HomeMy WebLinkAbout07-15-2014 C5 Parking Meter Coin Collection Services RFPCity of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number
FROM: Daryl Grigsby, Public Works Director
Prepared By: Robert Horch, Parking Services Manager
SUBJECT: PARKING METER COIN COLLECTION SERVICES REQUEST FOR
PROPOSAL, SPECIFICATION NO. 91291
RECOMMENDATION
1. Authorize issuance of a Request for Proposal (RFP) for parking meter coin collection
services.
2. Authorize the City Manager to execute an agreement of up to $57,300 to perform parking
meter coin collection services.
DISCUSSION
Background
The City has a long-standing policy of using a contractor, where appropriate, for on-going
operations and services. The City currently contracts with FSC Collections for parking meter
collections. The contract expired prior to the direction of City Council to establish a “super
core” with credit card meters. The contract has continued on a month to month basis since that
time.
Following the purchase and installation of the credit card meters in the “super core”, new
collection zones and routes had to be established in order to reflect collections from the credit
card meter zone. The new collection zones and routes are in place and have been tested. The
collection maps have been finalized and readied for distribution with the request for proposals.
Work Scope
The contractor is responsible for providing parking meter coin collection services, in accordance
with the tasks and frequencies detailed in the request for proposals. Public Works is proposing a
four-year agreement, with an option to renew for another two years provided service has been
satisfactory.
Under a three step process the proposals will be rated by the review team based on experience
and expertise, approach to completing the work, their understanding of the work scope and
proposed compensation. The contract award will not be based solely on price, but on a
combination of factors as determined to be in the best interests of the City.
7/15/14
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Parking Meter Coin Collection RFP, Specification No. 91291 Page 2
FISCAL IMPACT
Funding for Parking Meter Coin Collection Services is found in the 2014-15 Parking budget.
The contract includes a provision for annual cost increases based on changes in the consumer
price index.
ALTERNATIVES
Do not approve the RFP and continue on a month to month agreement with the current
contractor. Staff does not recommend this alternative as the collection of the parking meters is
necessary for meter operation. Collection on a regular schedule is also crucial to funding the
Parking Enterprise Fund.
ATTACHMENT
Request for Proposal
t:\council agenda reports\2014\2014-06-17\rfp 91291 mtr coin collection 2014\rfp 91291 - council agenda report.docx
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The City of San Luis Obispo is committed to including disabled persons in all of our services, programs and activities.
Telecommunications Device for the Deaf (805) 781-7410.
City of
San Luis Obispo
990 Palm Street San Luis Obispo, CA 93401
Notice Requesting Proposals for
PARKING METER COIN COLLECTION SERVICES
Specification No. 91291
The City of San Luis Obispo is requesting sealed proposals for Parking Meter Coin Collection Services
pursuant to Specification No. 91291. All proposals must be received by the Finance Department, City
Hall, 990 Palm Street, San Luis Obispo, CA no later than 3:00 p.m. August 5, 2014.
Proposals received after said time will not be considered. To guard against premature opening, each
proposal shall be submitted to the Department of Finance in a sealed envelope plainly marked with the
proposal title, specification number, proposer name, and time and date of the proposal opening.
Proposals shall be submitted using the forms provided in the specification package.
Proposal packages may be obtained FREE at the City’s website: www.slocity.org under Bids & Proposals,
or by emailing your request to mpaasch@slocity.org, or by faxing your request to the Parking Services at
(805) 781-7267. Please include your company name, street address, phone, fax, and email address, along
with the name and specification number of the proposal you are requesting.
Questions may be addressed to Robert Horch, Project Manager, at (805) 781-7234 or rhorch@slocity.org.
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Specification No. 91291
TABLE OF CONTENTS
A. Description of Work 1
B. General Terms and Conditions 4
C. Special Terms and Conditions 9
D. Agreement 12
E. Insurance Requirements 14
F. Proposal Submittal Forms 16
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Section A
DESCRIPTION OF WORK
The City is requesting proposals for parking meter collection services located on streets and in parking
lots.
