Addendum 1 to Solicitation~1.pdf

PW1490-24 - ESSD Street Sweeping Services Page 1 of 3

ADDENDUM #1

TO THE

REQUEST FOR PROPOSAL

PW1490-24 - ESSD STREET SWEEPING SERVICES

ISSUED ON 3/14/2024 8:00:00 AM

The following information in this addendum hereby become part of the Request For Proposal. It is essential that all prospective Offerors note the content of this Addendum.

A. Scope of Work Revisions:

1. Exhibit A – Scope of Work within Exhibit 1 – Sample Contract for Services has been revised. An updated copy has been uploaded to the County Collaboration Portal.

a. Section B

(1) Dump all debris swept from the District at a DEQ approved disposal facility with prior County approval.

(2) Provide disposal records for all debris swept from the District on a monthly basis as an attachment to their invoice. Contractor County shall be responsible for all fees and costs related to disposal of material swept from the District.

2. Section 2.4 – Scope of Work within the ESSD Street Sweeping Services RFP has been revised. An updated copy has been uploaded to the County Collaboration Portal.

a. 2.4.3 Dump debris swept from the County at a DEQ approved disposal facility with prior County approval.

B. Clarifications:

1. Leaf Pickup

I would like clarification with this RFP for a better understanding of Marion County leaf policies. The raking, blowing and transferring of leaves and other yard debris into the streets and roadways from residential yards and other landscaped areas. The way the RFP reads makes it appear that the sweepings service would be required to sweep all leaf and debris in the street and roadways regardless of how it got into the streets.

a. It is not the intent to pick up leaves from residential yards. Residents are expected to NOT rake leaves from their yard into the street. There are annual free leaf drop off events where residents are able to dispose of leaves.

C. Question and Answers:

1. Debris Swept from District

Are we responsible for all of the material handling and disposal of street sweeping debris? I don’t see a separate line item for debris disposal within the RFP. Is the cost for the material handling and disposal of debris to be included as the contractors responsibility, is this cost to be limped in with the per lane mile price for sweeping?

a. Contractor will be responsible for hauling street sweeping material. County will be responsible for disposal costs of street sweeping materials. City of Salem will be invoicing the County directly. In the event that street sweeping material cannot be accepted in the City of Salem, County shall negotiate with Contractor to locate another DEQ approved facility.

2. Special Sweep

What triggers a special sweep? How many were done in the last year?

a. Special sweeps are for unscheduled and unforeseen events. Primarily around accidents or post flooding clean-up. For the past three years, the County has not needed any special sweeps done.

3. Economic Environment

I have concerns about the current economic environment as to the annual price adjustment.

a. Please see Section 3.4.8 – Cost Proposal.

4. 24-Hour On-Call

How often did the 24 hour on-call get utilized before?

a. For the past three years, the County has not needed to utilize an emergency call-out.

It was mentioned Marion County has a street sweeping that may do some of the special call outs? What would be the deciding factor in who receives the call?

a. The deciding factor would be weather if there is a Stormwater emergency. Call-outs would be a last resort.

5. Water

Do we have to provide our water? How do we track it?

a. Yes, it’s the contractor’s responsibility to work with different utility organizations within the area to get approval to pull water from their hydrants.

6. GPS Requirements

What are the GPS reporting requirements?

a. The County needs the ability to pull data to respond to inquiries but does not need access to live data.

7. DEQ Approved Disposal Site

Who determines that the disposal site is DEQ approved? Is there a pre-determined disposal site?

a. The pre-determined disposal site is a facility operated by the City of Salem located at 3111 Airway DR SE, Salem OR.

8. Weather Delays

Weather delays that may affect service? Under this circumstance we may encounter having to do a make-up day on a rescheduled garbage day. Is there any exceptions in this case that both garbage and sweeping may occur on the same day?

a. There is a possibility of weather delays. Sweeping on garbage days is not wanted and not ideal but may be necessary to accommodate.

9. Leaf Piles

If leaf and yard debris piles are encountered while on route, how should this be handled and communicated?

a. The County would like to know about big piles so we can educate the community on the policies about leaves put in the street, however the successful contractor will need to eventually pick it up. Communication with the Stormwater Operations crew lead will be a great resource.