HomeMy WebLinkAbout2009-12-01; City Council; 20044; Traffic Signal Maintenance Bid No 10-02 RITCITY OF CARLSBAD - AGENDA BILL
20.044AB#
MTG. 12/01/09
DEPT. PW/GS
AWARD OF CONTRACT FOR TRAFFIC SIGNAL
MAINTENANCE SERVICES BID NO. 10-02, TO REPUBLIC
INTELLIGENT TRANSPORTATION, INC.
DEPT. HEAD
CITY ATTY.
CITY MGR.
RECOMMENDED ACTION:
Adopt Resolution No. 2009-291 accepting the bid and awarding the contract to
Republic Intelligent Transportation, Inc. dba Republic ITS, for Traffic Signal Maintenance Services, Bid
No. 10-02, for an amount not-to-exceed $1,352,270 in the initial two year agreement term.
ITEM EXPLANATION:
The City of Carlsbad utilizes contracted traffic signal maintenance services for one hundred and sixty-
seven signalized intersections in the City of Carlsbad. This service has been traditionally performed by
a service contractor. Utilizing a service contractor allows the City to provide these services without the
need to increase staffing, purchase and maintain expensive specialty equipment and allows staff
resources to be allocated to our core maintenance functions.
On August 24, 2009, the City Clerk published a Notice Inviting Bids for this service agreement. In
addition, staff sent notification of the pending agreement to nine vendors in the southern California
metropolitan area. Three vendors attended the mandatory pre-bid meeting held on September 16,
2009.
One bid was received, opened, witnessed, and recorded on September 29, 2009. The bid received
from Republic ITS totaled $676,135 per agreement year. Although staff did attempt to attract
additional bids, there are very few vendors that perform the comprehensive traffic signal maintenance
and repair services required by the City of Carlsbad and provided by Republic ITS. Republic ITS is the
current contracted traffic signal maintenance vendor for over 50 public agencies in the southern
California metropolitan area. This agreement was previously bid in 2003. Only two bids were received
at that time and Republic ITS was awarded the agreement.
Staff has evaluated the bid from Republic ITS and has determined that it is a responsive bid.
Republic ITS has provided the City of Carlsbad with traffic signal maintenance services for the last
fifteen years and have provided top quality services. Republic has demonstrated the ability to provide
full service traffic signal maintenance services including replacement of traffic signal controllers, traffic
signal poles, masts and associated signal equipment as well as routine maintenance and repair
services.
Staff recommends that Council approve this agreement for a two year period and authorize the City
Manager to approve a maximum of two additional two year extensions. There are two primary
reasons for establishing a two year cycle with this and other major maintenance agreements. Two
year agreements establish a cost basis for two years instead of the traditional one year period and
limit cost of living compensation increase requests over the life of the agreement. General Services
also administers dozens of large and complex maintenance agreements. Extending the agreement
period to two years minimizes the number of amendments to extend and greatly reduces the staff
overhead required to process these amendments.
DEPARTMENT CONTACT: Dale A. Schuck, (760) 802-5788, dale.schuck@carlsbadca.gov
FOR C/7Y CLERKS USE ONL Y. ,
COUNCIL ACTION: APPROVED EJ
DENIED D
CONTINUED D
WITHDRAWN D
AMENDED D
CONTINUED TO DATE SPECIFIC D
CONTINUED TO DATE UNKNOWN D
RETURNED TO STAFF D
OTHER-SEE MINUTES D
Page 2
ENVIRONMENTAL IMPACT:
This project is a Class 1 categorical exemption (minor alteration of existing structure or facilities) and
is, therefore, exempt from the environmental review process under provisions of the California
Environmental Quality Act (CEQA), Section 15301(c).
FISCAL IMPACT:
Staff wishes to inform Council that the bid is intended to establish bid item costs for each individual
item of work. This agreement was bid based on an agreed price for 17 separate routine maintenance
and repair activities that occur during normal business hours. The agreement was also bid on a time
and materials basis for non-routine repair activities that occur during normal business hours and after
normal business hours. Expenditures in the previous contract year for these services exceeded
$425,000. The total contract value is above this amount as traffic signal repair services are somewhat
unpredictable. The vendor will be paid on an agreed price and/or time and materials basis for actual
work performed as directed by the City. Actual payment to the contractor is expected to remain at
current expenditure levels for the initial two year agreement period.
The cost to replace a controller cabinet that is involved in a traffic collision is estimated at $25,000.
The cost to replace a large signal pole is estimated at $25,000 to $35,000 and the cost to replace a
small signal pole is estimated at $8,000. These repair costs are not predictable or preventable, as
they usually occur due to vehicle accidents. The number of vehicle accidents can vary greatly from
year to year. Staff attempts to recover restitution from responsible parties for these repairs.
Additionally, authority to spend above the current expenditure level is needed to maintain additional
infrastructure as it is completed and accepted by the City, to insure that contractually acceptable cost
of living increases can be accommodated and to ensure that funds are available in the event that the
actual work exceeds the current estimates indicated in the bid documents. Future contract
expenditures will be determined by City needs and appropriations to the budget from Council.
This contract is funded from the Traffic Signal Maintenance Operating Budget - General Fund.
Sufficient appropriations are available in the Traffic Signal Maintenance Operating Budget - General
Fund to fully fund the current anticipated needs of the agreement.
Contract Years
Contract Years 1 & 2
Contract Years 3 & 4
Contract Years 5 & 6
Total Not-To-Exceed Contract Amount
Contract Amount
$1,352,270
$1,352,270
$1,352,270
$4,056,810
In summary, this is up to a six-year Traffic Signal Maintenance Service agreement based on the
selected best value contractor's bid of $676,135 per agreement year. As such, the total contract cost
for the initial two year agreement period is $1,352,270. Staff requests that Council authorize the City
Manager to extend the agreement for two subsequent two year agreement periods. The not-to-
exceed limit of the agreement total $4,056,810 for six years. The actual annual payments to the
contractor will be based on the costs of services provided within each two year term of the agreement.
PageS
EXHIBITS:
1. Resolution No. 2009-291 accepting the bid and awarding the contract to
Republic Intelligent Transportation, Inc. dba Republic ITS, for Traffic Signal Maintenance
Services, Bid No. 10-02, for an amount not-to-exceed $1,352,270 in the initial two year
agreement term.
2. Traffic Signal Maintenance Services Contract.
1
RESOLUTION NO. 2009-291
2
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
3 CARLSBAD, ACCEPTING THE BID AND AWARDING THE CONTRACT
TO REPUBLIC INTELLIGENT TRANSPORTATION INC., DBA
4 REPUBLIC ITS, FOR TRAFFIC SIGNAL MAINTENANCE SERVICES,
BID NO. 10-02, FOR AN AMOUNT NOT-TO-EXCEED $1,352,270 IN
K THE INITIAL TWO YEAR AGREEMENT TERM OF THE AGREEMENT.O ' " ' '
6 WHEREAS, the City of Carlsbad requires the services of a traffic signal maintenance
service contractor; and
WHEREAS, proper bidding procedures have resulted in the City's receipt of a bid from a8
qualified contractor, Republic Intelligent Transportation, Inc. dba Republic ITS; and
9
WHEREAS, a best value evaluation consistent with Carlsbad Municipal Code Section
10 3.28.060 was performed by staff and has resulted in staff's determination that the bid submitted by
Republic Intelligent Transportation, Inc. dba Republic ITS., at $676,135 per agreement year is the
1 ?best value to the City of Carlsbad; and
13 WHEREAS, staff recommends award of the contract for Bid 10-02 Traffic Signal
14 Maintenance Services to Republic Intelligent Transportation, Inc. dba Republic ITS., in an amount
15 not-to-exceed $1,352,270 in the initial two year agreement term; and
1Q WHEREAS, staff recommends Council authorize the City Manager to extend the
17 agreement for two subsequent two year agreement periods to a maximum compensation amount
of $4,056,810 during the maximum six year life of the agreement to ensure that funds are available18
to add work during the agreement years as infrastructure is completed and accepted by the City,19
to ensure that funds are available in the event that the actual work totals exceed the estimates
20
indicated in the bid documents, and to ensure that sufficient funds are available to fund increases
21 in compensation to the contractor in an amount not-to-exceed the Consumer Price Index for San
22 Diego County in the preceding two year term; and
23 WHEREAS, sufficient appropriations are available in the Traffic Signal Maintenance
24 Operating Budget - General Fund to fully fund the agreement.
25 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
26 California, as follows:
27 1. That the above recitations are true and correct.
28 /J
1 2. The bid of Republic Intelligent Transportation, Inc. dba Republic ITS., 371 Bel
2 Marin Keys Blvd., Suite 200, Novato, CA 94949, is the best value.
3 3. The bid of Republic Intelligent Transportation, Inc. dba Republic ITS, is hereby
4 accepted.
4. That the maximum compensation amount will not exceed $4,056,810 over the
maximum six-year period of the agreement.
7 5. That the City Manager may extend the agreement for two subsequent two year
agreement periods,b
6. That the Mayor of the City of Carlsbad is hereby authorized and directed to
execute an agreement with Republic Intelligent Transportation, Inc. dba Republic ITS for an
amount not-to-exceed $1,352,270 in the initial two year agreement term, a copy of which is
attached, for and on behalf of the City of Carlsbad.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council
of the City of Carlsbad on the 1st day of December, 2009, by the following vote to wit:
AYES: Council Members Lewis, Kulchin, Hall, Packard and Blackburn.
NOES: None.
ABSENT: None.
ATTEST:
L0RRAIN&M. WO6[),'City Cleifc 7\(SEAL) 0
AGREEMENT FOR TRAFFIC SIGNAL MAINTENANCE SERVICES
Republic Intelligent Transportation Services, Inc. dba Republic ITS
THIS AGREEMENT is made and entered into as of the ^~~ day of
200*1. by and between the CITY OF CARLSBAD, a municipal
corporation, ("City"), and Republic Intelligent Transportation Services, Inc. dba Republic ITS, a
corporation, ("Contractor").
DEFINITIONS
Repair: Authorized service work to equipment and systems required to preserve and
protect any City owned or maintained Traffic Signal systems as specified in this
Agreement.
Installations: Traffic Signal equipment installation and adjustment required to preserve
and protect any City owned or maintained Traffic Signal systems as specified in this
Agreement.
Maintenance: Any routine, recurring, and usual services or ROUTINE maintenance on
existing City systems necessary for the protection or preservation of any City owned or
maintained Traffic Signal systems as specified in this Agreement.
Demolition: The removal of Traffic Signal equipment required to preserve and protect
any City owned or maintained Traffic Signal systems as specified in this Agreement.
Service Report: Contractor's detailed report in City-approved, computer-generated
format covering all work performed under this Agreement. Service reports shall be
separate documents, listed by facility and shall note all inspections, repairs or service
work performed, condition statements and any other pertinent information to aid the City
in determining future equipment repairs, maintenance or replacement. Web based
report capability is highly desired.
RECITALS
A. City requires the professional services of a Traffic Signal Maintenance
Contractor that is experienced in providing routine, recurring and usual Traffic Signal
maintenance work necessary for the protection and preservation of City owned or
maintained Traffic Signal systems for their intended purposes.
B. Contractor has the necessary experience in providing professional
services and advice related to providing routine, recurring and usual Traffic Signal
maintenance work necessary for the protection and preservation of City owned or
maintained Traffic Signal systems for their intended purposes.
C. Selection of Contractor is expected to achieve the desired results in an
expedited fashion.
D. Contractor has submitted a bid to City and has affirmed its willingness and
ability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
7City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 1 of 58
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render the Traffic Signal
maintenance and repair services described in the Scope of Work contained in the City's
Request for Bids and the Contractor's bid, which are incorporated by this reference in
accordance with this Agreement's terms and conditions. The Contractor will perform
Traffic Signal maintenance and related services as needed and as authorized on an
agreed price basis and/or on a time and materials basis for repairs as specified in the
Contractor's bid. Nothing in this agreement is intended to create an exclusive
arrangement between City and Contractor. The City reserves the right to procure
Traffic Signal maintenance services from other CONTRACTORS as the City deems
appropriate.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional
care and skill customarily exercised by reputable members of Contractor's profession
practicing in the Metropolitan Southern California Area, and will use reasonable
diligence and best judgment while exercising its professional skill and expertise.
Contractor shall maintain a C-10 and a C-61/D-31 license issued by the California
Contractors State License Board throughout the term of this Agreement.
3. TERM
The term of this Agreement will be effective for a period of two-years from the date first
above written. The City Manager may amend the Agreement to extend it for two
additional two-year periods or parts thereof in an amount not to exceed Six Hundred
Seventy-six Thousand, One Hundred and Thirty-Five dollars ($676,135) per Agreement
year. Extensions will be based upon a satisfactory review of Contractor's performance,
City needs, and appropriation of funds by the City Council. The parties will prepare a
written amendment indicating the effective date and length of the extended Agreement.
Either the City or the Contractor may decline to confirm the renewal of the contract for
any reason whatsoever, which shall render the renewal option null and void
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5. COMPENSATION
The Contractor's Traffic Signal maintenance work will be by paid at a fixed cost rate for
scheduled maintenance and bid item work and at an hourly rate plus parts as indicated
in the agreement as detailed in the Contractor's bid. The total fee payable for the
Services to be performed during the initial Agreement term will not exceed One Million,
Three Hundred Fifty-two Thousand, Two Hundred and Seventy dollars ($1,352,270). No
other compensation for the Services will be allowed except for items covered by
subsequent amendments to this Agreement. The City reserves the right to withhold a
ten percent (10%) retention until City has accepted the work and/or Services specified
in the Contractor's bid.
The Contractor will perform work in accordance with all applicable Carlsbad
Municipal Code sections, other applicable California codes, OSHA standards and
any other regulatory requirements.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 2 of 58
There will be no additional charges such as travel or trip costs allowed. Payment for
service starts when the technician arrives at the City of Carlsbad owned or maintained
properties, and ends at the completion of required service work. Portal to portal
payment is not included in this Agreement.