1. Collection Procedure. In performing this work, the collection contractor shall adhere to the
following procedure:
a. Meter collections begin at the Parking Services Office located at 1260 Chorro Street, Suite
B, San Luis Obispo.
b. Contractor will pick up the keys required to open the meters to be collected that day.
c. Contract will sign for receipt of the keys picked up.
d. Contractor will pick up the appropriate cart and collection canister required for the street
zone(s) and/or parking lot(s) to be collected. (The collection canisters may be different;
some zones/lots may have sealed or open coin cans.)
e. Contractor will begin the walking route for the appropriate street zone or parking lot to be
collected.
f. For each parking meter to be collected, Contractor will adhere to the following procedure:
1) Unlock and open the coin can compartment.
2) Remove the coin can and empty it into the collection canister.
3) Replace the coin can in its compartment.
4) Lock the coin can compartment.
5) If observable meter repairs are required, record them on a parking meter repair form.
6) Note any vandalism or theft on a parking meter repair form.
g. Contractor will return to the Parking Services Office when the zone and/or lot collection is
completed.
h. Contractor will remove the collection canister from the collection cart in the presence of a
City employee.
i. Contractor will record the date, time, location, initials and the number of bags to be filled on
a collection slip. Contractor will attach the collection slip to the collection canister and move
the canister to the designated storage area in the presence of a City employee.
j. Go back to Step d. if continuing collections.
k. When all scheduled meter collections have been completed for the day, Contractor will
unlock all collection canisters in the presence of a City employee.
l. Contractor will remove the collection bags from inside the collection canisters and place the
coin into sealable coin bags labeled with the appropriate zone and/or lot number. This
procedure is done in the weighing/collection room with a City employee monitoring and
sealing the coin bags. Contractor will place an empty collection bag into each collection
canister and lock the canister in the presence of the City employee.
m. The City employee shall complete a receipt of uncounted sealed coin bags on a form
furnished by Garda.
n. Contractor shall place all sealed coin bags inside the City’s safe in the presence of the City
employee.
o. Contractor shall return the keys required for the meters collected that day.
p. A City employee shall sign for receipt of the returned keys in a logbook maintained by the
City.
q. Contractor will turn in meter repair forms to the meter repair shop.
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2. Collection Schedule. Parking meters to be collected are organized into street zones and parking
lots, which are shown on the map at the end of this section. The Contractor shall perform the specified
work according to the following schedule. The City may change this schedule at any time but shall give
the Contractor at least seven calendar days’ notice of the change. The Contractor shall not deviate from
this schedule without prior written permission from the City. The Contractor shall not perform the
specified work on any holiday observed by the City without prior written permission from the City.
Note: The number of collections is only an estimate and is subject to change.
Mondays Tuesdays Wednesdays Thursdays Fridays
Zone D Upper Zone A Zone B Zone C Zone D Lower
Zone G Zone E Zone G Zone D Upper Zone G
Zone B Zone H Zone F Zone Part B
Lot 2 Zone D Lower Lot 9 Zone Part H
Lot 4 Lot 14 Lot 3 Lot 2
Lot 10 Lot 11 Lot 15 Lot 4
Lot 3 Lot 10
Lot 11
(±439 Collections) (±499 Collections) (±469 Collections) (±433 Collections) (±450 Collections)
Donation Meters (7±) **
**Donation Meters. In an effort to redirect money given to panhandlers, these recycled parking
meters encourage Downtown patrons to give to local programs that are working to improve
conditions for those in need. United Way of San Luis Obispo County is the fiscal agent for
downtown donation meters in partnership with the City of San Luis Obispo and the San Luis Obispo
Downtown Association.
These 7 donation meters may be collected by Contractor while servicing the City meters without an
additional cost or Contractor will submit a separate invoice to the United Way San Luis Obispo for
their time based on the same fee schedule as that used in setting the fees for the other meter
collections. The money collected will be bagged separately from the City’s collections and picked
up by the United Way of San Luis Obispo.
3. Collection Hours. The Contractor shall perform the specified work only on weekdays (Monday
through Friday). Suggested start time for collection is 8:00 a.m. and will continue until the
collections scheduled for that day are completed. Collections must be completed for the assigned day
and the coin bagged no later than 4:00 p.m. The collection/bagging room is not available between
the hours of noon – 1:30 p.m. for bagging of coin. Coin bagging is subject to the availability of staff.
Due to various meetings and or special events, the collection and/or bagging of coin may have to be
postponed and/or rescheduled. Contractor will be given advance notice whenever possible of any
schedule changes. Contractor may have additional zones/lots to collect in addition to the regularly
scheduled collections due to office closures and other circumstances. These additional collections
must be made and bagged no later than 4:00 p.m. the same day as collected. No changes to the
regular collection hours will be made by the Contractor without prior written permission from the
City.
