HomeMy WebLinkAbout2015-11-17; City Council; Resolution 2015-2912
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RESOLUTION NO. 2015-291
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, ACCEPTING THE BID AND AWARDING THE
CONTRACT TO BEAR ELECTRICAL SOLUTIONS, INC. FOR TRAFFIC
SIGNAL MAINTENANCE AND OPERATIONS, BID NO. 16-04, FOR AN
INITIAL AMOUNT NOT TO EXCEED $1,267,000 IN THE INITIAL ONE
YEAR AND SEVEN MONTH TERM OF THE AGREEMENT
EXHIBIT I
WHEREAS, the City of Carlsbad requires the services of a traffic signal maintenance
service contractor; and
WHEREAS, proper bidding procedures have resulted in the city's receipt of a bid from a
qualified contractor, Bear Electrical Solutions, Inc.; and
WHEREAS, a best value evaluation consistent with Carlsbad Municipal Code Section
3.28.060 was performed by staff and has resulted in staff's determination that the bid
submitted by Bear Electrical Solutions, Inc., at $438J45 per Agreement year (annualized) was
selected, with the award to be executed at $800,000 per Agreement year (annualized) to
allocate additional funds based on historical spending is the best value to the City of Carlsbad;
and
WHEREAS, staff recommends award of the contract for Bid 16-04 Traffic Signal
Maintenance Services to Bear Electrical Solutions, Inc., in an amount not-to-exceed $1,267,000
in the initial one year and seven month Agreement term; and
WHEREAS, staff recommends Council authorize the City Manager to allow the
Agreement to be extended for up to two subsequent two-year Agreement periods of
$1,600,000 each, based on historic costs incurred during previous years, and to ensure that
sufficient funds are available to fund increases in compensation to the contractor in an amount
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not to exceed the Consumer Price Index for San Diego County in the preceding two-year
term(s); and
WHEREAS, sufficient appropriations are available in the Traffic Signal Maintenance
Operating Budget-General Fund, and the Traffic Signal Program -Infrastructure Replacement
Fund, to fully fund the Agreement.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
California, as follows; that:
1. That the above recitations are true and correct.
2. The bid of Bear Electrical Solutions, Inc., 1341 Archer Street, Alviso, CA 95002 is
the best value.
3.
4.
The bid of Bear Electrical Solutions, Inc., is hereby accepted.
That the Mayor of the City of Carlsbad is hereby authorized and directed to
execute an Agreement with Bear Electrical Solutions, Inc. for an amount not to exceed
$1,267,000 in the initial one year and seven month period term, a copy of which is attached,
for and on behalf of the City of Carlsbad.
5. That the City Manager is hereby authorized by the City Council to consider
approving extensions to the Agreement for two subsequent two-year Agreement periods.
6. That the maximum compensation amount will not exceed $4,467,000 over a
maximum five year and seven month period ofthe Agreement.
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AGREEMENT FOR TRAFFIC SIGNAL MAINTENANCE SERVICES
BEAR ELECTRICAL SOLUTIONS, INC.
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THIS AGREEMENT is made and entered into as of the f 6~-day of NDwYl\a€1?--, 2015 and effective as of December 2, 2015, by and between the CITY
OF CARLSBAD, a municipal corporation, ("City"), and BEAR ELECTRICAL SOLUTIONS, INC.,
a California corporation, ("Contractor").
DEFINITIONS
Repair: Authorized service work to equipment and systems required to preserve and protect any
City owned or maintained Traffic Signal systems as specified in this Agreement.
Installations: Traffic Signal equipment installation and adjustment required to preserve and
protect any City owned or maintained Traffic Signal systems as specified in this Agreement.
Maintenance: Any routine, recurring, and usual services or routine maintenance on existing City
systems necessary for the protection or preservation of any City owned or maintained Traffic
Signal systems as specified in this Agreement.
Demolition: The removal of Traffic Signal equipment required to preserve and protect any City
owned or maintained Traffic Signal systems as specified in this Agreement.
Service Report: Contractor's detailed report in City-approved, computer-generated format
covering all work performed under this Agreement. Service reports shall be separate documents,
listed by facility and shall note all inspections, repairs or service work performed, condition
statements and any other pertinent information to aid the City in determining future equipment
repairs, maintenance or replacement. Web based report capability is highly desired.
Traffic Signal: Devices as described in Exhibit "A", Section #21, of this document.
RECITALS
A. City requires the professional services of a Traffic Signals Maintenance Contractor
that is experienced in providing routine, recurring and usual Traffic Signal maintenance work
necessary for the protection and preservation of City owned or maintained Traffic Signal systems
for their intended purposes.
