Immediate_Request_for_Emergency_Debris_Hauling,_Removal_and_Disposal.pdf

Informal Selection - Immediate Request for Emergency Debris Hauling, Removal and Disposal Release Date: Saturday, August 19, 2023

City of Pasadena Department of Finance, Purchasing Division

Informal Selection for Immediate Request for Emergency Debris Hauling, Removal and Disposal

2023-Informal-766

1. INTRODUCTION

1. Summary

The City is seeking quotes or proposals for Immediate Request for Emergency Debris Hauling, Removal and Disposal as outlined in this SOLICITATION.

The Contractor may need to meet other certain minimum qualifications to propose on this specification..

2023-Informal-766

The Emergency Operation Center is requesting immediate response to this solicitation. This solicitation is to utilize a combination of city crews and contract labor to remove fallen trees or trees in danger of falling are to be removed by contractor. In addition, to remove fallen debris or debris in immediate danger of falling.

2. Contact Information

Dealine for Questions

The deadline to submit questions related to this solicitation is Monday, August 21, 2023, prior to 1:00 pm.

Questions regarding this solicitation should be submitted directly through the City's eProcurement Portal Q&A function. Do not contact any City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.

Vendor Registration Instructions & Customer Service information:

Click here to register on the City's eProcurement Portal.

If you are already registered and need help logging in or retrieving your user information use the blue chat bubble on the lower right hand corner of the screen.

Additional instructions are included in this solicitation (See section named "Instructions for Registering onto the City's eProcurement Portal.

Customer Service

For assistance with e-bidding or uploading documents: Contact Open Gov via the blue chat bubble https://procurement.opengov.com/portal/pasadena

Monday through Friday 5am - 5pm PST, except statutory holidays

Antonio Watson Project Manager Email: awatson@cityofpasadena.net Phone: (626) 744-8382 Department:

Department of Finance, Purchasing Division

3. Timeline

Release Project Date August 19, 2023

Question Submission Deadline August 21, 2023, 1:00pm

Submission Deadline August 31, 2023, 1:00pm

2. INSTRUCTIONS

1. TERMS AND CONDITIONS OF PURCHASE ORDER CONTRACT

TERMS AND CONDITIONS OF PURCHASE ORDER CONTRACT

https://www.cityofpasadena.net/wp-content/uploads/sites/27/Terms-Conditions-of-Purchase- Order.pdf

2. Contract Duration

The Contract resulting from this proposal is scheduled to start 8/23/2023. The Contract resulting from this proposal is scheduled to end 12/31/2023.

3. Evaluation of Bid

Bids will be evaluated based on the lowest line item and immediately available. The two groups below will be evaluated and awarded separately.

• Hauling

• Tree Trimming

4. PUBLIC CONTRACT CODE SEC. 9204 NEW PUBLIC WORKS CLAIMS PROCEDURE

Observe attached details regarding Public Contract Code Section 9204. AB 626, approved by the Governor on September 29, 2016, created a new Public Contract Code Section 9204, which specifies new procedural requirements for claims submitted by a contractor on any public works project. These new requirements contain burdens for both private contractors and public entities and are specifically made applicable to charter cities.

mailto:awatson@cityofpasadena.net tel:(626)744-8382 https://www.cityofpasadena.net/wp-content/uploads/sites/27/Terms-Conditions-of-Purchase-Order.pdf https://www.cityofpasadena.net/wp-content/uploads/sites/27/Terms-Conditions-of-Purchase-Order.pdf https://www.cityofpasadena.net/wp-content/uploads/sites/27/Terms-Conditions-of-Purchase-Order.pdf

5. Quantities

The quantities contained in the documents are approximate only and are for the sole purpose of comparing proposals. The City may, in accordance with the specifications, request additional goods or services as necessary at the City's sole discretion, as increased by the unit price noted and payment will be made for the amount of goods or services actually provided as determined by the City and accepted at the unit prices noted in the proposal.

6. Standard terms and conditions

Prior to the award of any work hereunder, City and contractor shall enter into a written contract in substantially the form attached hereto with such revisions thereto as the City may determine necessary and appropriate. PROPOSERS responding to this SOLICITATION are strongly advised to review all the terms and conditions of the contract, and shall be deemed to have accepted them.

