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TRAFFIC SIGNAL MAINTENANCE RFP 2019-07 CITY LETTERHEAD Date May 21, 2019 To: Qualified and Interested Consultants SUBJECT: REQUEST FOR PROPOSALS (RFP NO. 2019-07) FOR TRAFFIC SIGNAL MAINTENANCE SERVICES Dear Contractor, The City of Rosemead is soliciting Proposals from qualified firms for Traffic Signal Maintenance Services to provide routine preventive maintenance, schedule repairs, and emergency repairs to traffic signals, traffic signal equipment, safety street lights, flashing beacons, speed feedback signs, in-pavement flashing crosswalk lights, and other related equipment by duly trained and qualified personnel. Requirements for this RFP are enclosed. In order to be considered in the selection process, interested parties shall submit five (5) sealed copies of their Proposals no later than 10:00 AM on May 30, 2019 to: Robert Chavez Public Works Manager City Clerk’s Office City of Rosemead 8838 E. Valley Boulevard Rosemead, California 91770 If you have any questions, please contact: Name: Robert Chavez Title: Public Works Manager Email: rchavez@cityofrosemead.org Late proposals will not be accepted. Sincerely, _Robert Chavez________ Robert Chavez Public Works Manager City of Rosemead MAYOR: MARGARET CLARK MAYOR PRO TEM: SANDRA ARMENTA COUNCIL MEMBERS: SEAN DANG POLLY LOW STEVEN LY City of Rosemead 8838 E. VALLEY BOULEVARD P.O BOX 399 ROSEMEAD, CALIFORNIA 91770 TELEPHONE (626) 569-2100 FAX (626) 307-9218 REQUEST FOR PROPOSALS FOR TRAFFIC SIGNAL MAINTENANCE SERVICES CITY OF ROSEMEAD RFP 2019-07, Page 1 REQUEST FOR PROPOSALS RFP 2019-07 TRAFFIC SIGNAL MAINTENANCE SERVICES CITY OF ROSEMEAD A. INTRODUCTION The City of Rosemead (City) is soliciting Request for Proposals (RFP) from qualified electrical contractors to provide traffic signal, intersection street light, speed feedback signs, in-pavement flashing crosswalk lights, and flashing beacon maintenance which would include emergency traffic repair, non-emergency routine inspections, and new equipment upgrade and installation work. The City currently operates and maintains forty-three (43) intersections with a variety of traffic signal controllers, fifteen (15) in pavement flashing crosswalk lights, and eighteen (18) speed feedback signs. The contractor is responsible for verification of the models and number of devices. The City is seeking a contractor whose combination of experience and personnel will provide timely, cost-effective, and quality professional services to the City. The selected Contractor will be required to have qualified traffic technicians that have demonstrated experience with traffic signal, street light, and other electrical work. The Contractor shall also have the ability to troubleshoot and diagnose problems with all of the City’s traffic signal related electrical operation systems. The total amount of work available will be a function of routine traffic signal maintenance plus the amount of work that is required due to normal “wear and tear”, collision damage, vandalism, and other factors that may result in the need for emergency response maintenance services. The City expects traffic signal technicians to be regularly assigned to the City as necessary to provide preventive maintenance and to respond to unscheduled/emergency work. B. SCOPE OF WORK AND PROPOSAL ITEMS I. General Description The Contractor shall provide routine preventive maintenance, schedule repairs, and emergency repairs to traffic signals, traffic signal equipment, safety street lights, flashing beacons, speed feedback signs, in-pavement flashing crosswalk lights, and other related equipment by duly trained and qualified personnel. The Contractor shall also perform Underground Service Alerts (USA) at the direction of the City. All preventive maintenance, scheduled repair, and USA will be billed at an established flat rate, with additional emergency work/unscheduled repair paid at hourly labor rates and vehicle and equipment rates, in accordance with the cost proposal per this RFP. An inability to provide routine preventive maintenance to each traffic signal, safety street light, speed feedback signs, in-pavement flashing crosswalk lights, and flashing beacon may cause the Contractor to be subject to liquidated damages. The Contractor shall provide and maintain emergency service response of the City’s traffic signals, safety street lights, speed feedback signs, in-pavement flashing crosswalk lights, and REQUEST FOR PROPOSALS FOR TRAFFIC SIGNAL MAINTENANCE SERVICES CITY OF ROSEMEAD RFP 2019-07, Page 2 flashing beacons on a twenty-four (24) hour a day, seven (7) days per week basis, including all holidays. The Contractor must provide vehicle(s) to be used by the Contractor’s Technicians which shall be equipped with a permanently mounted arrow board; warning beacon/strobe lights; traffic cones; construction warning sign; a hydraulic bucket capable of reaching a height of at least twenty-eight (28) feet from the roadway surface; necessary computer laptop for programming, maintenance and testing of traffic signal controllers and various equipment; and communications equipment for dispatch. All of the Contractor’s employees working within the boundaries of the City shall be equipped with a communications device capable of appropriate communications for extended periods of time with the Contractor’s shop or with City staff. The Contractor must possess, and have readily available in functioning order, all required tools, equipment, apparatus, facilities, and materials needed to perform all work necessary to maintain and repair the traffic signals, safety street lights, flashing beacons, and speed feedback signs in the City in compliance with current Caltrans and County of Los Angeles standards and specifications. All excess materials and equipment in the Contractor’s inventory shall be the property and responsibility of the Contractor until such materials or equipment is used or installed in the City. The Contractor shall furnish temporary flashing beacons and other (portable) replacement equipment for non-operational traffic signals. Contractor furnished temporary spare equipment shall be equivalent to the component being replaced in manufacture, make, and model. The Contractor shall provide traffic control/lane closures that conform to Federal Highway Administration (FHWA) – California Manual on Uniform Traffic Control Devices (CAMUTCD). The Contractor shall cooperate with the City in recalibrating traffic signal coordination timing and progression. The