All parts will be newly manufactured replacement parts or an equal approved by the
Inspector, or his authorized representative. Pricing to City of Carlsbad will be in
accordance with bid item costs or hourly labor cost plus parts markup as indicated in the
CONTRACTOR'S Proposed Cost of Services Chart. Invoices must be submitted with
request for payment.
The Contractor shall submit invoices to the Inspector, or his authorized representative
by the 5th day of the month for work performed in the previous month under this
contract. The Contractor shall provide detailed records of all work performed and
include all required reports of systems and/or equipment(s) serviced or repaired.
Failure to provide the required documents, invoices, and reports will result in the City of
Carlsbad withholding payment to the Contractor until all the required documentation,
including supplier invoices for parts, are provided to the City.
If an increase in compensation for service in succeeding option periods is requested,
the Contractor must provide detailed supporting documentation to justify the requested
rate increase. The City will evaluate the requested increase, and the City reserves the
right to negotiate, accept or reject the Contractor's requested compensation increase.
This Agreement's annual compensation terms may be adjusted by a mutually agreeable
amount based on and no greater than the aggregate San Diego Consumer Price Index
changes over the previous contract period. Requests for price changes must be made
by the Contractor in writing sixty (60) days before the end of the then-current agreement
year and is subject to negotiation or rejection by the City. Compensation increases will
not be authorized prior to the end of each contract period.
6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent
contractor and in pursuit of Contractor's independent calling, and not as an employee of
City. Contractor will be under control of City only as to the result to be accomplished,
but will consult with City as necessary. The persons used by Contractor to provide
services under this Agreement will not be considered employees of City for any
purposes.
The payment made to Contractor pursuant to this Agreement will be the full and
complete compensation to which Contractor is entitled. City will not make any federal or
state tax withholdings on behalf of Contractor or its agents, employees or
subcontractors. City will not be required to pay any workers' compensation insurance or
unemployment contributions on behalf of Contractor or its employees or subcontractors.
Contractor agrees to indemnify City within thirty (30) days for any tax, retirement
contribution, social security, overtime payment, unemployment payment or workers'
compensation payment which City may be required to make on behalf of Contractor or
any agent, employee, or subcontractor of Contractor for work done under this
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 3 of 58
Agreement. At the City's election, City may deduct the indemnification amount from any
balance owing to Contractor.
7. PREVAILING WAGES
The City of Carlsbad is a Charter City. Carlsbad Municipal Code Section 3.28.130
supersedes the provisions of the California Labor Code when the public work is not a
statewide concern. The City Council has determined that it is not in the best interest of
the City to require the payment of prevailing wages for this agreement. Payment of
prevailing wages is at Contractor's discretion.
8. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval
of City. If Contractor subcontracts any of the Services, Contractor will be fully
responsible to City for the acts and omissions of Contractor's subcontractor and of the
persons either directly or indirectly employed by the subcontractor, as Contractor is for
the acts and omissions of persons directly employed by Contractor. Nothing contained
in this Agreement will create any contractual relationship between any subcontractor of
Contractor and City. Contractor will be responsible for payment of subcontractors.
Contractor will bind every subcontractor and every subcontractor of a subcontractor by
the terms of this Agreement applicable to Contractor's work unless specifically noted to
the contrary in the subcontract and approved in writing by City.
9. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
10. PARTS
The City reserves the right to supply needed parts and equipment to the Contractor for
Services.
11. INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City and its officers, officials,
employees and volunteers from and against all claims, damages, losses and expenses
including attorneys fees arising out of the performance of the work described herein
caused in whole or in part by any willful misconduct or negligent act or omission of the
Contractor, any subcontractor, anyone directly or indirectly employed by any of them or
anyone for whose acts any of them may be liable.
The parties expressly agree that any payment, attorney's fee, costs or expense City
incurs or makes to or on behalf of an injured employee under the City's self-
administered workers' compensation is included as a loss, expense or cost for the
purposes of this section, and that this section will survive the expiration or early
termination of this Agreement.
12. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all
amendments, insurance against claims for injuries to persons or damage to property
which may arise out of or in connection with performance of the services by Contractor
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 4 of 58
or Contractor's agents, representatives, employees or subcontractors. The insurance
will be obtained from an insurance carrier admitted and authorized to do business in the
State of California. The insurance carrier is required to have a current Best's Key Rating
of not less than "A-:VN". OR with a surplus line insurer on the State of California's List of
Eligible Surplus Line Insurers (LESLI) with a rating in the latest Best's Key Rating Guide
of at least "A:X".
12.1 Coverages and Limits.
Contractor will maintain the types of coverages and minimum limits indicated below,
unless City Attorney or City Manager approves a lower amount. These minimum
amounts of coverage will not constitute any limitations or cap on Contractor's
indemnification obligations under this Agreement. City, its officers, agents and
employees make no representation that the limits of the insurance specified to be
carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If
Contractor believes that any required insurance coverage is inadequate, Contractor will
obtain such additional insurance coverage, as Contractor deems adequate, at
Contractor's sole expense.
12.1.1 Commercial General Liability Insurance. $1.000.000 combined
single-limit per occurrence for bodily injury, personal injury and property damage. If the
submitted policies contain aggregate limits, general aggregate limits will apply
separately to the work under this Agreement or the general aggregate will be twice the
required per occurrence limit.
12.1.2 Automobile Liability (if the use of an automobile is involved for
Contractor's work for City). $1,000,000 combined single-limit per accident for bodily
injury and property damage.
12.1.3 Workers' Compensation and Employer's Liability. Workers'
Compensation limits as required by the California Labor Code. Workers' Compensation
will not be required if Contractor has no employees and provides, to City's satisfaction, a
declaration stating this.
12.1.4 Professional Liability. Errors and omissions liability appropriate to
Contractor's profession with limits of not less than $1,000,000 per claim. Coverage must
be maintained for a period of five years following the date of completion of the work.
12.2. Additional Provisions. Contractor will ensure that the policies of insurance
required under this Agreement contain, or are endorsed to contain, the following
provisions:
12.2.1 The City will be named as an additional insured on General
Liability.
12.2.2 Contractor will obtain occurrence coverage, excluding Professional
Liability, which will be written as claims-made coverage.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 5 of 58
12.2.3 This insurance will be in force during the life of the Agreement and
any extensions of it and will not be canceled without thirty (30) days prior written notice
to City sent by certified mail pursuant to the Notice provisions of this Agreement.
12.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution
of this Agreement, Contractor will furnish certificates of insurance and endorsements to
City.
12.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these
insurance coverages, then City will have the option to declare Contractor in breach, or
may purchase replacement insurance or pay the premiums that are due on existing
policies in order to maintain the required coverages. Contractor is responsible tor any
payments made by City to obtain or maintain insurance and City may collect these
payments from Contractor or deduct the amount paid from any sums due Contractor
under this Agreement.
12.5 Submission of Insurance Policies. City reserves the right to require, at anytime,
complete and certified copies of any or all required insurance policies and
endorsements.
13. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of
the Agreement, as may be amended from time-to-time.
14. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred
under this Agreement. All records will be clearly identifiable. Contractor will allow a
representative of City, during normal business hours, to examine, audit, and make
transcripts or copies of records and any other documents created pursuant to this
Agreement. Contractor will allow inspection of all work, data, documents, proceedings,
and activities related to the Agreement for a period of three (3) years from the date of
final payment under this Agreement.
15. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors
pursuant to this Agreement is the property of City. In the event this Agreement is
terminated, all documents related to services performed produced by Contractor or its
agents, employees and subcontractors pursuant to this Agreement will be delivered at
once to City. Contractor will have the right to make one (1) copy of the work product for
Contractor's records.
16. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City
and Contractor relinquishes all claims to the copyrights in favor of City.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 6 of 58 \t-
17. NOTICES
The name of the persons who are authorized to give written notices or to receive written
notice on behalf of City and on behalf of Contractor under this Agreement.
For City: For Contractor:
Name: Thomas Moore Name Martin Eichmann
Title: Public Works Superintendent Title Regional Manager
Department: Public Works. Streets Address 1820 John Towers Ave.. Ste. A
City of Carlsbad El Caion. CA 92020
Address: 405 Oak Avenue. Phone No. (619) 726-3744
Carlsbad. CA 92008
Phone No. (760) 434-2939
18. CONFLICT OF INTEREST
City will evaluate Contractor's duties pursuant to this Agreement to determine whether
disclosure under the Political Reform Act and City's Conflict of Interest Code is required
of Contractor or any of Contractor's employees, agents, or subcontractors. Should it be
determined that disclosure is required, Contractor or Contractor's affected employees,
agents, or subcontractors will complete and file with the City Clerk those schedules
specified by City and contained in the Statement of Economic Interests Form 700.
Contractor, for Contractor and on behalf of Contractor's agents, employees,
subcontractors and consultants warrants that by execution of this Agreement, that they
have no interest, present or contemplated, in the projects affected by this Agreement.
Contractor further warrants that neither Contractor, nor Contractor's agents, employees,
subcontractors and consultants have any ancillary real property, business interests or
income that will be affected by this Agreement or, alternatively, that Contractor will file
with the City an affidavit disclosing this interest.
19. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and
regulations which in any manner affect those employed by Contractor, or in any way
affect the performance of the Services by Contractor. Contractor will at all times observe
and comply with these laws, ordinances, and regulations and will be responsible for the
compliance of Contractor's services with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act
of 1986 and will comply with those requirements, including, but not limited to, verifying
the eligibility for employment of all agents, employees, subcontractors and consultants
that the services required by this Agreement.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 7 of 58 /3
20. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations
prohibiting discrimination and harassment.
21. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following
procedure will be used to resolve any questions of fact or interpretation not otherwise
settled by agreement between the parties. Representatives of Contractor or City will
reduce such questions, and their respective views, to writing. A copy of such
documented dispute will be forwarded to both parties involved along with recommended
methods of resolution, which would be of benefit to both parties. The representative
receiving the letter will reply to the letter along with a recommended method of
resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory
to the aggrieved party, a letter outlining the disputes will be forwarded to the City
Manager and/or designee. The City Manager and/or designee will consider the facts
and solutions recommended by each party and may then opt to direct a solution to the
problem. In such cases, the action of the City Manager and/or designee will be binding
upon the parties involved, although nothing in this procedure will prohibit the parties
from seeking remedies available to them at law.
22. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services,
City may terminate this Agreement for nonperformance by notifying Contractor by
certified mail of the termination. If City decides to abandon or indefinitely postpone the
work or services contemplated by this Agreement, City may terminate this Agreement
upon written notice to Contractor. Upon notification of termination, Contractor has five
(5) business days to deliver any documents owned by City and all work in progress to
City address contained in this Agreement. City will make a determination of fact based
upon the work product delivered to City and of the percentage of work that Contractor
has performed which is usable and of worth to City in having the Agreement completed.
Based upon that finding City will determine the final payment of the Agreement.
Either party upon tendering ninety (90) days written notice to the other party may
terminate this Agreement. In this event and upon request of City, Contractor will
assemble the work product and put it in order for proper filing and closing and deliver it
to City. Contractor will be paid for work performed to the termination date; however, the
total will not exceed the lump sum fee payable under this Agreement. City will make the
final determination as to the portions of tasks completed and the compensation to be
made.
23. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or
person, other than a bona fide employee working for Contractor, to solicit or secure this
Agreement, and that Contractor has not paid or agreed to pay any company or person,
other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift,
or any other consideration contingent upon, or resulting from, the award or making of
this Agreement. For breach or violation of this warranty, City will have the right to annul
this Agreement without liability, or, in its discretion, to deduct from the Agreement price
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 8 of 58
or consideration, or otherwise recover, the full amount of the fee, commission,
percentage, brokerage fees, gift, or contingent fee.
24. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to
City must be asserted as part of the Agreement process as set forth in this Agreement
and not in anticipation of litigation or in conjunction with litigation. Contractor
acknowledges that if a false claim is submitted to City, it may be considered fraud and
Contractor may be subject to criminal prosecution. Contractor acknowledges that
California Government Code sections 12650 et seq.. the False Claims Act applies to
this Agreement and, provides for civil penalties where a person knowingly submits a
false claim to a public entity. These provisions include false claims made with deliberate
ignorance of the false information or in reckless disregard of the truth or falsity of
information. If City seeks to recover penalties pursuant to the False Claims Act, it is
entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges
that the filing of a false claim may subject Contractor to an administrative debarment
proceeding as the result of which Contractor may be prevented to act as a Contractor
on any public work or improvement for a period of up to five (5) years. Contractor
acknowledges debarment by another jurisdiction is grounds for City to terminate this
Agreement.
25. JURISDICTION AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of
enforcing a right or rights provided for by this Agreement will be tried in a court of
competent jurisdiction in the County of San Diego, State of California, and the parties
waive all provisions of law providing for a change of venue in these proceedings to any
other county.
26. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and
Contractor and their respective successors. Neither this Agreement or any part of it nor
any monies due or to become due under it may be assigned by Contractor without the
prior consent of City, which shall not be unreasonably withheld.
27. SERVICES DURING STATE OF EMERGENCY
During a state of emergency as determined by the City Council or City Manager
including, but not limited to states of emergency defined by Government Code Section
8558, the Contractor agrees to provide the services specified in this Agreement under
the terms and conditions herein.
28. ENTIRE AGREEMENT
This Agreement, the City's Request for Bid, the Contractor's Bid, and the Specifications,
together with any other written document referred to or contemplated by these
documents, along with the purchase order for this Agreement and its provisions,
embody the entire Agreement and understanding between the parties relating to the
subject matter of it. In case of conflict, the terms of the Agreement supersede the
purchase order. Neither this Agreement nor any of its provisions may be amended,
modified, waived or discharged except in a writing signed by both parties.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 9 of 58
29. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on
behalf of Contractor each represent and warrant that they have the legal power,
right and actual authority to bind Contractor to the terms and conditions of this
Agreement.
CONTRACTOR
*By:
(print rrame/title)
/If required by City, proper notarial acknowledgment of execution by contractor must
attached. If a Corporation. Agreement must be signed by one corporate officer from
each of the following two groups.
*Group A.