7. Funding Source

This procurement is funded by: City of Pasadena. Vendors must submit all required document with their proposal.

8. COST PROPOSAL: Cost Proposal Submittal

Parties interested in responding are required to submit their Cost Proposal with their Technical proposal (if one was required).

The pricing must include the total price proposed to accomplish all the performance and deliverables requested in this SOLICITATION, and offered by your firm. Each Proposer must submit a Price Proposal containing all costs associated with the technical proposal. The cost proposal shall describe both the total and the detailed price for which the consultant will commit to complete the total scope of work and end products. The cost proposal detail shall describe costs for each professional’s time, for the completion of each proposed task, and for all materials and supplies.

The fee information is relevant to a determination of whether the fee is fair and reasonable in light of the services to be provided. Costs shall include the proposed costs and, if necessary, the approximate number of hours to provide the services as described in your proposal. Any additional fees outside the scope of the agreement must be approved in writing before commencing services for said fees.

Vendor’s response must be inclusive of all costs and expenses associated with travel, lodging, and any other incidental costs. The City will not separately reimburse costs not included in the proposal.

9. Definitions

The words (A) "City", (B) "Department", (C) "Director", or (D) "Contractor", as used in this SOLICITATION, shall be understood to refer respectively to (A) the City of Pasadena, California; (B) the several departments therein; (C) the directors of the several City departments; or any of their properly authorized assistants; and ( D) the person, firm or corporation with whom the contract is made by said City or the agent or legal representative who may be appointed to represent such person, firm or corporation in the signing and performance of said contract.

10. Addenda

If any person contemplating submitting a proposal of the items or services listed herein is in doubt as to the true meaning of any part of this SOLICITATION, he/she may submit to the City representative(s) identified in the subsection named "Deadline for RFP Questions," above, a written request for an interpretation or correction thereof.

Any interpretation or correction of City specifications will be made only by addendum, duly issued by the City representative(s) identified in Section 3, above. Addenda (if any) shall be made available to each Proposer. A proposer’s failure to address the requirements of any and all addenda may result in the proposal not being considered. If the City determines that a time extension is required for the proposal, the City will issue an addendum that will give the new submission date. The Proposer is responsible to register with “OpenGov” at www.cityofpasadena.net to insure they receive all SOLICITATION documents including addendums which are available as a download.

The City reserves the right to change any part of these Instructions to PROPOSERS and Specifications any time prior to Deadline for Submissions. Any changes shall be in the form of addenda and will become a part of the Proposal documents and of the contract.

11. Ordering Authority

Work orders of products or services will be placed in writing by Antonio Watson, Project Manager ((626) 744-8382; awatson@cityofpasadena.net). Any work orders made through any other methods or by any other individuals may be accepted.

12. Delivery Instructions

Regular deliveries: Must deliver within 1 business days of order placement. Business days are defined as Monday through every other Friday between the hours of 7:30 a.m. to 5:30 p.m. See the schedule for closed Fridays: https://www.cityofpasadena.net/planning/scheduled-city-closure-9-80-plan/.

Deliveries Must be Made to:

Various Locations in the City of Pasadena

13. WARRANTY

https://www.cityofpasadena.net/planning/scheduled-city-closure-9-80-plan/

Contractor shall provide factory warranties on all materials furnished against defects in materials and/or workmanship. The factory warranty shall become effective on the date of delivery and acceptance by the City. Should any defect in materials or workmanship appear during the warranty period, the Contractor shall repair or replace the same at no cost to the City.

14. DEFECTIVE MATERIALS:

Any materials not conforming to requirements of this Specification shall be considered defective. All such materials, whether in place or not, shall be immediately removed from the site of the work. Any defective materials installed shall be removed and replaced by the City and all costs of removal and replacement shall be deducted from any amounts due or to become due to the Contractor. No rejected materials, the defects of which have been subsequently corrected, shall be used.

15. RECEIVING AND INSPECTION

Deficient parts will be rejected and the Contractor will be required to make the necessary adjustments or replacements. It shall be the Contractor’s responsibility to pick up any rejected parts, make the necessary corrections, and re-deliver at no additional cost to the City.

