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2014-10-07; City Council; 21750; Approval Purchase Traffic Signal Battery Back-up Systems
CITY OF CARLSBAD - AGENDA BILL AB# 21,750 APPROVAL OF A MASTER PURCHASE DEPT.DIRECTOR MTG. 10-07-14 AGREEMENT FOR $600,000 FOR THE CITY ATTY. DEPT. PW-TRAN PROCUREMENT OF TRAFFIC SIGNAL BATTERY BACK-UP SYSTEMS CITY MGR. r RECOMMENDED ACTION: Adopt Resolution No. 2014-235 awarding a master purchase agreement for the procurement of traffic signal battery back-up systems per the Traffic Signal Program, Capital Improvement Program Project No. 6320. ITEM EXPLANATION: As part of the current traffic signal CIP project, the battery back-up systems at each intersection in the city will be upgraded to ensure continued operation during interim power outages. Implementing traffic signal battery back-up systems are crucial to ensure safety for both drivers and local law enforcement officials under otherwise hazardous conditions. The battery back-up systems are designed to provide hours of reliable, constant and consistent power during interim disturbances in the power supply. The technology is compatible with recent traffic signal upgrades and will provide reliable power to the city's traffic signal intersections, ITS cabinets, communication nodes and other equipment. Battery back-up systems played a critical role In maintaining traffic signal operations as well as communications to video camera feeds to the Emergency Operations Center during the recent Poinsettia wildfire. This phase of the Traffic Signal Program was delayed to address concerns from the City Council that the current battery back-up system must be programmed to be either fully functional (i.e., regular red, yellow and green indications) for a shorter period of time or operate in red-flash mode for an extended period of time. Recent advances in equipment technology mean that with this purchase staff can program the battery back-up systems to be fully operational during the times of day expected to have significant traffic, and can also program them to operate in red-flash mode late at night when traffic is expected to be light. Staff recommends approval of a master purchase agreement in the amount of $600,000 for battery back- up systems. The cost for 175 intersections is $532,350 ($3,042 per intersection) with a remaining spending limit of $67,650 available for repairs over the 5-year life of the contract. City staff will use the current traffic signal maintenance contractor (Siemens, Inc.) to install this equipment as a part of a separate contract. DEPARTMENT CONTACT: Doug Bilse, 760-602-7504 doug.bilse@carlsbadca.gov FOR CLERK USE COUNCIL ACTION: APPROVED CONTINUED TO DATE SPECIFIC • DENIED CONTINUEDTO DATE UNKNOWN • CONTINUED • RETURNED TO STAFF • WITHDRAWN • OTHER - SEE MINUTES • AMENDED • REPORT RECEIVED • Traffic Signal Project No. 6320 October 7, 2014 Page 2 of 2 Following is a summary ofthe submitted bids with bid price and best value score Vendor Bid Price Best Value Score McCain $565,997 88 DDL $558,200 81 Western Pacific Signal $685,010 63 Clary Corp $795,612 40 NexTech $993,689 39 Note: The bid from Meyers was found to be unqualified. FISCAL IMPACT: The enclosed proposal establishes unit costs for signal battery back-up systems through a five-year master purchase agreement. The resolution allows the City Manager to use the master purchase agreement to approve procurement of signal battery back-up systems and associated equipment for a total not-to-exceed $600,000 over a five-year contract. There are adequate funds appropriated in the Traffic Signal Program, Project No. 6320, in the Infrastructure Replacement Fund forthis amount. ENVIRONMENTAL IMPACT: The project is exempt from the California Environmental Quality Act (CEQA) per State CEQA Guidelines Section 15301 (c) - minor alteration of existing facilities, including streets, sidewalks, gutters, and similar facilities involving negligible or no expansions. PUBUC NOTIFICATIONS: None. EXHIBITS: 2. 3. 2014-235 , „ Resolution No. approving a master purchase agreement for the procurement of traffic signal battery back-up systems per the Traffic Signal Program, Capital Improvement Program Project No. 6320. Master Service Agreement for Traffic Signal Battery Back-up System Equipment. Proposal. EXHIBIT 1 RESOLUTION NO. 2014-235 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AWARDING A MASTER PURCHASE AGREEMENT FOR THE PROCUREMENT OF TRAFFIC SIGNAL BATTERY BACK-UP SYSTEMS PER THE TRAFFIC SIGNAL PROGRAM, CAPITAL 4 IMPROVEMENT PROGRAM PROJECT NO. 6320. 3 26 27 28 WHEREAS, the City Council of the City of Carlsbad, California, has determined it 5 6 7 necessary, desirable, and in the public interest to maintain traffic signals and improve signal 8 operations by the purchase and installation of battery back-up systems for traffic signals so that they continue to operate during power outages as per CIP Project No. 6320; and WHEREAS, recent advances in equipment technology provide an opportunity to upgrade existing battery back-up systems; and 9 10 11 12 ^2 WHEREAS, six (6) sealed bids were received on July 3, 2014 for the project; and 14 WHEREAS, five (5) of the six (6) sealed bids were qualified for the project; and 15 WHEREAS, the highest ranking bid for the project was submitted by McCain, Incorporated in the amount of $565,997; and 17 18 WHEREAS, adequate funds were appropriated in the Traffic Signal Program, Project No. 19 6320, in the Infrastructure Replacement Fund for this amount; and 20 21 22 23 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, 24 California, as follows: 25 1. That the above recitations are true and correct. WHEREAS, the project is exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301 (c). 2. That the bid submitted by McCain, Incorporated in the amount of $565,997 is hereby accepted and the Mayor is hereby authorized to execute a master purchase agreement 3 1 based on this bid for the procurement of the Battery Back-up System for traffic signals, CIP ^ Project No. 6320, in accordance with the specifications, contracts, and master purchase 3 agreement documents on file with the Purchasing Officer. 4 3. That the City Manager is hereby authorized to approve amend the contract in an 5 amount not-to-exceed $600,000 to McCain, Incorporated for the battery back-up system for 6 7 traffic signals, CIP Project No. 6320, based on the unit prices included in the master purchase 8 agreement with McCain, Incorporated. ^ 4. That the award of this contract in a form as approved by the City Attorney is contingent upon McCain, Incorporated executing the required master purchase agreement and 11 submitting the insurance policies, as described in the contract, within twenty (20) calendar days 12 ^3 of adoption ofthis resolution. The City Manager may grant reasonable extensions of time 14 // 15 // // // // // 16 17 18 19 20 21 // 22 // 23 24 25 26 27 28 // // 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 PASSED, APPRQVED AND ADOPTED at a Regular Meeting ofthe City Council ofthe City of Carlsbad on the 7th day of October 2014, by the following vote to wit: AYES: NOES: Council Members Hall, Packard, Wood, Schumacher, Blackburn. None. ABSENT: None. MATT ATTEST FT HALl, Mayor .,uRA^^BARA ENGLESON, €ity Clerk ''I. * .vv^^ TRAN 1127 MASTER PURCHASE AGREEMENT FOR TRAFFIC SIGNAL BATTERY BACK-UP EQUIPMENT McCAIN, INC. THIS^ AGREEMENT is made and entered into as of the / day of iU(LhfhJUy 2014, by and between the CITY OF CARLSBAD, a municipal corporation, hereinafter referred to as "City and McCAIN, INC., a California corporation, hereinafter referred to as "Seller" or "Contractor." RECITALS A. The parties to this exclusive Agreement will purchase from Seller and Seller will sell to City, traffic signal communications equipment during the term ofthis Agreement. B. To expedite these contemplated purchases, the parties are willing to enter into this exclusive Agreement that sets forth the terms and conditions that will govern all such transactions between them. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. Definitions 1.1. Buyer. With respect to purchase orders issued by City, the term "Buyer" means City of Carlsbad. 1.2 Products. The term "Product" means those goods listed in Table 1 for which Buyer issues to Seller a purchase order during the term of this Agreement. Products and specific terms are described in Table 1 and Exhibit "A" - Request for Bid, which are attached hereto and incorporated herein by this reference in accordance with the terms and conditions set forth in this Agreement. In the event of an inconsistency between the Product description of Table 1 and Exhibit "A", the inconsistency will be resolved with Exhibit "A" taking precedence. 2. Issuance Of Purchase Orders. Buyer may issue purchase orders to Seller from time to time forthe purchase of Products. Each purchase order shall contain a description ofthe Products ordered, the quantities and prices, the terms and place of delivery, and will reference City of Carlsbad Bid #11-04. Every purchase order issued by Buyer to Seller following the date of this Agreement and bearing such a notation shall be governed by and be deemed to include the provisions of this Agreement. In the event of an inconsistency between any term(s) and condition(s) of this Agreement, Exhibit "A" or the placed purchase order, the inconsistency will be resolved in the following descending order of precedence: (1) this Agreement, (2) Exhibit "A", and (3) the purchase order. The City will indicate its specific requirements on its purchase order documents including, but not limited to delivery address and Instructions. There will be no minimum order and all items must be available for the term of this Agreement. All items will be delivered F.O.B. Destination, Freight Prepaid and Allowed, and at the prices set forth in Table 1. 3. Term. This Agreement will be effective for a period of five (5) years from the date first above written. The total amount for the purchase of traffic signal battery back-up equipment will City Attorney Approved Version 1 /30/13 TRAN1127 be five hundred sixty five thousand nine hundred ninety seven dollars ($565,997). An additional thirty four thousand three dollars ($34,003) may be authorized by the City Manager for the purchase of traffic signal battery back-up equipment for a total not-to-exceed amount of six hundred thousand dollars ($600,000). 4. Termination. City may terminate this agreement at any time with thirty (30) days written notice to Seller. Seller may terminate this Agreement at any time with ninety (90) days written notice to the City. 6. Deliverv. A. The delivery for purchase orders placed pursuant to this Agreement shall be as specified In the City's purchase order. B. Time is of the essence on orders and delay In delivery will cause injury to the Buyer. Should the Contractor be obstructed or delayed in the production or delivery of Product(s) required hereunder by any act or omission of the City or by strikes, an act of God, or by no fault ofthe Contractor In its ability to obtain materials ("Delaying Event"), then the time for delivery of the order shall be extended for such period as may be either agreed to between Contractor and City or equal to the period of time of the Delaying Event. C. Notwithstanding any other provision of this Agreement, if delivery cannot be made within forty five days after receipt of a purchase order. Buyer may, upon knowledge of the fact and regardless whether or not the delay would be excusable, terminate the purchase order by written notice to Seller. The termination shall be without cost to Buyer and shall discharge all obligations and liabilities of the Buyer/Seller under the purchase order except as to Products previously delivered and accepted by Buyer. 6. Passaae of Title and Risk of Loss. Unless othenwise specified in a particular purchase order placed pursuant to this Agreement, title to and risk of any loss of or damage to the Products shall pass from Seller to Buyer when the Products are accepted in writing by the Buyer using a shipping acknowledgement form submitted by the Seller with each shipment. 7. Inspection of Product. Seller shall inspect and test all Products prior to shipment to Buyer. In addition, all Products shall be subject to final inspection and acceptance by Buyer at Buyer's facility. Final inspection and acceptance or rejection will be made by Buyer within thirty (30) days after receipt of Products, and failure of Buyer to reject any Product within thirty (30) days after receipt shall constitute acceptance. Should Buyer reject any Product for failure to conform to the requirements of a purchase order, Buyer shall notify Seller in writing of the rejection, giving detailed reasons for the rejection. Seller shall then have the option to repair or replace the nonconforming Product within ten (10) days at Buyer's designated delivery facility. If Seller fails to act to correct any nonconforming Product within this time period, then Buyer may return any nonconforming Product(s) to Seller. Rejected items to be returned to Seller shall be shipped at Seller's risk and expense. 8. Warrantv. Seller warrants to Buyer that all Products delivered under this Agreement shall be free from defects in materials and workmanship, that all Products will conform to the requirements ofthe order including, but not limited to, the applicable descriptions, specifications, and drawings agreed to by the parties and, to the extent the items are not manufactured pursuant to detailed designs furnished by Buyer, that all Products will be free from defects in design and City Attorney Approved Version 1/30/13 TRAN 1127 suitable for the intended purposes. In addition, Seller warrants that all Products will, at the time of delivery, be free from any security interest or other lien or encumbrance. 