Chairman,
President, or
Vice-President
**Group B.
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or
assistant secretary under corporate seal empowering the officer(s) signing to bind the
corporation.
APPROVED AS TO FORM:
RONALD R. BALL, City Attorney
By:.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 10 of 58
CONTRACTOR'S PROPOSED COST OF SERVICE*
The matrix below describes items upon which the City requests a bid. The actual
payments made to the CONTRACTOR will be based on actual work performed for
the City consistent with the terms and conditions of the contract documents.
The undersigned declares he/she has carefully examined the locations of the work, read
the Request for Bid, examined all specifications, and hereby proposes to furnish all
labor, materials, equipment, transportation, and services required to do all the work in
this Traffic Signal Maintenance Agreement in accordance with the specifications of the
City of Carlsbad, and the General Provisions and that he/she will take in full payment
therefore the following unit prices for each item complete, to wit:
Bid Schedule "A" Annual Routine Maintenance/Repairs - Page 1 of 2
Item
No.
A-1.
A-2.
A-3.
A-4.
A-5.
A-6.
A-7
Description
Perform Routine Monthly
Traffic Signal Inspection and
Routine Maintenance
Provide and Install LED
Signal Light (Burnout)
ISNS Re-lamping
Provide and install LED
Pedestrian Head
Perform Red Flash Signal
Reset
Perform Function/Detection/
Cycling Test
Provide and Replace UPS
Batteries (Per Signal)
Estimated
Quantity
and
Units*
2040
300
300
15
50
60
120
Unit Price
$65.00
Each
$100.00
Each
$55.00
Each
$145.00
Each
$40.00
Each
$55.00
Each
$1.000.00
Each
Annual Total
$132.600.00
Extended Amount
$30.000.00
Extended Amount
$16.500.00
Extended Amount
$2.175.00
Extended Amount
$2.000.00
Extended Amount
$3.300.00
Extended Amount
$120.000.00
Extended Amount
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 11 of 58
Bid Schedule "A" Annual Routine Maintenance/Repairs - Page 2 of 2
Item
No.
A-8.
A-9.
A-10.
A-11.
A-12.
A-13.
A-14.
A-15.
A-16.
A-17
Description
Pedestrian Push Button
Replacement
Loop Set Testing
Loop Replacement
TypeD
Loop Replacement
Type E
Video Detection Camera
Service
(Semi Annual)
Cabinet Filter Replacement
(Semi Annual)
Amber School Flasher
Reprogramming
Head Cleaning and Mast
Arm Inspection
(Annual)
Conflict Monitor Testing
(Annual)
Adjust Signal Timing
Estimated
Quantity and
Units*
20
10
10
48
600
340
16
170
170
15
Unit Price
$130.00
Each
$100.00
Each
$400.00
Each
$350.00
Each
$45.00
Each
$5.00
Each
$50.00
Each
$150.00
Each
$45.00
Each
$50.00
Each
Total Annual Cost for Bid Schedule "A"
Annual Total
$2.600.00 '
Extended Amount
$1.000.00
Extended Amount
$4.000.00
Extended Amount
$16.800.00
Extended Amount
$27.000.00
Extended Amount
$1.700.00
Extended Amount
$800.00
Extended Amount
$25.500.00
Extended Amount
$7.650.00
Extended Amount
$750.00
Extended Amount
$394.375.00
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 12 of 58
Bid Schedule "B" Annual Regular Hours Repairs - Page 1 of 1
Item
No.
B-1.
B-2.
B-3.
B-4.
B-5.
B-6.
B-7.
Description
IMSALevellll
Certified Technician
I MSA Level II
Certified Technician
General Laborer
Aerial Truck
Service Truck
Compressor
Parts
Estimated
Quantity
and Units*
80
600
1020
500
100
52
$125,000
Unit Price
$80.00
(Per Hour)
$65.00
(Per Hour)
$35.00
(Per Hour)
$25.00
(Per Hour)
$15.00
(Per Hour)
$5.00
(Per Hour)
1 5% x $1 25,000 = $1 43.750.00
Contractor Parts Markup %
Total Annual Cost for Bid Schedule "B"
Annual Total
$6.400.00
Extended Amount
$39.000.00
Extended Amount
$35.700.00
Extended Amount
$12.500.00
Extended Amount
$1,500.00
Extended Amount
$260.00
Extended Amount
$143.750.00
$125,000 + Parts
Markup in Dollars
$239.110.00
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 13 of 58
Bid Schedule "C" Annual After Regular Hours Repairs - Page 1 of 1
Item
No.
C-1.
C-2.
C-3.
C-4.
C-5.
C-6.
Description
IMSA Level III
Certified Technician
IMSA Level II
Certified Technician
General Laborer
Aerial Truck
Service Truck
Compressor
Estimated
Quantity
and Units*
10
300
80
300
80
40
Unit Price
$125.00
(Per Hour)
$95.00
(Per Hour)
$50.00
(Per Hour)
$25.00
(Per Hour)
$15.00
(Per Hour)
$5.00
(Per Hour)
Total Annual Cost for Bid Schedule "C"
Annual Total
$1.250.00
Extended Amount
$28,500.00
Extended Amount
$4.000.00
Extended Amount
$7.500.00
Extended Amount
$1,200.00
Extended Amount
$200.00
Extended Amount
$42.650.00
*Estimate based on historical experience is for bid comparison purposes only.
The actual payments made to the CONTRACTOR will be based on the
CONTRACTOR'S actual work performed for the City consistent with the terms and
conditions of the contract documents, and may be different from the prices
estimated above. In the event of errors in calculation, the correctly extended bid
item total will govern. Note: This Agreement does NOT require payment of
prevailing wage.
Total amount of CONTRACTOR'S Bid Schedule "A" per agreement year in words:
Three Hundred Ninety-four Thousand Three Hundred Seventy-five dollars (Items A1-A17)
Total amount of CONTRACTOR'S Bid Schedule "A" per agreement year in numbers:
$394.375.00 (Items A1-
A17)
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 14 of 58
Total amount of CONTRACTOR'S Bid Schedule "B" per agreement year in words:
Two Hundred Thirty-nine Thousand Two Hundred Ten dollars (Items B1-
B7)
Total amount of CONTRACTOR'S Bid Schedule "B" per agreement year in numbers:
$239.210.00 (Items B1-
B7)
Total amount of CONTRACTOR'S Bid Schedule "C" per agreement year in words:
Forty-two Thousand Six Hundred Fifty dollars (Items C1-
C6)
Total amount of CONTRACTOR'S Bid Schedule "B" per agreement year in numbers:
$42.650.00 (Items C1-
C6)
Total amount of CONTRACTOR'S Bid (Sum of Bid Schedules A, B & C) per
agreement year in words: Six Hundred Seventy-six Thousand One Hundred
Thirty-five dollars
Total amount of CONTRACTOR'S Bid (Sum of Bid Schedules A, B & C) per
agreement year in numbers:
$676.135.00
In the event of a discrepancy between the individual bid item costs and the
extended bid totals, the properly extended bid item costs will govern.
Price(s) given above are firm for 90 days after date of bid opening.
Addendum(a) No(s). 1&2 has/have been received and is/are included in this bid.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 15 of 58
CITY OF CARLSBAD
EXHIBIT "A"
MANNER OF PERFORMING SERVICES
TRAFFIC SIGNAL MAINTENANCE SERVICES
BID NO. 10-02
TRAFFIC SIGNAL MAINTENANCE
QUALITY STANDARDS
PART I GENERAL SPECIFICATIONS
&
PART II TECHNICAL SPECIFICATIONS
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 16 of 58
MAINTENANCE QUALITY STANDARDS
MAINTENANCE THEORY
Quality maintenance includes all the necessary tasks required to keep equipment
in a safe economical and dependable operation. Scheduled routine maintenance
on Traffic Signal equipment will not only prolong the life of the equipment, but will
greatly reduce the overall outlay of financial resources by both the owner and the
service company. Eventually all equipment will wear out or be replaced by new
technology. However, the Traffic Signal maintenance contractor has a
responsibility to maximize the life and economic operation of the equipment.
EQUIPMENT & ENCLOSURES:
The equipment enclosures and equipment are to be cleaned, kept free of dust,
lint, oil residue, dusts and debris. Units shall be maintained in a reasonably clean
and dry condition. Oil spills shall be cleaned up immediately and reported to the
Inspector. Cleaning these enclosures will be performed in accordance with the
contractor's maintenance guide.
Code authorities prohibit the storage of equipment and parts not relative to the
operation and maintenance of the Traffic Signal equipment in the enclosures.
Spare Traffic Signal parts and wiring diagrams will be kept orderly in storage
cabinets provided for the job by the Traffic Signal maintenance contractor. Up to
date service charts, callback logs, and Material Data Sheets for any chemicals
utilized by the maintenance contractor will be readily accessible. All chemicals
must be properly labeled.
All fastenings and screws will be secured and tightened. Missing screws shall be
replaced. Operating Panels, Indicators and markings shall be maintained as
installed. Defaced components will be reported to the Inspector. Equipment
enclosures and doors shall be kept locked to prevent unauthorized access.
SAFETY
Safety awareness is of the utmost importance when working on Traffic Signal
equipment, not only for the mechanic and City Staff but also the casual observer
who may wander into a work area unannounced. Traffic Control devices,
barricades, proper tools and safety equipment will be proved by the Traffic Signal
contractor to minimize risk of exposure to danger to employees and public. Under
no circumstances should work be performed in un-barricaded areas. If
continuous work is performed, doors should be closed when the immediate area
is unattended.
Strict adherence to the lock out tag out procedure shall be enforced.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 17 of 58
All safety devices and circuits shall operate as intended. They shall not be
overridden and must operate in compliance with applicable codes. Unsafe
equipment or conditions will be corrected or reported to the proper personnel
immediately. Under no circumstances shall unsafe equipment be put into
operation. Periodic checks will be performed to ensure proper operation of all
safety devices.
CONTROLS & OTHER EQUIPMENT
Controls and other operational apparatus will be kept clean, properly lubricated
and adjusted as required; relays and contactors shall be kept clean and
operating without excessive arc. All electrical connections shall be tight, taped
and tagged when not in use. Coils, contacts, relays and resistors showing signs
of deterioration shall be repaired or replaced as necessary. Care must be
exercised when handling printed circuit boards. Proper grounding is necessary
when handling some versions of solid-state boards. The Traffic Signal
maintenance contractor shall maintain sufficient stock of repair parts, or shall
insure that sufficient repair items are in stock locally or shall insure that the
contractor has access to spares for overnight delivery.
All modes, programs and operations shall be maintained as originally intended,
engineered, and manufactured.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 18 of 58
PARTI
GENERAL SPECIFICATIONS
DEFINITIONS
Whenever the following terms are used in this agreement, they shall have the
following meaning:
A. "AFTER REGULAR HOURS" - Work Performed by the CONTRACTOR
on Saturday, Sunday, City of Carlsbad Holidays, or hours outside of
REGULAR HOURS.
B. "BID ITEM" - Individual items of work in the CONTRACTOR'S bid at an
agreed price for the work.
C. "CITY" - The CITY of Carlsbad.
D. "CITY MANAGER" - The fully appointed CITY MANAGER of the CITY or
his authorized representative.
E. "CONTRACT ADMINISTRATOR" - The PUBLIC WORKS DIRECTOR'S
designee for bidding, awarding and administering the CONTRACTOR'S
work under this agreement.
F. "CONTRACTOR" - The managing individual of the contracting entity or his
authorized employees or representatives.
G. "EXTRA WORK" - Work Tasks authorized by the CONTRACT
ADMINISTRATOR that are not included in ROUTINE
MAINTENANCE/REPAIRS (Bid Schedule "A").
H. "FULLY OPERATIONAL" - In a condition to undertake the function to
adequately perform as a Traffic Signal.
I. "INSPECTOR" - The CITY'S/CONTRACT ADMINISTRATOR'S field
representative for work performed by the CONTRACTOR.
J. "PERIODIC INSPECTION" - Routinely scheduled or randomly noticed
inspection or audit conducted by CITY.
K. "PUBLIC WORKS DIRECTOR" - The official designated as the Public
Works Director of CITY, or any of his authorized representatives.
L. "REGULAR HOURS"- Normal business hours are hours between 7:OOAM
and 5:OOPM Monday through Friday excluding City of Carlsbad holidays.
•
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 19 of 58 I->•
M. "REPAIRS" - REGULAR HOUR REPAIRS and AFTER REGULAR
HOURS REPAIRS include work required to maintain the serviceability of
Traffic Signal equipment specified under this agreement that are outside
the scope of the ROUTINE MAINTENANCE/REPAIRS bid schedule.
REGULAR HOUR REPAIRS occur during REGULAR HOURS and
AFTER REGULAR HOURS REPAIRS are work outside of normal
business hours as indicated in the CONTRACTOR'S Proposed Cost of
Services Chart and shall be compensated at the Bid Item Rate for each
item. REGULAR HOUR REPAIRS and AFTER REGULAR HOURS work
must be authorized by the CONTRACT ADMINSITRATOR prior to the
CONTRACTOR performance.
N. "ROUTINE MAINTENANCE/REPAIRS" - Work specified in the ROUTINE
MAINTENANCE/REPAIRS schedule of this agreement (Bid Schedule "A",
that consist of work performed by the Contractor at a fixed price cost
during "REGULAR HOURS".
O. "SPECIAL PROJECTS" - Repairs and/or services for which 1) a specific
lump sum or agreed price job quote has been received, 2) the work has
been authorized by the CONTRACT ADMINISTRATOR or designee, and
3) the work schedule has been mutually agreed.
1.00 STANDARDS OF WORK AND CONTRACTOR RESPONISBILITY
1.01 The CONTRACTOR shall perform the work described herein in a thorough
and professional manner so that the City of Carlsbad is provided with
reliable and high quality Traffic Signal Maintenance services at all times.