4. Collection Equipment. The City shall furnish two collection carts, eight lockable collection
canisters, and one coin bag holder. The Contractor shall be responsible for any periodic maintenance
required on this equipment and for any routine repair to the equipment that costs less than one
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hundred dollars ($100). City will maintain tires, tubes and canning mechanisms. The City shall
provide locks and keys for the collection canisters.
5. Qualifications of Collection Workers. Contractor will provide a list of collection workers for
approval by the City on the proposal form. Contractor will inform the City of any changes in
collection workers prior to their start of work. Collection workers shall be competent and qualified to
perform the specified work. Collection workers will have worked in a cash handling environment.
No collection worker shall perform any of the specified work without (a) passing a background
security check conducted by the City; (b) a credit check conducted by the City; and (c) receiving
written permission from the City to perform the specified work. Each collection worker shall be able
to comfortably lift a collection canister weighing up to 140 pounds. A cash bond of ten thousand
dollars ($10,000) will be required for the contract. All collection workers shall meet all of the
contract qualifications and requirements.
6. Conduct of Collection Workers. Collection workers shall perform the specified work in an orderly
manner and shall avoid even the appearance of impropriety in any form. If the City representative
advises the Contractor that a collection worker is incompetent, unqualified, or disorderly, the
Contractor shall remove that collection worker from the specified work for the duration of the
agreement. While performing the specified work, a collection worker shall not bring to the work
locations any pets, any children, or any persons not employed under the agreement. Contractor and
collection workers are not authorized to discuss confidential information that is learned in the course
and scope of the performance of this contract with private third parties or the press without prior
written authorization of the City.
7. Uniforms for Collection Workers. While performing the specified work collection workers shall
wear simple but distinctive uniforms which have been approved in advance by the City and which
shall clearly identify the collection workers as representatives of the City. Uniforms shall be neat,
clean and kept in good appearance at all times. The City shall furnish official City of San Luis
Obispo uniform patches that must be affixed to the uniforms. The Contractor shall furnish all
required uniforms, footwear, headgear, jackets, or foul weather gear.
8. Providing for Vacations, Illnesses, or Other Absences of Collection Workers. The Contractor
shall maintain a staff of at least two (2) fully qualified collection workers in order to continue
performing the specified work when a collection worker takes time off for vacation, illness, or other
absence. The Contractor shall list at least two proposed collection workers on the proposal form.
9. Responsibility for Loss or Damage of City Property. The Contractor shall be responsible for City
property while it is in the Contractor’s custody. The Contractor shall replace or repair City property,
including specifically coin revenue and collection equipment, lost or damaged as a result of the
Contractor’s actions or negligence. The Contractor shall not be responsible for loss or damage
caused by theft and vandalism by third parties, unless the theft or damage results from the
Contractor’s negligence.
In the event the Contractor fails to perform the required collections on any scheduled day, the
Contractor shall be liable for all lost revenue as a result of their negligence. This amount shall not
exceed the average daily amount collected on that scheduled day.
NOTE: Other pertinent conditions are listed in Section C of this specification.
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Section B
GENERAL TERMS AND CONDITIONS
PROPOSAL REQUIREMENTS
1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (proposer)
shall meet all of the terms, and conditions of the Request for Proposals (RFP) specifications
package. By virtue of its proposal submittal, the proposer acknowledges agreement with and
acceptance of all provisions of the RFP specifications.
2. Proposal Submittal. Each proposal must be submitted on the forms provided in this
specification (goldenrod pages) and accompanied by any other required submittals or
supplemental materials. Proposal documents shall be enclosed in two separate sealed envelopes.
The first envelope shall be labeled “Qualification Proposal” and shall include the following
proposal forms:
• Information about the Proposing Firm
• References
• Statement of Past Contract Disqualifications
• Insurance Certificate.
The second envelope shall be labeled “Price Proposal” and shall include the Price Proposal
form
These envelopes shall be enclosed in a larger envelope that shall be sealed and addressed to the
Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401.
In order to guard against premature opening, the larger envelope should be clearly labeled with
the proposal title, specification number, and name of the proposing firm
3. Insurance Certificate. Each proposal must include a certificate of insurance showing:
a. The insurance carrier and its A.M. Best rating.
b. Scope of coverage and limits.
c. Deductibles and self-insured retention.