Contractor shall change the timing of traffic signal only upon the direction or advance written approval of the City. During emergency conditions, the Contractor shall assure full cooperation with the City and those employees of the City and other agencies as indicated. The Contractor shall not represent the City in matters of policy or procedures under this contract, shall not make any reference to City policy or procedures, and shall refer all questions or inquiries from the public regarding policy and procedures, or terms and conditions of this contract to the City. The Contractor will be required to maintain any additional traffic signals, lighted crosswalks, and appurtenant devices as they are installed, or become a part of the maintenance requirements to the City. II. Maintenance Requirements Preventive Maintenance Traffic Signalized Intersections The Contractor to provide preventive maintenance for the traffic signal equipment as listed below. The Contractor will be required to furnish and use a preventive maintenance checklist form approved by the City for each inspection. The Contractor will be required to provide one completed electronic copy of the maintenance checklist to the City following each inspection, to maintain a copy of the maintenance checklist in the traffic signal controller cabinet, and to maintain a copy of the maintenance checklist at the Contractor's office of records. REQUEST FOR PROPOSALS FOR TRAFFIC SIGNAL MAINTENANCE SERVICES CITY OF ROSEMEAD RFP 2019-07, Page 3 The Contractor will be required to follow a program of continuing comprehensive maintenance designed to eliminate or reduce the incidence of malfunctions, reduce complaints, and extend the useful life of the equipment. The program will include, but not be restricted to, the following: Routine Maintenance (Performed Monthly) - Preventive Maintenance (PM) Checklist Form: maintain a copy of the Preventive Maintenance Checklist Form approved by the City at each traffic signal. The PM Checklist Form will be completely filled out during each maintenance inspection and during any time repairs are made to the traffic signal controller or any related equipment in the controller cabinet or the signal equipment at the intersection (detector loops, pedestrian heads, signal heads, lenses, lamps and signal poles, etc.). - Intersection Records: Ensure that all intersection cabinet wiring diagrams are present and up to date. - Verify timing charts to controllers. If they are not correct contact City staff to verify differences and request update timing chart. - Controller Cabinet Mounting: Check the snugness of the nuts on the traffic signal cabinet anchor bolts, tighten, if necessary, being sure not to distort the cabinet door opening by over tightening. - Controller Cabinet Foundation Seal: If standing water or evidence of water is present inside the bottom of the cabinet, check the seal between the bottoms of the foundation for deterioration, and reseal the cabinet foundation as necessary with duct seal. - Door Gaskets: Check all door gaskets on the controller cabinet, service cabinet and any other enclosures for evidence of moisture or deterioration. Report the need to completely replace any gaskets showing signs of leaking or deterioration. - Cabinet Vents: Check the vents in both the cabinet door and above the door, or at the top of the cabinet to ensure that they are free of any foreign material. Air Filter: Vacuum, replace or knock out any dust accumulated in air filters. Take appropriate action based on the condition of the filter. - Cabinet Fan: Verify that cabinet fan(s) operate properly with a minimum of noise. - Thermostat: Verify that the cabinet fan thermostat is set at 96 degrees and operational. - Interior Light: Verify the proper operation of the cabinet's interior light. - Door Panel Harnesses: Check the harnesses leading from the main panel and auxiliary panels on the cabinet door to ensure they are not being pinched and do not bind against the cabinet door. Adjust, if necessary. - Hinges and Locks: Check for free movement of all doors, latching assemblies and locks on the controller cabinet, service cabinet and any other enclosures. Use a minimum of oil or spray lubricant and remove any excess. - Vacuum Cabinet: Blow or brush off shelves, terminal blocks and components and thoroughly vacuum the interior of the cabinet. REQUEST FOR PROPOSALS FOR TRAFFIC SIGNAL MAINTENANCE SERVICES CITY OF ROSEMEAD RFP 2019-07, Page 4 - Insect or Rodent Infestation: Check for signs of ants, wasps or other insects or rodents within the cabinet, Check duct seal on conduits for proper fit and snugness. Use appropriate insect traps or powders if any positive findings are discovered. More serious problems shall be reported to the City. - Cabinet Grounding: Using appropriate equipment, check annually the resistance between AC and ground. - Service Connections: Verify the neutral, ground and power connections are secure in the controller and service cabinets. - Plug-In Components: Check that each plug-in component (rack mount detectors, relays, load switches, etc.) fits tightly and securely. - Ground Fault Receptacle: Verify the proper operation of "Test" and "Reset" buttons on GFCI type outlets. - Controller Operation: Manually place vehicle and pedestrian calls on each phase through the cabinet test switches or the controller keypad, to verify controller servicing of each active phase. Check controller logs for any faults that have occurred and make note for the file. Confirm controller time and dates are correct. (Especially after day light savings time change). - Conflict Monitor/Malfunction Management Unit: Verify time and dates are correct in any CMU/MMU with an internal clock. - Detector Operation (inductive loops): Verify the detection zones for each detector by observing the turn-on of the appropriate detection indicator as a vehicle passes over the detector loop(s). Check also that a call is placed on the correct controller phase. - Detector Operation (video detection): Verify camera operation by monitoring the vehicle call on the video controller unit. Also, verify the calls going to the detector call page in the controller. - Equipment Displays and Indicators: Verify that all LED and LCD displays and indications on all cabinet equipment are working properly. - Battery Backup System: (If Equipped) Check battery backup display for AC IN, UPS OUTPUT, and INVERTER indications. All should be on when utility power is supplied to the cabinet. Make note