9. 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 by any negligence, recklessness, or willful misconduct 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. 10. Insurance. Seller will obtain and maintain during the term of this Agreement, and any subsequent amendments to it, insurance for personal injury and property damage arising out of or in connection with Seller's performance under this AgreemenL Required are: Policies of commercial general liability insurance, a combined policy of workers' compensation, employers liability insurance, from an insurance company authorized to transact the business of insurance in the State of California which has a current rating in the Best's Key Rating guide of at least A-:V in an amount of not less than one million dollars ($1,000,000) each, unless othenwise authorized and approved by the City Attorney or the City Manager. Seller will obtain occurrence coverage. The insurance will be in force during the life of this Agreement and will not be canceled without thirty (30) days prior written notice to the City by certified mail. Contractor will furnish certificates of insurance to the City's Purchasing Department, prior to City's execution of this Agreement. 11. Notices. All notices and other communications required or authorized under this Agreement shall be given in writing either by personal delivery or by first class mall addressed to the respective party. 12. Compliance With Laws. Contractor will comply with all applicable local, state and federal laws and regulations prohibiting discrimination and harassment and, if required, will obtain and maintain a City of Carlsbad Business License for the term ofthis Agreement and any amendments to the Agreement. 13. Claims and Lawsuits. By signing this Agreement, Contractor agrees it may be subject to civil penalties for the filing of false claims as set forth In the California False Claims Act, Government Code sections 12650, et sea., and Carlsbad Municipal Code Sections 3.32.025, et sea. Contractor further acknowledges that debarment by another jurisdiction is grounds for the City of Carlsbad to terminate this Agreement. 14. Venue and Jurisdiction. Contractor agrees and stipulates that the proper venue and jurisdiction for resolution of any disputes between the parties arising out of this Agreement is the Superior Court of California, County of San Diego, California. 15. Assianment Contractor may not assign this Agreement or any part of it, nor may it assign any monies due or that may become due under it, without the prior written consent of City. 16. Amendments. This Agreement may be amended by mutual consent of City and Contractor. Any amendment will be in writing, signed by both parties, with a statement of estimated changes in charges or time schedule. City Attorney Approved Version 1/30/13 TRAN 1127 17. Authoritv 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 McCAIN, INC., a California corporation CITY OF CARLSBAD, a municipal corporation of the State of California By: x (sign here) By: Mayor (print name/title) ATTEST: (print name/title) ' BARBARA ENGLESO City Clerk If required by City, proper notarial acknowledgment of execution by contractor must be 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: CELIA A. BREWER, City Attorney City Attorney Approved Version 1/30/13 CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT State of California of /1 County } On before me, oite Here Insert Name and TjlTe q( the Officer / personally appeared / Name(s) of Signer(s) x SONORA L. RICKERT Commission # 1994905 Notary Public - California San Diego County S My Comm. Expires Nov t8. POIfi^ who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) -is/are subscribed to the within instrument and acknowledged to me that ho/cho/they executed the same in 4iio/hQf/their authorized capacity (ies), and that by-Natw/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Place Notary Sea! Above Signati OPTIONAL ' Signature of Notary Public Though the information below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent removal and reattachment of this form to another document Description of Attached Document Title o?S«pe of Document: Document Date: Number of Pages:. Signer(s) Other Than Named , Capacity(ies) Claimed by Signer(s) Signer's Name: • Individual • • • • • • Ottier: Corporate Officer — Title(s): Partner — • Umited • General Attorney in Fact Trustee Guardian or Conservator RIGHTTHUMBPRINT OFSIGNER Top of thumb here ler's Name:. • It • Corporate^ Signer Is Representing:. • Partner — • Um • Attorney in Fact • Trustee • Guardian or Conservator • Other: Title(s): • General RIGHTTHUMBPRINT OF SIGNER Top of tfiumb here Signer Is Representing:, ©2007 National Notary Association • 9350 De Soto Ave., RO.Box 2402'Chatsworth, CA 91313-2402 •www.NationalNotary.org Item #5907 Reorder: Call Toil-Free 1-800-876-6827 EXHIBIT "A" COST OF SERVICES TRAN 1127 Item No. Description Estimated Quantity and Units Unit Price (Does not include Tax) Total 1 Battery Backup System Complete 150/each $3,042 $456,300 2 Batteries 12/each $158 $1,896 3 Power Inverter 10/each $1,123 $11,230 4 Power Transfer Relay 10/each $358 $3,580 5 Side Attached Housing 10/each $626 $6,260 6 Stand Alone Housing 10/each $648 $6,480 7 Management System Lump sum $1 $1 8 Optional: Battery Backup System Installation Complete 150/each $535 $80,250 TOTAL $565,997 City Attorney Approved Version 1/30/13 Exhibit "A" REQUEST FOR BID RFB #14-06 FOR Battery Backup System June 2, 2014 BIDS MUST BE RECEIVED SEALED AND CLEARLY MARKED ON THE OUTSIDE WITH "RFB #14-06 BATTERY BACKUP SYSTEM" BIDS MUST BE RECEIVED PRIOR TO 11:00 A.M. ON THURSDAY JULY 03, 2014 AT: CITY OF CARLSBAD John DeRego Purchasing Department 1635 Faraday Avenue Carlsbad, CA 92008 BIDS MAY BE SUBMITTED BY MAIL OR DELIVERED DIRECTLY TO THE ABOVE ADDRESS AND PLACED IN THE BID BOX LOCATED IN THE LOBBY PRIOR TO THE DATE AND TIME SPECIFIED ABOVE. THE CITY OF CARLSBAD ENCOURAGES THE PARTICIPATION OF MINORITY- AND WOMEN- OWNED BUSINESSES TABLE OF CONTENTS FOR RFB #14-06 BATTERY BACKUP SYSTEM REQUEST FOR BID 2 VENDOR'S BID* 3 OPTION TO RENEW 5 PUBLIC AGENCY CLAUSE 5 LIST OF SUBMITTALS 6 SCHEDULE 6 EVALUATION OF PROPOSAL 7 BEST VALUE SCORING CRITERIA 7 MINIMUM VENDOR QUALIFICATIONS 8 VENDOR'S STATEMENT OF ABILITY TO PROVIDE GOODS AND WARRANTY SERVICES 10 VENDOR'S STATEMENT OF UNSPECIFIED VALUE-ADDED OFFERINGS 12 VENDOR'S STATEMENT OF EQUIPMENT PERFORMANCE EXCEEDING MINIMUM SPECIFICATIONS 13 VENDOR'S STATEMENT OF ADD-ON'S 14 DELIVERY SCHEDULE 15 ATTACHMENT 1: SAMPLE PURCHASE AGREEMENT 16 ATTACHMENT 2: TECHNICAL SPECIFICATIONS 22 ATTACHMENTS: GENERAL PROVISIONS 49 REQUEST FOR BID BATTERY BACKUP SYSTEM BID NO. 14-06 Bid Opening: July 3, 2014 11:00 a.m. FOR: Furnishing the City of Carlsbad with Battery Backup System equipment in accordance with the attached specifications for the City's future maintenance procurements. Quantities listed are for estimated purchases for one year. Actual quantities may be greater or lesser at the time of ordering. The awarded vendor will only be paid for actual quantities purchased by the City. It is the intent ofthis Bid to become the City's specification and procurement engine for Battery Backup System related equipment for future work. In accordance with the Carlsbad Municipal Code, awards shall be based on a best value evaluation. Initial criteria used for the evaluation will include: cost, responsiveness to specifications, and unspecified value-added offerings which may be offered by the bidder. Staff will recommend final award to the City Council. The lowest bidder may not receive the award. The attached specification sheets, price sheet, and unspecified value-added offerings sheet must be completed and returned with your bid in a sealed envelope clearly mariced "RFB #14- 06 Battery Backup System". Manuals, brochures, cut sheets and all other required submittals must be included with the bid in an Attachment. If you have questions regarding the specifications, please call Doug Bilse at (760) 602-7504. If you have questions regarding the bid process, please call John DeRego at (760) 602-2467. THE CITY OF CARLSBAD ENCOURAGES THE PARTICIPATION OF MINORITY- AND WOMEN- OWNED BUSINESSES VENDOR'S BID* Proposed Cost of Service Chart The matrix below describes eight items upon which the City requests a bid. Please note that the numbers listed in the "Quantity and Units" category of the matrix below are estimates only, and will not be used for any purpose other than to compare bids received in response to this Request for Bids. The actual payments made to the Vendor will be based on the Vendor's actual materials delivered to the City consistent with the terms and conditions of the contract documents. The undersigned declares he/she has carefully read the Request for Bids, examined all specifications, and hereby proposes to furnish all materials, equipment, transportation, and services required to do all the work in this Request for Bids 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: lt«M>Md. •U:.. lillillllliH Qut^^ and Units Un^Price Do not include Tax' Total .f.^,,, 1. Battery Backup System Complete 150 Each $ Each s (Extended Amount) 2. Batteries 12 Each S Each S (Extended Amount) 3. Power Inverter 10 Each S Each S (Extended Amount) 4. Power Transfer Relay 10 Each $ Each S (Extended Amount) 5. Side Attached Housing 10 Each s Each s (Extended Amount) 6. Stand Alone Housing 10 Each S Each S (Extended Amount) 7. Management System Lump Sum S S 8. Optional: Battery Backup System Installation Complete 150 Each $ Each $ (Extended Amount) Total S * See below for a description of Bid Items. **Estimate based on estimated City needs and is for bid comparison purposes only. The actual payments made to the Vendor will be based on the actual items delivered to the City consistent with the terms and conditions ofthe contract documents, and may be different from the quantities estimated above. Item 1: Battery Backup System Complete shall include all batteries, power inverter, power transfer relay, conductors, equipment and components necessary for a fully functional battery back-up system per these specifications. Item 8: Battery Backup System Installation Complete shall include all labor, materials, and costs required to install the fully operational battery backup system(s) complete. The bidder shall include an itemized listing of all equipment proposed to be provided, and the cost of all equipment must be reflected in the bid price. Specifically, if the proposed product is not compatible with the existing signal system equipment or installations, then the proposed bid must include all equipment needed for a fully functional battery backup system. Total amount of Vendor's Bid in numbers: $ (Items 1-8) Total amount of Vendor's Bid in words: (Items 1-8) In the event of a discrepancy between the total amount of Vendor's proposal written in words or numbers, the amount written in words shall govern. Price(s) given above are firm for 90 days after dateof bid opening. Addendum(a) No(s). has/have been received and is/are included in this bid. The Undersigned has checked carefully all of the above figures and understands that the City will not be responsible for any error or omission on the part of the Undersigned in preparing this proposal. Will successful bidder agree to hold unit prices firm through the initial contract period? (Three years from date of award by City Council) Yes No Print Name Title Signature OPTION TO RENEW The City may desire to exercise an option to renew the Contract for two (2) additional one (1) year periods. The City proposes that such renewal be contingent on a mutual agreement between the City and the successful bidder herein, such agreement to be confirmed sixty (60) days prior to the termination of the contract period. Either the City or the bidder may at that time decline to confirm the renewal of the Contract, for any reason whatever, and such declination would render the renewal option null and void. Would the bidder accept an option to renew, subject to the above stated conditions? Yes No PUBUC AGENCY CLAUSE It is intended that any other public agency (i.e., city, district, public authority, public agency, municipal utility and other political subdivision or public corporation of California) located in the State of California shall have the option to participate in any award made as a result of this solicitation. The City of Carlsbad shall incur no financial responsibility in connection with purchase by another public agency. The public agency shall accept sole responsibility for placing order or payments to the vendor. Option shall not be considered in bid evaluation. Indicate below whether said option is or is not granted. Yes No There will be no minimum order and all items must be available for the initial contract period (Three years from date of award by City Council). All item(s) delivered F.O.B. Destination, Freight Prepaid and Allowed, and at the prices set forth in the bid proposal. READ THE ATTACHED GENERAL PROVISIONS CAREFULLY, THEY ARE A PART OF YOUR BID. Te rm s GUARANTEE OF GOOD FAITH REQUIRED: $ None Required (FAILURE TO SUBMIT GUARANTEE OF GOOD FAITH WILL VOID THE BID. SEE PARAGRAPH 3, GENERAL PROVISIONS.) Firm Address _ City State, Zip_ Print Name. Signature Telephone Date LIST OF SUBMITTALS The following items must be submitted with your proposal. Omissions may be cause to consider your proposal non-responsive in the City's sole discretion. • Completed Proposed Cost of Service Chart. • Statement of Qualifications • Statement of Ability to Provide Goods and Warranty Services • Statement of Unspecified Value Added Offerings • Statement of Equipment Performance Exceeding Minimum Qualifications • Equipment Performance Add-Ons • Statement of Delivery Schedule. SCHEDULE Bid Release/Advertisement: Monday June 2, 2014 Questions due date: Friday, June 20, 2014 Question responses: Monday June 23, 2014 Bid Opening: Thursday July 3, 2014 at 11:00 a.m. Estimated Contract Award: July 24, 2014 EVALUATION OF PROPOSAL 1. The Vendor shall not be relieved from assuming all responsibility for properly estimating the difficulties and the cost of providing the goods required with this specification, because of failure to investigate the conditions or the Vendor's failure to become acquainted with all the information concerning the goods to be delivered. 