The purpose of this submittal is to generally assess the adequacy of the proposer’s insurance
coverage during proposal evaluation; as discussed under paragraph 11 below, endorsements are
not required until contract award. The City’s insurance requirements are detailed in Section E.
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4. Proposal Quotes and Unit Price Extensions. The extensions of unit prices for the quantities
indicated and the lump sum prices quoted by the proposer must be entered in figures in the
spaces provided on the Proposal Submittal Form(s). Any lump sum bid shall be stated in figures.
The Proposal Submittal Form(s) must be totally completed. If the unit price and the total amount
stated by any proposer for any item are not in agreement, the unit price alone will be considered
as representing the proposer's intention and the proposal total will be corrected to conform to the
specified unit price.
5. Proposal Withdrawal and Opening. A proposer may withdraw its proposal, without prejudice
prior to the time specified for the proposal opening, by submitting a written request to the
Director of Finance for its withdrawal, in which event the proposal will be returned to the
proposer unopened. No proposal received after the time specified or at any place other than that
stated in the "Notice Requesting Proposals" will be considered. All proposals will be opened and
declared publicly. Proposers or their representatives are invited to be present at the opening of
the proposals.
6. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed
to make or file, or to be interested in more than one proposal, except an alternative proposal
when specifically requested; however, an individual or business entity which has submitted a
sub-proposal to a proposer submitting a proposal, or who has quoted prices on materials to such
proposer, is not thereby disqualified from submitting a sub-proposal or from quoting prices to
other proposers submitting proposals.
7. Communications. All timely requests for information submitted in writing will receive a
written response from the City. Telephone communications with City staff are not encouraged,
but will be permitted. However, any such oral communication shall not be binding on the City.
CONTRACT AWARD AND EXECUTION
8. Proposal Retention and Award. The City reserves the right to retain all proposals for a period
of 60 days for examination and comparison. The City also reserves the right to waive
non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete one
part of a proposal and accept the other, except to the extent that proposals are qualified by
specific limitations. See the "special terms and conditions" in Section C of these specifications
for proposal evaluation and contract award criteria.
9. Competency and Responsibility of Proposer. The City reserves full discretion to determine
the competence and responsibility, professionally and/or financially, of proposers. Proposers
will provide, in a timely manner, any and all information which the City deems necessary to
make such a decision.
10. Contract Requirement. The proposer to whom award is made (Contractor) shall execute a
written contract with the City within ten (10) calendar days after notice of the award has been
sent by mail to it at the address given in its proposal. The contract shall be made in the form
adopted by the City and incorporated in these specifications.
11. Insurance Requirements. The Contractor shall provide proof of insurance in the form,
coverages, and amounts specified in Section E of these specifications within 10 (ten) calendar
days after notice of contract award as a precondition to contract execution.
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12. Business Tax. The Contractor must have a valid City of San Luis Obispo business tax certificate
prior to execution of the contract. Additional information regarding the City's business tax
program may be obtained by calling (805)781-7134.
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CONTRACT PERFORMANCE
13. Ability to Perform. The Contractor warrants that it possesses, or has arranged through
subcontracts, all capital and other equipment, labor, materials, and licenses necessary to carry out
and complete the work hereunder in compliance with any and all federal, state, county, city, and
special district laws, ordinances, and regulations.
14. Laws to be Observed. The Contractor shall keep itself fully informed of and shall observe and
comply with all applicable state and federal laws and county and City of San Luis Obispo
ordinances, regulations and adopted codes during its performance of the work.
15. Payment of Taxes. The contract prices shall include full compensation for all taxes which the
Contractor is required to pay.
16. Permits and Licenses. The Contractor shall procure all permits and licenses, pay all charges
and fees, and give all notices necessary.
17. Safety Provisions. The Contractor shall conform to the rules and regulations pertaining to
safety established by OSHA and the California Division of Industrial Safety.
18. Public and Employee Safety. Whenever the Contractor's operations create a condition
hazardous to the public or City employees, it shall, at its expense and without cost to the City,
furnish, erect and maintain such fences, temporary railings, barricades, lights, signs and other
devices and take such other protective measures as are necessary to prevent accidents or damage
or injury to the public and employees.