3. SPECIFICATION

1. Hauling

Right of Way (ROW) Trees and Vegetative Debris Removal.

Collect & Haul: Work consists of all labor, equipment, fuel, and associated costs necessary for the collection and transportation of debris on the ROW to a disposal facility.

Haul-out of Reduced Debris and trees to Disposal Site consists of all labor, equipment, fuel, and associated costs necessary for loading and transporting reduced debris to a disposal facility.

VENDOR RESPONSIBLE FOR DISPOSAL (SERVICE RATE)

All proposed pricing shall be inclusive of all labor, equipment, fuel, and associated costs.

2. Tree Trimming

DEBRIS DISPOSAL

Contractor shall immediately remove and dispose of all trash and debris accumulated from tree work when finished in any location. All streets, parking strips, sidewalks, and any adjoining private property where debris fell shall be left clean after each day’s work. All rubbish shall be delivered to an area or dump as approved by the PWP representative.

Contractor shall at all times keep the premises and streets free of waste caused by his employees or work. After work is complete, he shall remove all his tools, scaffolding and surplus materials from and about the site, leaving it “broom clean.”

All tree branches produced as a result of the Contractor’s operations, shall be reduced, reused, recycled, and/or transformed. Weight slips, end-point receipts or other records of waste disposal shall be required as proof of final disposal.

A. Reducing includes, but is not limited to, chipping, grinding and shredding operations, and disposal at a landfill for use in a tub grinding and cover program, such as the program at Scholl Canyon Landfill in Glendale, California.

B. Reusing, includes, but is not limited to, using chipped, ground, and shredded tree material as mulch.

C. Recycling includes, but is not limited to, using chipped, ground, and shredded tree material to produce compost by utilizing either a low or high technical methodology.

D. Transformation includes, but is not limited to, burning green waste (i.e. tree wood chips) to produce energy, such as the program at Fiber Fuel in Irwindale, California.

EMPLOYEE IDENTIFICATION

The contractor shall provide employee identification badges including photo, and shall be maintained in the truck at all times during working hours.

Contractors shall be identified by clothing and hard hats bearing their company name and logo, and their personal name.

All company vehicles shall be clearly marked with the Company’s logo and/or name, and shall be maintained in good and clean condition at all times.

The Contractor shall furnish smart phones with texting, e-mailing and picture capability, to the general foreman and each trimming crew for the purpose of safety and conducting business during the specified working hours.

INFORMATION FOR BID TABLE DESCRIPTIONS

Job Foreman with Pick-Up Truck

This shall include:

1. One foreman to supervise, monitor or document activities performed by the Street Tree Trimming Crew and/or the Emergency Response Crew

2. One pick-up truck

Street Tree Trimming Crew

This crew shall include:

1. One foreman/climberree trimmer

2. One groundsman

3. All the following equipment and tools:

a. Aerial man-lift truck and a 3-ton chipper box truck, or combination vehicle

b. Chipper

c. Power chain saw

d. All other related manual hand tools and equipment

Weed Abatement Crew with Pick-Up Truck

This crew shall include:

1. Two-person crew with weed abatement equipment

2. One pick-up truck

POLES AND EQUIPMENT OF CITY

When performing the Work hereunder, the Contractor shall not permit any of its agents or employees, for their safety, to climb upon or use, in any manner, City poles supporting electrical wires or other equipment.

The Contractor shall obtain from the PWP representative information concerning the electric circuits involved in all cases before starting work. It is understood by and between the City and the Contractor that the circuits are to continue their normal operation during the Work, except where it may be otherwise arranged, as determined by PWP. The Contractor is to provide and use all personal protective equipment (PPE) necessary to protect the Contractor’s employees and to guard against interfering with the normal operations of said circuits.

3. Locations

Throughout the City of Pasadena

4. PRICING PROPOSAL

INSTRUCTIONS:

Each bidder must bid on all items shown in the Bidder’s Pricing Table. If any bidder makes any alteration, interlineation or deviation in any of the printed matter of the proposal or if the signature of the bidder is incomplete, the bid will be considered informal and may be rejected.