2. In accordance with the Carlsbad Municipal Code, awards shall be based on a best value evaluation. Initial evaluation criteria are listed below. Staff will recommend final award to the City Council. The lowest bidder may not receive the award. 3. Each vendor, by the submission of a bid, assents to each and every term and condition set forth within this specification and attached agreement and, upon award, agrees to be bound thereby. 4. Any bid which is incomplete, conditional or obscure, or which contains irregularities of any kind, may be cause for rejection in the City's sole discretion. 5. It is the vendor's responsibility to ensure that all addenda issued are incorporated in their submitted bid. Failure to acknowledge and incorporate addenda may be cause for a City determination of vendor's "non-responsiveness." 6. If a vendor takes any exceptions to any part of these specifications as written, or as amended by any Addenda subsequently issued, they must do so in writing at the time of bid submission. Failure to do so will be construed as acceptance of all provisions of the specifications. BEST VALUE SCORING CRITERIA (100 Percent Possible) • Price: 50% • Value Added Offerings: 10% • Technical Capability: 20% • Compliance/Exceeding Specification: 20% MINIMUM VENDOR QUAUFICATIONS 1. The Vendor is required to be a manufacturer's authorized distributor for the traffic signal equipment that are submitted in this request for bids. The Vendor shall provide and attach documentation to the bid verifying their status as a manufacturer's authorized distributor. 2. All equipment submitted must comply with current specifications. The City may test any and or all vendor proposed equipment at the City's discretion to ensure that the system meets the bid requirements. 3. Any Vendor that fails to provide the required proof of qualifications shall have their bid declared "Non-Responsive", at the City's discretion, and their bid shall not be considered for this procurement. By submission of a bid. Vendor's agree that the City of Carlsbad shall make the sole determination as to the Vendor meeting these minimum qualifications. Attachments may be used. VENDOR'S STATEMENT OF ABILITY TO PROVIDE GOODS AND WARRANTY SERVICES The Vendor is required to make a statement of how goods and warranty services will be provided. Include: Time period between award and start of delivery, number of requested items currently in stock, company resources dedicated to goods production, length of time the manufacturer has been in business, how quickly warranty items can be addressed, method of warranty service request and company procedures for meeting warranty obligations and any other information you can offer that will help determine your ability to provide goods and warranty services. The City of Carlsbad reserves the right to evaluate the competency and responsibility of all bidding companies and to evaluate the ability of any bidder to perform all conditions of the contract to assure the award of this contract to a firm able to produce the quality of goods and warranty service required and intended by these specifications. Attachments may be used. 10 11 VENDOR'S STATEMENT OF UNSPECIFIED VALUE-ADDED OFFERINGS List items or services you are offering in addition to those in the attached specifications or scope ofwork offered as part ofyour bid and included in your bid pricing. If none, please state "none". Attachments may be used. 12 VENDOR'S STATEMENT OF EQUIPMENT PERFORMANCE EXCEEDING MINIMUM SPECIFICATIONS List technical performance characteristics of the equipment you are offering that exceed those required in the attached specifications. If none, please state "none". Attachments may be used. 13 VENDOR'S STATEMENT OF ADD-ON'S List items or services you offer that have an additional cost that are not specified in the bid items or in the value added offerings. These can be auxiliary equipment or primary equipment that performs a valuable system function as per the Bidder's recommendation. Also include all labor charges for technical support during installation and equipment configuration. The additional cost must be provided on a per item basis. Attachments may be used. 14 DELIVERY SCHEDULE 1. The Vendor is required to deliver all requested traffic signal equipment within 45 calendar days of issue of Purchase Order from the City of Carlsbad. 2. The Vendor will be required to deliver all items F.O.B. to one or more warehouse locations within the City Umits of Carlsbad. Each delivery will be to a single address however subsequent deliveries may be to an alternate location that meets the City of Carlsbad's needs. Does the successful bidder agree to meet the above mentioned delivery schedule and conditions? Yes No The bidder is not obligated to exceed the delivery schedule (i.e., provide equipment in less than 45 calendar days), but may include ability to exceed the delivery schedule as part of the Value- Added offerings. 15 ATTACHMENT 1: SAMPLE PURCHASE AGREEMENT 16 TRAN842 SAMPLE MASTER PURCHASE. DO NOT COMPLETE AT THIS TIME. AGREEMENT FOR TRAFFIC SIGNAL COMMUNICATIONS EQUIPMENT BETWEEN CITY OF CARLSBAD AND XXX, INCORPORATED THIS AGREEMENT is made and entered into as of the day of 2014, by and between the CITY OF CARLSBAD, a municipal corporation, hereinafter referred to as "City", and XXX, Incorporated, a California Corporation, hereinafter referred to as "Seller" or "Contractor." RECITALS A. The parties to this exclusive Agreement will purchase from Seller and Seller will sell to City, traffic signal communications equipment during the term ofthis Agreement. B. To expedite these contemplated purchases, the parties are willing to enter into this exclusive Agreement that sets forth the terms and conditions that will govern all such transactions between them. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein. City and Contractor agree as follows: 1. Definitions 1.1. Buyer. With respect to purchase orders issued by City, the term "Buyer" means City of Carlsbad. 1.2 Products. The term "Product" means those goods listed in Table 1 for which Buyer issues to Seller a purchase order during the term ofthis Agreement. Products and specific terms are described in Table 1 and Exhibit "A" - Request for Bid, which are attached hereto and incorporated herein by this reference in accordance with the terms and conditions set forth in this Agreement. In the event of an inconsistency between the Product description of Table 1 and Exhibit "A", the inconsistency will be resolved with Exhibit "A" taking precedence. 2. Issuance Of Purchase Orders. Buyer may issue purchase orders to Seller from time to time for the purchase of Products. Each purchase order shall contain a description of the Products ordered, the quantities and prices, the terms and place of delivery, and will reference City of Carlsbad Bid #14-06. Every purchase order issued by Buyer to Seller following the date of this Agreement and bearing such a notation shall be governed by and be deemed to include the provisions of this Agreement. In the event of an inconsistency between any term(s) and condition(s) of this Agreement, Exhibit "A" or the placed purchase order, the inconsistency will be resolved in the following descending order of precedence: (1) this Agreement, (2) Exhibit "A", and (3) the purchase order. The City will indicate its specific requirements on its purchase order documents including, but not limited to delivery address and instructions. There will be no minimum order and all items must be available for the term of this Agreement. All items will be delivered F.O.B. Destination, Freight Prepaid and Allowed, and at the prices set forth in Table 1. 3. Term. This Agreement will be effective for a period of one (1) year from the date first above written. This Agreement may be amended to extend its term for up to three (3) additional one (1) year periods, subject to Seller's continued satisfactory performance under this Agreement and the annual appropriation of funds by the City. In such event, the parties will prepare a written 17 amendment, indicating the effective date of the amendment and the length of the extended Agreement. 4. Termination. City may terminate this agreement at any time with thirty (30) days written notice to Seller. Seller may terminate this Agreement at any time with ninety (90) days written notice to the City. 5. Deliverv. A. The delivery for purchase orders placed pursuant to this Agreement shall be as specified in the City's purchase order. B. Time is of the essence on orders and delay in delivery will cause injury to the Buyer. Should the Contractor be obstructed or delayed in the production or delivery of Product(s) required hereunder by any act or omission of the City or by strikes, an act of God, or by no fault of the Contractor in its ability to obtain materials ("Delaying Event"), then the time for delivery of the order shall be extended for such period as may be either agreed to between Contractor and City or equal to the period of time ofthe Delaying Event. C. Notwithstanding any other provision of this Agreement, if delivery cannot be made within forty five days after receipt of a purchase order. Buyer may, upon knowledge of the fact and regardless whether or not the delay would be excusable, terminate the purchase order by written notice to Seller. The termination shall be without cost to Buyer and shall discharge all obligations and liabilities of the Buyer/Seller under the purchase order except as to Products previously delivered and accepted by Buyer. 6. Passage of Title and Risk of Loss. Unless othenwise specified in a particular purchase order placed pursuant to this Agreement, title to and risk of any loss of or damage to the Products shall pass from Seller to Buyer when the Products are accepted in writing by the Buyer using a shipping acknowledgement form submitted by the Seller with each shipment. 7. Seller shall inspect and test all Products prior to shipment to Buyer. In addition, all Products shall be subject to final inspection and acceptance by Buyer at Buyer's facility. Final inspection and acceptance or rejection will be made by Buyer within thirty (30) days after receipt of Products, and failure of Buyer to reject any Product within thirty (30) days after receipt shall constitute acceptance. Should Buyer reject any Product for failure to conform to the requirements of a purchase order. Buyer shall notify Seller in writing ofthe rejection, giving detailed reasons for the rejection. Seller shall then have the option to repair or replace the nonconforming Product within ten (10) days at Buyer's designated delivery facility. If Seller fails to act to correct any nonconforming Product within this time period, then Buyer may return any nonconforming Product(s) to Seller. Rejected items to be returned to Seller shall be shipped at Seller's risk and expense. 8. Warrantv. Seller warrants to Buyer that all Products delivered under this Agreement shall be free from defects in materials and workmanship, that all Products will conform to the requirements of the order including, but not limited to, the applicable descriptions, specifications, and drawings agreed to by the parties and, to the extent the items are not manufactured pursuant to detailed designs furnished by Buyer, that all Products will be free from defects in design and suitable for the intended purposes. In addition. Seller warrants that all Products will, at the time of delivery, be free from any security interest or other lien or encumbrance. 18 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 by any negligence, recklessness, or willful misconduct 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. 10. Insurance. Seller will obtain and maintain during the term of this Agreement, and any subsequent amendments to it, insurance for personal injury and property damage arising out of or in connection with Seller's performance under this Agreement. Required are: Policies of commercial general liability insurance, a combined policy of workers' compensation, employers liability insurance, from an insurance company authorized to transact the business of insurance in the State of California which has a current rating in the Best's Key Rating guide of at least A-:V in an amount of not less than one million dollars ($1,000,000) each, unless othenwise authorized and approved by the City Attorney or the City Manager. Seller will obtain occurrence coverage. The insurance will be in force during the life of this Agreement and will not be canceled without thirty (30) days prior written notice to the City by certified mail. Contractor will furnish certificates of insurance to the City's Purchasing Department, prior to City's execution of this Agreement. 