1.02 The CONTRACTOR shall furnish, at CONTRACTOR'S own expense, all
labor, tools, equipment, and materials necessary, unless specifically
excluded herein, to perform ROUTINE MAINTENANCE/REPAIRS at the
Bid Item price. The CONTRACTOR shall furnish, at CONTRACTOR'S
own expense, tools and equipment necessary, unless specifically
excluded herein, to perform regular and after hours authorized repairs at
the Bid Item price. Cost of parts shall be paid at the CONTRACTOR'S
invoice cost for parts plus the percentage of markup indicated in this bid.
1.03 The CONTRACTOR'S forces shall leave work areas free of all dirt, litter,
lubricants, or other materials utilized to perform maintenance services
The CONTRACTOR shall erect barricades, warning signs and any other
devices to prevent unauthorized access by the public or unauthorized City
staff to work areas.
1.04 Traffic Signal maintenance and repair shall be performed in accordance
with accepted standards for Traffic Signal maintenance and repair to the
satisfaction of the CONTRACT ADMINISTRATOR or his designee.
CONTRACTOR shall immediately respond when notified by CITY to
correct unsatisfactory work at no additional charge.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 20 of 58
1.05 The CONTRACTOR shall maintain individual repair and maintenance logs
listing all work performed under this agreement. These Logs shall be
submitted, or shall be available via website to the CONTRACT
ADMINSTRATOR on a monthly basis. Logs shall indicate the date of
service, time of service, service performed, the technician performing
service and any other information that may affect current or future
operation of the Traffic Signals. The CONTRACTOR shall report these
locations, by intersection, to CITY'S CONTRACT ADMINISTRATOR, or
designee, within 48 hours. (Deductions may be made from the
CONTRACTOR'S payments if maintenance and repair tasks are not.
reported to CITY within the time allowed.)
1.06 The CONTRACTOR shall, during the term of this CONTRACT, respond to
all callbacks to the satisfaction of the CONTRACT ADMINISTRATOR,
within the time specified within this agreement. Failure to comply with this
requirement will result in a reduction in payment to the CONTRACTOR as
determined appropriate by the CONTRACT ADMINISTRATOR. Call-out
response time during normal service hours shall not exceed thirty (30)
minutes. In cases where delays are anticipated to exceed thirty (30)
minutes, CONTRACTOR shall notify the City immediately with an
estimated time of arrival. In no case shall initial response time exceed one
(1) hour. A greater response time may result in assessment of liquidated
damages.
1.07 The CONTRACTOR shall prepare and submit an annual schedule for
ROUTINE MAINTENANCE to the CONTRACT ADMINISTRATOR for
approval. The ROUTINE MAINTENANCE schedule shall be adhered to by
CONTRACTOR unless deviation from the approve schedule is authorized
by the CONTRACT ADMINISTRATOR.
1.08 CONTRACTOR will provide service twenty-four (24) hours per day for the
servicing of all equipment covered by this agreement. An IMSA/TSA
Level II or higher technician will respond immediately upon notification in a
vehicle with aerial capabilities. This vehicle shall be equipped with
equipment and materials necessary to restore safe operation of the
intersection. If the CONTRACTOR is contacted after normal working
hours and determines that aerial capabilities are not necessary based on
the information provided, initial response may be made in a service
vehicle. However, if the CONTRACTOR opts to respond in a service
vehicle and aerial capabilities are required, the City will not pay any costs
associated with retrieval of an aerial vehicle.
2.00 TRAFFIC SIGNAL EQUIPMENT TO BE MAINTAINED
2.01 The service areas and frequencies of service under the provisions of this
CONTRACT are detailed in the CONTRACTORS Proposed Cost of
Services Chart and include a minimum of 170 signalized intersections
located in the City of Carlsbad.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 21 of 58
2.02 The detailed ROUTINE MAINTENANCE requirements and equipment list
requiring service under the provisions of this CONTRACT are detailed in
Appendix "D".
2.03 CONTRACTOR acknowledges personal inspection of the sites and the
surrounding areas and has evaluated the extent to which the physical
condition thereof will affect the services to be provided. CONTRACTOR
accepts the premises in their present physical condition, and agrees to
make no demands upon CITY for any improvements or alterations thereof.
3.00 PAYMENT AND INVOICES
3.01 The CONTRACTOR shall present monthly invoices, for all work performed
during the preceding month. Said invoice shall include all required
certifications and reports as specified hereinafter. The invoice shall be
submitted on or before the fifth (5th) day of each month in the amount of
the compensation to be paid by the CITY for all services rendered by the
CONTRACTOR under the terms and conditions of this CONTRACT. Said
payment shall be made within thirty (30) days upon receiving the invoices,
providing that all work performed during the preceding month has been
inspected and accepted by the CONTRACT ADMINISTRATOR and that
applicable certifications have been submitted in accordance with the
provisions of this CONTRACT.
3.02 The CONTRACTOR'S monthly invoices for ROUTINE MAINTENANCE
and ROUTINE MAINTENANCE/REPAIRS shall be prepared and
submitted in an electronic format, clearly indicating the Purchase Order
number, unit price, total work performed and correctly extended totals for
each individual BID ITEM or separate item of work. An invoice format
shall be submitted to the CONTRACT ADMINISTRATOR for approval.
CONTRACTOR shall submit a fully itemized monthly bill to the
CONTRACT ADMINISTRATOR, or his authorized representative.
3.03 Separate invoices for approved NORMAL HOURS REPAIRS AND AFTER
HOURS REPAIRS shall be prepared and submitted in an electronic format
acceptable to the CONTRACT ADMINISTRATOR, including attachments,
such as copies of suppliers' invoices, which the CONTRACT
ADMINISTRATOR may require to verify CONTRACTOR'S billing. Unless
otherwise requested by the CONTRACT ADMINISTRATOR, one invoice
shall be submitted for each discrete and complete REPAIR or AFTER
HOURS REPAIR.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 22 of 58
3.04 All CONTRACTOR invoices must contain the following:
1. intersection description/name
2. intersection number
3. authorizing party/caller
4. time call is received
5. description of complaint
6. call summary code
7. time of arrival
8. corrective measures taken
9. materials used and associated material costs
10. status upon departure
11. time of departure
12. unique invoice number
13. incident number
3.05 In the event the CITY transfers title, maintenance responsibility, or
changes service frequency of a portion thereof, this CONTRACT shall
continue in full force and effect, except said portion, at the discretion of the
CONTRACT ADMINISTRATOR, may be deleted from the agreement and
the CONTRACT sum shall be reduced accordingly.
3.06 The CONTRACT ADMINISTRATOR may, at his discretion, add new
Traffic Signals to be maintained and/or repaired and/or require additional
services. The CONTRACTOR shall be compensated for the additional
facilities or services that are designated after the date of the
commencement of this CONTRACT based on an extension of existing bid
prices or in the case of Traffic Signal that is substantially different than
other signals, a negotiated proposal. Proposal costs shall not exceed
customary costs of similar equipment as submitted in the REQUEST FOR
BIDS or as adjusted in accordance with subsequent amendments to the
agreement. The CONTRACT ADMINISTRATOR shall notify the
CONTRACTOR of additions, reductions or deletions of areas to be
serviced in writing.
4.00 ENFORCEMENT. DEDUCTIONS AND LIQUIDATED DAMAGES
4.01 The CONTRACT ADMINISTRATOR shall be responsible for the
enforcement of this CONTRACT on behalf of CITY. In addition to
deductions stipulated in other sections of this agreement, the CONTRACT
ADMINISTRATOR may enforce deductions in accordance with Section
4.00.
4.02 The CONTRACT ADMINISTRATOR shall prepare and implement an
INSPECTION RATING SYSTEM to be used to verify monthly payments
and deductions from payments (see sample rating system as Appendix
"B"). This form and system may be modified at the discretion of the
CONTRACT ADMINISTRATOR.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 23 of 58
4.03 The CONTRACTOR agrees to be so evaluated by said system and bound
by the ratings and/or deductions from payments indicated in the monthly
INSPECTION RATING SYSTEM report. To avoid deductions from
payment, CONTRACTOR must receive a rating of 95 or higher per service
area as described in Appendix "B".
4.04 If, in the judgment of the CONTRACT ADMINISTRATOR, the
CONTRACTOR is deemed to be non-compliant with the terms and
obligations of the CONTRACT, the CONTRACT ADMINISTRATOR, may,
in addition to other remedies provided herein, withhold the entire monthly
payment, deduct pro-rata from the CONTRACTOR'S invoice for work not
performed, and/or deduct liquidated damages. Notification of the amount
to be withheld or deducted from payments to CONTRACTOR will be
forwarded to the CONTRACTOR by the CONTRACT ADMINISTRATOR
in a written notice describing the reasons for said action. The monthly
INSPECTION RATING SYSTEM report shall constitute reason for any
deductions so imposed. Liquidated damages shall be equal to Two
Hundred and Fifty dollars ($250) per calendar day. By submitting a bid
the CONTRACTOR agrees to a Liquidated damages equal to Two
Hundred and Fifty ($250) dollars per calendar day.
4.05 The action above shall not be construed as a penalty but as adjustment of
payment to CONTRACTOR to recover cost or loss due to the failure of the
CONTRACTOR to complete or comply with the provisions of this
CONTRACT.
5.00 INSPECTIONS. MEETINGS. & REPORTS
5.01 CITY reserves the right to perform inspections, including inspection of
CONTRACTOR'S equipment, at any time for the purpose of verifying
CONTRACTOR'S performance of CONTRACT requirements and
identifying deficiencies.
5.02 The CONTRACTOR or his authorized representative shall meet with the
CONTRACT ADMINISTRATOR or his representative on each site at the
discretion and convenience of the CONTRACT ADMINISTRATOR, for
walk-through inspections. All routine maintenance functions shall be
completed prior to this meeting.
5.03 At the request of the CONTRACT ADMINISTRATOR, the CONTRACTOR,
or his appropriate representative, shall attend meetings and/or training
sessions, as determined by the CONTRACT ADMINISTRATOR, for
purposes of orientation, information sharing, CONTRACT revision,
description of CITY policies, procedures, standards, and the like.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 24 of 58
5.04 CONTRACTOR shall provide to the CONTRACT ADMINISTRATOR such
written documentation and/or regular reports as the CONTRACT
ADMINISTRATOR deems necessary to verify and review
CONTRACTOR'S performance under this CONTRACT and to provide to
the CONTRACT ADMINISTRATOR pertinent information relative to the
maintenance, operation, and safety of the TRAFFIC SIGNALS.
6.00 TRAFFIC CONTROL
6.01 Prior to any work in the public right-of-way, the CONTRACTOR shall
submit typical traffic control plans for approval for work performed in the
CITY right-of-way. The CONTRACTOR shall submit supplementary traffic
control plans for unusual circumstances that are out of the ordinary for
right-of-way maintenance. A traffic control system consists of closing
traffic lanes or pedestrian walkways in accordance with the details shown
on the plans, California Manual on Uniform Traffic Control Devices (FHWA
MUTCD 2003 Revision 1, as amended for use in California). The
provisions in this section will not relieve the Contractor from its
responsibility to provide such additional devices or take such measures as
may be necessary to maintain public safety.
6.02 When lanes are closed for only the duration of work periods, all
components of the traffic control system, except portable delineators
placed along open trenches or excavation adjacent to the traveled way,
shall be removed from the traveled way and shoulder at the end work
period. If the Contractor so elects, said components may be stored at
selected central locations, approved by the Engineer, within the limits of
the right-of-way.
6.03 The CONTRACTOR shall comply with all requirements of the City Traffic
Engineer and shall bear all costs of required traffic control including, but
not limited to signs, cones, markers, flagmen, etc.
6.04 The Contractor shall prepare and implement traffic control plans and shall
furnish all labor and materials to perform, install, maintain, replace and
remove all traffic control as incidentals to the work with which they are
associated and no other compensation will be allowed therefore.
7.00 CONTRACTOR'S DAMAGES
7.01 All damages incurred to existing facilities by the CONTRACTOR'S
operation shall be repaired or replaced, by the CONTRACTOR or by other
forces, all at the discretion of the CONTRACT ADMINISTRATOR, all at
the CONTRACTOR'S expense.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 25 of 58 *,J
8.00 COMMUNICATIONS AND RESPONSE
8.01 The CONTRACTOR shall, during the term of this CONTRACT, maintain
two twenty-four (24) hour emergency telephone numbers, toll free to a
San Diego region area code. For hours beyond a normal 8 AM to 5 PM
business day, an answering service shall be considered an acceptable
substitute. Answering machines are not acceptable. This phone number
will be made available to all persons designated by the City.
8.02 All requests for services shall require a qualified technician to be
dispatched to, and to arrive, at the required location as soon as possible
or within one (1) hour of notification to the satisfaction of the CONTRACT
ADMINISTRATOR. If any emergency service request is not responded to
in one (1) hour, the CONTRACT ADMINISTRATOR shall be notified
immediately of the reason for not meeting the required response time
followed by a written report to the CONTRACT ADMINISTRATOR within
two (2) working days. In no case shall initial response time exceed two (2)
hours. A greater response time may result in assessment of liquidated
damages.
8.03 Whenever immediate action is required to prevent possible injury, death,
or property damage, CITY may, after reasonable attempt to notify the
CONTRACTOR, cause such action to be taken by alternate work forces
and, as determined by the CONTRACT ADMINISTRATOR, charge the
cost thereof to the CONTRACTOR, or deduct such cost from any amount
due to the CONTRACTOR. This deduction shall include a markup for
administrative costs equal to fifteen (15) percent of the actual costs
incurred.
8.04 The CONTRACTOR shall maintain a written log of all communications, the
date and the time thereof and the action taken pursuant thereto or the
reason for non-action. Said log of complaints shall be open to the
inspection of the CONTRACT ADMINISTRATOR at all reasonable times.
8.05 CONTRACTOR'S supervisor shall carry cellular telephones with local San
Diego region area code. Supervisor shall respond to any call from the
CITY within thirty (30) minutes at any time.
