Offsite Negotiation Response 7.21.2025.pdf

Stacy Wiesner <swiesner@azdot.gov>

Re: BPM006937 Mechanical Street Sweeping-Phoenix Metro Summary of Negotiations craig morris <craig@offsitesweeping.com> Sun, Jul 20, 2025 at 5:50 PM To: Stacy Wiesner <swiesner@azdot.gov>

Stacy, From our meeting on 07/18/2025, I have reviewed the items from the summary of our discussion.

Please add the following entries to our proposal within the sections listed. While there will be some overlap, including the information below will be more comprehensive than what was originally submitted. Please let me know if the information within the body of the email is sufficient, or if you would rather I provide a PDF file.

Method of Approach:

· Equipment Maintenance:

At Offsite Sweeping, we are constantly maintaining the equipment necessary to accomplish the tasks required to service this contract. The (4) primary types of equipment we use all require different daily, and scheduled maintenance. Listed below are the types of equipment along with their daily and scheduled maintenance that is performed.

o Service Trucks, Supervisor Truck, and Ramp Debris Collection Trucks:

§ These are the easiest to maintain. Daily service includes washing, fueling, checking belts, fluids, filters, tire pressure, arrow boards, lighting, and air conditioning. Any deficiencies are immediately addressed. Scheduled maintenance includes oil changes, coolant system flushing, and other scheduled items that are required with a standard automobile.

o Attenuator Trailers:

§ These trailers have components that need to be verified daily and corrected if deficient prior to every shift. Items include lighting, arrow board functionality, tire pressure, reflectors, safety chains, break-away bolts, and axles. Scheduled maintenance include washing, along with replacing reflectors and lighting components as needed.

o Large Debris Collection Trucks:

§ Similar to the standard autos in the fleet, there is daily service that includes washing, fueling, checking belts, fluids, filters, tire pressure lighting, and air conditioning. In addition to those tasks, the large debris trucks need to be emptied daily, as they carry the bulk of the debris that is collected by the sweepers and the large debris truck operators.

Attenuator trailer connections (physical and electrical) are verified daily

7/21/25, 7:38 AM State of Arizona Mail - Re: BPM006937 Mechanical Street Sweeping-Phoenix Metro Summary of Negotiations https://mail.google.com/mail/u/0/?ik=4da88d0eeb&view=pt&search=all&permmsgid=msg-f:1838215615077584719&simpl=msg-f:18382156150775847… 1/9 for safety purposes. Water tanks, plumbing and water pump functionality must be verified to have the debris truck function most efficiently during an evening shift. If any of these are deficient, they are corrected immediately. Scheduled maintenance includes oil changes, coolant system flushing, and other scheduled items that are required with a diesel-powered heavy-duty truck.

o Sweepers:

§ Everything that is verified on the large debris trucks must also be checked on the sweepers daily. Additional maintenance on the sweepers is a very long list of items prior to each shift, as a street sweeper is one of the most complex vehicles on the road. These items include but not limited to the following:

· Gutter Brooms must be checked to be sure they are of sufficient length, angled properly for maximum efficiency, and also spinning at optimal speed. Replacement and adjustments occur as needed.

· All sweepers have a center divider. This component must be in place, if not the gutter brooms are simply playing pinball with the debris and the functionality of the truck decreases significantly. Center dividers are checked to be sure that they are in place and functioning properly.

· Hydraulic cylinders, motors, hoses, valves, and fittings need to be verified that there are no leaks. Leaks must be addressed by replacing components and fabricating new hoses. Offsite Sweeping has a hydraulic hose making machine capable of crimping hoses up to 2” in diameter. We stock all the hose and fittings needed to make these repairs without counting on an outside shop to assist. This allows us to perform these repairs 24/7.

· Rear Brooms need to balanced and adjusted so that they don’t create a conical effect while sweeping. They need to be replaced as they are used and become worn down to the core.

We stock all the wafers and panels needed to rebuild brooms at our facility. We typically have two or three prebuilt rear brooms on the shelf so that changing them out is an easy process.