The price bid shall include any and all charges required under the California Retail Sales Act of 1933 as amended and the California Use Tax Act of 1935.

Instructions: For each Item, please multiply the Unit Price by the corresponding Quantity to determine the Item Price. Sum the Item Prices to determine the Item Total. Sum the Item Total and the Sales Tax to determine the Grand Total Price.

All bid pricing must be entered into the City's eProcurement Portal or the bid may be considered informal and deemed non-responsive, do not use a separate document attachment to represent your pricing.

HAULING

Line Item Description Quantity Unit of Measure

Unit Cost Total No Bid

1 Hauling Service 4 Tons

TOTAL

TREE TRIMMING

Line Item Description Quantity Unit of Measure

Unit Cost Total No Bid

2 Job Foreman With Pick- Up Truck

500 Hours

3 Street Tree Trimming Crew

3,000 Hours

4 Weed Abatement Crew with Pick-Up Truck

200 Hours

TOTAL

5. SUBMITTAL INSTRUCTIONS

1. Training Resources for Vendors:

Videos:

Instructions for the new eProcurement System: The following link https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-trainingwill include video instructions for using the new system.

Screen Shots:

A. Subscribing for an agency's notifications - Using the Network Tab

B. Following a project

C. How to respond to a bid, submit a bid, or No bid?

D. Get Notifications

E. Managing Addenda

F. OpenGov Procurement Support https://procurement.opengov.com/portal/pasadena https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-training https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-training https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-training https://help.procurement.opengov.com/en/articles/3955963-how-to-subscribe-to-organizations-and-find-active-rfps-bids https://help.procurement.opengov.com/en/articles/2478854-follow-a-project https://help.procurement.opengov.com/en/articles/2478772-how-to-respond-to-a-project https://help.procurement.opengov.com/en/articles/2921877-get-notifications https://help.procurement.opengov.com/en/articles/4413350-managing-addenda https://help.procurement.opengov.com/en/articles/5680392-using-support

2. Electronic Submission and Delivery Instructions

Parties interested in responding are required to submit electronically through the City of Pasadena's eProcurement Portal prior to 1:00 pm, Thursday, August 31, 2023. Please upload all required documents as instructed in the section named Submittals/Checklist sufficiently early electronically through the city's eProcurement Portal before the time and day listed in this solicitation. Responses must be received in the system prior to the deadline.

The Specification or Scope of Work included in this Notice shall be considered part of any contract made pursuant thereunder.

3. Withdrawal of Proposal

Any Bidder or Proposer may withdraw their response via the City's eProcurement Portal prior to 1:00 pm on Thursday, August 31, 2023.

4. City Changes to the Solicitation Documents

The City reserves the right to change any part of these Instructions and Specifications any time prior to the bid opening. Any changes shall be in the form of addenda and will become a part of the bid documents and of the contract. Addenda shall be made available to each Bidder or Proposer. A Bidder's or Proposer's failure to address the requirements of the addenda may result in the response not being considered. If the City determines that a time extension is required for the bid, the addenda will give the new submission date.

Addenda shall be acknowledged via the City'seProcurement Portal for the project named "Immediate Request for Emergency Debris Hauling, Removal and Disposal." Project ID: 2023-Informal-766. Bidders or Proposers can view a list of addenda released by the City by clicking on "Addenda & Notices." While drafting a response, there is a section for "Addenda Confirmation" where Bidders or Proposers must acknowledge each addenda released.

5. Deadline for Questions

The deadline to submit questions related to this solicitation is Monday, August 21, 2023, prior to 1:00 pm.

Questions regarding this solicitation should be submitted directly through the City's eProcurement Portal Q&A function. Do not contact any City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.

6. Follow these simple steps to submit your proposal electronically:

If you are already registered and need help logging in or retrieving your user information utilize the blue chat bubble visible on the lower right hand corner of the screen.

Click on the hyperlink for the City's eProcurement Portal to create your vendor profile.

Electronic Submission of Bids https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/57644?section=undefined https://procurement.opengov.com/portal/pasadena

All Proposers are required to submit their bid pricing electronically via the city's eProcurement Portal.

The electronic system will close submission exactly at the date and time set forth in this solicitation or as changed by addenda. In addition, your bid must be submitted via the eProcurement Portal.