11. Notices. All notices and other communications required or authorized under this Agreement shall be given in writing either by personal delivery or by first class mail addressed to the respective party. 12. Compliance With Laws. Contractor will comply with all applicable local, state and federal laws and regulations prohibiting discrimination and harassment and, if required, will obtain and maintain a City ofCarlsbad Business License forthe term ofthis Agreement and any amendments to the Agreement. 13. Claims and Lawsuits. By signing this Agreement, Contractor agrees it may be subject to civil penalties for the filing of false claims as set forth in the California False Claims Act, Government Code sections 12650, et seq., and Carlsbad Municipal Code Sections 3.32.025, et seq. Contractor further acknowledges that debarment by another jurisdiction is grounds for the City of Carlsbad to terminate this Agreement. 14. Venue and Jurisdiction. Contractor agrees and stipulates that the proper venue and jurisdiction for resolution of any disputes between the parties arising out of this Agreement is the Superior Court of California, County of San Diego, California. 15. Assignment. Contractor may not assign this Agreement or any part of it, nor may it assign any monies due or that may become due under it, without the prior written consent of City. 16. Amendments. This Agreement may be amended by mutual consent of City and Contractor. Any amendment will be in writing, signed by both parties, with a statement of estimated changes in charges or time schedule. 19 17. 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. Executed by Contractor this_ day of. 20_ CONTRACTOR ITERIS, INCORPORATED, a Delaware corporation By: CITY OF CARLSBAD, a municipal corporation of the State of California By: (sign here) City Manager or Mayor or Director (print name/title) ATTEST: By: (sign here) LORRAINE M. WOOD City Clerk (print name/title) Proper notarial acknowledgment of execution by Contractor maybe required by the City. 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. CITY OF CARLSBAD, a municipal corporation ofthe State of California APPROVED AS TO FORM: RONALD R. BALL, City Attorney BY: Assistant City Attorney 20 TABLE 1 ltem# Item Description Part Number/ Description Manufacturer Part Number Total Unit Price 1 FURNISH EQUIPMENT PART 1 xxx 2 FURNISH EQUIPMENT PART 2 xxx 3 FURNISH EQUIPMENT PART 3 xxx Services 4 FURNISH INSTALLATION PER LOCATIONS xxx 5 FURNISH ON-SITE TECHNICAL SUPPORT xxx 6 TRAINING xxx Optional Items 7 OPTIONAL EQUIPMENT PART 1 xxx 8 OPTIONAL EQUIPMENT PART 2 xxx 9 OPTIONAL EQUIPMENT PART 3 xxx 21 ATTACHMENT 2: TECHNICAL SPECIFICATIONS 22 BBS SYSTEM SPECIFICATIONS TABLE OF CONTENTS CITY OF CARLSBAD REQUIREMENTS 26 CALTRANS STANDARD SPECIFICATIONS 2010 28 TEES CHAPTER 4 31 CHAPTER 4-SECTlON A GLOSSARY 32 CHAPTER 4-SECTlON 1 GENERAL 33 4.1.1 Minimum Requirements 33 4.1.2 Battery Backup System Configuration 33 4.1.3 System Reliability 33 CHAPTER 4-SECTlON 2 OPERATION 34 4.2.1 Compatibility 34 4.2.2 Run-Time 34 4.2.3 Output Capacity 34 4.2.4 Output Voltage 34 4.2.5 DC System Voltage 34 4.2.6 Transfer Time 34 4.2.7 Operating Temperature 34 4.2.8 AC Feedback 34 4.2.8.1 Feedback Level 34 4.2.9 Surge Protection 35 4.2.10 Power & Control Connections 35 4.2.10.1 AC Connection 35 4.2.10.2 DC Connection 35 4.2.10.3 Relay/Temperature Probe Connections 35 4.2.10.4 General Connections 35 4.2.11 Relay / Switch Ratings 35 4.2.12 Unit Failure 35 4.2.13 Overload 35 4.2.14 Bypass 35 CHAPTER 4-SECTION 3 FUNCIONALITY, DISPLAYS AND CONTROLS 36 4.3.1 STANDBY Mode 36 4.3.1.1 Low & High Cutoff 36 4.3.1.2 Low Restore 36 23 4.3.1.3 High Restore 36 4.3.2 Buck / Boost "Une-lnteractive" Mode 36 4.3.3 Line Qualify Time 36 4.3.4 Display 36 4.3.5 Keypad 37 4.3.6 Status LED's 37 4.3.6.1 Green "Output" LED 37 4.3.6.2 Red "Fault" LED 37 4.3.6.3 Yellow "Alarm" LED 37 4.3.7 Event Log & Counters 37 4.3.8 Programmable Relay Contacts 37 4.3.8.1 On Battery Relay Contacts 37 4.3.8.2 Timer Relay Contacts 37 4.3.8.3 Low Battery Relay Contacts 38 4.3.8.4 Relay Contact Terminals 38 4.3.8.4.1 Terminal Type 38 4.3.8.4.2 Contacts 38 4.3.8.4.3 Labeling 38 4.3.9 Ventilation 38 4.3.10 Battery Voltage Jacks 38 4.3.11 Circuit Breakers 38 4.3.12 Battery Charger 39 4.3.12.1 Battery Type 39 4.3.12.2 Temperature Compensation 39 4.3.12.3 Temperature Probe 39 4.3.12.4 Battery Temperature 39 CHAPTER 4-SECTION 4 BATTERY HARNESS 39 4.4.1 Wiring Type 39 4.4.2 Power Pole Connectors 39 4.4.3 Harness Construction 39 4.4.4 Harness Part I - Battery Side 39 4.4.5 Harness Part II-BBS Side 40 4.4.6 Harness Length 40 CHAPTER 4-SECTION 5 MOUNTING AND CONFIGURATION 40 4.5.1 EIA 19" Rack 40 24 4.5.2 Mounting Method and Space 40 4.5.3 BBS Dimensions 40 4.5.4 Included Hardware 40 4.5.4.1 Bolt and Washer Requirements 40 4.5.4.2 Cable Ties and Cable Tie Holders 40 4.5.5 Interconnect Wiring 41 4.5.6 Relay Contact Wiring 41 4.5.7 Transfer Relay / Bypass Switch 41 4.5.8 Transfer Relay 41 CHAPTER 4-SECTlON 6 COMMUNICATIONS 41 4.6.1 Serial and Network Communications Interface 41 4.6.2 User Configuration Menus 41 4.6.3 Network Configuration 42 CHAPTER 4-SECTION 7 WARRANTY 42 4.7.1 Terms and Conditions 42 CHAPTER 4-SECTION 8 QUALITY ASSURANCE 42 4.8.1 Quality Assurance 42 4.8.1.1 QA Process 43 4.8.1.2 QA Approval 43 4.8.2 Design Qualification Testing 43 4.8.2.1 Submittals 43 4.8.2.2 Test Data Submittal 43 4.8.2.3 Burn-In 43 4.8.2.4 Testing 43 4.8.3 Production Quality Control Testing 44 4.8.3.1100-Hour Burn-In-Period 44 4.8.3.2 Visual Inspection 44 4.8.4 City Quality Assurance Testing 44 4.8.4.1 Sample Testing 44 4.8.4.2 Number of Units 44 APPENDIX A CHAPER 4 DETAILS 45 25 CITY of CARLSBAD BATTERY BACKUP SYSTEM (BBS) PURCHASE SPECIFICATION CITY OF CARLSBAD REQUIREMENTS GENERAL This specification establishes the minimum requirements for an off-line type emergency power backup system for use with traffic signals equipped with Light Emitting Diode (LED) modules. The Battery Backup System (BBS) shall be capable of providing power for a fully operational, LED equipped intersection in the event of power failure or power interruption. The Battery Backup System shall include, but not be limited to the following equipment and capabilities: 1. ) A power inverter. 2. ) Batteries. 3. ) Battery charging system. 4. ) Power transfer relay. 5. ) A non-electronic Bypass Switch. 6. ) All necessary hardware and interconnect wiring. 7. ) Native Ethernet Communications and Interface. 8. ) Web Based Graphical User Interface. 9. ) Central Monitor and Maintenance Utility. 10. ) Battery replacement without service disruption. 11. ) Self-contained system in separate attached or stand-alone cabinet. 12. ) Provide minimum 2 hours of full back-up traffic signal operation. 13. ) Generator Outlet Plug The City of Carlsbad purchase of Battery Backup Systems and components shall comply with the following standards and specifications: • Caltrans Transportation Electrical Equipment Specifications (TEES) dated March 12, 2009, supplemented by Erratum 1 dated January 21, 2010 • Caltrans Standard Specifications, 2010 • City of Carlsbad Requirements • Caltrans Qualified Product Ust, dated March 14, 2013 In case of conflict, the City requirements shall govern the procurement. Where no specific make or model is specified the Bidder must refer to these Specifications to determine the requirements. A product listing on the State QPL does not waive any ofthe requirements ofthe specifications or relieve the manufacturer/vendor of any obligation there under. The City shall not be precluded from sampling and testing products on the list or other products proposed. 26 Defective work, materials and equipment will be rejected. In short, all equipment submitted must comply with current specifications. Procurement General Requirements 1) The successful bidder shall provide one fully functional unit within 7 days following bid opening day for compliance testing. Bidder shall send the unit to: 1635 Faraday Avenue, Carlsbad, CA, 92008, Attention Mr. Doug Bilse (760) 602-7504. The City will provide a compliance test report within thirty (30) days after receipt of the unit. 2) If the test unit does not comply with all specification requirements as determined by the City, then the City reserves the rights to reject the bid and select the next available bidder. 3) Warranties and Guaranties: It is the responsibility of the contracted vendor to ensure that all equipment provided has been thoroughly tested prior to shipment, and that each shipment conforms to these specifications. The minimum warranty for any equipment and materials shall be for a period of five (5) years from the date of delivery to the City of Carlsbad. The warranty shall cover all manufacturers' defects, parts, labor, and shipping costs. The warranty for each unit of equipment that requires repair shall be extended by the length of time that the unit is out of service for repair. 4) Documentation: The manufacturer shall provide one (1) set of manuals and schematics for each unit purchased on the contract. The manuals and schematics shall reflect the latest revisions and changes. If at any time during the term of the contract the vendor changes any part of the BBS design, one (1) set of new manuals and new schematics shall be provided to the City prior to delivery of the changed design. 27 CALTRANS STANDARD SPECIFICATIONS 2010 SECTION 86 ELECTRICALSYSTEMS SECTION 86-3.02 BATTERY BACKUP SYSTEM SSP No. 86-3.02 BATTERY BACKUP SYSTEM 28 86-3.02 BATTERY BACKUP SYSTEM 86-3.02A General 86-3.02A(l) Summary This work includes providing a BBS (Battery Backup System) that comply with TEES. 86-3.02A(2) Submittals Before shipping external cabinets to the City, submit a material list including Contract number, cabinet serial numbers, and contact information to City of Carlsbad. Submit a certificate of compliance for each external cabinet and batteries. 86-3.02A(3) Quality Control and Assurance The City may test the external cabinets. Batteries must be warranted by the manufacturer for 5 years to operate within a temperature range of -25 to +60 degrees C. 86-3.02B Materials Batteries must: 1. Be deep cycle, sealed, prismatic, lead-calcium based, absorbed glass mat, valve-regulated lead-acid type 2. Have a 12 V voltage rating 3. Be group size 24 4. Be commercially available and stocked locally 5. Have a carrying handle 6. Be marked with a date code, maximum recharge data, and recharge cycles 7. Have 2 top-mounted threaded-stud posts that include all washers and nuts required for attaching 3/8-inch ring lugs of a BBS battery harness 8. Include rubber insulating protective covers for protecting the lugs, posts, and wiring: red for positive terminal and black for negative terminal 9. Be new and fully charged when furnished 10. Be free from damage or deformities Enclosure must have: 1. Continuous stainless steel piano hinge or 4 leaves with 2 bolts on each side of each leaf used to connect the door to the external cabinet 2. Padlock clasp or latch and lock mechanism 29 SSP 86-3.02 BATTERY BACKUP SYSTEM Replace the 1st paragraph of section 86-3.02A(l) with: This work includes installing a battery backup system. Comply with TEES. Add to section 86-3.02A(2): Submit the manufacturer's warranty documentation before installing the batteries. Add to section 86-3.02A(3): Batteries must have a 5-year manufacturer's warranty against defects in materials and workmanship. The warranty period starts on the date of Contract acceptance. Provide replacement batteries within 5 business days after notification of failed batteries. The City pays to ship the failed batteries. Deliver replacement batteries to the City shop. 30 CALTRANS SPECIFICATIONS FOR BATTERY BACK-UP SYSTEM TEES CHAPTER 4 July 7, 2009 31 CHAPTER 4-SECTION A GLOSSARY AC Alternating Current ANSI American National Standards Institute AWG American Wire Gage BBS Battery Backup System E-BBS External Battery Backup System Cabinet DC Direct Current IEEE Institute of Electrical and Electronics Engineers EIA Electronic Industries Association ITE Institute of Transportation Engineers KVA Kilovolt-Ampere LED Light Emitting Diode LCD Liquid Chrystal Display NEMA National Electrical Manufacturers Association NC Normally Close NO Normally Open OD Outside Diameter PTR Power Transfer Relay UL Underwriters Laboratories TB Terminal Block THD Total Harmonic Distortion UV Ultraviolent Light VDC Volts DC VA Voltage Ampere VAC Voltage Alternating Current 32 CHAPTER 4-SECTION 1 GENERAL 4.1.1 Minimum Requirements This specification establishes the minimum requirements for a complete emergency battery backup system for use with Light Emitting Diode (LED) Traffic Signal Modules. The BBS shall be designed for outdoor applications in accordance with the Caltrans Transportation Electrical Equipment Specifications (TEES), dated March 12,2009, Chapter 1 requirements. 4.1.2 Battery Backup System Configuration The Battery Backup System (BBS) shall include, but not be limited to the following: Inverter/Charger, Power Transfer Relay, a separate manually operated non-electronic Bypass Switch (See A4-1 - BBS Block Diagram) and all necessary hardware and interconnect wiring. 4.1.3 System Reliability The BBS shall provide reliable emergency power to a traffic signal system (Vehicle and Pedestrian Traffic) in the event of a power failure or interruption. The BBS shall be capable of providing power for full run-time operation for an "LED-only" intersection (all colors: red, yellow, green and pedestrian heads) or flashing mode operation for an intersection using Red LED's. 33 CHAPTER 4-SECTION 2 OPERATION 4.2.1 Compatibility The BBS shall be compatible with Caltrans 332 and 332L Cabinets, Model 170E Controllers, Model 2070 Controllers and cabinet components for full time operation. 