19. Preservation of City Property. The Contractor shall provide and install suitable safeguards,
approved by the City, to protect City property from injury or damage. If City property is injured
or damaged as a result of the Contractor's operations, it shall be replaced or restored at the
Contractor's expense. The facilities shall be replaced or restored to a condition as good as when
the Contractor began work.
20. Immigration Act of 1986. The Contractor warrants on behalf of itself and all subcontractors
engaged for the performance of this work that only persons authorized to work in the United
States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws
shall be employed in the performance of the work hereunder.
21. Contractor Non-Discrimination. In the performance of this work, the Contractor agrees that it
will not engage in, nor permit such subcontractors as it may employ, to engage in discrimination
in employment of persons because of age, race, color, sex, national origin or ancestry, sexual
orientation, or religion of such persons.
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22. Work Delays. Should the Contractor be obstructed or delayed in the work required to be done
hereunder by changes in the work or by any default, act, or omission of the City, or by strikes,
fire, earthquake, or any other Act of God, or by the inability to obtain materials, equipment, or
labor due to federal government restrictions arising out of defense or war programs, then the time
of completion may, at the City's sole option, be extended for such periods as may be agreed upon
by the City and the Contractor. In the event that there is insufficient time to grant such
extensions prior to the completion date of the contract, the City may, at the time of acceptance of
the work, waive liquidated damages which may have accrued for failure to complete on time, due
to any of the above, after hearing evidence as to the reasons for such delay, and making a finding
as to the causes of same.
23. Payment Terms. The City's payment terms are 30 days from the receipt of an original invoice
and acceptance by the City of the materials, supplies, equipment, or services provided by the
Contractor (Net 30).
24. Inspection. The Contractor shall furnish City with every reasonable opportunity for City to
ascertain that the services of the Contractor are being performed in accordance with the
requirements and intentions of this contract. All work done and all materials furnished, if any,
shall be subject to the City's inspection and approval. The inspection of such work shall not
relieve Contractor of any of its obligations to fulfill its contract requirements.
25. Audit. The City shall have the option of inspecting and/or auditing all records and other written
materials used by Contractor in preparing its invoices to City as a condition precedent to any
payment to Contractor.
26. Interests of Contractor. The Contractor covenants that it presently has no interest, and shall
not acquire any interest direct or indirect or otherwise, which would conflict in any manner or
degree with the performance of the work hereunder. The Contractor further covenants that, in the
performance of this work, no subcontractor or person having such an interest shall be employed.
The Contractor certifies that no one who has or will have any financial interest in performing this
work is an officer or employee of the City. It is hereby expressly agreed that, in the performance
of the work hereunder, the Contractor shall at all times be deemed an independent contractor and
not an agent or employee of the City.
27. Hold Harmless and Indemnification. The Contractor agrees to defend, indemnify, protect
and hold the City and its agents, officers and employees harmless from and against any and
all claims asserted or liability established for damages or injuries to any person or property,
including injury to the Contractor's employees, agents or officers which arise from or are
connected with or are caused or claimed to be caused by the acts or omissions of the
Contractor, and its agents, officers or employees, in performing the work or services herein,
and all expenses of investigating and defending against same; provided, however, that the
Contractor's duty to indemnify and hold harmless shall not include any claims or liability
arising from the established sole negligence or willful misconduct of the City, its agents,
officers or employees.
28. Contract Assignment. The Contractor shall not assign, transfer, convey or otherwise dispose of
the contract, or its right, title or interest, or its power to execute such a contract to any individual
or business entity of any kind without the previous written consent of the City.
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29. Termination. If, during the term of the contract, the City determines that the Contractor is not
faithfully abiding by any term or condition contained herein, the City may notify the Contractor
in writing of such defect or failure to perform; which notice must give the Contractor a 10 (ten)
calendar day notice of time thereafter in which to perform said work or cure the deficiency.
If the Contractor has not performed the work or cured the deficiency within the ten days
specified in the notice, such shall constitute a breach of the contract and the City may terminate
the contract immediately by written notice to the Contractor to said effect. Thereafter, neither
party shall have any further duties, obligations, responsibilities, or rights under the contract
except, however, any and all obligations of the Contractor's surety shall remain in full force and
effect, and shall not be extinguished, reduced, or in any manner waived by the termination
thereof.