B. Contractor has the necessary experience in providing professional services and
advice related to providing routine, recurring and usual Traffic Signal maintenance work
necessary for the protection and preservation of City owned or maintained Traffic Signal systems
for their intended purposes.
C. Contractor has submitted a proposal to City and has affirmed its willingness and
ability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
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1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services (the
"Services") that are described in the Scope of Work (Exhibit "A") and contained in the City's
Request for Bids and the Contractor's bid which are incorporated by this reference in accordance
with this Agreement's terms and conditions. The Contractor will perform Traffic Signal
maintenance and related services as needed and as authorized on an agreed price basis and/or
on a time and materials basis for repairs as specified in the Contractor's bid. Nothing in this
agreement is intended to create an exclusive arrangement between City and Contractor. The
City reserves the right to procure Traffic Signal maintenance services from other contractors as
the City deems appropriate.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional care and skill
customarily exercised by reputable members of Contractor's profession practicing in the
Metropolitan Southern California Area, and will use reasonable diligence and best judgment while
exercising its professional skill and expertise. Contractor shall maintain an A -General
Engineering Contractor and/or a C-10 Electrical Contractor license issued by the California
Contractors State License Board throughout the term of this Agreement.
3. TERM
The term of this Agreement will be effective from the date first above written, but no earlier than
December 2, 2015, through June 30 2017. The City Manager may amend the Agreement to
extend it for two (2) additional two (2) year periods or parts thereof. Extensions will be based upon
a satisfactory review of Contractor's performance, City needs, and appropriation of funds by the
City Council. The parties will prepare a written amendment indicating the effective date and length
of the extended Agreement.
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5. COMPENSATION
The Contractor's Traffic Signal maintenance work will be paid at a fixed cost rate for scheduled
maintenance and bid item work and at an hourly rate plus parts as indicated in the agreement as
detailed in the Contractor's bid. The total fee payable for the Services to be performed during the
initial Agreement term will not exceed one million two hundred sixty seven thousand dollars
($1,267,000) ending June 30, 2017. No other compensation for the Services will be allowed
except for items covered by subsequent amendments to this Agreement. If the City elects to
extend the Agreement, the amount shall not exceed eight hundred thousand dollars ($800,000)
per Agreement year. The City reserves the right to withhold a ten percent (10%) retention until
City has accepted the work and/or Services specified in the Contractor's bid.
6. PREVAILING WAGES TO BE PAID
Contractor is to pay prevailing rates of wages. The general prevailing wage rate of wages for each
craft or type of worker needed to execute the Agreement shall be those as determined by the
Director of Industrial Relations pursuant to Sections 1770, 1773, and 1773.1 of the Labor Code.
Pursuant to Section 1773.2 of the Labor Code, a current copy of the applicable wage rates is on
file in the Office of the City Engineer. The Contractor shall not pay less than the said specified
prevailing rates of wages to all workers employed by him or her in the execution of the Agreement.
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The Contractor will perform work in accordance with all applicable Carlsbad Municipal Code
sections, other applicable California codes, OSHA standards and any other regulatory
requirements.
There will be no additional charges such as travel or trip costs allowed. Payment for service starts
when the technician arrives at the City of Carlsbad owned or maintained properties, and ends at
the completion of required service work. Portal to portal payment is not included in this
Agreement.
All parts will be newly manufactured replacement parts or an equal approved by the Inspector, or
his authorized representative. Pricing to City of Carlsbad will be in accordance with bid item costs
or hourly labor cost plus parts markup as indicated in the Exhibit 1 -Contractor's Proposed Cost
of Services Chart. Invoices must be submitted with request for payment.
The Contractor shall submit invoices to the Inspector, or his authorized representative by the 5th
day of the month for work performed in the previous month under this contract. The Contractor
shall provide detailed records of all work performed and include all required reports of systems
and/or equipment(s) serviced or repaired. Failure to provide the required documents, invoices,
and reports will result in the City of Carlsbad withholding payment to the Contractor until all the
required documentation, including supplier invoices for parts, are provided to the City.
Compensation increases will not be authorized prior to the end of each individual option period.
If an increase in compensation for service in succeeding option periods is requested, the
Contractor must provide detailed supporting documentation to justify the requested rate increase
for the next option period. The City will evaluate the requested increase, and the City reserves
the right to negotiate, accept or reject the Contractor's requested compensation increase. The
compensation increase may be adjusted by a mutually agreeable amount based on and no
greater than the aggregate San Diego Consumer Price Index changes over the previous contract
period. Requests for price changes must be made by the Contractor in writing sixty (60) days
before the end of the then-current agreement year.
7. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent contractor and
in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be
under control of City only as to the result to be accomplished, but will consult with City as
necessary. The persons used by Contractor to provide services under this Agreement will not be
considered employees of City for any purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete
compensation to which Contractor is entitled. City will not make any federal or state tax
withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be
required to pay any workers' compensation insurance or unemployment contributions on behalf
of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty
(30) days for any tax, retirement contribution, social security, overtime payment, unemployment
payment or workers' compensation payment which City may be required to make on behalf of
Contractor or any agent, employee, or subcontractor of Contractor for work done under this
Agreement. At the City's election, City may deduct the indemnification amount from any balance
owing to Contractor.
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8. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City.
If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the
acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly
employed by the subcontractor, as Contractor is for the acts and omissions of persons directly
employed by Contractor. Nothing contained in this Agreement will create any contractual
relationship between any subcontractor of Contractor and City. Contractor will be responsible for
payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of
a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically
noted to the contrary in the subcontract and approved in writing by City.
9. OTHER CONTRACTORS AND PARTS
The City reserves the right to employ other Contractors in connection with the Services.
The City reserves the right to supply needed parts and equipment to the Contractor for Services.
10. 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.
The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or
makes to or on behalf of an injured employee under the City's self-administered workers'
compensation is included as a loss, expense or cost for the purposes of this section, and that this
section will survive the expiration or early termination of this Agreement.
11. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all
amendments, insurance against claims for injuries to persons or damage to property which may
arise out of or in connection with performance of the services by Contractor or Contractor's
agents, representatives, employees or subcontractors. The insurance will be obtained from an
insurance carrier admitted and authorized to do business in the State of California. The insurance
carrier is required to have a current Best's Key Rating of not less than "A-:VII"; OR with a surplus
line insurer on the State of California's List of Approved Surplus Line Insurers (LASLI) with a rating
in the latest Best's Key Rating Guide of at least "A:X"; OR an alien non-admitted insurer listed by
the National Association of Insurance Commissioners (NAIC) latest quarterly listings report.
11.1 Coverage and Limits.
Contractor will maintain the types of coverage and minimum limits indicated below, unless the
Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage
will not constitute any limitations or cap on Contractor's indemnification obligations under this
Agreement. City, its officers, agents and employees make no representation that the limits of the
insurance specified to be carried by Contractor pursuant to this Agreement are adequate to
protect Contractor. If Contractor believes that any required insurance coverage is inadequate,
Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at
Contractor's sole expense. The full limits available to the named insured shall also be available
and applicable to the City as an additional insured.
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11.1.1 Commercial General Liability Insurance. $2,000,000 combined single-limit per
occurrence for bodily injury, personal injury and property damage. If the submitted policies contain
aggregate limits, general aggregate limits will apply separately to the work under this Agreement
or the general aggregate will be twice the required per occurrence limit.
11.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work
for City). $1,000,000 combined single-limit per accident for bodily injury and property damage.
11.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as
required by the California Labor Code. Workers' Compensation will not be required if Contractor
has no employees and provides, to City's satisfaction, a declaration stating this.
11.2 Additional Provisions. Contractor will ensure that the policies of insurance required under
this Agreement contain, or are endorsed to contain, the following provisions:
11.2.1 The City will be named as an additional insured on Commercial General Liability
which shall provide primary coverage to the City.
11.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which
will be written as claims-made coverage.
11.2.3 This insurance will be in force during the life of the Agreement and any extensions
of it and will not be canceled without thirty (30) days prior written notice to City sent by certified
mail pursuant to the Notice provisions of this Agreement.
11.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this
Agreement, Contractor will furnish certificates of insurance and endorsements to City.
11.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance
coverages, then City will have the option to declare Contractor in breach, or may purchase
replacement insurance or pay the premiums that are due on existing policies in order to maintain
the required coverages. Contractor is responsible for any payments made by City to obtain or
maintain insurance and City may collect these payments from Contractor or deduct the amount
paid from any sums due Contractor under this Agreement.
11.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete
and certified copies of any or all required insurance policies and endorsements.
12. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of the
Agreement, as may be amended from time-to-time.
13. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred under this
Agreement. All records will be clearly identifiable. Contractor will allow a representative of City
during normal business hours to examine, audit, and make transcripts or copies of records and
any other documents created pursuant to this Agreement. Contractor will allow inspection of all
work, data, documents, proceedings, and activities related to the Agreement for a period of three
(3) years from the date of final payment under this Agreement.