· Full machine greasing of the zerks. A street sweeper typically has about 10 grease points that are related to bearings installed on the truck. These need to be fed daily with lubricating grease. We have a large-scale tank and grease gun that is air powered and loaded with grease. Filling these up daily is part of our assembly line. If a bearing is worn out, they are replaced so that they can function properly. Changing a bearing can sometimes be a simple task, but often they need to be torched off due to excessive wear. We have all the necessary tools to accomplish the task of replacing bearings.

7/21/25, 7:38 AM State of Arizona Mail - Re: BPM006937 Mechanical Street Sweeping-Phoenix Metro Summary of Negotiations https://mail.google.com/mail/u/0/?ik=4da88d0eeb&view=pt&search=all&permmsgid=msg-f:1838215615077584719&simpl=msg-f:18382156150775847… 2/9

· Sweepers have a water system used to create a mist of water to minimize dust. The water system is another integral part of the machine that has a full gamut of components that need to be verified daily. These include the sturdiness of the water tank not having any leaks, the hoses that lead through fittings to the sprayers which need to free of any dirt and debris, the solenoids and valves that open and close as controlled by the sweeper operator, along with the electric or hydraulic powered pumps that force the water through the system. All these components must be functioning correctly to have optimal performance of the sweeper. A full check is done prior to every shift to be sure water systems are working. Components are replaced as necessary to maintain functionality.

· The elevator system within a sweeper consists of moving parts including sprockets, upper and lower rollers, chains and flights (rubber squeegees that push the debris up the elevator floor and into the hopper. All those components will wear down over time and need to be properly adjusted and eventually replaced. Typically, they are adjusted after every rear-broom change or if any other maintenance is called upon within the elevator system. The elevator walls and floor are additional components that will wear down over time and eventually need service and/or replacement. Offsite Sweeping has a full metal fabrication shop with all required tools that allow us to perform maintenance, repairs, and replacement of all components within the elevator for maximum performance of the sweeper.

· The hopper is where all of the debris lands after being swept into the elevator by the brooms. Hoppers are emptied multiple times during a sweeping shift and again upon completion of a shift. They are washed out and prepared for the next shift. They involve multiple hydraulic cylinders along with a dump door that opens and closes. These components are verified daily for functionality. Items are repaired or replaced as needed.

· All sweepers manufactured within the past 15 years include sensors that verify that components are in required positions in order to operate correctly. These sensors can get covered with debris and also fail over time. They are tested daily prior to any sweeping shift, as sweeper operators are instructed to go though all of the motions that would happen during a shift prior to the sweeper leaving the shop. Any corrections are made as necessary for full functionality.

· The sweepers typically are equipped with an air system that serves dual purposes. First and foremost, the air system is part of the truck’s chassis and used to operate airbrakes, suspension airbags, and air ride seats. The sweeper manufacturers piggyback on the air system with the use of air-cylinders. These are used to raise and lower the gutter brooms, main brooms, and rear skids (in some cases). The sweeper also uses the air system to flatten the rear airbags for stability when the sweeper raises its hopper to dump into a large debris truck. The air

7/21/25, 7:38 AM State of Arizona Mail - Re: BPM006937 Mechanical Street Sweeping-Phoenix Metro Summary of Negotiations https://mail.google.com/mail/u/0/?ik=4da88d0eeb&view=pt&search=all&permmsgid=msg-f:1838215615077584719&simpl=msg-f:18382156150775847… 3/9 system must be fully functional for all these systems to work.

This involves a compressor, valve body, fittings, hoses, and air powered components.

· While everything on a sweeper is pneumatic, mechanical, or water powered, it is all triggered by an electrical signal. The electrical systems within sweepers can be very complicated and include computer systems, fuses, relays, wiring, data connections, amongst other powered components. In the event of electrical failure, rewiring, component replacement, along with other tasks are often necessary. Full functionality is verified on a daily basis while testing the performance of the sweepers.

· During our meeting, there was a mention of our timeframe on major maintenance items, specifically the replacement of chains, flights, sprockets, and elevator floors. The timeframes listed in the original proposal are for optimal conditions and staff availability. I’m confident that those timeframes can be accomplished under those circumstances. If complications with obtaining materials, or the existing conditions require more than normal wear and tear, some additional time could be necessary, but nothing more than a couple of days at most from the start of the repair until completion. Our shop staff’s mechanics that give us around the clock coverage from noon on Sunday until 7PM on Friday every week, and there are occasions where mechanic staff will work on Saturdays to accomplish specific tasks.

