26_011 Specifications_Instructions.pdf

March 2025

CITY OF ALPHARETTA INVITATION TO BID (ITB)

ITB Number: 26-011 ITB Title: STREET & PARKING DECK SWEEPING SERVICES

ITB SPECIFICATIONS & BIDDING INFORMATION

1. ITB Period of No Communication The “No Communication” period starts on the issue date of this Invitation to Bid (ITB) March 16, 2026, and lasts until the City Council meeting for contract award recommendation (or until contract award if this isn’t required to go before council for approval).

No person or company, their employees, representatives, agents, attorneys, etc. will contact the City’s elected officials or any City staff concerning this ITB.

Contacting anyone other than the Procurement Agent named below for this ITB during this time will be reason to remove a bid from consideration or review.

2. Procurement Agent, Single Point of Contact Beth Rucker is the designated Procurement Agent and the sole point of contact for this ITB on behalf of the City. Bidders must direct all questions and comments exclusively through the Opportunity Q&A tab prior to the posted Question Due Date on the Bonfire project webpage.

Link to Bonfire: https://cityofalpharetta.bonfirehub.com/ All official communication will be provided through the Bonfire project webpage and Bidders are responsible for monitoring the Bonfire webpage for any status updates, addenda, or the final award notice. Direct communication with any other City staff regarding this ITB is not permitted and may result in disqualification.

Beth can be reached at 678-297-6058 or purchasing@alpharetta.ga.us.

City of Alpharetta 2 Park Plaza Alpharetta, GA 30009 Attn: Beth Rucker, Procurement Agent

3. Please Note: To all current and previous City of Alpharetta vendors, contractors, and consultants.

Regardless of any previous relationship with our City, you must build out your bid response as requested in this ITB.

Do not neglect to provide requested information or details requested simply because you expect that we already know your work.

Your response to this procurement will be reviewed solely on the information provided in your response.

https://cityofalpharetta.bonfirehub.com/ mailto:purchasing@alpharetta.ga.us

City of Alpharetta ITB #26-011, Street & Parking Deck Sweeping Services Specifications & Bidding Info

4. ITB Schedule of Events A. Bidding Close Date, Deadline for Submissions: April 13, 2026, at 2:00pm. We may change this date during the ITB process. We will post any change in an addendum.

Review web page for addenda.

B. Link to Bonfire Project Web Page: https://cityofalpharetta.bonfirehub.com/

C. This web page has important dates and all project documents for this ITB.

D. Enter all questions, comments, requests for information before the Questions Due Date using Message – Opportunity Q&A at the Bonfire project web page.

E. In each question, clearly note the ITB document and section that is in question.

F. We will share any changes or added information from the City by a written addendum publicly posted online with the project procurement documents. Anything assumed as a change that was only communicated in email or verbally does not qualify as a change to the project or procurement information.

G. It is your responsibility to check the project web page for any addenda, other information, or other messages before finally uploading a bid. You must respond using any updated information.

H. A public bid opening will be held shortly after the ITB due date / time has passed. ITB 26-011 Public Opening will be held via Microsoft Teams. Click to link to the meeting.

I. Review the Bonfire project site after the public bid opening for the Preliminary Bid Tabulation to be posted with other project files. It will be posted after the City’s administrative review has been completed.

WHAT THE CITY WANTS TO DO

1. Project Background and General Description The City of Alpharetta is seeking bids from qualified vendors to provide street and parking deck sweeping services. The service shall include the sweeping, removal, and lawful disposal of roadway and curbline debris along designated routes, as well as debris removal within City owned parking decks. The City provides an online GIS Mapping Application available for public use. The application can be accessed at http://alphagis.alpharetta.ga.us/alphagis/.

Vendors may use the aerial imagery and mapping tools available within the GIS application to review the streets and routes listed in the schedule of items.

2. Scope of Work The City requires two (2) regular street sweeps per fiscal year (July 1 – June 30), to be performed on a schedule determined by the City. In addition, the City may require up to two (2) heavy sweeps per fiscal year based on weather conditions, debris accumulation, or other operational needs as determined by the City.

The City also requires sweeping services for two (2) City owned parking decks twice a month, for a total of twenty-four (24) sweeping services per fiscal year.

https://cityofalpharetta.bonfirehub.com/ https://teams.microsoft.com/meet/28946393261215?p=KC5nw1745NtXEJs1cv http://alphagis.alpharetta.ga.us/alphagis/

The awarded vendor shall be responsible for providing all labor, equipment, materials, and supervision necessary to perform the sweeping services. The vendor shall also be responsible for the collection, removal, transportation, and lawful disposal of all debris generated from the designated sweeping routes, lane miles, and parking decks.