if either is out of range. Keep records of events recorded and total battery run time between maintenance checks to help indicate problem intersections. Check all battery connections to ensure they are clean and secure. Labor and material costs to replace malfunctioning units or parts will be paid in addition to the established flat pm rate fee per intersection. Intersection Walk-Around (included as a part of Routine Maintenance): - General: Remove any easily removable, unauthorized signs, stickers and posters and note any graffiti existing on signal poles or equipment. Notify City of any graffiti observed on traffic signal equipment. - Signal Heads: Verify that all vehicle and pedestrian heads properly display all indications and the signals are not damaged. Verify the alignment of all heads to the intended direction. Verify REQUEST FOR PROPOSALS FOR TRAFFIC SIGNAL MAINTENANCE SERVICES CITY OF ROSEMEAD RFP 2019-07, Page 5 that all back plates, visors and doors are visibly secure. Report any landscaping that restricts the view of signal heads to the City (Signal heads should be visible from 250 feet). Labor and material costs to replace malfunctioning displays with ITE approved LED units will be paid in addition to the established flat pm rate fee per intersection. - Pedestrian Equipment: Check all pedestrian push buttons (and bicycle push buttons where provided) and signals by hand to ensure that they are securely mounted and operating properly. Replace damaged or malfunctioning buttons with larger size 2” ADA type buttons as necessary. Labor and material costs to replace malfunctioning buttons will be paid in addition to the established flat pm rate fee per intersection. - Internally illuminated street name signs (IISNS) or Reflectorized Street Name Signs (RSNS): Verify that the IISNS or RSNS is adequately connected to frame, clamp and brackets, and no panel is broken or missing. Labor and material costs to replace damaged parts will be paid in addition to the established flat pm rate fee per intersection. - Safety Lighting (Night Check): Conduct nighttime check of safety lights and illuminated street name signs at signalized intersections where such devices exist. Submit to the City for approval a report listing necessary repairs with cost estimates. Labor and material costs to replace damaged parts will be paid in addition to the established flat pm rate fee per intersection. - Miscellaneous: Check all detector loops for sealant deterioration, exposed wire, etc. Labor and material costs to reseal or replace loops will be paid in addition to the established flat pm rate fee per intersection. Semi-Annual (Twice yearly) In addition to the Monthly preventative maintenance services above - Air Filter: Replace air filters for Traffic Cabinet, Service Cabinet and if equipped Battery Backup Cabinet every 6 months. - Electrical service: (type II or Type III pedestal) customer section of electrical service shall be thoroughly cleaned and documented on the cabinet log book to date and time of cleaning Annual (Yearly) In addition to the Monthly & Semi-Annual preventative maintenance services above - Annual Conflict Monitor Testing: Replace conflict monitor units and malfunction monitor units (CMU’s, MMU’s) with a spare unit and testing and certification. Printed certifications meeting industry standards shall be provided to the City for each monitor unit. Labor and material costs to repair or replace failed or obsolete units will be paid in addition to the established flat pm rate fee per intersection. Preventive Maintenance Flashing Beacons, Flashing Crosswalks, and Speed Feedback Signs The maintenance of flashing beacons, flashing crosswalks, and speed feedback signs will be conducted on a Bi-monthly basis. REQUEST FOR PROPOSALS FOR TRAFFIC SIGNAL MAINTENANCE SERVICES CITY OF ROSEMEAD RFP 2019-07, Page 6 Routine Maintenance (Bi-Monthly) The maintenance and inspection of flashing beacons, flashing crosswalks, and electronic speed feedback signs shall include, but not limited to: • Clean cabinet inside and outside, wipe down all lenses, displays and remove any foreign material. - Check power supply voltage, Check Batteries, solar equipment/chargers, voltage regulators and verify operations. • Check settings for on/off timing, flashing rate, flashing duration, and time of day. • Maintain all digital time clocks to National Bureau of standards time. • Observe each pole, head, traffic control sign, etc., and remove foreign material. • Special attention shall be given to update Holidays, Daylight Savings Time, and shut- down periods. • Replace damaged or malfunctioning lamps, LED indications, in-road warning lights (IRWL), detection bollards, and pressure pads meeting manufacturer’s specifications with prior approval by the Director of Public Works or their designee. All repairs and replacements shall be authorized by City prior to performing; Labor and material costs shall be submitted to the City for Authorization. Extraordinary Maintenance/Emergency Response/Extra Work Repairing downed signal heads, poles, damaged controller and cabinet, damaged internally illuminated street name signs, and damaged inductive loops, sensing elements, pedestrian push buttons, pedestrian signal heads, wiring, audio devices, and other operational equipment related issues. Providing assistance to the City during special events and/or support during City construction projects as necessary to implement revised traffic signal timing and phasing for changed traffic conditions. Traffic Signal and Pedestrian Signal Indications: Replace or repair standard traffic signals (red, yellow, green & Arrows) and pedestrian signal display units as they malfunction upon authorization from the City. All traffic signal and pedestrian indications shall be ITE approved LED units only. Emergency work includes, but is not limited to the following: Respond within two (1) hours after City's notice of the following events: 1. Any signal controller malfunction. 2. Burned-out Signal Indications. 