· Equipment list and shortages:

The previously provided list showed all the equipment that Offsite Sweeping LLC possesses which could be used for servicing this contract. In order to complete 100% of the primary and secondary routes, we intend to operate 7 or 8 sweepers, 6 large debris trucks, and pull 11 or 12 crash protection attenuator trailers each evening. Backup equipment would be optimal to have available if (longer than single day) service and/or maintenance were being performed, or if a trailer was damaged.

Below outlines existing and (to be purchased upon award) equipment. We intend to spend about $1,000,000 on additional equipment we don’t currently own upon award. We expect to have all existing and new equipment available prior to the start date of the new contract.

o Attenuator Trailers & 48” x 96” Arrow boards:

§ 10 fully functional.

§ 2 need to be rebuilt due to collisions.

§ 1 to be purchases upon award.

§ 2 arrow boards in stock in addition to arrow boards already mounted to trailers and sweepers.

o Service Trucks:

7/21/25, 7:38 AM State of Arizona Mail - Re: BPM006937 Mechanical Street Sweeping-Phoenix Metro Summary of Negotiations https://mail.google.com/mail/u/0/?ik=4da88d0eeb&view=pt&search=all&permmsgid=msg-f:1838215615077584719&simpl=msg-f:18382156150775847… 4/9

§ 2 fully functional.

§ 1 additional already purchased, waiting for award to outfit with compressor and tools.

o Ramp Debris Collection Trucks:

§ 1 fully functional.

§ 1 already purchased, waiting for award to transfer stake bed and arrow board.

§ 1 needs its engine to be rebuilt. This would serve as a backup unit.

o Mainline and Stack Large Debris Trucks:

§ 5 fully functional.

§ 1 on its last leg which will be retired upon adding equipment upon award.

§ 2 requiring engine to be rebuilt which will happen upon award/

§ 3 to be purchased upon award and fabricated for use.

o Sweepers:

§ 7 fully functional, but all could use a little work to optimize sweeping capabilities.

§ 1 model year 2023 Nescon X-broom in Tucson that will become part of the Phoenix ADOT fleet if awarded.

§ 2 to be purchased and delivered in time to start in September or earlier new 2026 model year from Nescon (Mesa, AZ) upon award.

§ 1 recently purchased and under minor repair to become fully functional next week.

§ 1 that requires major hydraulic system repairs.

§ 1 that requires minor electrical system repairs.

§ 1 that requires minor hydraulic system functionality repairs.

§ 1 Additional new sweeper from Nescon (Mesa, AZ) to be added to the fleet if deemed necessary upon award. The department’s budget regarding secondary sweeping would play a role in determining this acquisition.

Our intention is to add the sweeper in Tucson along with the 2 new trucks from Nescon to strengthen the existing fleet. That would give us plenty of backup along with buying necessary time required to put existing fully functional sweeper trucks out of service to improve and provide the required maintenance along with fully revamping components that need it. We have another experienced sweeper fabrication mechanic ready to add to our staff

7/21/25, 7:38 AM State of Arizona Mail - Re: BPM006937 Mechanical Street Sweeping-Phoenix Metro Summary of Negotiations https://mail.google.com/mail/u/0/?ik=4da88d0eeb&view=pt&search=all&permmsgid=msg-f:1838215615077584719&simpl=msg-f:18382156150775847… 5/9 upon award to support the process. All of the items outlined above would fortify our fleet with plenty of backup equipment to accomplish the required grueling tasks to properly service this contract.

Experience and Capacity:

· Experience on Similar Projects:

o As noted previously, Offsite Sweeping LLC has been providing this service for the past 10 years for ADOT in the Metro Phoenix area. We have also provided this similar service for multiple heavy civil construction contractors during that same 10-year time frame, as the construction contractors are required to keep the mainline and ramps clean during the course of construction while performing work on ADOT right of ways. We have done this for the following companies, several times in the past on different projects, and provide it on two active projects as well.