It is the City’s intent to award a contract for an initial term of one (1) year, with the option to renew for up to four (4) additional one-year terms, subject to mutual agreement of both parties.

3. Project Specific Requirements A. The awarded contractor will be responsible for sweeping and disposal of all debris collected during each sweeping event for the designated routes and lane miles outlined.

B. The appropriately sized sweeper must be utilized for completion of the work.

C. No parking lot sweepers will be allowed on roadways.

D. All sweepers must have a factory installed dust suppression system.

E. All equipment must be equipped in accordance with state, federal and local laws.

F. The awarded Contractor will have available one (1) spare sweeper of the same size or larger capacity that is required in this ITB .

G. The awarded Contractor must provide their own equipment, labor, fuel and any other materials necessary to complete the required work.

H. At no time will sweeping be permitted against the flow of traffic.

I. The awarded contractor will be responsible for insurance, maintenance and repair of their own equipment.

J. The awarded contractor will be responsible for the availability, presence, and supervision of their employees.

K. The awarded contractor will clean an area 7 feet out into the roadway from the curb. If there is a barrier, the sweeper must clean 7 feet out into the roadway from the barrier. If there is no curb and only a paved shoulder, the sweeper must clean 7 feet from the outer edge of the paved shoulder toward the travel lane.

L. No sweeping operation will be conducted when there are climatic conditions present or in the weather forecast that would make such an operation ineffectual or dangerous. The climatic conditions include, but are not limited to heavy rain, fog, snow, ice, sleet and high winds.

M. The City will provide the awarded contractor with a designated individual that will coordinate sweeping, verify work has been completed as scheduled and manage issues that may arise.

N. There are approximately 210 total miles to be swept per sweeping event. This includes lane miles in both directions and curbed medians.

O. All commercial road intersections with pork chop islands shall be swept. The count of intersections will be the bidder’s responsibility to verify before pricing.

P. Uncurbed areas along bike routes will be swept to edge of pavement.

Q. Uncurbed medians on Old Milton Pkwy. and Mansell Road are not to be swept; only curbed medians are included in the measurements.

R. If conditions warrant and at the City’s discretion, parking lot sweeping may be requested.

S. The awarded contractor must acquire a water meter from Fulton County Water Department for filling of the sweeper trucks.

T. The awarded contractor will be responsible for performing at least seventy-five percent (75%) of the work.

U. The awarded contractor will not subcontract, transfer, assign or otherwise dispose of the contract or any portion thereof, without the prior written consent of the City.

4. Technical Specifications Safety

Sweeper trucks must be accompanied by a follow truck equipped with crash attenuators or adequate emergency lights. If any hand blowing right of way is needed, that person must wear a DOT rated vest at all times.

Hours

Day: Monday-Friday 9:00am-4:00pm

Night: Sunday-Thursday 8:00pm-6:00am

Night work is only permitted in commercial areas.

Daily Reports

The daily submittal of reports will allow for timely inspection by City personnel. Reports are to be submitted by fax or email to the City’s contact person for sweeping. All invoices along with all daily reports and disposal tickets must be submitted to the City’s designated contact within the Public Works Department at the end of each sweeping event.

Disposal

Removal and disposal of debris during each sweeping event is the responsibility of the awarded contractor. The awarded contractor must comply with all applicable Federal, State, and local laws and ordinances related to hauling, handling and disposal of such materials.

All landfill fees are the responsibility of the awarded contractor.

Receipts from disposal facilities must accompany each invoice and must include the disposal facility name, address and ID number.

FOLLOW THIS OUTLINE

How We Want You to Construct Your Bid

1. Using Bonfire to Submit Bid

1.1. This is the link to Bonfire Project Web Page to get our documents and to upload your bid: https://cityofalpharetta.bonfirehub.com/

1.2. We are accepting all bids by online response only. You must upload completed bids and ‘Submit’ online before the closing date and time found in this document and in the Project Details of the project web page for this ITB. Any change to the deadline will only be by publicly posted addendum.

1.3. Don’t send bids by mail, fax, or email. We will not accept paper copy bids. We will not accept any bids after the closing time deadline has passed.

1.4. You have not completed your response simply by uploading bid documents and information. You must successfully upload all the required documents, including filling out any questionnaires, price sheets, or data requests, and then you must click the Submit button before closing time.

1.5. You will receive an email confirmation receipt with a unique confirmation number shortly after you complete your bid upload. This confirms that you have successfully turned in your bid with all required information.

1.6. You can update your bid at any time until the closing time even after Submitting.

1.7. All uploaded items and responses are Sealed in the project web page and will only be visible by the City after the closing time has passed.

1.8. If the file is ‘mandatory’ or ‘required’, you won’t be able to complete your bid until you have met all requirements.

1.9. Uploading large documents may take more time, depending on the size of the file(s) and your Internet connection speed.