In said event, the Contractor shall be entitled to the reasonable value of its services performed
from the beginning date in which the breach occurs up to the day it received the City's Notice of
Termination, minus any offset from such payment representing the City's damages from such
breach. "Reasonable value" includes fees or charges for goods or services as of the last
milestone or task satisfactorily delivered or completed by the Contractor as may be set forth in
the Agreement payment schedule; compensation for any other work, services or goods performed
or provided by the Contractor shall be based solely on the City's assessment of the value of the
work-in-progress in completing the overall workscope.
The City reserves the right to delay any such payment until completion or confirmed
abandonment of the project, as may be determined in the City's sole discretion, so as to permit a
full and complete accounting of costs. In no event, however, shall the Contractor be entitled to
receive in excess of the compensation quoted in its proposal.
30. Termination for Convenience. Whenever it may be in the City’s best interest, the City may
terminate the agreement with 30 calendar day’s written notice.
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Section C
SPECIAL TERMS AND CONDITIONS
1. Proposal Evaluation and Contractor Selection. Proposals will be evaluated by a review
committee using the following three-phase review, selection, and contract award process:
Phase 1 – Proposal Review
The review committee will review the general proposal forms submitted (Information about the
Proposing Firm, References, Statement of Past Contract Disqualifications, and Insurance
Certificate). Three to five proposing firms will be selected for follow-up interviews based on a)
quality, clarity and responsiveness of the proposal b) competence and qualifications necessary
for successfully performing the work and c) recent experience in successfully performing similar
services.
Phase 2 – Interviews and Contractor Selection
Selected firms will be interviewed by the review committee. The purposes of this interview will
be to a) evaluate communication and interpersonal skills and b) clarify and resolve any questions
and issues about the proposal. Based on results of the interviews, the review committee will rank
the proposing firms.
Phase 3 – Evaluation of Price and Award of Contract
After selecting the top-ranked firms, the review committee will open all the submitted price
proposals from the selected firms.
As reflected above, contract award will not be based solely on price, but on a combination of
factors as determined to be in the best interest of the City. After evaluating the proposals and
discussing them further with the finalists or the tentatively selected contractor, the City reserves
the right to further negotiate the proposed work and/or method and amount of compensation.
2. Labor Actions. In the event that the successful proposing firm is experiencing a labor action at
the time of contract award (or if its suppliers or subcontractors are experiencing such a labor
action), the City reserves the right to declare said proposing firm is no longer the best proposing
firm and to accept the next best proposal from a proposing firm that is not experiencing a labor
action, and to declare it to be the best proposing firm.
3. Failure to Accept Contract. The following will occur if the proposing firm to whom the award
is made (the Contractor) fails to enter into the contract: the award will be annulled and an award
may be made to the next best proposing firm which shall fulfill every stipulation as if it were the
party to whom the first award was made.
4. Proceeding with Work. From time to time the City will issue written work orders to the
Contractor requesting that specific work be performed at specific locations. The Contractor shall
not proceed with specified work until receiving such a written work order from the City.
5. Contract Term. The term of this Contract shall be from July 1 to June 30, 2018.
If service is satisfactory, the City may extend the term until June 30, 2020 by written notification
to the contractor.
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6. Compensation Adjustment. Original contract prices shall remain in effect through June
30, 2015. Beginning in the year 2015, on July 1 of each year contract prices shall be
increased by a percentage equal to the percentage increase in the U.S. Consumer Price
Index/All Urban Consumers (CPI-U) from March in the previous year to March in the
year of adjustment.
Example: The original contract price is $100.00 per unit. This price remains in effect until June
30, 2014. The Consumer Price Index/All Urban Consumers (CPI-U) increases by 2.5 percent
between March 20013 and March 2014. On July 1, 2014 the contract price increases by 2.5
percent from $100.00 per unit to $102.50 per unit. The new contract price applies to work
completed after July 1, 2014. This same process repeats the following year.
7. Contractor Invoices. The Contractor shall deliver a monthly invoice to the City with the name
of the contract, the contract specification number and itemized by work category. Invoices
should be received within 15 days of the completion of the invoiced work period.
8. Qualifications and Conduct of the Contractor's Employees. The Contractor's employees
shall be competent and qualified to perform the specified work and shall perform the specified
work in an orderly and professional manner. If the City's representative advises the Contractor
that an employee is incompetent, unqualified, unprofessional or disorderly, the Contractor shall
remove that employee from the specified work for the duration of the contract. The Contractor's
employees shall not bring to the specified work locations any pets, any children, or any persons
not employed under the contract.