4.2.2 Run-Time The BBS shall provide a minimum two (2) hours of full run-time operation for an "LED- only" intersection. 4.2.3 Output Capacity The BBS shall be able to provide a minimum of lOOOW @ +259C, continuous active output capacity, with 80% minimum inverter efficiency while running in Backup Mode (on batteries). 4.2.4 Output Voltage When operating in Backup mode, the BBS output shall be 120 VAC ± 5 VAC, pure sine wave output, < 3% THD, 60 Hz ± 0.05 Hz. 4.2.5 DC System Voltage The BBS DC system voltage shall be either 24 VDC or 48 VDC. 4.2.6 Transfer Time The maximum transfer time allowed, from disruption of normal utility line voltage to stabilized Backup Mode line voltage, shall be no greater than 40 milliseconds. The same maximum allowable transfer time shall also apply when switching from Backup Mode line voltage back to utility line voltage. 4.2.7 Operating Temperature The operating temperature for the inverter/charger, power transfer relay and manual bypass switch shall be -37 °C to +74 °C. Additionally, all components and parts used shall, at the very least, be rated for that temperature range. 4.2.8 AC Feedback The BBS shall be equipped to prevent a malfunction feedback to the cabinet or from feeding back to the utility service. 4.2.8.1 Feedback Level In the event that the AC service feeding the BBS is severed, or there is a utility blackout, the AC voltage measured at the AC inputs to the BBS (Une to Neutral), shall be less than IVAC. 34 4.2.9 Surge Protection The BBS shall have lightning surge protection compliant with IEEE/ANSI C.62.41 and must be able to withstand 2000 volt surges applied 50 times across line and neutral. These surges shall not cause the BBS to transfer to Backup mode. 4.2.10 Power & Control Connections The BBS shall be easily installed, replaced, or removed by using easily removable cables for AC input, AC output, DC input, external transfer relay control and battery temperature sense. 4.2.10.1 AC Connection The AC input and output shall be panel mounted plug / receptacles that allow no possibility of accidental exposure to dangerous voltages (male receptacle for AC Input and female receptacle for AC Output). The receptacles shall utilize some form of locking mechanism or hold down clamps to in order to prevent any accidental disconnects. 4.2.10.2 DC Connection The DC connection shall be a recessed one or two piece Anderson style receptacle. 4.2.10.3 Relay/Temperature Probe Connections The external power transfer relay control and the battery temperature sense inputs shall be heavy duty panel-mounted style connectors. 4.2.10.4 General Connections All connections shall provide mechanically and electrically secure connections without the use of a screwdriver. The only exception will be the 18-position Relay Terminal Block which shall require a small screwdriver for holding down the relay wires. 4.2.11 Relay / Switch Ratings The Power Transfer Relay and Manual Bypass Switches shall be rated at 240VAC/30 amps, minimum. 4.2.12 Unit Failure In the event of inverter/charger failure, battery failure or complete battery discharge, the power transfer relay shall revert to the NC (and de-energized) state, where utility line power is connected to the cabinet. 4.2.13 Overload The BBS must be able to shutdown in order to protect against internal damage in the event of an overload at the output. 4.2.14 Bypass Placing the Manual Bypass Switch into "Bypass" shall cut AC Utility power to the Inverter/Charger and route it directly to the 332L Cabinet. In this condition, if the inverter is then disabled and the batteries disconnected from the system, the Inverter/Charger 35 unit shall be completely de-energized and shall be safe to remove from the intersection system, while still allowing the intersection to function normally. CHAPTER 4-SECTION 3 FUNCIONALITY, DISPLAYS AND CONTROLS 4.3.1 STANDBY Mode The BBS shall be provided with a STANDBY mode. In this mode, the utility AC voltage shall be passed directly to the output. The system will transfer to Backup mode at user defined, low and high cutoff voltage level transfer set points that are adjustable between 90 and 135 VAC (the default shall be 100 and 130 VAC). The BBS will automatically apply a 5 VAC difference for the return transfer points. 4.3.1.1 Low & High Cutoff When the BBS is in STANDBY mode (Buck / Boost is Disabled), the BBS shall bypass the utility line power whenever the utility line voltage is outside of the transfer set points (± 2 VAC). 4.3.1.2 Low Restore In cases of low (below the low voltage transfer set point), or absent utility line voltage, when the utility line voltage has been restored at or above 5 VAC ± 2 VAC of the low transfer set point for more than 30 seconds (or the user configured line qualify time), the BBS shall transfer from Backup Mode back to Utility Line Mode. 4.3.1.3 High Restore In cases of high (above the high voltage transfer set point) utility line voltage, when the utility line voltage has been restored at or below 5 VAC ± 2 VAC of the high transfer set point for more than 30 seconds (or the user configured line qualify time), the BBS shall transfer from Backup Mode back to Utility Une Mode. 4.3.2 Buck / Boost "Une-lnteractive" Mode The Buck / Boost mode of the BBS shall have a minimum range of 90 - 150 VAC. There shall not be any user configurable transfer set point for the Buck / Boost mode. Whenever Buck / Boost mode is selected, the output of the system shall be regulated between 100 -130 VAC. When the output of the system can no longer be maintained within that range, the BBS shall transfer to Backup Mode. 4.3.3 Line Qualify Time The BBS shall have a user adjustable line qualify time. There will be a minimum of three (3) settings possible. The minimum settings shall be 3 seconds, 10 seconds, and 30 seconds. The default value shall be 30 seconds. 4.3.4 Display The BBS shall have a backlit LCD type display that is easily seen in both bright sunlight and in darkness. The screen shall be large enough to display the following minimum information on a continuous basis; operating mode (STANDBY, Buck/Boost), utility input 36 voltage, BBS output voltage, charger status, percent battery charge, battery voltage, BBS status (Standby, Backup, Buck, Boost), any alarms and faults, and relay status information. 4.3.5 Keypad The BBS shall use a well-defined keypad that includes arrow, enter and escape keys so that the user can efficiently navigate the menu system to make system programming changes and gather other status information. 4.3.6 Status LED's In addition to the LCD display the BBS shall be provided with discrete status LED indicators. As a minimum, the Red "Fault" LED indicator shall be provided. The purpose of the indicators is to draw the user's attention to the LCD. 4.3.6.1 Green "Output" LED This LED will be ON any time that the output of the BBS is modified, either by Backup Mode, or by Buck / Boost Modes. 4.3.6.2 Red "Fault" LED This LED will be ON any time that there are any faults in the system. 4.3.6.3 Yellow "Alarm" LED This LED will be ON any time that there are any alarms in the system. 4.3.7 Event Log & Counters The BBS shall keep track of the number of times that the unit was in Backup, Buck and Boost modes and the total number of hours and minutes that the unit has operated in those modes since last reset. This information shall be displayed through the LCD and shall be available for viewing via the EIA-232 port and the Ethernet Interface. The BBS shall also keep a running event log with the latest events. For each event, the log shall contain as a minimum, a date/time stamp, the current operating mode, and what the event was. 4.3.8 Programmable Relay Contacts The BBS shall provide the user with six (6) programmable dry relay contacts. These relay contacts shall be rated for a minimum of 1 amp @ 125 VAC. When any relay is energized, it shall show up on the main screen of the LCD. As a minimum, the programming options will be. On Battery, Low Battery, Timer, Alarm, Fault, and Off. 4.3.8.1 On Battery Relay Contacts The dry relay contacts that are configured for "On Battery" shall only energize when the Inverter is operating in Backup Mode. 4.3.8.2 Timer Relay Contacts The BBS shall have a timer that will energize the dry relay contacts (when configured for "Timer") after the user configured time has elapsed. This timer is started when the BBS in 37 the Backup mode. The user can configure the timer from 0 to 480 minutes, in a minimum of 15 minute increments. The default setting will be 120 minutes. 4.3.8.3 Low Battery Relay Contacts The BBS shall have an adjustable low battery relay setting. This setting shall be adjustable so that the user can set the point at which the low battery relay energizes. This setting applies to any dry contact relay that is configured for "Low Battery". 4.3.8.4 Relay Contact Terminals The relay contacts shall be made available on the front panel of the BBS via an 18- position, screw hold-down, printed circuit board mounted terminal block. Additional terminals are allowed so long as they are adequately identified and labeled. 4.3.8.4.1 Terminal Type The relay contact terminal blocks shall conform to On-Shore Technology, type ED2200/22, or Phoenix Contact type FRONT 2,5-H/SA 5, or WECO type 180-A-lll, or equivalent. The spacing between each terminal shall be 0.197" (5 mm), with the hold-down screw and wire entrance both on the same face, facing forward and in the horizontal axis. See A4-3 for additional information. 4.3.8.4.2 Contacts Each relay shall have their own common and their own set of normally open (NO) and normally closed (NC) terminals. The terminals for each relay shall be oriented as NOC- NC, on the terminal block. 4.3.8.4.3 Labeling The contacts of the terminal block shall be labeled 1...18, left to right. Additionally, each set of contacts shall be labeled with the NO-C-NC designation, as well as C1...C6, again, from left to right. Any remaining contacts on the terminal block shall be labeled as "Spare", unless used for some other purpose, in which case they shall be labeled as to their actual use. 4.3.9 Ventilation There shall be adequate clearance in front of all BBS intakes and exhaust vents, and fans. Specifically, any venting on the back panel must be able to maintain adequate airflow through the Inverter/Charger, by utilizing a method to prevent the back panel from being placed directly against the cabinet enclosure. 4.3.10 Battery Voltage Jacks There shall be standard meter probe (0.08") input jacks (+RED) and (- BLACK) made available on the BBS front panel used to measure battery voltage externally. 4.3.11 Circuit Breakers The BBS shall be equipped with both Input and Output AC circuit breakers, and with either a DC circuit breaker or fused battery harness. 38 4.3.12 Battery Charger The BBS shall have an integral charger. The charger shall be a 3-step "Smart Charger" utilizing bulk, absorption and float charging techniques, appropriate for the battery type. The charger must prevent destructive discharge and overcharge. 4.3.12.1 Battery Type The BBS shall operate with "AGM" type batteries. 4.3.12.2 Temperature Compensation The integral 3-Step "Smart Charger" shall use temperature compensation. The charging system shall compensate over a range of 2.5 -4.0 mV/cell/^C. 4.3.12.3 Temperature Probe A temperature sensor probe which plugs into the front panel of the BBS shall be used to monitor the internal temperature of the batteries. The temperature sensor wiring shall be at least 6'6" in length. The sensor shall be imbedded in a heavy duty 3/8" ring lug which can then be attached to one ofthe battery terminal posts. 4.3.12.4 Battery Temperature The batteries shall not be recharged whenever the battery temperature exceeds SO^C. CHAPTER 4-SECTION 4 BATTERY HARNESS 4.4.1 Wiring Type All battery harness interconnect wiring shall be via a two-part modular harness consisting of UL Style 1015 CSA TEW or Welding Style Cable, or equivalent. Wiring shall be of proper gauge with respect to design current and with sufficient strand count for flexibility and ease of handling. 4.4.2 Power Pole Connectors Cable assembly shall be equipped with insulated, mating, one or two-piece Power Pole style connectors. When two-piece Power Pole style connectors are used, the positive terminal (+) shall be red, and the negative terminal (-) shall be black. Additionally, the two-piece connectors shall us a locking pin to prevent the connectors from separating. 4.4.3 Harness Construction The Battery Harness and all Power Pole connectors shall be assembled to ensure proper polarity and circuit configuration throughout the entire harness. 4.4.4 Harness Part I - Battery Side Part I of the harness shall consist of appropriate lengths (~12") of appropriately colored (black for negative terminal, red for positive terminal), cable with 3/8" ring lug terminals on one end, for connecting to the battery terminals, and the appropriately colored one or two-piece power pole connector on the other side. 39 4.4.5 Harness Part II-BBS Side Part 11 of the harness shall consist of multiple insulated power pole connectors for mating to the battery side harness (Part I), and a single insulated power pole connector for connecting to the BBS unit. 4.4.6 Harness Length The harness length shall be a minimum of 12 inches between batteries and 72 inches between BBS unit and the first battery. CHAPTER 4-SECTION 5 MOUNTING AND CONFIGURATION 4.5.1 EIA 19" Rack All references made to EIA rail or EIA 19" rack shall conform to Electronic Industries Standards E1A-310-D, Racks, Panels, and Associated Equipment with 10-32 "Universal Spacing" threaded holes. 