3. Other situations deemed potentially hazardous to public safety. Notify the City within twenty-four (24) hours of any change in traffic signal operation caused by REQUEST FOR PROPOSALS FOR TRAFFIC SIGNAL MAINTENANCE SERVICES CITY OF ROSEMEAD RFP 2019-07, Page 7 controller replacement, timing changes, and loss of master control or traffic collisions. Emergency calls that require replacement of equipment will not require approval from City before such replacement occurs. Additional staffing shall be provided where the responding technician cannot handle emergency work alone (knockdowns, wire pulls, etc.). Maintain a single local telephone where an on-call traffic signal technician can be reached twenty-four (24) hours per day. This telephone number will be made available to all persons designated by the City. Compensation for all Extraordinary work, Emergency work, and Extra work identified above will be paid at the hourly labor rates, vehicle and equipment rates, and material cost (plus markup) in accordance with the Cost Proposal included in this RFP. a. Scheduled Repair The Contractor shall investigate and determine the corrective requirements for each reported malfunction, failure, or outage of the traffic signal system. The equipment and components shall include, but are not limited to the following elements: Incandescent Lamps, Light Emitting Diode (LED) signal faces, Conflict Monitors, Internally Illuminated Street Name Sign Tubes, LED Illuminated Street Name Signs, Signal Safety Lights, Load Switches, Detector Amplifiers, Transfer Switches, Flasher Switches, Breaker Switches, Ballasts, Starters, Sockets, Fuses, Fuse Holders, Photoelectric Cells, Signal and Safety Light Wiring in Poles, etc. This work shall be performed in accordance with the unit cost provided in the Cost Proposal in this Solicitation. For any work not covered by the Cost Proposal in this Solicitation, the Contractor shall submit a cost proposal to the City prior to performing any corrective work. The City reserves the right to furnish supplies, materials, and installed equipment required for performance of the work. b. Emergency Response Work The City may request that the Contractor perform emergency response work on the traffic control system. The Contractor shall provide and maintain emergency service response on a twenty-four (24) hour a day, seven (7) days per week basis (24/7), including all holidays. This work shall be performed on a time and materials basis in accordance with the unit cost provided in the Cost Proposal in this Solicitation. The Contractor shall provide the City with a contact name and phone number of personnel responsible for 24/7 services. 1. Emergency Response Work may include, but is not limited to the following: • Downed signal heads, poles, signal on flash, signal blackout, burned-out lamps, damaged controller and cabinet, damaged illuminated street name signs, damaged inductive loops, sensing elements, pedestrian push buttons, electroliers, pedestrian signal heads, wiring, and other operational equipment related issues. REQUEST FOR PROPOSALS FOR TRAFFIC SIGNAL MAINTENANCE SERVICES CITY OF ROSEMEAD RFP 2019-07, Page 8 • Assisting the City for special events or for City construction projects, as necessary to implement revised traffic signal timing and phasing for changed traffic conditions. 2. Equipment for Emergency Work • Repair, replace or otherwise render in good working order any and all defective parts of the traffic signal equipment with like make and model parts. Whenever equipment is removed, the City representative shall be notified by phone and email within twenty-four (24) hours. • The Contractor shall cover the cost of replacing any parts to the traffic signal system. The City shall reimburse the Contractor for materials used for repairs, in an amount equal to the cost of the materials including an agreed mark-up price. • Notify the City representative in advance of any traffic signal deactivations (by phone and email) that may be required to provide the required services. Traffic signal de-activations shall not be scheduled without the approval of an authorized representative of the City. All traffic signal controller equipment shall be maintained as recommended by the manufacturer. • The Contractor, at own cost, shall place barricades, clean up debris, properly dispose of all damaged components. c. Maintenance Records Contractor shall create and maintain an inventory list of the equipment in the controller cabinet at each location. The inventory shall include the model, manufacturer, serial number, and quantity of each piece of equipment and installation date. The inventory list shall be continuously updated and a copy shall be furnished to the City every four (4) months in a Microsoft Excel spreadsheet. Contractor shall maintain a copy of the Preventive Maintenance Inspection Form approved by the City at each intersection. The checklist shall be completely filled out during each routine maintenance inspection and during any time repairs are made to the controller or any related equipment in the controller cabinet or the signal equipment at the intersection (detector loops, pedestrian heads, signal heads, lenses, lamps and signal poles, etc.). A printout of the signal control database shall be kept in each controller cabinet. Timing changes shall be indicated on the printout. Only the City’s representative shall authorize timing changes except that the Contractor may make changes required on a temporary basis due to maintenance operations or to maintain a satisfactory signal operation when there is a detection failure. d. Monthly Activity Report The Contractor shall provide a computerized monthly activity report to the City by the fifteenth working day of each month for the previous month’s activities. The report shall be provided both as a printout and as a Microsoft Excel Spreadsheet compatible computer REQUEST FOR PROPOSALS FOR TRAFFIC SIGNAL MAINTENANCE SERVICES CITY OF ROSEMEAD RFP 2019-07, Page 9 file transmitted by e-mail and attached to the monthly invoice. No payment will be made without submittal of the report. The report shall include: 1. Preventive Maintenance: Time and date the preventive maintenance was performed. 2. Scheduled Repairs: A complete record of all work that was performed on the traffic signal equipment during the previous month including the date and time, make, model, and serial number of any major components or other equipment that was newly installed at each intersection. 