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Thursday, March 28, 2013 Re: CITY OF HOOVER, ALABAMA INVITATION TO BID BID # 10-13 MUNICIPAL STREET SWEEPING – ADDENDUM #1 Dear Potential Bidder, Our records indicate that you were recently provided with an Invitation-To-Bid document related to City of Hoover Bid # 10-13 for Municipal Street Sweeping Services. The purpose of this letter is to advise you that the original version of the Invitation-To-Bid document contained discrepancies regarding the term/length of the Contract to be awarded via this bid process. This Addendum #1 has, therefore, been issued to correct and clarify that the term/length of the Contract shall be for one year with options to renew the agreement for two additional one-year periods upon the mutual consent of the City and the successful bidder. We have revised paragraphs 15, 24, and 25 on pages 13 and 14 of the Invitation-To-Bid document and we ask that you replace your original versions of pages 13 and 14 with the attached revised versions of those pages. In order to ensure that you have received, understand, and concur with the revised and/or updated Bid Specifications, please sign this document in the appropriate space below and submit this page with your bid proposal. As a reminder, the sealed bids for MUNICIPAL STREET SWEEPING for the CITY OF HOOVER will be received by the City Clerk’s Office, 100 Municipal Lane, Hoover, Alabama 35216, Wednesday, April 24, 2013, until 3:00 p.m. CST at which time they will be publicly opened and read. If you have any questions concerning this bid invitation or any part thereof, please contact Barbara Janchus at [PHONE REDACTED]. Yours truly, Margie Handley City Clerk Attachments Invitation-To-Bid #10-13 Addendum #1 has been received, reviewed, and is understood: Name of Bidder/Company Signature of Authorized Bidder Representative Date of Signature ---PAGE BREAK--- 13 Contract. Additional curb miles will be charge at the current per curb mile rate quoted on the Bid Form. 10. The Contractor will equip all street sweeping vehicles (or personnel) and support vehicles (or personnel) with two-way radio communications designed for commercial use. Citizen band radios are unacceptable. 11. Contractor’s service is based on removal of a regular day-to-day build-up of material and debris. 12. Unusual, excessive or extraordinary dirt, debris or materials shall be removed by Contractor based on the on-call non-emergency hourly rate stated on Bid Form with prior authorization from the City for removal. Unusual, excessive or extraordinary conditions include: leaves deeper than one-half of the curb face height; construction debris or material; a larger amount of debris or material resulting from a storm, high winds, lightening, flooding, or hurricane; and unknown material spillage, etc. Upon mutual agreement, these items may be cleaned up at the hourly rate plus disposal cost. 13. The Contractor shall provide all equipment to perform the work proposed or as directed by the City including but not limited to street sweepers, dump trucks, debris transfer vehicles, pick-up trucks, service trucks, tire trucks and/or other items of equipment necessary to provide cleaning services as described. All Contractor’s equipment must meet minimum safety standards as prescribed by the State of Alabama Department of Transportation (DOT) including but not limited to strobe lights, arrow board, and if applicable, use of a shadow vehicle with an arrow board and impact attenuator. Contractor shall be in compliance with all applicable Federal, State, County and Municipal laws and ordinances related to the hauling, handling, and disposal of such debris. At no time shall sweeping be performed against the flow of traffic. 14. The City reserves the right to inspect all vehicles upon request for unacceptable performance quality for use in municipal street sweeping. 15. The Contractor must commence this Contract with one current model street sweeper which is dedicated to performing the scope of work outlined in this Contract. Parking lot sweeping equipment will not be acceptable for street sweeping. Equipment used for sweeping shall be a mechanical broom type, equal to an Elgin Eagle and capable of performing safe and effective cleaning work. Street sweeping equipment must be capable of cleaning an area at least seven-feet wide (actual width of sweeper vehicle when both side brooms are extended). All sweepers shall have a factory-installed dust suppression system. All sweeping equipment shall comply with existing state, federal, county and municipal laws. During the term of this Contract, including extensions thereof, the Contractor will provide primary service with a street sweeper no older than five years. The Contractor must have available one reserve sweeper of the same size as specified above or larger capacity and can be no more than seven years old during the execution of this contract. 16. The Contractor shall provide with the Bid Form an itemized list of equipment available for use in fulfillment of the Contract. 17. The Contractor shall provide all personnel to perform the work proposed or as directed by the City and shall be responsible for the availability, presence, and supervision of ---PAGE BREAK--- 14 employee(s). All operators for the Contractor must possess a valid state of Alabama commercial driver’s license (CDL), pass a pre-hire drug and alcohol drug screen, and be subject to an annual random drug and alcohol testing. 18. The Contractor shall dispose of all collected debris and shall provide any needed temporary dumpsite or staging facility. The Contractor shall provide its own water, equipment, labor, fuel, and any other material necessary to complete the required work. The Contractor shall be responsible for the insurance, landfill fees, permits, fines, maintenance and repair of equipment, and other expenses. The Contractor is responsible for all disposal fees associated with weekly municipal street sweeping. Only on-call emergency street sweeping and on-call non-emergency street sweeping disposal fees are eligible for reimbursement at the per ton disposal rate stated on the Bid Form as long as disposal facility receipts are included with the billing. 19. The Contractor shall provide in writing the name of the licensed disposal facility to the City’s Department of Public Works. The Contractor will absorb increases in disposal costs. 20. All Bidders must furnish satisfactory evidence to the City that they have been in continuous existence for the past five years or more and that the Bidder has successfully operated a municipal street sweeping operation for a continuous period of five years or more, which will ensure their being able to maintain operations. The Contractor shall provide with this bid document a current list of references for municipal contracts which shall include name, address, telephone number and contact person. Reference list must include at least five municipal clients. 21. The Contractor will provide on-site supervision to check work in progress and to follow up on any complaints within twenty-four (24) hours. 22. The Contractor shall provide with this bid document evidence that Contractor currently and continuously operates a shop facility with at least one full-time mechanic and an office within thirty miles of the City of Hoover with receptionist or answering service from 8:00 a.m. to 5:00 p.m., Monday through Friday. 23. The Contractor shall obtain all licenses and permits (other than the license and permit granted by the Contract) and pay all taxes required by the City. All Contractors must have a General Contractor’s license for the state of Alabama. A copy of the license must be included with the Bid Form or the bid will be rejected. 24. The Contract may be renewed or extended beyond the initial term subject to a mutual agreement between the City and the Contractor and subject to sufficient appropriation of funds by the City Council. 25. At the beginning of each contract renewal period, the unit prices of the Contract may be amended to reflect any change (whether increase or decrease) in the United States Department of Labor, Bureau of Labor Statistics, “Consumer Price Index for All Urban Consumers – South Urban Region. The Final Index for the prior calendar year ending December will be the base. 26. The City at its option may give written notice to the Contractor, sixty (60) days prior to the termination date, to continue the Contract on a month-to-month basis, for a period not to