s been our experience that litter and debris services are typically preferred between The County will work with the Contractor to set work 9:00 am and 3:00 pm (or similar) when roadway hours. The generally acceptable range of hours would traffic is minimal and so the provision of services 8 include from dawn to dusk, Monday - Friday. Refer to doesn t create interference for the morning and Part III, Section 2.1.e of the ITB. evening commute of County residents. Does Charles County have set daytime hours, or can the County establish set daytime hours, during which contractors will be permitted to perform services? 9 Is it the preference of the County that services be performed Monday Friday, or will contractors be permitted to perform services on Saturday and/or Sunday when necessary? The Contractor would need to request to work on Saturday or Sunday in advance. Refer to Part III, Section 2.1.e of the ITB. 6
ATTACHMENT A 7
ATTACHMENT B 8
Firm s Name and Address: Date: REVISED BID FORM (d. 04/26/2017) The County Commissioners of Charles County, Maryland Charles County Government Building Post Office Box 2150 La Plata, Maryland 20646 Honorable Commissioners: This bid is submitted in accordance with your Notice to Bidders inviting bids to be received for the work outlined in the Specifications and Drawings, and the Special Provisions attached hereto for Bid No. 17-32, LITTER & DEBRIS REMOVAL SERVICES. Having carefully examined the bid documents, the undersigned herein agrees to furnish all services as outlined in the bid documents for the Special Provisions as stated, for the following prices: BASE BID ITEM NO. DESCRIPTION OF ITEMS UNIT UNIT PRICE EST. QTY.* TOTAL PRICE (Unit Price * Est. Qty.) 1 Roadside litter and debris collection, removal, and legal handling and disposal Billable Mile (Product of Centerline Mile **) $ 3,000 centerline miles/year $ 2 Litter and debris removal of public spaces, parks, transit facilities, transit lots, and parking lots. Per Hour $ 250 hours/year $ TOTAL BID PRICE $ *These quantities are not guaranteed, and are used only for evaluation purposes. The County will guarantee debris removal services will be required for a minimum of 100 billable miles per month for a total of 1,200 billable miles per year. **Refer to Appendix 2 for calculations. By submitting a bid/proposal in response to this solicitation, the Bidder certifies that their firm is not debarred, suspended, or otherwise ineligible for participation in government procurement by the federal government, the State of Maryland, or any other state, county, or municipal government. Page 1 of 2 9
The undersigned has caused this Bid to be executed as of the day and year indicated above. (Printed Name) (Signature) (Title) (Phone) (Email) (Fax) Page 2 of 2 ***END OF ADDENDUM*** 10