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14. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors pursuant
to this Agreement is the property of City. In the event this Agreement is terminated, all work
product produced by Contractor or its agents, employees and subcontractors pursuant to this
Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy
of the work product for Contractor's records.
15. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City and
Contractor relinquishes all claims to the copyrights in favor of City.
16. NOTICES
The name of the persons who are authorized to give written notice or to receive written notice on
behalf of City and on behalf of Contractor under this Agreement.
For City
Name Patrick A. Thomas
Title Public Works Director
Department Public Works
City of Carlsbad
Address 1635 Faraday Avenue
Carlsbad, CA 92008
Phone No. 760-602-2730
For Contractor
Name Robert Asuncion
Title Vice President
Address 1341 Archer Street
Alviso, CA 95002-0924
Phone No. 408-449-5178
Email robert@bear-electrical.com
Each party will notify the other immediately of any changes of address that would require any
notice or delivery to be directed to another address.
17. CONFLICT OF INTEREST
Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the
requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report
investments or interests in all four categories.
18. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and regulations
which in any manner affect those employed by Contractor, or in any way affect the performance
of the Services by Contractor. Contractor will at all times observe and comply with these laws,
ordinances, and regulations and will be responsible for the compliance of Contractor's services
with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986
and will comply with those requirements, including, but not limited to, verifying the eligibility for
employment of all agents, employees, subcontractors and consultants whose services are
required by this Agreement.
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19. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting
discrimination and harassment.
20. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following procedure will
be used to resolve any questions of fact or interpretation not otherwise settled by agreement
between the parties. Representatives of Contractor or City will reduce such questions, and their
respective views, to writing. A copy of such documented dispute will be forwarded to both parties
involved along with recommended methods of resolution, which would be of benefit to both
parties. The representative receiving the letter will reply to the letter along with a recommended
method of resolution within ten (1 0) business days. If the resolution thus obtained is unsatisfactory
to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The
City Manager will consider the facts and solutions recommended by each party and may then opt
to direct a solution to the problem. In such cases, the action of the City Manager will be binding
upon the parties involved, although nothing in this procedure will prohibit the parties from seeking
remedies available to them at law.
21. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may
terminate this Agreement for nonperformance by notifying Contractor by certified mail of the
termination. If City decides to abandon or indefinitely postpone the work or services contemplated
by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon
notification of termination, Contractor has five (5) business days to deliver any documents owned
by City and all work in progress to City address contained in this Agreement. City will make a
determination of fact based upon the work product delivered to City and of the percentage of work
that Contractor has performed which is usable and of worth to City in having the Agreement
completed. Based upon that finding City will determine the final payment of the Agreement.
Either party upon tendering thirty (30) days written notice to the other party may terminate this
Agreement. In this event and upon request of City, Contractor will assemble the work product and
put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work
performed to the termination date; however, the total will not exceed the lump sum fee payable
under this Agreement. City will make the final determination as to the portions of tasks completed
and the compensation to be made.
22. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or person, other
than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that
Contractor has not paid or agreed to pay any company or person, other than a bona fide
employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration
contingent upon, or resulting from, the award or making of this Agreement. For breach or violation
of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion,
to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the
fee, commission, percentage, brokerage fees, gift, or contingent fee.
23. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must
be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation
of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is
submitted to City, it may be considered fraud and Contractor may be subject to criminal
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prosecution. Contractor acknowledges that Califorr"!ia Government Code sections 12650 et seq.,
the False Claims Act applies to this Agreement and, provides for civil penalties where a person
knowingly submits a false claim to a public entity. These provisions include false claims made
with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of
information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to
recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a
false claim may subject Contractor to an administrative qebarment proceeding as the result of
which Contractor may be prevented to act as a Contractor on any public work or improvement for
a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is
grounds for City to terminate this Agreement.
24. JURISDICTION AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of enforcing a right
or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the
County of San Diego, State of California, and the parties waive all provisions of law providing for
a change of venue in these proceedings to any other county.
25. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and Contractor
and their respective successors. Neither this Agreement nor any part of it nor any monies due or
to become due under it may be assigned by Contractor without the prior consent of City, which
shall not be unreasonably withheld.
26. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated by it, along
with the purchase order for this Agreement and its provisions, embody the entire Agreement and
understanding between the parties relating to the subject matter of it. In case of conflict, the terms
of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions
may be amended, modified, waived or discharged except in a writing signed by both parties.