9.00 SAFETY
9.01 CONTRACTOR agrees to perform all work outlined in this CONTRACT in
such a manner as to meet all accepted standards for safe practices during
the performance of his duties and to safely maintain stored equipment,
machines, and materials or other hazards consequential or related to the
work; and agrees additionally to accept the sole responsibility for
complying with all CITY, County, State or Federal requirements at all
times so as to protect all persons, including CONTRACTOR'S employees,
agents of the CITY, CONTRACTORS, members of the public or others
from foreseeable injury, or damage to their property. CONTRACTOR
shall make annual inspections for any potential hazards at said sites and
keep a log indicating date inspected and action taken.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 26 of 58
9.02 CONTRACTOR shall notify the CONTRACT ADMINISTRATOR
immediately of any occurrence of accident, injury, or persons requiring
emergency services and, if so requested, shall prepare a written report
thereof to the CONTRACT ADMINISTRATOR within three (3) calendar
days following the occurrence. CONTRACTOR shall cooperate fully with
the CITY in the investigation of any such occurrence.
10.00 HOURS AND DAYS OF SERVICES
10.01 The acceptable daily hours of ROUTINE MAINTENANCE/REPAIRS shall
be 7:00 am to 5:00 pm, Monday through Friday excluding City Holidays
which shall be considered normal work hours as may pertain to any other
provision of the CONTRACT. Issues reported to the Contractor during the
hours of 7:00 am to 5:00 pm will be considered normal work hours and
payment will be made in accordance with the provisions regardless of the
time the CONTRACTOR arrives and performs the work.
10.02 CONTRACTOR shall provide staffing to perform the required services
during the prescribed hours as specified in these contract documents. Any
changes in the days and hours of operation heretofore prescribed shall be
subject to approval by the CONTRACT ADMINISTRATOR.
10.03 Per State of California Labor Code, CONTRACTOR is directed to the
following prescribed requirement with respect to the hours of employment.
Eight (8) hours of labor under this CONTRACT shall constitute a legal
day's work and said CONTRACTOR shall not require or permit any
laborer, worker or mechanic, or any subcontractor employed by him to
perform any of the work described herein to labor more than eight (8)
hours during any one day or more than forty (40) hours during any one
calendar week, except as authorized by State of California Labor Code
Section 1815.
11.00 ROUTINE MAINTENANCE SCHEDULES
11.01 The CONTRACTOR shall, within thirty (30) days after the award of bid of
this CONTRACT, submit annual work schedules to the CONTRACT
ADMINISTRATOR for review and approval. Said work schedules shall
identify required operations and delineate the time frames for
performance. A Routine Operations Schedule shall include all tasks
required at the intervals required. The CONTRACTOR shall submit
annual schedules for each successive annual contract period whether due
to a second agreement year in the first contract term or in additional
contract years in successive amendments to the original agreement.
The CONTRACTOR shall submit revised schedules when actual
performance differs substantially from planned performance, and from
time to time as requested by the CONTRACT ADMINISTRATOR. Said
revisions shall be submitted to the CONTRACT ADMINISTRATOR for his
review and approval, within five (5) working days prior to the original or
revised scheduled time for the work, whichever is earlier.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 27 of 58
12.00 CONTRACTOR'S STAFF AND TRAINING
12.01 The CONTRACTOR shall provide sufficient personnel to perform all work
in accordance with the specification set forth herein.
12.02 In cooperation with the Carlsbad Police Department, CONTRACTOR
agrees to, and to pay for, background checks if required by the
CONTRACT ADMINISTRATOR on all personnel providing Traffic Signal
services for this contract. In the event such background check reveals an
item, which Carlsbad Police deems a security problem, City may request
that such individual be removed from the list of personnel authorized to
provide services to the CITY.
12.03 CONTRACTOR'S personnel shall possess the minimum qualifications for
the position in which each is working.
12.04 CONTRACTOR shall use only Level II or higher IMSA certified technicians
to service, maintain, and make necessary repairs to traffic signal devices
within the confines of controller cabinet. Skilled laborers may make
hardware repairs under the direct supervision of the Level II technician.
No work will occur at any signalized intersection under this agreement
without a Level II or higher technician present at all times unless otherwise
previously approved in writing by the CONTRACT ADMINISTRATOR or
appointed designee.
CONTRACTOR will provide a minimum of two (2) IMSA/TSA Level II or
higher technicians to perform routine maintenance inspections and
complete associated repairs during normal service hours for approval by
the CONTRACT ADMINISTRATOR. CONTRACTOR will provide
additional staff as needed for call-out response and troubleshooting
services.
12.05 CONTRACTOR shall have a "Local" representative with authority to
contractually bind CONTRACTOR in matters, which may arise during this
agreement performance period. "Local" in the context of this agreement is
defined as the southern California metropolitan area consisting of San
Diego, Orange, Los Angeles or Riverside counties. CONTRACTOR shall
provide, prior to commencement of work under this Agreement, in writing
to the CONTRACT ADMINISTRATOR, a statement indicating by name the
specific authority vested in the "Local" representative. CONTRACTOR'S
"Local" representative shall be responsible for instructing and training of
CONTRACTOR'S personnel in the proper and specified work method and
procedures; directing, scheduling, and coordinating all services and
functions to completely accomplish the work as required by this
Agreement. The "local" representative shall be available for consultation
regarding problems on a daily basis at some time during regular working
hours (7:00 a.m. to 5:00 p.m., Monday through Friday excluding City
holidays).
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 28 of 58
12.06 Each crew of CONTRACTOR'S employees shall include at least one
individual who speaks the English language proficiently. For the purposes
of this section a crew is understood to be any individual worker or group of
workers who might service any site without other CONTRACTOR'S
supervisory personnel present.
12.07 The CONTRACT ADMINISTRATOR may at any time give CONTRACTOR
written notice to the effect that the conduct or action of a designated
employee of CONTRACTOR is, in the reasonable belief of the
CONTRACT ADMINISTRATOR, detrimental to the interest of the public
patronizing the premises. CONTRACTOR shall meet with representatives
of the CONTRACT ADMINISTRATOR to consider the appropriate course
of action with respect to such matter and CONTRACTOR shall take
reasonable measures under the circumstances to assure the CONTRACT
ADMINISTRATOR that the conduct and activities of CONTRACTOR'S
employees will not be detrimental to the interest of the public patronizing
the premises.
12.08 The CONTRACT ADMINISTRATOR may at any time order any of the
CONTRACTOR'S personnel removed from the premises when, in the
reasonable belief of the CONTRACT ADMINISTRATOR, said
CONTRACTOR'S personnel is objectionable, unruly, unsafe, or otherwise
detrimental to the interest of the CITY or the public patronizing the
premises
12.09 The CONTRACTOR shall require each of his personnel to adhere to basic
public works standards of working attire including uniform shirts and/or
vests clearly marked with the CONTRACTOR'S company name and
employee name badges as approved by the CONTRACT
ADMINISTRATOR. Sufficient changes shall be provided to present a neat
and clean appearance of the CONTRACTOR'S personnel at all times.
Shirts shall be worn and buttoned at all times. CONTRACTOR'S
personnel shall be equipped with proper shoes and other gear required by
Local, State and Federal Safety Regulations.
12.10 The CONTRACTOR'S staff shall wear uniforms that clearly indicate the
name of the CONTRACTOR performing service under this agreement. In
addition, the CONTRACTOR shall insure that all staff are issued high
visibility safety vests and hard hats and shall be responsible for insuring
that all safety equipment is worn when required.
13.00 NON-INTERFERENCE-NOISE
13.01 CONTRACTOR shall not interfere with the public use of the premises and
shall conduct its operations as to offer the least possible obstruction and
inconvenience to the public or disruption to the peace and quiet of the
area within which the services are performed.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 29 of 58
13.02 In the event that the CONTRACTOR'S operations must be performed
when persons of the public are present, CONTRACTOR shall courteously
inform said persons of any operations that might affect them and, if
appropriate, request persons to move out of the work area.
14.00 DRUG AND ALCOHOL FREE WORKPLACE
14.01 The CITY is committed to maintaining a work environment free from the
effects of drugs and alcohol consistent with the directives of the Drug Free
Workplace Act. As a condition of this agreement, CONTRACTOR and
CONTRACTOR'S employees shall assist meeting the requirements of this
policy as set forth in the "City of Carlsbad Drug and Alcohol Use Policy"
incorporated by reference herein.
CONTRACTOR agrees that CONTRACTOR and CONTRACTOR'S
employees, while performing services for the CITY, on CITY property, or
while using CITY equipment will not be in possession of, use, or be under
the influence of drugs or alcohol.
CONTRACTOR has the duty to inform all employees or agents of
CONTRACTOR that are performing service for CITY on CITY property or
using CITY equipment of the CITY'S objective of a safe, healthful and
productive workplace and the prohibition of drug or alcohol possession,
use or impairment from same while performing such service for CITY.
CITY has the right to terminate, or declare this or any other agreement
CONTRACTOR has with the CITY in DEFAULT if CONTRACTOR'S
employees are determined by the CONTRACT ADMINISTRATOR to have
breached the provisions of Section 15 herein as interpreted and enforced
pursuant to the provision of the "City of Carlsbad Drug and Alcohol Use
Policy".
15.00 ASSIGNMENT OF CONTRACT
15.01 CONTRACTOR shall not assign this contract or any part thereof and or
monies due there under without the prior written consent of the
CONTRACT ADMINISTRATOR.
16.00 EXTRA WORK
16.01 The CITY may award EXTRA WORK to the CONTRACTOR, or to other
forces, at the discretion of the CONTRACT ADMINISTRATOR. New or
unforeseen work will be classified as "Extra Work" when the CONTRACT
ADMINISTRATOR determines that it is not covered by CONTRACT unit
prices. Adjustment in payment for Extra Work shall be performed by
agreement between the CONTRACT ADMINISTRATOR and the
CONTRACTOR or on a NEGOTIATED PROPOSAL AND ACCEPTANCE
basis in accordance with Section 17.00 or on a TIME AND MATERIALS
basis in accordance with Section 18.00.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 30 of 58
16.02 If the CONTRACT ADMINISTRATOR determines that the Extra Work can
be performed by CONTRACTOR'S present work force, CONTRACT
ADMINISTRATOR may authorize modification of the CONTRACTOR'S
Routine Operations Schedule or Annual Calendar in order to compensate
CONTRACTOR for performing said work.
16.03 Prior to performing any Extra Work, the CONTRACTOR shall prepare and
submit a written proposal including a description of the work, a list of
materials, and a schedule for completion. No work shall commence
without written approval of the CONTRACTOR'S proposal by the
CONTRACT ADMINISTRATOR. This proposal is subject to acceptance
or negotiation by the CONTRACT ADMINISTRATOR.
16.04 In the event that CONTRACTOR'S proposal for Extra Work is not
approved, the CONTRACT ADMINISTRATOR reserves the right to
perform such work with other forces or to compel the CONTRACTOR to
perform the work on a TIME AND MATERIALS Basis. Invoices for
EXTRA WORK on a TIME AND MATERIALS basis are subject to
CONTRACTOR markup in accordance with the CONTRACTOR'S
Proposed Cost of Services chart.
16.05 When a condition exists which the CONTRACT ADMINISTRATOR deems
urgent, the CONTRACT ADMINISTRATOR may verbally authorize the
work to be performed upon receiving a verbal estimate from the
CONTRACTOR. However, within twenty-four (24) hours after receiving a
verbal authorization, the CONTRACTOR shall submit a written estimate,
consistent with the verbal authorization, to the CONTRACT
ADMINISTRATOR for approval.
16.06 All Extra Work shall commence on the specified date established and
CONTRACTOR shall proceed diligently to complete said work within the
time allotted.
17.00 NEGOTIATED PROPOSAL AND ACCEPTANCE
17.01 The CITY may award work to the CONTRACTOR, at the discretion of the
CONTRACT ADMINISTRATOR. New work will be awarded on a
negotiated proposal and acceptance basis as when the CONTRACT
ADMINISTRATOR determines that it is appropriate to negotiate a fixed
price for work in lieu of utilizing unit prices. Payment for Work shall be
performed by negotiated agreement between the CITY and the
CONTRACTOR or on a TIME AND MATERIALS basis in accordance with
the CONTRACTOR'S Proposed Cost of Services chart.
17.02 Prior to performing any work, the CONTRACTOR shall prepare and
submit a written proposal including a description of the work, a list of
materials, and a schedule for completion. No work shall commence
without written approval of the CONTRACTOR'S proposal by the
CONTRACT ADMINISTRATOR. This proposal is subject to acceptance
or negotiation by the CONTRACT ADMINISTRATOR.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 31 of 58
17.03 All work shall commence on the specified date established and
CONTRACTOR shall proceed diligently to complete said work within the
time allotted.
18.00 TIME AND MATERIALS
18.01 In the event that the CONTRACT ADMINISTRATOR determines that work
requested is of an unknown duration, not easily quantified or the
CONTRACTOR'S proposal for work is not approved, the CONTRACT
ADMINISTRATOR reserves the right to perform such work with other
forces or to compel the CONTRACTOR to perform the work on a TIME
AND MATERIALS basis.
18.02 The CONTRACT ADMNISTRATOR may direct CONTRACTOR to
proceed by allowing him/her to use the following rates or percentages as
added costs for the markup of all overhead and profits:
1) Labor As Stipulated in CONTRACTOR'S Proposed Cost of
Services chart.
2) Materials As Stipulated in CONTRACTOR'S Proposed Cost of
Services chart.
3) Equipment Rental 15
4) Other Items and Expenditures ....15
Regardless of ownership, the rates and right-of-way delay factors to be
used in determining rental and delay costs shall be the edition of the,
Labor Surcharge and Equipment Rental Rates published by CALTRANS,
current at the time of the actual use of the tool or equipment. The right-of-
way delay factors therein shall be used as multipliers of the rental rates for
determining the value of costs for delay to the CONTRACTOR and
subcontractor, if any. The labor surcharge rates published therein are not
a part of this contract."
18.03 All work shall commence on the specified date established and
CONTRACTOR shall proceed diligently to complete said work within the
time allotted.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 32 of 58
PART II
TECHNICAL SPECIFICATIONS
19.00 DUTIES OF THE CONTRACTOR / GENERAL
19.01 All work performed under this agreement will be categorized as 1)
ROUTINE MAINTENANCE/REPAIRS, 2) REGULAR HOURS REPAIRS,
3) AFTER REGULAR HOURS REPAIRS, or 4) SPECIAL PROJECTS.