9. Accuracy of the Specification. This specification is believed by the City to be accurate and to
contain no affirmative misrepresentation or any concealment of fact. In preparing its proposal,
the proposing firm and all subcontractors named in its proposal shall bear sole responsibility for
proposal preparation errors resulting from any misstatements or omissions in this specification
which could easily have been ascertained by examining either the project site or accurate data in
the City's possession. Although the effect of ambiguities or defects in this specification will be
as determined by law, any patent ambiguity or defect shall give rise to a duty of the proposing
firm to inquire prior to proposal submittal. Failure to so inquire shall cause any such ambiguity
or defect to be construed against the proposing firm. An ambiguity or defect shall be considered
patent if it is of such a nature that the proposing firm, assuming reasonable skill, ability, and
diligence on its part, knew or should have known of the existence of the ambiguity or defect.
Furthermore, failure of the proposing firm or subcontractors to notify City in writing of
specification defects or ambiguities prior to proposal submittal shall waive any right to assert
said defects or ambiguities subsequent to submittal of the proposal.
To the extent that this specification constitutes a performance specification, the City shall not be
liable for costs incurred by the successful proposing firm to achieve the project’s objective or
standard beyond the amounts provided therefore in the proposal.
In the event that, after awarding the contract, any dispute arises as a result of any actual or
alleged ambiguity or defect in this specification, or any other matter whatsoever, the Contractor
shall immediately notify the City in writing, and the Contractor and all subcontractors shall
continue to perform, irrespective of whether or not the ambiguity or defect is major, material,
minor or trivial, and irrespective of whether or not a change order, time extension, or additional
compensation has been granted by City. Failure to provide the hereinbefore described written
notice within one (1) working day of contractor's becoming aware of the facts giving rise to the
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dispute shall constitute a waiver of the right to assert the causative role of the defect or ambiguity
in this specification concerning the dispute.
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Section D
FORM OF AGREEMENT
AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this _____________day
of _______________________, by and between the CITY OF SAN LUIS OBISPO, a municipal corporation,
hereinafter referred to as City, and __________________________________, hereinafter referred to as Contractor.
W I T N E S S E T H:
WHEREAS, on ______________________], City invited bids requested proposals to furnish parking meter
coin collection services per Specification No. 91291; and
WHEREAS, pursuant to said request, the Contractor submitted a proposal which was accepted by City for
said parking meter coin collection services.
NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter
contained, the parties hereto agree as follows:
1. TERM. The term of this Agreement shall be from July 1, 2014 to June 30, 2019 If service is
satisfactory, the City may extend the term until June 30, 2021 by written notification to the Contractor.
2. INCORPORATION BY REFERENCE. City Specification No. 91291 and Contractor's
proposal dated [date], are hereby incorporated in and made a part of this Agreement.
3. CITY'S OBLIGATIONS. For providing parking meter coin collection services as specified in
this Agreement, City will pay and Contractor shall receive therefor payments based upon the actual collections
received by City at the unit price proposed by the Contractor and accepted by the City.
4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements
hereinbefore mentioned to be made and performed by City, Contractor agrees with City to everything required by
this Agreement and the said specification.
5. AMENDMENTS. Any amendment, modification, or variation from the terms of this Agreement
shall be in writing and shall be effective only upon approval by the City Administrative Officer of the City.
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6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically
incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral
agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of
any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties
hereto.
7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage
prepaid by registered or certified mail addressed as follows:
City Finance Department
City of San Luis Obispo
990 Palm Street
San Luis Obispo, CA 93401
Contractor [ ]
[ ]
[ ]
[ ]
8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each
individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute
Agreements for such party.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year
first above written.
CITY OF SAN LUIS OBISPO, A Municipal Corporation
By: _____________________________________
City Manager
APPROVED AS TO FORM: CONTRACTOR
________________________________ By: _____________________________________
City Attorney
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Section E
INSURANCE REQUIREMENTS: Operation & Maintenance Contracts
The Contractor shall procure and maintain for the duration of the contract insurance against claims for
injuries to persons or damages to property which may arise from or in connection with the performance
of the work hereunder by the Contractor, its agents, representatives, employees or subcontractors.
Minimum Scope of Insurance. Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001).
2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code
1 (any auto).
3. Workers' Compensation insurance as required by the State of California and Employer's Liability
Insurance.