4.5.2 Mounting Method and Space The BBS shall be able to be shelf mounted or rack mounted on an EIA rail. The available space (Caltrans External BBS Cabinet) is 17.75 inches wide, 10.25 inches deep, and 12" high. 4.5.3 BBS Dimensions The entire BBS, including the Inverter/Charger, Power Transfer Relay and Bypass Switch Assembly must be able to fit on the EIA rail and shelf in the dimensions specified above. Inverter/Charger dimensions shall be no greater than 17.5"W x 10.25"D x 6.0"H and with EIA mounting brackets attached must be able to install on the EIA rails. 4.5.4 Included Hardware All necessary hardware for mounting shall be included in the bid price of the BBS. This shall include EIA mounting brackets, bolt and washers, cable ties, and adhesive backed panel-mount style cable tie holders. 4.5.4.1 Bolt and Washer Requirements Bolts and washers shall meet the following requirements: Screw Type: Pan Head Phillips machine screw Size and Thread Pitch: 10-32 Material: 18-8 stainless steel (Type 316 stainless steel is acceptable as an alternate) Washer: Use one flat washer (18-8 stainless steel) underthe head of each 10-32 screw 4.5.4.2 Cable Ties and Cable Tie Holders The amount and size of cable ties and the adhesive backed panel-mount style cable tie holders shall be adequate for the wire size of the particular BBS and be of sufficient quantity to neatly dress the full length of provided wire inside of External BBS Cabinet and/or 332A Cabinet. 40 4.5.5 Interconnect Wiring All interconnect wiring shall be provided between Power Transfer Relay, Bypass Switch, and 332A Cabinet Terminal Service Block. This wiring shall be no less than 9' of UL Style 1015 CSA TEW with the following characteristics: AWG Rating: 10 AWG Stranding: 105 strands of 30 AWG tinned copper Rating: 600 V, lOS^C, PVC Insulation 4.5.6 Relay Contact Wiring Three (3) sets of relay contact wiring shall be provided. Each set shall be two twisted insulated conductors of UL Style 1015 CSA TEW 18 AWG wire, same ratings as above, except 16 strands of 30 AWG tinned copper. 4.5.7 Transfer Relay / Bypass Switch The Power Transfer Relay and Bypass Switch Assemblies may either be discreet from one another, or they may be combined into one assembly. 4.5.8 Transfer Relay There is also the option of the Power Transfer Relay being internal to the Inverter portion of the BBS. The Bypass Switch will always remain a separate and discreet assembly. CHAPTER 4-SECTION 6 COMMUNICATIONS 4.6.1 Serial and Network Communications Interface The BBS shall have Serial and Ethernet communications interfaces for user configuration and management. The user serial port shall be an EIA-232 (DB9-Female) connector. The Ethernet Port shall be an RJ45, EIA 568B Pin Out connector. 4.6.2 User Configuration Menus All BBS Configuration and System menus shall be accessible and programmable from the RS-232 port and from the Ethernet port as listed in 4.6.3. Additionally, all log files shall be available through these ports. 41 4.6.3 Network Configuration The BBS shall support the following features: Provide TCP and UDP over IP protocol communications and support the following applications layer protocols FTP, Telnet, and HTTP. The BBS shall be SNMP compliant. Subnet masks for Class A, B, and C networks (See Table Below): Network Host BITS Subnet Mask Example IP Address Class A 24 255.0.0.0.0 10.0.0.100 B 16 255.255.0.0 172.31.0.100 B 8 255.255.255.0 192.168.0.100 The BBS shall be provided with Web-Based-Interface (WBI). The WBl shall allow the user to set Network Configuration Parameters and all system configurations using a Web Browser. As a minimum a user shall be able to do the following via the Web Browser: 1 View Logs 2 Change Modes of Operation 3 Configure Email Alarms 4 Adjust Line Qualify Time Per. Section 4.3.3 5 Program Relay Contacts Per. Section 4.3.8 6 Configure Network Parameters The BBS shall have the same factory default IP Addresses, Subnet Masks, usernames, and passwords. CHAPTER 4-SECTION 7 WARRANTY 4.7.1 Terms and Conditions Manufacturers shall provide a five (5) year warranty. The first three (3) years shall be termed the "Advanced Replacement Program". Under this program, the manufacturer will send out a replacement within two business days of the call notifying them of an issue. The replacement unit may be either a new unit or a re-manufactured unit that is up to the latest revision. The last two years of the warranty will be factory-repair warranty for parts and labor on the BBS. CHAPTER 4-SECTION 8 QUALITY ASSURANCE 4.8.1 Quality Assurance Each BBS shall be manufactured in accordance with a manufacturer Quality Assurance (QA) program. The QA program shall include two Quality Assurance procedures: (1) 42 Design QA (see 7.4 below) and (2) Production QA. The Production QA shall include statistically controlled routine tests to ensure minimum performance levels of BBS units built to meet this specification and a documented process of how problems are to be resolved. 4.8.1.1 QA Process QA process and test results documentation shall be kept on file for a minimum period of seven years. 4.8.1.2 QA Approval Battery Backup System designs not satisfying Design QA Testing and Production QA Testing requirements shall not be labeled, advertised, or sold as conforming to this specification. 4.8.2 Design Qualification Testing The manufacturer, or an independent testing lab hired by the manufacturer, shall perform Design Qualification Testing on new BBS system(s) offered, and when any major design change has been implemented on an existing design. A major design change is defined as any modification, either in material, electrical, physical or theoretical, that changes any performance characteristics of the system, or results in a different circuit configuration. Where a dispute arises in determining if a system is a new design or if the system has had a major design change, the City will make the final determination if Design Qualification Testing is required priorto production consideration. 4.8.2.1 Submittals A quantity of two units for each design shall be submitted for Design Qualification Testing. Test units shall be submitted to the City after the manufacturer's testing is complete. 4.8.2.2 Test Data Submittal Manufacturer's testing data shall be submitted with test units for City verification Design Qualification Testing. 4.8.2.3 Burn-in The sample systems shall be energized for a minimum of 5 hours, at full rated load, at temperatures of +74 °C and -37 °C, excluding batteries, before performing any design qualification testing. Any failure ofthe BBS, which renders the unit non-compliant with the specification after burn-in, shall be cause for rejection. 4.8.2.4 Testing For Design Qualification Testing, as a minimum, the following will be tested for compliance to the specifications: a. Minimum of two hours of run time while operating in Backup Mode, at full load. b. Proper operations of all relay contacts c. Inverter output voltage, frequency, harmonic distortion, and efficiency, when in Backup Mode. 43 d. All power transfer voltage levels and all modes of operation. e. Power transfer time from loss of utility line voltage to stabilized inverter line voltage from batteries. f. Backfeed voltage to utility when in Backup Mode. g. lEEE/ANSl C62.41 compliance. h. Battery charger operation. i. Event counter and runtime meter accuracy. j. User ability to control, monitor, get reports, and configure the system through the standard RS-232 and Ethernet ports, k. Complete physical inspection of the system for quality workmanship. 4.8.3 Production Quality Control Testing Production Quality Control tests shall consist of all of the above listed tests and shall be performed on each new system prior to shipment. Failure to meet requirements of any of these tests shall be cause for rejection. The manufacturer shall retain test results for seven years. 4.8.3.1100-Hour Burn-In-Period Each BBS shall be given a minimum 100-hour burn-in period to eliminate any premature failures. The burn-in period can be a combination of running in Backup Mode with a full load and running in Charger Mode. 4.8.3.2 Visual Inspection Each system shall be visually inspected for any exterior physical damage or assembly anomalies. Any defects shall be cause for rejection. 4.8.4 City Quality Assurance Testing City of Carlsbad will perform random sample testing on all shipments, consistent with ANSl/ASQC Zl.4-1993 Sampling Procedures and Tables for Inspection by Attributes. 4.8.4.1 Sample Testing Sample testing will normally be completed within 30 days after delivery to the City, barring deficiencies in the shipment, which would reset the clock. All parameters of the specification may be tested on the shipment sample. 4.8.4.2 Number of Units The number of units tested (sample size) shall be determined by the quantity in the shipment. The sample size and acceptance or rejection of the shipment shall conform to ANSl/ASQC Z1.4 44 APPENDIX A CHAPER 4 DETAILS APPENDIX A BBS INVERTER/CHARGER DETAILS BBS System Block Diagram A4-1 BBS Utility Power Connection Diagram A4-2 BBS Relay Contact Terminal Block A4-3 45 Battery Back Up System (BBS) Block Diagram NO/NC Relay Contacts - Six (6) sets of user programmable relay contacts made avaiiabie on front panel terminal blocks. PTR Control (external PTR) Note: Power Transfer Relay may be intemal utmty Powei Power Transfer Manual Relay * | HI^^ Bypass BYPASS Cabinet Switch * BYPASS Switch * * Manual Bypass Switcli (must be extemal to Inverter), and Power Transfer Relay must be separate fiinctionai units, but may share a conunon enclosure. AC VOLTAGE DC VOLTAGE TITLEi BBS SYSTEM BLOCK DIAGRAM ND SCALE A4-1 BBS 2009 A4-1 46 00 (/> ro o o > 4*. I ru BBS Utility Power Connection Diagrann In Inverter/ Power Transfer Relay AC Une to Transfer Relay and Inverter O CD as O =5 EGND AO- Una Out AC Line from Transfer Relay and Inverter DLL N0[— NO NC Bypass Switch (typical) AC+ (Utility) "grn "wht B BATTERY BACKUP SYSTEM •red AC+ (To Cabinet) *blk X These wires shall be provided In 9 foot lengths as part of the Interconnect wiring kit. TB TB 332L CABINET TB Equip. GND TB UTILITY SERVICE AC- EGnd Bus Bus AC- (Neutral) 0.73' Cl C2 C3 C4 C5 C6 ND C NC ND C NC ND C NC ND C NC ND C NC ND C NC 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ 0.197" 00 to l/i t\> o o SD s 3> I CJ o Relay Contact Terminal Block: * Available on Front Panel of Inverter/Charger * 0.197" (Smm) spacing * Allows wire size 24-12 AWG * Screw and wire entrance are on the same face ATTACHMENT 3: GENERAL PROVISIONS 49 CITY OF CARLSBAD GENERAL PROVISIONS PLEASE READ CAREFULLY THESE PROVISIONS ARE A PART OF YOUR BID AND ANY CONTRACT Pursuant to the Notice to Bidders advertised in the official City newspaper, the specifications, bidding instructions and requirements on file with the City, the conditions of these General Provisions, and subject to all provisions of the Ordinances of the City of Carlsbad, the Bidder proposes to furnish to the City of Carlsbad, complete at the prices stated in the bid document, the items or services described in the bid document. The person signing the bid warrants that the bid is genuine and not sham or collusive, or made in the interest of, or on behalf of, any person, firm or corporation not named in the bid document; that the Bidder has not directly or indirectly induced or solicited any other Bidder to submit a sham bid, or any other person, firm or corporation to refrain from bidding, and that the Bidder has not, in any manner, sought by collusion to secure any advantage over other bidders. In submitting this proposal, the Bidder agrees that: A. Bidder has carefully examined the specifications and all provisions relating to the items to be furnished, or the work to be done, attached and incorporated into the proposal and understands the meaning, intent and requirements of them, and agrees to the same. B. Bidder will, for the prices quoted, enter into a written contract and furnish the item(s) or complete the work in the time specified, and in strict conformity with the City of Carlsbad specifications for the item(s) or work. 1. FORMS The Purchasing Officer will furnish forms and specifications for all proposals and no bids will receive consideration unless made upon forms so furnished. BIDS MUST BE SUBMITTED IN A SEALED ENVELOPE WITH BID NUMBER ON THE OUTSIDE. COMPLETE WITH THE SPECIFICATIONS AS FURNISHED AND DEUVERED TO CITY OF CARLSBAD TRANSPORTATION DEPARTMENT AT 1635 FARADAY AVENUE. CARLSBAD CA 92008-7314. PRIOR TO THE TIME SET FOR OPENING. 2. PRICES All prices and notations must be in ink or typewritten. Mistakes may be crossed out and corrections typed or written with ink next to them. Such modifications must be initialed in ink by the person signing the bid. Bids shall indicate the unit price extended to indicate the total price for each item bid. Any difference between the unit price correctly extended and the total price shown for all items bid shall be resolved in favor of the unit price, except when the Bidder clearly indicates that the 50 total price for all items bid is based on consideration of being awarded the entire lot, and that an adjustment ofthe total price is being made in consideration of receiving the entire bid. 3. GUARANTEE OF GOOD FAITH (As required on Proposal Form) A guarantee of good faith is not required. 