3. Emergency Response Work: Time the service calls were received, time arrived at the intersection, the response time, nature of the problem, the number of hours spent for each repair, materials used, whether the activity is related to accident or vandalism, and a special listing of intersections with three or more calls in one month. e. Response and Service The Contractor shall provide response and service on a twenty-four (24) hour, seven (7) day per week basis. Immediate action shall be taken to safeguard the public any time a signal installation becomes partly or totally inoperative from any cause whatsoever. The Contractor shall provide the City with a contact name and phone number of personnel responsible for 24/7 services. The maximum response times shall be as follows: 1. Emergency and accident maintenance – one (1) hour 2. Replacement of burned out signal faces – two (2) hours 3. All other signal maintenance – twenty-four (24) hours 4. Safety Lighting – twenty-four (24) hours 5. Illuminated Street Name Signs – forty-eight (48) hours Signal on flash, signal blackout not caused by a power outage, and any malfunction of pedestrian signals shall constitute an emergency. The City may extend the maximum response time for maintenance on a case-by-case basis if the signal remains operational in a satisfactory manner and the condition poses no immediate hazard to the public. Failure to meet the response time requirements by the Contractor shall be sufficient cause for the City to authorize maintenance to be completed by others and deduct the costs of said maintenance from payments due to the Contractor. Repetitive failure shall be deemed sufficient cause for the City to terminate the contract. f. Signal Shut Down and Signal on Flash The contractor shall immediately notify the City’s Public Works Department, Rosemead LA County Sheriff Department, and Fire Department of any signal turn-offs or signal on flash necessitated by their operation. Signal shut down of any duration and signal on flash operation in excess of fifteen (15) minutes must be first authorized by the Public Works Department. g. Spare Equipment REQUEST FOR PROPOSALS FOR TRAFFIC SIGNAL MAINTENANCE SERVICES CITY OF ROSEMEAD RFP 2019-07, Page 10 The Contractor shall maintain adequate storage and shop facilities and sufficient stock of spare parts and signal equipment to affect maintenance to the signals. The Contractor shall maintain at least one fully tested standby controller that is compatible with the City’s system. The Contractor will own and maintain all spare parts until installation in the City. h. Salvaged Equipment The Contractor shall deliver any salvaged or salvageable equipment or material to the location in the City as directed by the Public Works Department. Any material or equipment declared non-salvageable by the Public Works Department shall be taken from the City and disposed of properly by the Contractor and Contractor’s cost. Components such as mast arms and luminaries that are undamaged may be reused at the direction of the City. i. New Traffic Signals The contractor shall maintain new traffic signals, safety lights, speed feedback signs, in- pavement flashing crosswalk lights, flashing beacons, and appurtenant devices as they are being installed, or become a part of the maintenance requirements of the City. As requested by the City, the contractor shall provide support and review of new traffic signal turn-ons. j. Other Devices The Contractor will be required to maintain any additional beacons, speed feedback signs, in-pavement flashing crosswalk lights, and appurtenant devices as they are installed in the City. The maintenance of flashing beacons, flashing crosswalks, and speed feedback signs will be conducted on a Bi-Monthly basis or as directed by the City. The maintenance and inspection of flashing beacons, flashing crosswalks, and electronic speed feedback signs shall include, but not limited to: • Clean cabinet inside and outside, and remove any foreign material. • Check power supply voltage, solar equipment, and replace any batteries as needed. • Check settings for on/off timing, flashing rate, flashing duration, and time of day. • Maintain all digital time clocks to National Bureau of standards time. • Observe each pole, head, traffic control sign, etc., and remove foreign material. • Special attention shall be given to update Holidays, Daylight Savings Time, and shut- down periods. • Replace damaged or malfunctioning lamps, LED indications, in-road warning lights (IRWL), detection bollards, and pressure pads meeting manufacturer’s specifications with prior approval by the Director of Public Works or their designee. REQUEST FOR PROPOSALS FOR TRAFFIC SIGNAL MAINTENANCE SERVICES CITY OF ROSEMEAD RFP 2019-07, Page 11 III. Underground Service Alert (Dig Alert) Monitoring The Contractor will be required to adequately mark all traffic signal conduits, traffic signal interconnect/communication lines, and equipment as well as street lights on behalf of the City in accordance with the California Government Code Section 4216 et seq. The City’s designated representative will monitor notifications submitted by Underground Service Alert (USA) to the City, and will furnish applicable notifications to a representative of the Contractor to coordinate the markings of any signalized intersections that may be scheduled for construction work or excavations as evidenced by notification from USA. The Contractor shall establish a process for monitoring and tracking the marking of any affected intersections; an Intersection Record Log shall be created, with the USA notification and corresponding action noted in the controller, with a copy provided to the City. The Contractor shall assume all liability for satisfying the City’s obligations to adequately identify underground structures in accordance with this law. Compensation for providing USA –Dig Alert services identified above will be paid at a flat rate per occurrence in accordance with the Cost Proposal in this Solicitation. IV. Warranty Service New equipment installed by the Contractor shall be covered with a material and workmanship warranty for one (1) year after acceptance. Where parts or material become defective during this warranty period, the Contractor shall notify the City so that the warranty may be exercised. The Contractor shall be responsible for exercising maintenance and replacement covered by the warranty. No additional or separate compensation shall be paid for warranty service work. At expiration of the warranty, servicing of traffic signals shall be performed in accordance with these specifications. V. Payment Payments will be made within thirty (30) days after an invoice has been approved by the City’s designated representative. Copies of all invoices for supplies, materials, and installed equipment shall be included with the invoice. VI. Working Day The Contractor’s working day activities for preventive maintenance and scheduled repairs shall be limited to the hours of 7:00 AM and 5:00 PM, Monday