Minimum Limits of Insurance. Contractor shall maintain limits no less than:
1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property
damage. If Commercial General Liability or other form with a general aggregate limit is used,
either the general aggregate limit shall apply separately to this project/location or the general
aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
3. Employer's Liability: $1,000,000 per accident for bodily injury or disease.
Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared
to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such
deductibles or self-insured retentions as respects the City, its officers, officials, employees and
volunteers; or the Contractor shall procure a bond guaranteeing payment of losses and related
investigations, claim administration and defense expenses.
Other Insurance Provisions. The general liability and automobile liability policies are to contain, or be
endorsed to contain, the following provisions:
1. The City, its officers, officials, employees, agents and volunteers are to be covered as insureds as
respects: liability arising out of activities performed by or on behalf of the Contractor; products
and completed operations of the Contractor; premises owned, occupied or used by the
Contractor; or automobiles owned leased, hired or borrowed by the Contractor. The coverage
shall contain no special limitations on the scope of protection afforded to the City, its officers,
official, employees, agents or volunteers.
2. For any claims related to this project, the Contractor's insurance coverage shall be primary
insurance as respects the City, its officers, officials, employees, agents and volunteers. Any
insurance or self-insurance maintained by the City, its officers, officials, employees, agents or
volunteers shall be excess of the Contractor's insurance and shall not contribute with it.
3. Any failure to comply with reporting or other provisions of the policies including breaches of
warranties shall not affect coverage provided to the City, its officers, officials, employees, agents
or volunteers.
4. The Contractor's insurance shall apply separately to each insured against whom claim is made or
suit is brought, except with respect to the limits of the insurer's liability.
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5. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be
suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty
(30) days' prior written notice by certified mail, return receipt requested, has been given to the
City.
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of
no less than A:VII.
Verification of Coverage. Contractor shall furnish the City with a certificate of insurance showing
required coverage. Original endorsements effecting general liability and automobile liability coverage
are also required by this clause. The endorsements are to be signed by a person authorized by that
insurer to bind coverage on its behalf. All endorsements are to be received and approved by the City
before work commences.
Subcontractors. Contractor shall include all subcontractors as insured under its policies or shall furnish
separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be
subject to all of the requirements stated herein.
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INFORMATION ABOUT THE PROPOSING FIRM
Specification No. 91291
Parking Meter Coin Collection Services
Firm Name
Mailing Address
City, State, ZIP
Phone Number
FAX Number
Business Type (proprietorship/partnership/corporation)
Years Operating under this Firm Name
Insurance Company’s A.M. Best Rating
Authorized Representative
Title of Authorized Representative
Signature of Authorized Representative and Date
Names and Social Security Numbers of Employees:
Employee Name
Social Security Number
Employee Name
Social Security Number
Employee Name
Social Security Number
Employee Name
Social Security Number
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PROPOSAL SUBMITTAL FORM
The undersigned declares that she or he has carefully examined Specification No. 91291, which is hereby
made a part of this proposal; is thoroughly familiar with its contents; is authorized to represent the
proposing firm; and agrees to perform the specified work for the following cost quoted in full:
Parking Meter Coin Collection Services
Price per Coin Can Collected City of San Luis Obispo
Optional: Price per Donation Meter Coin Can
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REFERENCES
Number of years engaged in providing the services included within the scope of the specifications under
the present business name: .
Describe fully the last three contracts performed by your firm which demonstrate your ability to provide
the services included with the scope of the specifications. Attach additional pages if required. The City
reserves the right to contact each of the references listed for additional information regarding your firm's
qualifications.
Reference No. 1
Customer Name
Contact Individual
Telephone & FAX number
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Reference No. 2
Customer Name
Contact Individual
Telephone & FAX number
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Reference No. 3
Customer Name
Contact Individual
Telephone & FAX number
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
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STATEMENT OF PAST CONTRACT DISQUALIFICATIONS
The proposer shall state whether it or any of its officers or employees who have a proprietary interest in
it, has ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal,
state, or local government project because of the violation of law, a safety regulation, or for any other
reason, including but not limited to financial difficulties, project delays, or disputes regarding work or
product quality, and if so to explain the circumstances.
Do you have any disqualification as described in the above paragraph to declare?
Yes No
If Yes, explain the circumstances.
Executed on at _______________________________________ under penalty
of perjury of the laws of the State of California, that the foregoing is true and correct.
______________________________________
Signature of Authorized Proposer Representative
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