4. ITEMS OFFERED Ifthe item offered has a trade name, brand and/or catalog number, such shall be stated in the bid. If the Bidder proposes to furnish an item of a different manufacturer or vendor other than that mentioned in the bid specifications. Bidder must specify maker, brand, quality, catalog number, or other trade designation. Unless such is noted on the bid form, it will be deemed that the item offered is that designated in the bid specifications even though the bid may state "or equal". 5. SAMPLES Samples, when required, shall be furnished as indicated in this request for bids, within the time specified in the bid. The City reserves the right to require samples for alternate bids or items offered as "equals". Samples of items, when required, must be furnished free of expense to the City. If they are not destroyed by tests, samples will, upon request, be returned at the bidder's expense. 6. ALTERNATIVE PROPOSALS To be responsive to the bid. Bidder must submit a proposal that meets all specific bid requirements. Bidder may propose "equals" as provided for in accordance with Item 8 of these General Provisions. Once Bidder has proposed a product which is responsive to the specification. Bidder may thereafter include with the bid any additional proposals or alternative products that are not "equals" but that Bidder believes can or may meet or exceed City's requirements, and which offer City additional advantages or benefits based on the state of the art that were not, or could not, be contemplated by City when the requirements were prepared. The City reserves the right to evaluate and accept or reject such alternatives, as though they were part of the original specifications, without advertising for further bids, or to re-advertise based on such proposed state ofthe art alternatives when in the best interests ofthe City. Any awards so made will be based on cost analysis considerations that result in the optimum economic advantage to the City. 51 7. EXPIRATION OF BID All bids shall be considered as firm for a period of ninety (90) calendar days, commencing the day following the date of bid closing and expiring at midnight of the last day, unless otherwise stated in the body of the solicitation. The Bidder may specify a date that the bid expires, provided the date is specific and is entered on the Proposal or Request for Bid form. 8. BRAND NAME Whenever reference to a specific brand name is made in this Request for Bid, it is illustrative and to be construed as a specification which describes a component that has been tested or evaluated by the City as best meeting the specific operational, design, performance, maintenance, quality or reliability standards and requirements ofthe City, thereby incorporating these requirements by reference within the specification. An equivalent or "equal" may be offered by the Bidder, subject to testing and evaluation at the option of the City or prior to and after the award of bid. The City reserves the sole right to reject a substituted component that will not fulfill requirements. It shall be the sole responsibility of the Bidder to provide at Bidder's expense any product information, test data, and other information or documents the City may require to fully evaluate or demonstrate the acceptability of the offered substitute. Where appropriate independent testing or evaluation at qualified test facilities including destructive testing, at the Bidder's expense, may be required as a condition of acceptance. 9. VERIFY BID PRICES Bidders must verify their price quotations prior to bid submission, as withdrawal or correction may not be permitted after the bid has been opened. 10. DELIVERY AND DELIVERY SCHEDULE A. Bidder shall state delivery terms on the Proposal Form unless already specified, in which case delivery shall be made within the time set forth. Where time is stated in a number of days, it shall include Saturdays, Sundays and holidays. Delivery is part of the consideration and must be adhered to as specified. B. Bidder will not be held liable for failure to make delivery because of strikes, conscription of property, governmental regulations, acts of God, or any other cause beyond the bidder's reasonable control; provided a written extension of time is obtained from the City Manager. C. All prices shall be F.O.B. destination. Bids other than F.O.B. destination shall be considered non-responsive and will be rejected. Prices shall include all freight, delivery and set-up charges. 11. FIRM PRICES AND PRICE ADJUSTMENT 52 Prices on bid shall be firm prices not subject to escalation. In the event the specifications provide for escalation, the maximum limit shall be shown, or the bid shall not be considered. In the event of a decline in market price(s) below the price(s) bid, the City of Carlsbad shall receive the benefit of such decline. Manufacturer's general price increases to the trade or industry may be submitted to the City for evaluation in subsequent agreement years. Prices bid must be firm for the first year (365 days) on an annual agreement. All price increases requested in subsequent agreement years must be in writing from not only the vendor but also the manufacturer. The City reserves the right NOT to accept the request. 12. TAXES Each bidder shall include all applicable sales taxes as a separate item in their bid. The amount of local city sales tax included in any bid submitted by a local (Carlsbad) vendor shall be credited by the City against said bid. The City is exempt from Federal Excise Tax. 13. MODIFICATION OR WITHDRAWAL OF BIDS Bids may be modified or withdrawn by written notice received prior to the exact hour and date specified for receipt of bid. A bid may also be withdrawn in person by a Bidder, or the Bidder's authorized representative, prior to the exact hour and date set for receipt of bids. 14. LATE BIDS AND MODIFICATIONS OR WITHDRAWALS Bids, modifications of bids, or withdrawals received at the office designated in the solicitation, after the exact hour and date specified for receipt, will not be considered. They will be rejected as a late bid and will be returned to bidder unopened. 15. NO BIDS If no bid is to be submitted, the bid should be marked "NO BID" and reason stated on the Proposal Form, which should be returned in order to maintain the Bidder's name in City's vendor file for further solicitations. A letter or postcard may be submitted instead a blank proposal form. If a Bidder fails to respond to two Requests to Bid without returning a "NO BID" response, the Purchasing Officer reserves the right to delete the Bidder from the vendor file for future solicitation. 16. CONFIDENTIAL INFORMATION Any information deemed confidential or proprietary should be clearly identified by the Bidder as such. It will be protected and treated with confidentiality only to the extent permitted by California state law considering public information. Otherwise the information shall be considered a public record. Any data to be returned should be so marked and will be returned if not essential to the bid or contract record. 53 17. SIGNATURE All bids must be signed, with the firm named as indicated. A bid by a corporation must be signed by a duly authorized officer, employee or agent, with his or her title. Obligations assumed by such signature must be fulfilled. 18. QUALITY Unless otherwise required in the specifications, all goods furnished shall be NEW and UNUSED and the BEST OF THEIR KIND. 19. UTIGATION WARRANTY The Bidder, by bidding, warrants that Bidder is not currently involved in litigation, arbitration, or an administrative proceeding concerning the materials, or Bidder's performance, concerning the same or similar material to be supplied pursuant to this contract or specification, and that no judgments, awards or administrative determinations have been made against Bidder, on the basis of Bidder's performance in supplying or installing the same or similar material, unless such fact is disclosed to the City in the bid. Disclosure will not disqualify the Bidder. The City reserves the right to evaluate bids, on the basis of the facts surrounding such litigation, arbitration, or administrative proceeding and to require Bidder to furnish the City with a surety bond executed by a surety company authorized to do business in the State of California and approved by the City of Carlsbad, in a sum equal to one hundred percent (100%) ofthe contract price, conditional on the faithful performance by Bidder ofthe contract, in the event the bid is awarded to Bidder, notwithstanding the litigation, arbitration, or administrative proceeding. 20. ROYALTIES, UCENSES AND PATENTS Unless otherwise specified, the Bidder shall pay all royalties, license and patent fees. The Bidder warrants that the materials to be supplied do not infringe any patent, trademark or copyright, and further agrees to defend any and all suits, actions and claims for infringement that are brought against the City, and to defend, indemnify and hold harmless the City from all loss or damages whether general, exemplary or punitive, as a result of any actual or claimed infringement asserted against the City, the Bidder, or those furnishing material to Bidder pursuant to this contract. 21. PERFORMANCE STANDARDS Performance of work, and acceptability of equipment or materials supplied, pursuant to any contract or award, shall be to the satisfaction ofthe City. 22. WARRANTIES 54 A. All material, labor or equipment provided under the contract shall be warranted by Bidder, and/or manufacturer, as indicated in the specifications. Lesser warranty protection must be indicated by Bidder on the bid proposal as an exception. B. Bidder shall be considered primarily responsible to the City for ail warranty service, parts and labor applicable to the goods or equipment provided by Bidder under this bid or award. Bidder is required to be an authorized manufacturer's dealer. Bidder shall be responsible for ensuring that warranty work is performed at a local agency or facility convenient to City and that services, parts and labor are available and provided to meet City's schedules and deadlines. City may require Bidder to post a performance bond after contract award to guarantee performance of these obligations. Bidder may establish a service contract with a local agency satisfactory to City, to meet this obligation if Bidder does not ordinarily provide warranty service. 23. ADDENDA The effect of all addenda to the bid documents shall be considered in the bid, and said addenda shall be made part ofthe bid documents and shall be returned with them. Before submitting a bid, each Bidder shall ascertain whether or not any addenda have been issued, and failure to cover in this bid any such addenda issued, may render the bid invalid and result in its rejection. 24. SPECIFICATIONS TO PREVAIL The detailed requirements ofthe specifications shall supersede any specific requirement of these General Provisions which are in conflict therewith. The City reserves the right of being sole judge of bid meeting specifications. Requests for interpretation of bid specifications shall be made in writing to the Purchasing Officer at least fourteen (14) days prior to the date of the bid opening. 25. FAITHFUL PERFORMANCE BOND A faithful performance bond is not required. 26. AWARD OF CONTRACT A. Bids will be analyzed and the award will be based on the best value to the City. In accordance with the Carlsbad Municipal Code, awards shall be based on a best value evaluation. Initial criteria used for the evaluation will include: cost, responsiveness to specifications, and unspecified value-added offerings which may be offered by the bidder. Staff will recommend final award to the City Council. The lowest bidder may not receive the award. B. The City reserves the right to perform a pre-award survey of the bidder to determine capability to perform, including but not limited to, facilities, financial responsibility, materials/supplies, and past performance. The determination of the City as to the 55 bidder's prospective ability to perform the contract shall be conclusive. C. The City reserves the right to reject any item or items therein; to waive informalities, technical defects and minor irregularities in bids received; and to select the bid(s) deemed most advantageous to the City. The City will however consider bids submitted on an "all or nothing" basis ifthe bid is clearly designated as such. D. The City reserves the right to award one or more contracts on the bids submitted, whether by award of all items to one Bidder, or by award of separate items or groups of items to various Bidders, as the interests ofthe City may require, unless the Bidder clearly specifies otherwise in his bid. E. Upon acceptance by the City of Carlsbad, the solicitation, bid, proposal, or price quotation, and a purchase order issued to the successful Bidder within the time specified, shall be deemed to result in a binding contract without further action required by either party. Items are to be furnished as described in the bid and in strict conformity with all instructions, conditions, specifications and drawings contained in the complete contract. 27. DOCUMENTATION Due to the time constraints that affect contract performance, all required documents shall be provided to the City (Attention: Purchasing Department) within ten (10) days following award, or date of request, by City, whichever is later. Any failure to comply may result in bid being declared non-responsive and rejected. 28. PURCHASE ORDERS All goods and services will be ordered by means of a Purchase Order. (THE CITY WILL NOT BE RESPONSIBLE FOR ARTICLES OR SERVICES FURNISHED WITHOUT A PURCHASE ORDER.) 