through Friday, excluding designated City holidays. Deviations from normal working hours will not be allowed without prior written consent of the City. VII. Wages Paid to Contractor’s Workers Pursuant to California Labor Code Article 2, Wages, Section 1770 et seq., the work described herein is a “public work” as defined by this Article of the Labor Code and requires payment of prevailing wages pursuant to Labor Code Section 1771. Contractors are advised to familiarize themselves with this provision and with Departmental of Industrial Relations opinions and interpretations relative to traffic signal maintenance. Failure to comply with the Labor Code may result in imposition of statutory penalties enumerated in Labor Code Section 1775. REQUEST FOR PROPOSALS FOR TRAFFIC SIGNAL MAINTENANCE SERVICES CITY OF ROSEMEAD RFP 2019-07, Page 12 VIII. Contract Period The Traffic Signal Maintenance contract will have a three (3) year term, with two optional one (1) year terms. The total term of the proposed contract may extend for five (5) years from award by the City. IX. Schedule Notice for Request for Proposal (RFP) posted and issued…………May 21, 2019 Deadline for receipt of Questions…………………………………......May 27, 2019, 3:00 PM Deadline for receipt of Proposals………………………...........……..May 30, 2019, 10:00AM Contract awarded by City Council…………………………….………June 11, 2019 X. Minimum Qualifications and Reference Contact Information a. Contractor’s License The Contractor shall possess a valid, current and in good standing California Class A or Class C-10 License and a C-31 Contractors License issued by the California State Contractor Licensing Board. A copy of the contractor’s license number and date of expiration shall be included in the submitted Proposal. Failure to produce and possess the specified license will render the Proposal as non-responsive. b. Qualified Personnel All equipment shall be CAL-OSHA Certified and the Contractor shall have on-staff, certified personnel with the following qualifications: 1. Level Three technician with certification by the International Municipal Signal Association (IMSA) with at least three (3) years’ experience in traffic signal repairs; 2. Level Two technician with certification by the International Municipal Signal Association (IMSA) with at least three (3) years of experience in traffic signal repairs. The submitted Proposal shall identify by name the certified personnel who will be available and would be assigned to provide traffic signal maintenance services to the City. c. Company Background The Contractor shall be skilled and regularly engaged in traffic signal maintenance as well as performing Underground Service Alerts (USA’s). Provide a minimum of three (3) references from other municipal, city, or county governmental agencies for which the Contractor is currently providing the services described in this Solicitation must be provided. Provide an additional two (2) references for which the Contractor previously provided the services described in this Solicitation within the last five (5) years. All listed references shall be a municipal, city, or county governmental agency. d. Negative History The Contractor shall include in its Proposal a complete disclosure of any alleged REQUEST FOR PROPOSALS FOR TRAFFIC SIGNAL MAINTENANCE SERVICES CITY OF ROSEMEAD RFP 2019-07, Page 13 significant prior or on-going contract failures, any civil or criminal litigation or investigation pending which involves the Contractor or in which the Contractor has been judged guilty or liable within the last five (5) years. If there is no negative history to disclose, the firm shall affirmatively state in its Proposal there is no negative history to report. Failure to comply with the terms of this provision may disqualify any proposal. The City reserves the right to reject any proposal based upon the firm’s prior documented history with the City or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failures to meet contract milestones or other contractual failures. XI. Proposal Requirements The proposal shall describe the methodology to be used to accomplish each of the project tasks and services expected as defined in the Scope of Work. The Proposal shall also describe the work that shall be necessary to satisfactorily complete the tasks and service requirements. Please note that this Request for Proposals cannot identify each specific, individual task required to successfully and completely implement this project. The City of Rosemead relies on the professionalism and competence of the Proposing Contractor to be knowledgeable of the general areas identified in the Scope of Work and of adequate competence to include in its proposal all required tasks and subtasks, personnel commitments, man hours, direct and indirect costs, etc. The City of Rosemead will not approve addenda to the Contractor’s agreement which do not involve a substantial change from the general Scope of Work identified in this Request for Proposal. a. Criteria Each Proposal Package shall consist of the format described below. Due to demands on the time of the Selection Committee members, please limit your submittal to 25 pages and number all pages. Submittals that are longer in length or do not conform to the submittal format described below may be removed from consideration at the discretion of the City. The cover letter, required forms, tabs, dividers, and appendix do not count toward the page limit. The cover letter shall present an executive summary of the Proposal, and emphasize strong points of the project team and the firm’s experience. Include the name, address, telephone number, title, and signature of the firm’s contact person for this procurement. The signatory shall be a person with the official authority to bind the company. The cover letter shall state that the submittal is valid for 61. Submittals shall include: • One (1) printed copy marked “Original” and containing an original signature. • Three (3) printed copies marked “Duplicate”. • One (1) complete electronic copy in pdf format on a compact disc or flash drive. b. Responses shall be organized into five (5) sections REQUEST FOR PROPOSALS FOR TRAFFIC SIGNAL MAINTENANCE SERVICES CITY OF ROSEMEAD RFP 2019-07, Page 14 1. Information/background on the Contractor Provide a brief introduction, address the size of the firm, the number of years in business, the availability of the firm to perform the tasks and services requested, and the history of the firm. Include key contact information (address, phone, fax, and email). Refer to the “Company Background” and “Negative History” requirements listed above. 