1.10. Pay attention to the type and number of files we have asked you to upload.

1.11. The largest upload file size is 1000 MB (1 GB) per file.

1.12. Don’t embed any documents within your uploaded files. They won’t be accessible or evaluated.

1.13. Minimum system requirements:

a) Use a Supported Browser: Microsoft Edge (Windows), Google Chrome (Windows & Mac), and Mozilla Firefox (Windows & Mac).

b) Java Script must be enabled.

c) Browser cookies.

https://cityofalpharetta.bonfirehub.com/

d) Use a desktop or non-mobile device: We make the best effort to have certain views available on mobile devices, however, this is not something we officially commit to currently since so much of the workflow requires a full desktop experience.

1.14. For successful Questionnaire and/or Bid Table uploads, please ensure you are using Microsoft Office/Excel/Word 2007 or newer.

2. Required Bid Document Formats Each bid must follow these document formats.

• Format your documents using this outline:

no more than seven (7) pages per bid, formatted to single or double space lines, 10 to 12-point font size, black font color (excludes photos, charts, section separators or headings), and upload Bid documents (except Excel cost sheet or if otherwise directed) in PDF format.

3. Bid Submittal Instructions

• This document must be no more than seven (7) pages.

A. Cover Letter with Brief Business Profile. Include length of time in business, and a summary describing company strong points and why your experience with similar projects will benefit the City.

B. Business information. Include name and home office address. If another office address oversees work of this project, add that address information too.

C. Contact. One person to be the single point of contact for this bid. All communication with the City will be with this person. Supply the following contact information in the bid:

• Name, including business title and preferred personal/honorific title (Mr. Ms.

Dr. etc.)

• mailing address,

• telephone number, cell phone number, and

• e-mail address.

E. References. Supply at least three references for work or services like the project in this ITB (don’t include the City of Alpharetta). These references must be for work or services provided within the last three years.

NOTE: We contact references to verify your ability to do the work. We also reserve the right to use any information or other references to decide your ability to perform the work in this ITB. Poor references from any source are grounds to disqualify a bid.

F. Available Resources. Include a list describing the personnel, equipment, materials, sub-contractors, and any other resources available to you and that may be needed and used to show your ability to do the work or services as requested in this ITB.

4. Schedule of Items, Bid Pricing We have supplied a separate Schedule of Items (SOI) pricing sheet for you to complete. It is in Excel format for you to complete and upload with your bid.

5. Required Forms:

We have provided required forms. You must complete these forms and return them to us with every bid.

A. IRS Form W-9

B. Bidder’s Disclosures and Certifications

C. E-Verify (Affidavit Verifying Contractor Participation in Federal Work Authorization Program)

All the following must be on the E-verify affidavit.

Federal Work Authorization User Identification Number – this is only five to eight numbers.

No A, B, C’s.

It’s different from your Tax ID, Employer Identification, or Social Security

Number.

It won’t have a combination of letters and numbers.

Date of Authorization – this is when you first signed up and got the E-verify number.

Name of Contractor – your company.

Name of Project – Same as ITB title.

Date, City, and State – when and where this form was signed.

Signature of Authorized Officer or Agent – to be signed.

Printed Name and Title of Authorized Officer or Agent – the person that signed the form.

Notarized with seal.

E-Verify note: Companies return this form to us incorrectly more often than anything else we request in our ITBs.

State of Georgia law requires that we have this completed form before we can review a bid or bid.

A form with errors doesn’t fulfill this requirement.

Top mistakes include:

Wrong number or missing information.

Not notarized.

Not signed.

Wrong form returned.

6. Questionnaire We use a questionnaire to gather important information needed for legal requirements, your acknowledgements, our bid review, or information needed for writing a contract.

Some questions may require your answers about the work we have described in this ITB.

You will fill out the questionnaire provided. There is no other form or document to upload.

Information requests and response types are as follows:

• Authorized signer.

o For Corporations (President or Vice President) or o For LLCs (Member of the LLC) for contract execution in DocuSign: Name, corporate title (Member’ for LLC), email address.

o Response Type: text entry.

• For Corporations only, Secretary or Assistant Secretary to attest to signing for contract execution in DocuSign: Name, business title, email address, (if not a corporation, enter N/A). Response Type: text entry.

• Contact for legal notices needed for contracting: Business name and mailing address, contact name. Response Type: text entry.

• Unique Entity ID / identifier used at SAM.gov, Response Type: alphanumeric entry.

• Note the Employee-Number Category for your company (all locations). Select either 500 or more employees, 100 or more employees, or less than 100 employees.

• Acknowledge Addenda, enter the number of addenda received: 0, 1, 2, etc.

• Acknowledge Insurance Requirement, Response Type: Yes, No entry.