29. SELLER'S INVOICE Invoices shall be prepared and submitted in duplicate to: Transportation Department, City of Carlsbad, 1635 Faraday Avenue, Carlsbad, CA 92008. Separate invoices are required for each Purchase Order. Invoices shall contain the following information: Purchase Order number, item number, description of supplies or services, sizes, units of measure, quantities, unit prices and extended totals. Vendor shall present monthly invoices, for all items delivered 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 (Sth) day of each month in the amount of the compensation to be paid by the CITY for all materials delivered by the Vendor under the terms and conditions of this agreement. Said payment shall be made within thirty (30) days upon receiving the invoices, providing that all materials delivered during the preceding month has been inspected and accepted by the City and that any applicable certifications have been submitted in accordance with the provisions ofthis agreement. 30. INSPECTION AND ACCEPTANCE 56 Inspection and final acceptance will be at destination unless specified otherwise, and will be made by the City department shown in the "Ship To:" address or other duly authorized representative ofthe City. Until delivery and final acceptance, and after any rejection, risk of loss will be on the Bidder, unless loss results from the sole negligence of the City. 31. LOST AND DAMAGED SHIPMENTS Risk of loss or damage to items prior to the time of their receipt and final acceptance by the City is upon the Bidder. The City has no obligation to accept damaged shipments and reserves the right to return, at the Bidder's expense, damaged merchandise even if the damage was not apparent or discovered until after receipt of the items. 32. LATE SHIPMENTS Bidder is responsible to notify the City department receiving the items and the Purchasing Officer, of any late or delayed shipments. The City reserves the right to cancel all or any part of an order if the shipment is not made as promised. 33. COMPLIANCE WITH INDUSTRIAL SAFETY CODES All equipment, instruction manuals, spare parts and other items furnished shall, where applicable, conform with the Safety Orders of the California Division of Industrial Safety. Material Safety Data Sheets (MSDS) shall be supplied, for each applicable item, with the initial order. All containers shall be labeled per OSHA specifications. 34. WAIVER The failure of the City to enforce a particular condition or provision of any contract awarded hereunder shall not constitute a waiver of that provision or condition or its enforceability by the City. 35. CONSEQUENCES OF VIOLATIONS OF LAW REGARDING ANTI-COMPETITIVE BUSINESS PRACTICES OR UNFAIR TRADE PRACTICES Any acts or omissions of Bidder in violation of federal, state or municipal law, or City policies and regulations regarding anti-competitive practices, unfair trade practices, collusion, contingent fees, gratuities, kickbacks, contemporaneous employment or similar violations creating an unfair influence on the public bidding and award process, pertaining to this contract or proposal, may void this contract. In addition to all other remedies or damages allowed by law. Bidder shall be liable to City for all damages City thereby suffers or incurs, including costs for substitute performance, and may also be subject to debarment. 57 36. CONFUCT OF INTEREST No employee, or member of the employee's immediate family, or elected or appointed member of City government, may participate directly or indirectly in the procurement process pertaining to this bid, if they: A. Have a financial interest, or other personal interest, which is incompatible with the proper discharge of their official duties in the public interest, or would tend to impair their independence, judgment or action in the performance of their official duties. B. Are negotiating for, or have an arrangement concerning, prospective employment with Bidder. The Bidder warrants to the best of his knowledge that the submission ofthe bid will not create such conflict of interest. In the event such a conflict occurs, the Bidder is to report it immediately to the Purchasing Officer. For breach or violation of this warranty, the City shall have the right to annul this contract, at its discretion, without liability. Bidder may also be subject to damages and/or debarment or suspension. 37. CITY PROVISIONS TO PREVAIL Except as specified in the specifications, the City's standard General Provisions shall govern any contract award. Any standard terms and conditions of Bidder, submitted by Bidder, shall not be acceptable to City unless expressly assented to by City by separate documents. The City reserves the right to reject Bidder's bid as non-responsive, to consider the bid without Bidder's standard terms and conditions, or to require Bidder to delete reference to such, as a condition of evaluation or award of the bid. If, after award of contract. Bidder (contract vendor) shall provide materials, or services, accompanied by new or additional standard terms or conditions, they too shall be considered void, and City may require deletion thereof as a further condition of performance by vendor. To the extent not otherwise provided for by the contract documents, the California Commercial Code shall apply. 38. AMENDMENTS AND MODIFICATIONS The Purchasing Officer may at anytime, by a written order, and without notice to the sureties, make a modification to the contract or an amendment to the Purchase Order, within the general scope ofthis contract, in (1) drawings, designs, or specifications, where the supplies to be furnished are to be specially manufactured for the City in accordance therewith; (2) method of shipment or packing; and (3) place of delivery. If any such change causes an increase or decrease in the cost of, or the time required for, performance of this contract, whether changed or not changed by any such order, an equitable adjustment shall be made by written modification of the contract or amendment to the Purchase Order. Any claim by the Bidder for adjustment under this clause must be asserted within 30 days from the date of receipt by the Bidder of the notification; provided that, if Purchasing Officer decides that the facts justify such action, the Purchasing Officer may receive and act upon any such claim, if asserted prior to final payment under this contract. Failure to agree to any adjustment shall be a dispute, 58 concerning a question of fact, within the meaning of the clause of these provisions entitled "Disputes". However, nothing in this clause shall excuse the Bidder from proceeding with the contract as changed. 39. DISPUTES Except as otherwise provided in this contract, any dispute concerning a question of fact arising under this contract, which is not disposed of by agreement, shall be decided by the Purchasing Officer, who shall reduce this decision to writing or mail or otherwise furnish a copy thereof tothe Bidder. The decision ofthe Purchasing Officer shall be final and conclusive unless, within 30 days from the date of receipt of such copy, the Bidder mails or otherwise furnishes to the Purchasing Officer a written appeal addressed to the City Manager. The decision of the City Manager, or his duly authorized representative for the determination of such appeals, shall be final and conclusive. In connection with any appeal proceeding under this clause, the Bidder shall be afforded an opportunity to be heard and to offer evidence in support ofthe Bidder's appeal. Pending final decision of a dispute hereunder, the Bidder shall proceed diligently with the performance ofthe contract, and in accordance with the Purchasing Officer's decision. 40. TERMINATION FOR DEFAULT A. The City of Carlsbad, California, hereafter referred to as the City may by written notice of default to the Bidder (subject to the provisions of paragraph (C) below) terminate the whole or any part ofthis contract, in any one ofthe two following circumstances: 1. If the Bidder fails to make delivery of the supplies or to perform the services, within the time specified herein, or any extension thereof; or 2. If the Bidder fails to perform any ofthe other provisions ofthis contract, or so fails to make progress to endanger performance of this contract in accordance with its terms, and in either of these two circumstances does not cure such failure within a period of ten (10) days after receipt of notice from the Purchasing Officer specifying such failure. B. In the event the City terminates this contract, in whole or in part, as provided in paragraph (A) of this clause, the City may procure, upon such terms and in such manner as the Purchasing Officer may deem appropriate, supplies or services similar to those so terminated, and the Bidder shall be liable to the City for any excess costs for such similar supplies or services; provided, that the Bidder shall continue the performance of this contract to the extent not terminated under the provisions of this clause. C. The Bidder shall not be liable for any excess costs, if the failure to perform the contract arises out of causes beyond the control and without the fault or negligence ofthe Bidder. Such causes may include, but are not restricted to, acts of God or of the public enemy, acts of the City in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restriction, strikes, freight embargoes, and unusually severe weather; but in every case the failure to perform must be beyond the control and without the fault or 59 negligence ofthe Bidder. D. If, after notice of termination of this contract under the provisions of this clause, it is determined for any reason that the Bidder was not in default under the provisions ofthis clause, or that the default was excusable under the provisions of this clause, the rights and obligations of the Bidder shall be the same as if notice of termination for convenience had been issued pursuantto such clause. 41. TERMINATION FOR CONVENIENCE The Purchasing Officer, by written notice, may terminate this contract, in whole or in part, when it is in the best interest of the City. If this contract is for supplies and is so terminated, the Bidder shall be compensated in accordance with his auditable costs to point of Notification of Termination. To the extent that this contract is for services and is so terminated, the City shall be liable only for payment in accordance with the payment provisions of this contract, for the actual services rendered to the effective date of termination. 42. LABOR PRACTICES The Bidder shall comply with all Federal and State Laws, and City Ordinances where applicable, relating to fair labor practices and discrimination in the employment of persons. 43. INSURANCE Insurance is not required. 44. LIABILITY AND INDEMNIFICATION Bidder agrees to defend, indemnify, protect and hold City, and its agents, officers and employees, harmless from and against any and all claims asserted, or liability established for damages or injuries to any person or property, including injury to Bidder's employees, agents or officers which arise from or are connected with, or are caused or claimed to be caused by the acts or omissions of Bidder, and its agents, officers or employees, in performing the work or services or supplying the materials or equipment herein, and all expenses of investigating and defending against same; provided, however, that Bidder's duty to indemnify and hold harmless shall not include any claims or liability arising from the established sole negligence or willful misconduct ofthe City, its agents, officers or employees. This shall not prejudice the right of the City to appear in such suit, participate in the defense, and take such actions as may be necessary to protect the interests of the City. 45. EQUAL OPPORTUNITY POLICY The City of Carlsbad will not discriminate with regard to race, religious creed, color, national origin, ancestry, disability, marital status, veteran's status, sex, or sexual orientation or age in the award of contracts. 60 46. ANNUAL APPROPRIATION OF FUNDS Multi-year term supply and service contracts and leases are subject to annual appropriation of funds by the City Council. Payments made under term contracts and leases are considered items of current expense. Purchase Orders are funded when issued, therefore are current expense items and are not subject to any subsequent appropriation of funds. In the event sufficient funds are not appropriated for the payment of lease payments, or anticipated term contract payments, required to be paid in the next occurring lease or contract term, and if no funds are legally available from other sources, the lease or contract may be terminated at the end of the original term or renewal term and the City shall not be obligated to make further payments beyond the then current original or renewal term. The City will provide notice of its inability to continue the lease or contract at such time as the Purchasing Officer is aware of the non-appropriation of funds. However, failure to notify does not renew the term of the lease or contract. If a lease is canceled, the events of default will occur as described in the lease and/or Item 40 of these General Provisions. The City has no monetary obligation in event of termination or reduction of a term contract, since such contracts represent estimated quantities and are not funded as a contract except to the extent of the Purchase Orders already issued. 47. TEN PERCENT (10%) RETENTION The City reserves the right to withhold a ten percent (10%) retention on all Purchase orders until the supplies, services or equipment have been accepted. 48. QUANTITIES Estimated quantities are given as a basis for comparison of bids. The City does not, expressly or by implications, agree that the actual quantities will be purchased. 61