Proposers are responsible for submitting and having their bid accepted before the closing time set forth in this solicitation or as changed by addenda. NOTE: It is the Proposer's sole responsibility to ensure their bid and document(s) are uploaded, transmitted, and arrive in time electronically. The City will have no responsibility for bids that do not arrive in a timely manner, no matter what the reason.

Upon closing of the Bid, Bid Results will be available on the City's eProcurement Portal.

In the case of a discrepancy between the electronic bid schedule (pricing) and any uploaded Bid schedule document or pricing, the electronic bid schedule will be the accepted bid.

Steps to Submit Your Electronic Proposal:

To submit an offer to the City, vendor must begin by clicking on the green DRAFT PROPOSAL button.

1. Acknowledge all Addenda

2. Accept City of Pasadena Terms and Conditions Message

3. Answer all required vendor questions.

4. Upload all required forms. Proposer may save their work and return.

5. Review your work and submit proposal when ready.

6. You will receive a confirmation email from OpenGov upon receipt of your bid/proposal.

7. Proposer may withdraw their bid at any time prior to 1:00 pm on Thursday, August 31, 2023.

Note: If an addenda is issued after a response has been submitted, Proposer or bidder must return to take steps below. Failure to do both steps will result in an invalidated offer.

1- Acknowledge the new addenda; and

2- Resubmit your bid through the City's eProcurement Portal.

Do Not upload a Zip File: Unzip Your Files Note: If your files are [zipped or] in a zip folder, you may need to unzip the files before uploading. The following instructions may be helpful to do so.

A. Open File Explorer, and find the zipped folder.

B. To unzip the entire folder, right-click to select Extract All, and then follow the instructions.

C. To unzip a single file or folder, double-click the zipped folder to open it. Then, drag or copy the item from the zipped folder to a new location.

7. Vendor Registration Instructions & Customer Service information:

Click here to register onto the City's eProcurement Portalhosted by OpenGov.

If you are already registered and need help logging in or retrieving your user information simply click on the blue chat bubble on the lower right hand corner of your screen or contact OpenGov at procurement-support@opengov.com for help at any time.

Customer Service

For assistance with e-bidding or uploading documents: Contact OpenGov via the blue chat bubble on the lower right hand corner of your screen or email at procurement-support@opengov.com.

Monday through Friday 5am - 5pm PST, except statutory holidays-- response time is typically less than ten minutes.

6. SUBMITTALS/CHECKLIST

The following list is provided for the convenience of both you and the City and to help eliminate errors and omissions which may render your bid unacceptable. Please review this Checklist section. Ensure that all forms required at the time of bid are included with your bid proposal in and through this portal.

Training Resources for Vendors:

Videos:

Instructions for the new eProcurement System: The following link https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-trainingwill include video instructions for using the new system.

Screen Shots:

1) Registering for a new account - Vendor Registration

2) Update profile - company and user, email, logo

3) Subscribing for an agency's notifications - Using the Network Tab

4) Following a project

5) How to respond to a bid, submit a bid, or No bid?

6) Get Notifications

7) Managing Addenda

8) OpenGov Procurement Support

1. Are your crews and equipment immediately available?* ☐ Yes ☐ No *Response required

2. Additional Data (if necessary) “Additional Data” shall include any other data the PROPOSER deems essential to the evaluation of the proposal, i.e., letter of reference, other related projects, etc., or other required documents.

mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-training https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-training https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-training https://help.procurement.opengov.com/en/articles/2482165-vendor-registration http://help.procurenow.com/en/articles/2482226-updating-company-information https://help.procurement.opengov.com/en/articles/3955963-how-to-subscribe-to-organizations-and-find-active-rfps-bids https://help.procurement.opengov.com/en/articles/2478854-follow-a-project https://help.procurement.opengov.com/en/articles/2478772-how-to-respond-to-a-project https://help.procurement.opengov.com/en/articles/2921877-get-notifications https://help.procurement.opengov.com/en/articles/4413350-managing-addenda https://help.procurement.opengov.com/en/articles/5680392-using-support

Attachments:

A - AA1; AA2; and AA3