§ FNF Construction

§ Connect 202

§ Coffman Specialties Joint Venture

§ Sundt

§ Pulice

§ Broadway Curve Joint Venture o Offsite Sweeping provided similar services for ADOT in the Tucson metro area on two separate occasions. Once for 4 years between 2018 and 2022, and another time for all of 2023 and 2024. The more recent contract that was not renewed in 2025 due to what we were told was a department decision to take the task back in-house. I believe that there were some communication and scheduling complications that may have created that outcome, as the quality of work appeared to be sufficient, it was the level of documentation and communication with the department that fell short. When we initially took the task at the start of 2023, we had multiple staff members headed up by the same operator who provided services dating back to 2018. He was very good with both documentation and communication with our headquarters in Phoenix along with the ADOT team members assigned to the contract in Tucson. In an unfortunate turn of events, he was found deceased due to cardiac arrest in bed at home midway through 2024. This was an awful thing for his friends and family to go through and was a giant setback for Offsite Sweeping’s satellite location in Tucson. At that time in Tucson, we were only operating one sweeper and one large debris truck with a staff of (3) employees. Losing our star player at our remote location is something we did not recover from quickly enough, as our ability to communicate and document work completed was not up to the standard the department was used to prior to losing our employee. For the next few months, we went through a couple of different employees in an attempt to fill the void, but the talent pool in the Tucson area for adding a nighttime CDL driver who also possessed similar communication and documentation skills was almost nonexistent, so we worked with what we had. By the end of 2024 when it would have been time to renew the service

7/21/25, 7:38 AM State of Arizona Mail - Re: BPM006937 Mechanical Street Sweeping-Phoenix Metro Summary of Negotiations https://mail.google.com/mail/u/0/?ik=4da88d0eeb&view=pt&search=all&permmsgid=msg-f:1838215615077584719&simpl=msg-f:18382156150775847… 6/9 contract, that was when the department let us know that the services were going to be taken in-house. If we had an opportunity to do this all over again, we would have required more communication and documentation from our Tucson staff back to headquarters in Phoenix to force more interaction with the department regarding daily operations and scheduling. The downfall that occurred in Tucson will not happen again, as our staff has been revamped with another veteran sweeper operator who does possess the skills to accomplish the work, communicate, and document progress along the routes. We currently provide services sweeping hundreds of miles of roadways monthly for both Pima County and the Town of Marana and have been very successful in accomplishing those routes in Southern Arizona. Communication between our Tucson-based staff, Phoenix headquarters, and government agencies we service now occurs daily regarding routing and equipment maintenance. That is similar to how we run things in Phoenix, as we communicate with the department multiple times on every working shift to ensure that the partnership between Offsite Sweeping and ADOT within the Phoenix metro area serves its purpose of maintaining the freeway system to be as clean and safe as possible for the traveling public.

· Scheduling and Staffing o For scheduling, we anticipate performing the route work on Sundays – Thursday evenings as outlined in the solicitation. Outside of the hours where we are performing the work, all of the behind-the-scenes activities will occur.

This includes but is not limited to equipment maintenance, staff hiring, and staging of equipment for the next shift. Route scheduling is created in conjunction with the ADOT inspector so that all of the stretches of freeway are cleaned in a cycle that works best based on historical factors including traffic patterns and debris accumulation.

o Our hiring practices for servicing the contract include minimum requirements of having a CDL and being physically capable of accomplishing all facets of performing the tasks of a large debris collection vehicle operator or a sweeper truck operator. Upon meeting those qualifications, additional training to become a full-time Offsite Sweeping LLC staff member would then begin.

Note that the applicant would have already gone through a complete training process at a CDL school to graduate with a CDL Class A, or Class B. Going through that process to meet the minimum requirement involves already possessing many of the safety requirements along with truck driving capabilities. When we add to the staff, the new operator will train with our best current staff members to learn the ropes of what is required during a typical shift. New staff members will start by doing a vehicle inspection report on the truck they would be riding in that night. After the vehicle passes inspection, they will be shown the route along with their trainer. They would start as a passenger in the truck and be responsible for collecting the large debris alongside their trainer. This process gives them visibility on what the task is, and which items need to be collected by hand, and which items can be left for the sweeper that follows to pick up. After gaining a comfort level as a passenger, the new staff member would take on the driving task with the current employee riding in the passenger seat, essentially swapping roles. As comfort increases with this task, the new employee would then take on roles of driving and collecting the large debris. During the training, they would also learn about communicating with the sweeper operators along the same route and our supervisor along with the ADOT inspector. Learning how to perform