19.02 The maintenance of all components within the confines of the cabinet (i.e.
detectors, load switches, etc.) shall be the responsibility of the
CONTRACTOR and shall be inspected each month for proper function.
When a component must be removed from the intersection for repair, a
like component will be provided and installed by the CONTRACTOR in
place of the component requiring repairs. All repairs shall be the
responsibility of the CONTRACTOR and the component shall be returned
immediately upon completion of the repairs.
19.03 Prior to If, in the opinion of the CONTRACTOR, any controller mechanism
has become obsolete or deteriorated beyond the point of repair, the
CONTRACTOR shall notify the CONTRACT ADMINISTRATOR and
demonstrate or otherwise provide evidence that replacement is necessary.
No permanent change of control mechanisms shall be done without prior
approval of the CONTRACT ADMINISTRATOR.
19.04 In the event that the CONTRACTOR, at any time, finds an unsafe
situation, CONTRACTOR shall make any repairs necessary to return the
intersection to a safe operating condition. CONTRACTOR shall then
report to the CONTRACT ADMINISTRATOR immediately upon
completion of the repair. Red Flash is considered a safe operation for this
purpose.
19.05 Any deficiencies that require attention but do not constitute an unsafe
situation will be referred to the CONTRACT ADMINISTRATOR or
appointed designee immediately if possible but in all cases by the end of
the work day in which the inspection occurred. The CONTRACT
ADMINISTRATOR or appointed designee will elect to make the repairs in-
house or assign the CONTRACTOR an incident number authorizing the
CONTRACTOR to make the repairs. If referred to the Contractor, repairs
will be treated as "ROUTINE MAINTENANCE/REPAIRS" or as
REGULAR HOURS REPAIRS" These repairs will be scheduled and
payment will be made in accordance with the bid documents unless the
CONTRACT ADMINISTRATOR determines that repairs must be made
outside normal service hours.
20.00 ROUTINE MAINTENANCE
20.01 All graffiti (including but not limited to paint, signs, flyers, and tape) shall
be removed by the CONTRACTOR.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 33 of 58
20.02 CONTRACTOR shall maintain a clear radius of not less than 10' from the
cabinet center. This area shall be clear of intrusion by vegetation
including branches, bushes, and landscaping so that both doors are
readily accessible and have full range of motion.
20.03 CONTRACTOR shall perform monthly routine/preventive inspections at
each signalized intersection during normal service hours based on the
approved schedule. Inspections shall be scheduled so that each
intersection is inspected on approximately the same date each month.
20.04 The monthly inspection shall include a complete check of all timing,
component functions and field appurtenances described in the "Appendix-
D Routine Maintenance Schedules". Every three months, the "Quarterly
Inspection Checklist" will be used in lieu of the "Monthly Inspection
Checklist" for that month's inspection.
20.05 Method of Payment for Routine Maintenance. Each service identified in
Bid Schedule A "ROUTINE MAINTENANCE/REPAIRS" has an associated
bid item price. This bid item price includes all materials, labor, and
equipment required to provide the services indicated in the bid schedule.
Amounts indicated in the bid schedule are estimates based on
maintenance history and anticipated City needs. Quantities indicated are
not guaranteed. The actual quantities may differ. The CONTRACTOR
will be compensated for actual work performed.
21.00 ROUTINE REPAIRS
21.01 Light Emitting Diode (LED) Replacement. The CONTRACTOR shall
remove and replace LED due to malfunction.
21.02 Illuminated Street Name Sign (ISNS) re-lamping. The CONTRACTOR
shall remove and replace all ISNS lamps and the PE cell. Contractor shall
clean panels and verify proper closure. Contractor shall inspect mounting
hardware for corrosion / deterioration
In addition to periodic calls for ISNS service, the City will perform quarterly
night surveillance. The City will provide CONTRACTOR with a list of
inoperative/malfunctioning illuminated street name signs (ISNS).
CONTRACTOR shall inspect each location and determine if re-lamping is
sufficient or if refurbishing is required and make repairs accordingly.
If CONTRACTOR determines that required repairs exceed that which is
covered by re-lamping, the ISNS shall be refurbished. CONTRACTOR
shall remove and replace all components including, but not limited to,
lamps, PE cell, ballast, and the igniter. The CONTRACTOR shall inspect
mounting hardware for corrosion/deterioration and replace/repair as
needed. Refurbishing ISNS shall be paid in accordance with REGULAR
HOUR REPAIRS.
21.03 Pedestrian Head Replacement. The CONTRACTOR shall replace
malfunctioning Pedestrian Heads with standard LED walk/don't walk
symbol indications unless otherwise specified.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 34 of 58
21.04 Red Flash Set/Reset. The CONTRACTOR shall respond immediately to
intersections reported to be in Red Flash operation. Resetting signals on
Red Flash to Normal operation is considered ROUTINE REPAIRS when
calls are received during REGULAR HOURS. Resetting signals found to
be in Red Flash after REGULAR HOURS will be considered AFTER
REGULAR HOURS REPAIRS and associated costs will be paid in
accordance with unit price as bid. CONTRACTOR may, from time to time,
be asked to set signals on RED FLASH for construction, planned power
outage, or special events. CONTRACTOR will set the signal to Red Flash
as authorized by the CONTRACT ADMINISTRATOR or approved
designee and will return and reset the signal to Normal when so
instructed. Calls to set a signal to Red Flash during REGULAR HOURS
will be considered ROUTINE MAINTENANCE. Calls for this service after
normal service hours will be considered AFTER REGULAR HOURS
repairs and associated costs will be paid in accordance with unit price as
bid.
21.05 Test Function/Detection/Cvcling. The CONTRACTOR shall respond to
calls received during REGULAR HOURS and perform testing of signal
function/detection/cycling issues. These calls shall be considered
ROUTINE MAINTENANCE and associated costs will paid in accordance
the bid item rate for service. Calls received outside normal service hours
will be considered AFTER REGULAR HOURS REPAIRS and costs will be
paid in accordance with unit prices.
21.06 Pedestrian Push Button Replacement. The CONTRACTOR shall replace
malfunctioning pedestrian push buttons as ROUTINE REPAIRS.
Replacement of malfunctioning pedestrian push buttons shall be
scheduled during REGULAR HOURS whenever possible.
21.07 Adjust Signal Timing. The CONTRACTOR shall perform timing
adjustments only when directed to do so, in advance, by the Traffic
Engineer or his appointed designee or to compensate for sudden changes
in traffic conditions or malfunctioning traffic signal equipment that cannot
be repaired or replaced immediately. The CONTRACTOR shall notify the
CONTRACT ADMINISTRATOR of these adjustments immediately upon
completion and obtain approval by the Traffic Engineer. Should the Traffic
Engineer not concur with the temporary timing, CONTRACTOR shall
return to the intersection and make necessary adjustments as instructed.
All temporary timing changes shall be noted on the cabinet log sheet. All
permanent timing changes will also be logged on the timing sheet and a
new timing sheet will be obtained and placed into the cabinet as soon as
possible.
These calls shall be considered ROUTINE REPAIRS and associated
costs will paid in accordance the bid item rate for service. Calls received
outside normal service hours will be considered AFTER REGULAR
HOURS REPAIRS and costs will be paid in accordance with unit prices.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 35 of 58 Ai
21.08 Loop Set Testing. The CONTRACTOR shall report on-going detection
problems to the CONTRACT ADMINISTRATOR for determination if loop-
set testing is required. Loop-set testing shall be performed at the
discretion of the CONTRACT ADMINISTRATOR or appointed designee,,
A loop-set is defined as all loops connected to a single lead-in cable of a
single loop detector amplifier in a rack slot. The loop-set testing shall
include disconnecting all loops from the lead-in cable to separate the
individual loop-sets from the slot to be tested, a meg check of each
individual loop and the DLC (detector lead-in cable), and reconnection of
the loops.
21.09 Loop Detector Replacement. Loop detector replacement is not
guaranteed. It is scheduled on an as needed basis only. Compensation
therefore will be at the agreed upon price per loop for actual quantities
only. In most cases, the CONTRACTOR will be required to install (4) or
more loops at one time; however, the City reserves the right to request
fewer than four (4) loops if deemed necessary by the CONTRACT
ADMINISTRATOR or appointed designee.
New loop configuration will be four (4) Type E loops per lane unless
otherwise indicated. Loop installation will include pavement cutting,
placement of the conductors including home run, sealing pavement cuts,
and connection to DLC in pull box so that loop-set is functioning properly
upon completion of the installation. Only IMSA/TSA Level II or higher
technicians are authorized to make loop connections within the cabinet.
21.10 Video Detection Camera Service. The CONTRACTOR shall clean and
verify proper alignment for all video detection cameras. CONTRACTOR
shall check mounting hardware for corrosion and shall adjust and align as
needed. Camera service shall be completed every six months. The
spring service shall begin after March 1 and before April 30. The fall
service shall begin after September 1 and before August 31. Video
detection camera service must be completed within sixty calendar days
following start date.
21.11 Cabinet Filter Replacement. The CONTRACTOR shall replace cabinet
filter every six months. Should CONTRACTOR determine at any other
time that cabinet filter needs to be replaced, approval from the
CONTRACT ADMINISTRATOR or appointed designee shall be obtained
prior to replacement.
21.12 School Flasher Programming. The CONTRACTOR shall program all
school zone warning flashers prior to and upon completion of the school
year. The CONTRACT ADMINISTRATOR will provide an operating
schedule. The CONTRACTOR shall manually enter this information into
the digital clocks at each location.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 36 of 58
21.13 Conflict Monitor Testing. Within 90 days after execution of this agreement
and annually thereafter, and/or when so instructed by the CONTRACT
ADMINISTRATOR or appointed designee, the CONTRACTOR shall
remove each 2010 ECL conflict monitor for testing in the field. The
CONTRACTOR shall provide all testing equipment and previously tested
conflict monitor units and diode boards for use during the testing period.
Conflict monitors must meet manufacturer's specifications prior to
reinstallation into the cabinet. Copies of test results will be submitted to
the City upon request by the CONTRACT ADMINISTRATOR or appointed
designee. CONTRACTOR must complete conflict monitor testing on all
designated intersections within ninety (90) days or be subject to the
assessment of liquidated damages at the discretion of the CONTRACT
ADMINISTRATOR.
CONTRACTOR will notify the City prior to beginning the conflict monitor
testing. CONTRACTOR shall submit a time schedule for the completion
of the conflict monitor testing program for approval. The CONTRACTOR
shall update the schedule daily during completion.
21.14 UPS Battery Replacement. The CONTRACTOR shall replace batteries for
the uninterruptable power system (UPS) as needed. Batteries not
replaced due to failure must be replaced every five (5) years. When
replaced due to age, all batteries in the system must be replaced.
CONTRACTOR is responsible for appropriate battery recycling/disposal
and all costs associated with disposal.
21.15 Annual Head Cleaning and Mast Arm Inspection. Beginning in January or
as otherwise mutually agreed, CONTRACTOR shall initiate the Annual
Head Cleaning and Mast Arm Inspection. This work must be completed
within ninety calendar days. CONTRACTOR will visually inspect all
overhead equipment for signs of damage and/or deterioration. This
includes the connection of the mast arm to the main pole and all
appurtenances to the mast arm. CONTRACTOR will clean the face of all
indications. For incandescent indications, CONTRACTOR will clean the
reflector and lens also. CONTRACTOR will inspect and ensure proper
electrical connections at all overhead appurtenances including heads,
cameras, Opticom detectors, and signs.
21.16 Method of Payment for Routine Repairs. Each service identified in Bid
Schedule A "ROUTINE MAINTENANCE/REPAIRS" has an associated bid
item price. This bid item price includes all materials and labor required to
provide the services indicated in the bid schedule. Amounts indicated in
the bid schedule are estimates based on maintenance history and
anticipated City needs. Quantities indicated are not guaranteed. The
actual quantities may differ. The CONTRACTOR will be compensated for
actual work performed.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 37 of 58
22.00 NON-ROUTINE REPAIRS & SPECIAL PROJECTS - EXTRA WORK
22.01 Non Routine Repairs & Special Projects. REPAIRS and/or SPECIAL.
PROJECTS requested by the CONTRACT ADMINSTRATOR that are not
included in Bid Schedule A "ROUTINE MAINTENANCE/REPAIRS" shall
be performed by the CONTRACTOR in accordance with Section 16 "Extra
Work", Section 17 "Negotiated Proposal and Acceptance" or Section 18
"Time and Materials" at the discretion of the CONTRACT
ADMINISTRATOR.
Payment for Extra Work on a Negotiated Proposal and Acceptance shall
be compensated as indicated in the proposal submitted by the
CONTRACTOR as accepted by the CONTRACT ADMINISTRATOR.
Payment for Extra Work on a Time and Materials bases shall be
compensated for the prices quoted in Bid Schedule B "ANNUAL.
REGULAR HOURS REPAIRS" or as indicated in Bid Schedule C "AFTER
REGULAR HOUR REPAIRS" dependent upon when the CONTRACTOR
is dispatched to perform the work. These REPAIRS will be billed using the
labor rates and markup for parts as indicated in the CONTRACTOR'S bid.
Charges for these services will begin upon arrival on-scene and will end
upon departure. In cases where the time needed to make associated
repairs necessary to return the signal to safe and/or normal operation is
less than two staff hours, Contractor will bill the City for a minimum two
hour call-out. Travel time or portal to portal pay is not included in this
agreement.
22.02 Extra Work. Extra Work under Section shall be defined as scheduled or
non scheduled repairs and/or services resulting from any part of a traffic
signal system that is damaged by collision, acts of God, malicious
mischief, vandalism, or normal deterioration due to the passage of time,
excepting any damage resulting from the negligence of the
CONTRACTOR, that are determined by the CONTRACT
ADMINISTRATOR-to be outside the scope of ROUTINE REPAIRS OR
ROUTINE MAINTENANCE services. Work performed as "EXTRA
WORK" will be within the time agreed upon by both parties at the time
work is assigned. Work not completed within this mutually agreed
schedule may be assessed liquidated damages.