2. Key Personnel/Qualifications Provide a brief resume for each of the key persons proposed to work on this project. Credentials of corporate executives or firm principals are not necessary or desired unless these individuals will play an active role in the proposed project. Any key sub- contractors proposed should be identified, and information on their respective role in the project shall be included. Refer to “Qualified Personnel” requirements listed above. 3. Past Experience/References Refer to “Company Background” listed above. 4. Understanding of Scope of Work and Work Proposal Demonstrate the understanding of the tasks and services requested in the Scope of Work, and provide the Work Proposal/Approach to accomplish the services described in this Request for Proposals. 5. Cost Proposal The Contractor shall provide a Cost Proposal for the following items: i. Preventive Maintenance – Total Annual Amount ii. Emergency Response Work – Hourly labor rate and overtime labor rate; vehicle and equipment fee schedule; material mark-up rate iii. Underground Service Alert – Rate per occurrence c. Due Date All proposals must be received in the City of Rosemead, City Clerk’s Office by 10:00 A.M., Thursday, May 30, 2019. It is the responsibility of the Proposer to see that any proposal sent through the mail, or any other delivery method, shall have sufficient time to be received by the City of Rosemead, City Clerk’s Office prior to the proposal due date and time. Late proposals will be not be accepted. Proposals shall be sealed, clearly marked and identified and must be submitted to: City of Rosemead City Clerk’s Office 8838 East Valley Boulevard Rosemead, CA 91770 All inquiries and responses to this proposal shall be submitted via mail or e-mail to: REQUEST FOR PROPOSALS FOR TRAFFIC SIGNAL MAINTENANCE SERVICES CITY OF ROSEMEAD RFP 2019-07, Page 15 Robert Chavez Public Works Manager City of Rosemead 8838 East Valley Boulevard Rosemead, CA 91770 rchavez@cityofrosemead.org (626) 569-2154 Interpretations or clarifications considered necessary in response to such questions will be resolved by the issuance of formal Addenda to the RFP. The deadline for all questions is Monday, May 27, 2019 at 3:00 PM. Questions received after this date and time may not be answered. Only questions that have been resolved in writing will be binding. Oral and other interpretations or clarifications will be without legal or contractual effect. d. Delivery Proposals must be delivered in a SEALED envelope/package and shall state the following on the outside of the envelope: “Proposal for Traffic Signal Maintenance Services”. e. Contractor Selection Each proposal will be reviewed by an evaluation committee to determine if it meets the proposal requirements. Failure to meet the requirements of the Request for Proposals may be cause for rejection of the proposal. The evaluation committee may ask for interviews. Attendance at any such interview will be at the Proposer’s expense. The evaluation committee will make a recommendation of the Contractor for a contract to be awarded by the City Council. The City reserves the right to reject any or all proposals and to determine which proposal is, in the City’s judgment, the most responsive. The City also reserves the right to waive any informality in any proposal and to delete certain items listed in the proposal as set forth therein. Costs for developing, submitting, and presenting proposals are the sole responsibility of the Proposer and claims for reimbursement will not be accepted by the City. f. Award of Contract It is the City’s intent to award a single contract to the contractor that can best meet the requirements of the Request for Proposals document. This contract would be for three (3) consecutive years with the possibility of two (2) one (1) year extensions. The City reserves the right to award a contract to multiple contractors or a single contractor or to make no award, whichever is in the best interest of the City. g. Business License The successful Contractor that is awarded the contract will be required to be licensed in accordance with the City of Rosemead Business License Ordinance of the Rosemead Municipal Code. h. Insurance Requirements REQUEST FOR PROPOSALS FOR TRAFFIC SIGNAL MAINTENANCE SERVICES CITY OF ROSEMEAD RFP 2019-07, Page 16 The selected Consultant shall maintain in force at all times during the performance of this contract the following insurance policies: 1. Comprehensive General Liability, including contractual liability, products and completed operations and business automobile liability, all of which will include coverage for both bodily injury and property damage with a combined single limit of $2,000,000. The City shall be named as “additional insured” on all policies required to be furnished. 2. Professional liability coverage with limits not less than $1,000,000 per occurrence and $2,000,000 aggregate. 3. Workers’ Compensation coverage at statutory limits. 4. The consultant shall assume liability for the wrongful or negligent acts, errors and omissions of its officers, agents and employees and subcontractors, and have adequate insurance to cover such negligent acts, errors and omissions with limits of $2,000,000. C. PRE-CONTRACTUAL EXPENSES IN RESPONDING TO THE RFP PREPARATION The City shall not be liable for any pre-contractual expenses incurred by any bidder or by any selected consultant. Each bidder shall protect, defend, indemnify, and hold harmless the City from any and all liability, claims, or expenses whosoever incurred by, or on behalf of, the entity participating in the preparation of its response to this Request for Proposals. Pre-contractual expenses are defined as expenses incurred by bidders and the selected consultant, if any, in: • Preparing and submitting information in response to this Request for Proposals. • Negotiations with the City on any matter related to this procurement. • Costs associated with interviews, meetings, travel or presentations • All other expenses incurred by a bidder/consultant prior to the date of award and a formal notice to proceed. The City reserves the right to amend, withdraw and cancel this request. The City reserves the right to reject all responses to this request at any time prior to contract execution. The City reserves the right to request or obtain additional information about any and all proposals. RFP 2019-07, Page 17 COST PROPOSAL SCHEDULE “A” FLAT RATE MAINTENANCE SCHEDULE Item Description Quantity Unit Unit Price Total Annual Amount I. Preventive Maintenance (Traffic Signal System: includes safety lights) 43 Per Intersection $_______ $___________ II. Preventive Maintenance (Speed Feedback Signs) 18 Per Location $_______ $___________ III. Preventive Maintenance (In-Pavement Flashing Crosswalk Lights) 15 Per Location $_______ $___________ IV. Underground Service Alert – USA (Dig Alert Service) Per USA $_______ $___________ Special Note: The flat rate fee represents total compensation for all labor, material, equipment, and vehicles necessary to provide the corresponding tasks. TOTAL PROPOSAL ITEMS (I, II, III, IV) $___________ COST PROPOSAL SCHEDULE “B” SCHEDULED REPAIR SERVICES Item No. Description Unit Price 1. Replace Type A Detector Loop (1 to 4 loops) $_______ Per Loop 2. Replace Type A Detector Loop (5 or more 4 loops) $_______ Per Loop 3. Replace Type D Detector Loop (1 to 4 loops) $_______ Per Loop 4. Replace Type D Detector Loop (5 or more loops) $_______ Per Loop 5. Remove & Replace Video Detection Camera Unit (Iteris) $_______ Per Unit 6. Remove & Replace Vehicular LED Face Replacement During PM $_______ Per Face 7. Remove & Replace Pedestrian LED Face Replacement During PM $_______ Per Face 8. Remove & Replace Pedestrian Push Button During PM $_______ Per Button Special Note: The unit price represents total compensation for all labor, material, equipment, and vehicles necessary to complete the corresponding task. For any work not listed on Schedule B, the Contractor shall submit a cost proposal to the City prior to performing the work. RFP 2019-07, Page 18 COST PROPOSAL SCHEDULE “C” EMERGENCY RESPONSE SERVICES List the position titles and responsibilities of personnel that will be providing emergency response services to the City per this RFP. PERSONNEL Position Hourly Straight Time Hourly Overtime Title: Traffic Signal Supervisor $_________________ $_____________ Title: Traffic Signal Electrician Foreman $_________________ $_____________ Title: Traffic Signal Electrician $_________________ $_____________ Title: Traffic Signal Laborer $_________________ $_____________ COST PROPOSAL SCHEDULE “C” EMERGENCY RESPONSE SERVICES CONTINUED VEHICLES AND EQUIPMENT The vehicles and equipment listed hereon may not accurately reflect the rolling stock used by your firm. For those vehicles and equipment that are not used by your firm, cross out and mark as “N/A” to indicate that the vehicle or equipment is not available or necessary for the emergency response services requested in this RFP. Personnel Vehicle $__________________ Per Hour Pickup Truck $__________________ Per Hour Service/Utility Truck $__________________ Per Hour Altec/Tesla Bucket Truck Crane Truck $__________________ $__________________ Per Hour Per Hour Concrete Saw $__________________ Per Hour Air Compressor with Tools $__________________ Per Hour ______________________________________ $__________________ Per Hour ______________________________________ $__________________ Per Hour ______________________________________ $__________________ Per Hour RFP 2019-07, Page 19 Any equipment not listed will be paid per current Caltrans equipment rates. The City will pay a maximum travel time of one hour in each direction. MATERIAL MARK-UP Material mark-up will not exceed __15_____% of supplier’s invoice price (cost) that will be furnished to the City in any cost proposal for emergency response work. RFP 2019-07, Page 20 Traffic Signal Intersection Locations, Flashing In-Pavement Crosswalk Locations, and Speed Feedback Sign Locations Traffic Signal Intersection Locations ID Location ID Location 1. Lower Azusa Rd./ Encinita Ave. 24. Garvey Ave./ Kelburn Ave. 2. Mission Dr./ Walnut Grove Ave. 25. Garvey Ave./ Delta Ave. 3. Mission Dr./ Muscatel Ave. 26. Garvey Ave./ Muscatel Ave. 4. Mission Dr./ Encinita Ave. 27. Garvey Ave./ Rosemead Pl./River Ave. 5. Mission Dr./ Valley Blvd. 28. Garvey Ave/ Garvey Community Center 6. Valley Blvd./ Delta Ave. 29. San Gabriel Blvd./ Hellman Ave. 7. Valley Blvd./ Walnut Grove Ave. 30. San Gabriel Blvd./ Emerson Pl. 8. Valley Blvd./ Muscatel Ave. 31. San Gabriel Blvd./ Garvey Ave. 9. Valley Blvd./ Ivar Ave. 32. San Gabriel Blvd./ Klingerman Ave. 10. Valley Blvd./ Hart Ave. 33. San Gabriel Blvd./ Graves Ave. 11. Valley Blvd./ Rio Hondo Ave. 34. San Gabriel Blvd./ Potrero Grande Dr. /Rush St. 12. Valley Blvd./ Merwyn C. Gill Way 35. Walnut Grove Ave./ Wells St. 13. Valley Blvd./ Temple City Blvd. 36. Walnut Grove Ave./ Marshall Ave. 14. Temple City Blvd./ Marshall St. 37. Walnut Grove Ave./ Garvey Ave. 15. Temple City Blvd./ Loftus Dr. 38. Walnut Grove Ave./ Fern Ave. 16. Rush St./ Walmart 39. Walnut Grove Ave./ Klingerman Ave. 17. Jackson Ave./ Hellman Ave. 40. Walnut Grove Ave./ Edison Way 18. Jackson Ave./ Garvey Ave. 41. Walnut Grove Ave./ Rush St. 19. Jackson Ave./ Graves Ave. 42. Walnut Grove Ave./ Walmart 20. Del Mar Ave./ Hellman Ave. 43. Walnut Grove Ave./ Landis View Ln. 21. Del Mar Ave./ Emerson Pl. 22. Del Mar Ave./ Garvey Ave. 23. Del Mar Ave./ Highcliff St. RFP 2019-07, Page 21 Traffic Signal Intersection Locations, Flashing In-Pavement Crosswalk Locations, and Speed Feedback Sign Locations Flashing In-Pavement Crosswalk Locations ID Located on Quantity Between 1. Ivar Ave. 2 Mission Dr. Newby Ave. 2. Muscatel Ave. 1 Scott St. Hovey St. 3. Mission Dr. 1 Earle Ave. Walnut Grove Ave. 4. Mission Dr. 1 Delta Ave. West City Limit 5. Mission Dr. 1 Muscatel Ave. Ivar Ave. 6. Mission Dr. 1 Rosemead Blvd. Loma Ave. 7. Encinita Ave. 2 Mission Dr. Lower Azusa Rd. 8. Fern Ave. 1 Walnut Grove Ave. Earle Ave 9. Rush St. 1 San Gabriel Blvd. Walnut Grove Ave. 10. Jackson Ave. 1 Garvey Ave. Newmark Ave. 11. Jackson Ave. 1 Whitmore St. Emerson Pl. 12. Emerson Pl. 1 Stevens Ave. Prospect Ave. 13. Emerson Pl. 1 Del Mar Ave. Kelburn Ave. Speed Feedback Locations ID Located on Quantity Between 1. Ivar Avenue 2 Valley Boulevard Mission Drive 2. Muscatel Avenue 2 Valley Boulevard Mission Drive 3. Mission Drive 1 Walnut Grove Avenue Willard Avenue 4. Mission Drive 2 Rosemead Boulevard Encinita Avenue 5. Encinita Avenue 2 Mission Drive Lower Azusa Road 6. Fern Avenue 2 Walnut Grove Avenue Angelus Avenue 7. Rush Street 2 San Gabriel Boulevard Walnut Grove Avenue 8. Del Mar Avenue 1 Highcliff Street Graves Avenue 9. Mission Drive 1 Muscatel Avenue Tomik 10. Mission Drive 1 Ivar Avenue Rosemead Boulevard 11. Mission Drive 1 West City Limit Delta Avenue 12. Walnut Grove 1 Hellman-Ramona Dorothy Street