7/21/25, 7:38 AM State of Arizona Mail - Re: BPM006937 Mechanical Street Sweeping-Phoenix Metro Summary of Negotiations https://mail.google.com/mail/u/0/?ik=4da88d0eeb&view=pt&search=all&permmsgid=msg-f:1838215615077584719&simpl=msg-f:18382156150775847… 7/9 sweeper dumping and water fill-up rituals throughout the course of the training period would also happen. This occurs multiple times each night, so there are many opportunities to perfect the task. Typically, after three shifts a new employee is ready to work on their own, however we generally require five shifts of training that includes spending some time with our supervisor and the ADOT inspector to gain complete confidence moving forward. This amounts to about 45 hours of training along multiple routes. As employees get comfortable with standard main-line routes, they then advance to learn about the stack-ramp routes, and on/off ramp routes. Some of the stack ramps can be very confusing, especially the I-10/SR202/SR51 interchange which incorporates 26 different sections of freeway that need to be covered. The next advancement for an operator is to move into a sweeper. Separate from the large debris collection training, the sweeper training is primarily concerned with the operation of the sweeper, as by now the employee already is familiar with most of the processes including where all of the routes start and finish.

Similarly, a new sweeper operator will go into training with an experienced sweeper operator to learn all the sweeper functions along with everything required to accomplish the routes to the satisfaction of the department. This training process takes about 5 days with a seasoned veteran sweeper operator and our supervisor. When training is completed, the newly promoted sweeper operator would be on their own in the sweeper truck but under the guidance of our supervisor. If our supervisor is on vacation, running late, or unable to work, we have backup plans in place where our evening mechanics along with one of our operators combine to take on the role of supervising the team in conjunction with the department’s inspector. We have several team members who have experience of working as supervisors. Coordination with the ADOT inspector on these occasions is a must and always happens prior to the shift. We provided the service during the COVID years and were able to work through situations where employees were out sick for weeks at a time.

The experience gained during that time of hardship has helped us with our success today. As of July 19, 2025, we have 26 CDL drivers with 12 of those staff members assigned as operators that service the routes along with our supervisor and two mechanics who maintain coverage from start to finish.

Upon award, we expect to increase the team to 15 operators so that it will become a rare instance that we have a truck and a route available without the personnel to complete it. In addition to the current (and added upon award staff), we have multiple staff additional members at Offsite Sweeping who have previously worked on the ADOT team as large debris collection and sweeper operators and can be available if they are needed to fill in any temporarily vacant spots on the team.

Pricing

· We are comfortable with the pricing that was presented when the proposal was initially submitted on bid day, as it is only a slight increase from where it is under the current contract.

If there are any additional questions or requests, please let me know and I’ll facilitate them to the best of my ability.

Thanks, 7/21/25, 7:38 AM State of Arizona Mail - Re: BPM006937 Mechanical Street Sweeping-Phoenix Metro Summary of Negotiations https://mail.google.com/mail/u/0/?ik=4da88d0eeb&view=pt&search=all&permmsgid=msg-f:1838215615077584719&simpl=msg-f:18382156150775847… 8/9

Craig Morris Offsite Sweeping LLC

480.580.9768 (m)

On Friday, July 18, 2025 at 09:33:28 AM MST, Stacy Wiesner <swiesner@azdot.gov> wrote:

Good morning, Please see the attached.

Thank you, Stacy Wiesner Senior Procurement Officer

PROCUREMENT

1655 West Jackson Street, MD 100P Phoenix AZ 85007

602.712.6939 | azdot.gov

7/21/25, 7:38 AM State of Arizona Mail - Re: BPM006937 Mechanical Street Sweeping-Phoenix Metro Summary of Negotiations https://mail.google.com/mail/u/0/?ik=4da88d0eeb&view=pt&search=all&permmsgid=msg-f:1838215615077584719&simpl=msg-f:18382156150775847… 9/9 mailto:swiesner@azdot.gov https://www.google.com/maps/search/1655+West+Jackson+Street?entry=gmail&source=g http://azdot.gov/