The CONTRACT ADMINISTRATOR may request that the CONTRACTOR
respond to the scene of collisions at signalized intersections in order to
verify proper signal operation. In this case, the CONTRACTOR shall
perform a review of the traffic signal facility including a thorough inspection
of all equipment for physical damage or equipment malfunction.
CONTRACTOR shall also observe traffic movement and verify normal
signal operation. CONTRACTOR shall then submit, in writing, a report
summarizing the results of the inspection to the CONTRACT
ADMINISTRATOR or appointed designee within 48 hours of the incident.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 38 of 58
SPECIAL PROJECTS may include, but are not limited to routine repair or
maintenance tasks including systematic re-lamping of traffic signals,
pedestrian heads, or ISNS units. SPECIAL PROJECTS may also include
scheduled REPAIRS caused by vehicle accidents, acts of god, or other
unforeseen traffic signal work. Any SPECIAL PROJECTS requested by
the City that can be scheduled to during normal working hours will be
scheduled at a mutually agreed upon time.
22.03 Parts. The CITY reserves the right to provide the CONTRACTOR with
parts needed to perform Extra Work.
23.00 CONTRACTOR'S EQUIPMENT
23.01 Contractor's Equipment Used in Performance of Contract. The machinery
and equipment used by the CONTRACTOR in the furtherance of this
agreement shall be modern, clean, and maintained in proper working
condition at all times consistent with current standards of the industry and
subject to the approval of the CONTRACT ADMINISTRATOR or approved
designee. All equipment shall be clearly marked with the
CONTRACTOR'S name, contractor's license number and shall have the
words "Under Contract to the City of Carlsbad" attached to each unit in
service.
When requested by the CONTRACT ADMINISTRATOR or approved
designee, the CONTRACTOR shall supply the City with a list of the
equipment being used in furtherance of this agreement including its make,
model, date of manufacture, and any other information deemed pertinent.
All equipment shall be made available for inspection after 24 hours
notification to the CONTRACTOR.
All vehicles used to perform maintenance duties during normal service
hours will have aerial capabilities.
23.02 City Provided Equipment. The CONTRACTOR will be issued a handheld
EVP emitter and emitter testing unit for the purpose of better maintaining
the City's emergency vehicle preemption system. This, and any other
diagnostic equipment provided to the CONTRACTOR, will remain the
property of the City of Carlsbad and must be returned to the CONTRACT
ADMINISTRATOR or approved designee upon termination of this
agreement.
23.03 At least one technician assigned to this agreement shall have a
CONTRACTOR provided laptop computer with CONTRACTOR provided
wireless e-mail service for communication with the CITY. The
CONTRACTOR shall provide QuikLoad software from McCain on this
laptop computer. This laptop computer shall be available to the technician
at any time the technician is servicing the CITY'S equipment.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 39 of 58
24.00 RECORDS MAINTENANCE
24.01 Records Maintenance. The CONTRACTOR shall maintain at his/her
place of business a record of all service calls or work performed upon the
signal equipment including date, location, times in and out, costs for
equipment and materials used, parts and supplies used, and the names of
all persons who performed work.
Each time work is performed at an intersection, including routine repairs
and maintenance, the CONTRACTOR will update the record book within
the cabinet.
The CONTRACTOR will maintain accurate tinning information sheets
within the controller cabinet at each signalized intersection. The
CONTRACTOR will provide copies of these sheets upon request of the
CONTRACT ADMINISTRATOR or approved designee.
25.00 PARTS AND MATERIALS
25.01 Parts and Materials. All materials used by the CONTRACTOR in the
furtherance of this agreement shall be in accordance with Caltrans
specifications, City of Carlsbad specifications and shall be approved by
the CONTRACT ADMINISTRATOR or approved designee.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 40 of 58
EXHIBIT "B"
CITY OF CARLSBAD
TRAFFIC SIGNAL MAINTENANCE SERVICES
BID NO. 10-02
CONTRACTOR'S WORK FORCE
The CONTRACTOR shall set forth in Exhibit B to the proposed CONTRACT:
A. Each labor or supervisory position by title that will make up the CONTRACTOR'S work
force needed to provide the described services.
B. A sufficiently detailed explanation of the minimum qualifications for a person working in
each position title, including any required licenses and/or certifications.
C. The minimum annual man-hours for each position title that the CONTRACTOR proposes
to commit to the performance of the described services.
D. A list and description of the qualifications of other pertinent staff that are not to be directly
committed to this project but who will be available to support, consult, perform Extra Work, and
the like
E. A description of CONTRACTOR'S systematic skills training program
The information provided In this attachment is for the purposes of determining the
CONTRACTOR'S commitment and preparedness to perform the DESCRIBED SERVICES,
and assuring that the CONTRACTOR'S bid is reasonable and complete. Nothing in this
Attachment shall In any way be construed to remove, lessen, or relieve the
CONTRACTOR from any responsibility prescribed by the CONTRACT.
CONTRACTOR may attach additional pages to describe Minimum Qualifications, if needed.
Label any such pages "Exhibit B - Additional Information" along with the appropriate position
title{s) corresponding to this form.
A. POSITION TITLE B, MINIMUM QUALIFICATIONS C, TOTAL
ANNUAL
HOURS
31MS* UoiL I tlL
/OO
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 41 of 58
EXHIBIT "B" Page 2
CONTRACTOR'S WORK FORCE
(Continued)
A. POSITION TITLE B. MINIMUM QUALIFICATIONS C. TOTAL
ANNUAL
HOURS
too
/0O
/W)
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 42 of 58
EXHBIT"B" Page 3
CONTRACTOR'S WORK FORCE
(Continued)
D. Other Staff Support
Title Description / Qualifications
So*
E. Description of CONTRACTOR'S employee training program
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 43 of 58
"Appendix B"
CITY OF CARLSBAD
TRAFFIC SIGNAL MAINTENANCE SERVICES
BID NO. 10-02
INSPECTION RATING FORM
SITE: ECR& FARADAY INSPECTOR: MARC KRATZER 5/30/09
Possible Previous Rating This
Category Description Points Period Period
Required routine maintenance tasks performed
Contractor's service logs complete and accurate
Contractor performing services on Scheduled Day
Work area is clean, neat and safe
Personnel in Proper Uniforms
Vehicles Marked as Required
Rating Totals
Deduction Percent
25
15
15
15
15
15
100
22
15
11
15
15
15
93
23
13
11
15
15
15
92
Deduction Percent
Adjusted Payment Formula
Monthly Payment
Deduction Amount
Adjusted Monthly Payment
3
0.03
$1,181.04
$35.43
$1,145.61
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 44 of 58
"Appendix C"
CITY OF CARLSBAD
TRAFFIC SIGNAL MAINTENANCE SERVICES
BID NO. 10-02
EQUIPMENT LIST
SigID Main St Cross St Other St Video
1 Adams
2 Alga Rd
3 Alga Rd
4 Alga Rd
5 Alga Rd
88 Alga Rd
153 Alga Rd
183 Alicante
160 Alicante St
6 Ambrosia Ln
147 Ambrosia Ln
132 Appian Wy
7 Arenal Rd
8 Armada Dr
9 Aston Av
140 Avenida Encinas
10 Avenida Encinas
11 Avenida Encinas
12 Avenida Encinas
13 Avenida Encinas
190 Avenida La Cima
166 Avenida Soledad
14 Aviara Pkwy
15 Aviara Pkwy
181 Aviara Pkwy
115 Aviara Pkwy
56 Aviara Pkwy
16 Aviara Pkwy
129 Aviara Pkwy
136 Aviara Pkwy
114 Aviara Pkwy
17 Aviara Pkwy
89 Aviara Pkwy
128 Aviara Pkwy
109 Aviara Pkwy
18 Batiquitos Dr
19 Beech Av
186 Black Rail Rd
124 Breakwater Rd
161 Bressi Ranch Wy
Tamarack
Alicante St
Corintia St
El Camino Real
El Fuerte St
Melrose Dr
Xana Wy
Town Garden Rd
Poinsettia Ln
Aviara Pkwy
Poinsettia Ln
Carlsbad Village Dr
El Camino Real
Palomar Airport Rd
College Bl
Cannon Rd
Carlsbad Bl
Palomar Airport Rd
Poinsettia Ln
San Lucas
Rancho Santa Fe Rd
Rancho Santa Fe Rd
Batiquitos Ln
Black Rail Ct
Camino de las Ondas
Cobblestone Rd
College Blvd
Four Seasons Pt
Kestrel Dr
Kingfisher
Laurel Tree Ln
Manzanita St
Mimosa Dr
Plum Tree Rd
Poinsettia Ln
Poinsettia Ln
Carlsbad Bl
Poinsettia Ln
Carlsbad Bl
El Fuerte St
Aviara Pkwy
Avenida de Anita
Price Club
Poinsettia Village
BaccharisAv
Mariposa Rd
Palomar Airport Rd
Cormorant Dr
Plaza Paseo Real
No
Yes
Yes
Yes
Yes
No
Yes
No
Yes
No
Yes
Yes
Yes
Yes
No
Yes
No
No
No
No
No
No
Yes
No
No
No
Yes
Yes
No
Yes
No
No
No
No
Yes
Yes
Yes
No
No
No
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 45 of 58 /.-
Sig ID Main St
20 Cadencia St
154 Calle Acervo
21 Calle Barcelona
142 Calle Barcelona
148 Calle Barcelona
189 Calle Barcelona
22 Calle Barcelona
141 Calle Barcelona
163 Calle Timeteo
23 Camino Alvaro
24 Camino de las Ondas
25 Camino de los Coches
26 Camino de los Coches
150 Camino Junipero
27 Camino Vida Roble
28 Camino Vida Roble
146 Cannon Rd
29 Cannon Rd
110 Cannon Rd
138 Cannon Rd
139 Cannon Rd
179 Cannon Rd
144 Cannon Rd
188 Cannon Rd
30 Cannon Rd
31 Cannon Rd
187 Cannon Rd
184 Car Country Dr
32 Carlsbad Bl
33 Carlsbad Bl
34 Carlsbad Bl
35 Carlsbad Bl
36 Carlsbad Bl
37 Carlsbad Bl
125 Carlsbad Bl
38 Carlsbad Bl
39 Carlsbad Bl
155 Carlsbad Village Dr
149 Carlsbad Village Dr
40 Carlsbad Village Dr
120 Carlsbad Village Dr
41 Carlsbad Village Dr
157 Carlsbad Village Dr
42 Carlsbad Village Dr
43 Carlsbad Village Dr
Cross St Oth.
La Costa Av
Camino de los Coches
El Camino Real
Forum Main Entrance
Paseo Aliso
Paseo Avellano
Rancho Santa Fe Rd
Woodfern
Camino de los Coches
Rancho Santa Fe Rd Olivenhain Rd
Paseo del Norte
Rancho Santa Fe Rd
Stagecoach Maverick Wy
Rancho Santa Fe Rd
El Camino Real
Palomar Airport Rd
Car Country Dr
Carlsbad Bl
El Camino Real
FaradayAv
Frost Av
Grand Pacific Dr
Hemingway Dr
Hilltop
Legoland Dr
Paseo del norte
Wind Trail Wy
Paseo del norte
Carlsbad Village Dr
Cerezo Dr
Grand Av
Island Wy
Pine Av
Poinsettia Ln
Ponto Rd
Solamar Dr
Tamarack Av
Chatham Rd
College Bl
Concord St
Donna Dr
El Camino Real
Glasgow Dr
Harding St
Highland Dr
er St Video
No
Yes
No
Yes
Yes
No
Yes
Yes
Yes
No
Yes
Yes
No
Yes
Yes
No
Yes
No
Yes
Yes
No
No
Yes
No
Yes
Yes
No
No
No
No
No
No
No
No
No
No
No
Yes
Yes
No
No
No
No
No
No
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 46 of 58
Sig ID Main St
44 Carlsbad Village Dr
45 Carlsbad Village Dr
46 Carlsbad Village Dr
47 Carlsbad Village Dr
130 Carlsbad Village Dr
48 Carlsbad Village Dr
49 Carlsbad Village Dr
113 Carlsbad Village Dr
122 Carlsbad Village Dr
112 Carrillo Wy
50 Cassia Rd
51 Chestnut Av
52 Chestnut Av
53 Cinema Wy
54 College Bl
55 College Bl
168 College Bl
167 College Bl
152 College Bl
135 College Bl
126 Company Stores
162 Corintia St
57 Costa del Mar Rd
145 Crystaline Dr
58 Dove Ln
59 El Camino Real
60 El Camino Real
67 El Camino Real
61 El Camino Real
62 El Camino Real
119 El Camino Real
63 El Camino Real
64 El Camino Real
65 El Camino Real
66 El Camino Real
134 El Camino Real
68 El Camino Real
94 El Camino Real
176 El Fuerte
164 El Fuerte St
165 El Fuerte St
69 El Fuerte St
159 El Fuerte St
175 Estrella de Mar
Cross St Other St | Video
Jefferson St Yes
Madison St No
Monroe St No
Pio Pico Dr No
Pontiac Dr Yes
Roosevelt St No
State St No
Tamarack Av Yes
ValleySt No
Melrose Dr No
El Camino Real Yes
El Camino Real No
Monroe St No
Marron Rd Yes
El Camino Real Yes
Faraday Ave Yes
Inlet Wy Red Bluff Rd No
Rift Rd Ridgefield No
Tamarack north Yes
Tamarack South Yes
Paseo del norte Yes
El Fuerte St Yes
El Camino Real No
Poinsettia Ln Yes
El Camino Real Yes
Faraday Yes
Hosp Wy Yes
Jackspar Dr Rancho Carlsbad Dr Yes
Kelly Dr No
La Costa Av Yes
La Costa Towne Ctr No
Levante St Yes
Marron Rd Yes
Palomar Airport Rd Yes
Plaza Plaza Camino Real/ Vons Yes
Center
Poinsettia Ln Yes
Tamarack Av No
Town Garden Rd Yes
Faraday Av Yes
Gateway Rd Yes
Greenhaven Dr Yes
Palomar Airport Rd Yes
Poinsettia Ln Yes
Poinsettia Ln No
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 47 of 58 /O
SigID Main St Cross St Other St Video
174 Faraday Av
173 Faraday Av
123 Faraday Av
178 Faraday Av
177 Faraday Av
185 Fire Station #6
70 Grand Av
71 Grand Av
72 Grand Av
73 Hidden Valley Rd
171 Innovation Wy
74 Jefferson St
75 Jefferson St
76 Jefferson St
77 Jefferson St
143 La Costa Av
78 La Costa Av
79 La Costa Av
93 La Costa Av
80 La Costa Av
172 Lionshead Av
81 Marron Rd
82 Melrose Dr
92 Melrose Dr
111 Melrose Dr
169 Mica Rd
182 Olivenhain MWD
Entrance
84 Palomar Airport Rd
85 Palomar Airport Rd
91 Palomar Airport Rd
86 Palomar Airport Rd
87 Paseo del norte
156 Paseo Escuela
151 Paseo Lupino
170 Poinsettia Ln
158 Poinsettia Ln
90 Rancho Santa Fe Rd
Orion St
Priestly Dr
Van Allen Wy
Whiptail Loop E
Whiptail Loop W
Rancho Santa Fe Rd
Jefferson St
Roosevelt St
State St
Palomar Airport Rd
Palomar Airport Rd
Laguna Dr
Las Flores Dr
Marron Rd
Tamarack Av
La Costa Towne Center
Rancho Santa Fe Rd
Romeria St
Saxony Rd
Viejo Castilla Wy
Melrose Dr
Monroe St
Palomar Airport Rd
Poinsettia Ln
Rancho Bravado
Poinsettia Ln
Rancho Santa Fe Rd
Palomar Oaks Wy
Paseo del norte
Paseo Valindo
Yarrow Dr
Poinsettia Ln
Poinsettia
Rancho Santa Fe Rd
Quartz Wy
Snapdragon Dr
San Elijo
Loker Av West
Paseo Corto
No
No
No
Yes
Yes
No
Yes
No
No
Yes
No
Yes
Yes
Yes
No
Yes
Yes
No
No
No
No
Yes
No
No
No
No
No
No
Yes
No
No
Yes
Yes
Yes
No
Yes
Yes
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 48 of 58
"Appendix D"
CITY OF CARLSBAD
TRAFFIC SIGNAL MAINTENANCE SERVICES
BID NO. 10-02
ROUTINE MAINTENANCE SCHEDULES
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 49 of 58
CITY OF CARLSBAD
TRAFFIC SIGNAL MAINTENANCE
BID NO. 10-02
Monthly Inspection Checklist
PERFORMED BY
CONTRACTOR
C
A
B
I
N
E
T
C
0
N
T
R
O
L
L
E
R
P
E
D
E
S
T
R
I
A
IM
Clean inside of cabinet
Remove graffiti
Clean filter
Verify fan operation
Check general condition
Pest control
Verify timing & clocks
Verify program per chart
Verify functions per chart
Check back-up battery
Verify detection operation
Verify EVP in program
Check flasher card
operation
Verify ppb operation
Check ppb mounting
Verify indication
Check head condition
M
O
N
T
H
DATE INSPECTED
ALL OK
DIRECTION
FAILURE
ACTION*
DtiTE OF ACTION
COMMENTS
* 1 = Repairs completed by Contractor per maintenance agreement
2 = Repairs completed by Contractor at City's request - incident number assigned
3 = Referred to City for repair
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 50 of 58
CITY OF CARLSBAD
TRAFFIC SIGNAL MAINTENANCE
BID NO. 10-02
Monthly Inspection Checklist
(continued)
PERFORMED BY
CONTRACTOR
H
A
R
D
W
A
R
E
&
A
P
P
U
R
T
E
N
C
E
S
Check head visibility &
clear/report as needed
Check ISNS - visual
Check head alignment
Check backboard & visor
Verify indication
operation
Check pole & base
condition
Remove graffiti
Check mastarm &
framework condition
Check Opticom scope
condition
Verify terminal & pole
coverplate security
Check pull box & cover
condition
Check electric service
condition
Check camera or loop /
pavement condition
M
O
N
T
H
DATE INSPECTED
ALL OK
DIRECTION
FAILURE
ACTION*
DATE OF ACTION
COMMENTS
* 1 = Repairs completed by Contractor per maintenance agreement
2 = Repairs completed by Contractor at City's request - incident number assigned
3 = Referred to City for repair
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 51 of 58
CITY OF CARLSBAD
TRAFFIC SIGNAL MAINTENANCE
BID NO. 10-02
Quarterly Inspection Checklist
PERFORMED BY CONTRACTOR
C
A
B
I
N
E
T
C
0
IN
T
R
O
L
L
E
R
P
E
D
E
S
T
R
I
A
N
Clean inside of cabinet
Remove graffiti
Clean filter
Verify fan operation
Check general condition
Pest control
Lube all doors & locks
Verify timing & clocks
Verify program per chart
Verify functions per chart
Check back-up battery
Verify detection operation
Verify EVP in program
Check flasher card operation
Tighten electrical connections
at cabinet service & load bay
Verify ppb operation
Check ppb mounting
Verify indication
Check head condition
M
O
N
T
H
DATE INSPECTED
ALL OK
DIRECTION
FAILURE
ACTION*
DATE OF ACTION
COMMENTS
* 1 = Repairs completed by Contractor per maintenance agreement
2 = Repairs completed by Contractor at City's request - incident number assigned
3 = Referred to City for repair
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 52 of 58
CITY OF CARLSBAD
TRAFFIC SIGNAL MAINTENANCE
BID NO. 10-02
Quarterly Inspection Checklist
(continued)
PERFORMED BY
CONTRACTOR
H
A
R
D
W
A
R
E
&
A
P
P
U
R
T
E
N
C
E
S
Check head visibility &
clear/report as needed
Check ISNS - visual
Check head alignment
Check backboard & visor
Verify indication
operation
Check pole & base
condition
Remove graffiti
Check mastarm &
framework condition
Check opticom scope
condition
Verify terminal & pole
coverplate security
Check pull box & cover
condition
Check electric service
condition
Check camera or loop /
pavement condition
M
O
N
T
H
DATE INSPECTED
ALL OK
DIRECTION
FAILURE
ACTION*
DATE OF ACTION
COMMENTS
* 1 = Repairs completed by Contractor per maintenance agreement
2 = Repairs completed by Contractor at City's request - incident number assigned
3 = Referred to City for repair
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 53 of 58
VALUE ADDED OFFERINGS
ENGINEERING & PROFESSIONAL SERVICES
Republic ITS's engineering staff is available to provide traffic signal modification design, signal
timing and coordination enhancement, and many other traffic, civil and electrical engineering
related services. Our unique ability to design, construct and maintain all facets of traffic signals
and streetlights using in-house staff is one example of the many aspects that set Republic ITS
apart from other maintenance companies.
Republic US'b Traffic Engineering Services Group offers a full spectrum of traffic, civil, and
construction engineering services. Our team of licensed Traffic and .Civil Engineers and
International Municipal Signal Association (IMSA) technicians offer complete solutions to your
transportation engineering needs. Our ultimate goal is to provide municipalities with
exceptional, cost effective traffic engineering support to meet all their transportation
engineering requirements.
Republic ITS Offers Engineering Expertise
in the Following Arena
• Intelligent Transportation System
(ITS) management & operations
• Design review services
» Development and implementation
of operations and maintenance
programs
• Design/Build improvement
projects
• Traffic signal and streetlight system
design
Republic ITS's engineering professionals possess significant practical experience in both the
public and private sectors. We have decades of combined experience working for public works
departments and consulting engineering firms. Republic ITS staff can offer:
« Complete Design/Build services for traffic signals, pedestrian crossings, street lighting
and other electrical infrastructure projects
• Traffic signals, signal modifications, and signal interconnect plaas
• Traffic control plans
• Traffic signing and striping plans
• Pedestrian and bicycle transportation enhancements
• Inspection of traffic signal and streetlight construction
traffic Operations Services
• Monitor and utilize traffic management systems, including VMS 3$0, Actra, Streetwise,
Quicknet/4 and Traconet among others
• Develop, review, and implement traffic signal timing and coordination plans for Type
170/2070 and NEMA controllers
• Evaluate and recommend future development of a traffic operations center
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 54 of 58
• Assess and recommend innovative technology/ products such as video detection, radar
speed signs, red light enforcement cameras, extinguish^ hie LED signs, etc
Republic IIVs staff of California Board-licensed civil and traffic engineers teamed up with
I MSA-certified electricians have a combined extensive knowledge and experience in the design,
construction, and maintenance of various ATMS systems and their equipment and components
Systems we have maintained and operate include but are not limited to the following
proprietary systems: Multisonics VMS 220 & 330, Na/.tec Streetwise, Eagle ACTRA, BI-Tran,
and I'raconet.
We recognizi- that use of emerging AI MS and Intelligent Transportation Systems (ITS)
technologies are becoming a trend among forward- thinking municipal agencies. As such.
Republic ITS has established powerful partnerships and has gained exteftsive knowledge and
experience in various ATMS system design, integration, implementation, and maintenance. As
a service maintenance provider throughout the State and nation, we have acquired the unique
ability to keep abreast with emerging ATMS technologies that arc actually being implemented
around the country. This creates the added benefit of allowing us to learn from other agencies,
which in turn provides the greater ability to provide expedient maintenance and
troubleshooting to our customers.
Analysis Services
» Conduct stop control and traffic signal warrant evaluations
• Evaluate existing illumination levels
• Develop, maintain and analyze collision databases for long term tracking of
transportation system safety performance and potential for mitigation1,
• Perform intersection level of service, timing and coordination analysis using various
software programs, such as Sync/wo, SimJraffic, TRANSIT 7F, and PASSER
General'iraHSfiorMion Enghieering Services
» Pursue various Federal, State, Regional and Utility funding programs such as TEA-21,
Safe Routes to School, Hazard Elimination Safety.. Transportation Hund for Air Quality,
Transportation for Livable Communities and Regional Traffic Signal Timing
• Develop and recommend signing, striping and lighting specifications and standards
• Evaluate and address various citizen and motorist traffic safety requests and concerns
• Conduct and/or review traffic impact studies
• Provide inspection and construction management services
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 55 of 58
INFORMATION TECHNOLOGY
Republic ITS recognizes that speed, efficiency, and comprehensive service are the keys to
customer satisfaction in our industry. With this in mind, we are constantly seeking innovative
ways to improve our service delivery Republic ITS is proud to present a detailed description of
PLATO and VViRE (Wireless Republic), our computerized traffic signal maintenance and
inventory/bar-codmg management system. These two applications represent what we believe
to be the forefront of customer account management and maintenance tracking in our industry.
Both WiRE and PLATO have been developed to match the daily needs of both Republic ITS and
our customers:
• PLATO is Republic ITS's primary maintenance tracking and account management
application, comprised of a detailed and flexible database system. It handles detailed
project management, contractual information, and scheduling of both service requests
and scheduled maintenance. It is the information backbone of Republic ITS and our
investment in providing the best possible service to our customers.
• WiRE is our field access to PLATO, allowing our service crews to access real-time
information and scheduling using Microsoft Pocket PC devices. Service response
information is transmitted in real-time .back to PLATO, allowing monitoring of service
status and inventory information.
PLATO
PLATO was developed to provide rapid access to service requests, maintenance scheduling,
and detailed work histories for intersections. Based on Microsoft's web application framework,
PLATO is available to any workstation with access to Republic ITS's intranet. This provides
maximum flexibility in Plato's deployment, making it available to any internal computer with a
browser.
The information handled bv PLATO includes:
• Service Request Management and Scheduling, including time stamping and dispatching.
• Scheduled Maintenance Management and Scheduling.
• Intersection Details, including inventories of equipment, maps, CAD drawing, timing
sheets, etc.
• Detailed Service Descriptions, allowing us to tailor the service rendered in the held to
the precise specifications of the City.
• Agency Information Management, including contacts, billing information, etc.
• Contractual Information, including frequencies of scheduled maintenance, contract
periods, "Not to Exceed" limits, etc.
• Internal communications, such as pertinent notes, etc.
• Report Generation, including invoices, materials use, etc.
• Inventory control, including real-time tracking of available and installed equipment
Information available to view or download through the Customer Rxtranet includes:
• Real-time status of Scheduled Maintenance and Service Request calls
• Real-time Intersection Inventories.
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 56 of 58 (fit
• Real-fame Equipment Inventories.
• Intersection maintenance histories, maps, CAD drawings, digital photographs.
• Account information, such as contacts and billing.
In addition, the information available to City staff can be tailored to meet the City's needs.
Republic !TS will work with the City to make sure you get the information you need to
successfully serve your customers.
Electronic Service Request
WIRE
VViRE allows our technicians in the field access to an array of useful data. Maintenance histories
for the intersection, inventory bar-coding & scanning, downloading timing sheets and
uploading them to a controller, digital photographic documentation: all contribute to a quicker,
more successful visit from a Republic ITS signal technician. In addition, our scheduled
maintenance activities and responses to service requests are documented on-site utilizing our
hand-held devices, as well as documentation noting any other needed repair work. WiRE also
functions as a dispatching tool; once a service request is dispatched to a technician, relevant
information concerning the nature of the call and the intersection is immediately available.
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Typical Screen Shots of the WiRE Interface
FLEXIBILITY
The most important aspect of the applications described above is the flexible nature of their use
and their potential for future development. Republic ITS can work with the City's staff to
customize the applications to maximize their usefulness and provide the level of service the
City desires. This flexibility includes the ability to modify types of information collected,
downloading of information, visual representation, means of access, or other conveniences the
Citv wishes.
In summary, we believe that our exclusive PLATO and WiRE software technology will not only
increase our productivity and accuracy in the field, but it will also be a valuable source of
information for vour staff.
WiRE and PLATO Training Session
City of Carlsbad Contract 10-02, Traffic Signal Maintenance Services Page 58 of 58