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EXHIBIT 1
SCOPE OF SERVICES AND FEES
The matrix below describes items upon which the City requests a bid. The actual payments
made to the CONTRACTOR will be based on actual work performed for the City consistent
with the terms and conditions of the contract documents.
Bid Schedule "A" Annual Routine Maintenance/Repairs-Page 1 of 2
Item Estimated
No. Description Quantity and Unit Price Annual Total
Units*
Perform Routine Quarterly
A-1. Traffic Signal Inspection 720 $60.00 $43,200.00
and Routine Maintenance Each Extended Amount
A-2. Provide and Install LED 125 $115.00 ~14,375.00 Signal Light (Burnout) Each Extended Amount
A-3. ISNS Re-lamping 1 $50.00 $50.00
Each Extended Amount
Provide and install LED
A-4. Pedestrian Countdown 19 $250.00 $4,750.00
Head Each Extended Amount
A-5. Perform Red Flash Signal 5 $70.00 $350.00 Reset Each Extended Amount
Perform
A-6. Function/Detection/Cycling 3 $95.00 $285.00
Test Each Extended Amount
Provide and Replace UPS
A-7 Batteries (Per Signal) 36 $1,025.00 ~36,900.00
Each Extended Amount
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Bid Schedule "A" Annual Routine Maintenance/Repairs-Page 2 of 2
Item Estimated Annual Total
No. Description Quantity and Unit Price
Units*
A-8. Pedestrian Push Button 20 $115.00 $2.300.00 Replacement Each Extended Amount
A-9. Loop Set Testing 10 $105.00 $1.050.00
Each Extended Amount
A-10. Loop Replacement 10 $420.00 $4.200 TypeD Each Extended Amount
A-11. Loop Replacement 48 $375.00 ~18,000.00 Type E Each Extended Amount
Video Detection Camera
A-12. Service 720 $50.00 ~36,000.00
(Semi Annual) Each Extended Amount
A-13. Cabinet Filter Replacement 360 $5.00 $1,800.00 (Semi Annual) Each Extended Amount
A-14. Amber School Flasher 16 $95.00 $1,520.00 Reprogramming Each Extended Amount
Head Cleaning and Mast
A-15. Arm Inspection 180 $145.00 ~26,100.00
(Annual) Each Extended Amount
A-16. Conflict Monitor Testing 180 $50.00 ~9,000.00 (Annual) Each Extended Amount
A-17 Adjust Signal Timing 5 $50.00 $250.00
Each Extended Amount
Total Annual Cost for Bid Schedule "A" 12001130.00
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Bid Schedule "8" Annual Regular Hours Repairs -Page 1 of 1
Item Description Estimated Unit Price Annual Total
No. Quantity
and Units* "
B-1. IMSA Level Ill 100 $85.00 $8,500.00
Certified Technician (Per Hour) Extended Amount
(if on staff)
B-2. IMSA Level II $70.00 ~351000.00
Certified Technician 500 (Per Hour) Extended Amount
B-3. General Laborer 40 $45.00 $11800.00
(Per Hour) Extended Amount
B-4. Aerial Truck 500 $25.00 ~121500.00
(Per Hour) Extended Amount
B-5. Service Truck 100 $15.00 $11500.00
(Per Hour) Extended Amount
B-6. Compressor 20 $5.00 $100.00
(Per Hour) Extended Amount
%15 X $125,000 = $18a150.00 ~143a150.00
B-7. Parts $125,000 $125,000 +Parts Contractor Parts Markup % Markup in Dollars
Total Annual Cost for Bid Schedule "B" ~2031150.00
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Bid Schedule "C" Annual After Regular Hours Repairs -Page 1 of 1
Item Description Estimated Unit Price Annual Total
No. Quantity
and Units*
C-1. IMSA Level Ill 75 $120.00 $9.000.00
Certified Technician (Per Hour) Extended Amount
(if on staff)
C-2. IMSA Level II 200 $95.00 ~19,000.00
Certified Technician (Per Hour) Extended Amount
C-3. General Laborer 20 $65.00 $1,300.00
(Per Hour) Extended Amount
C-4. Aerial Truck $25.00 $5,000.00
200 (Per Hour) Extended Amount
C-5. Service Truck 75 $15.00 $1,125.00
(Per Hour) Extended Amount
C-6. Compressor 8 $5.00 $40.00
(Per Hour) Extended Amount
Total Annual Cost for Bid Schedule "C" $35,465.00
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TRAFFIC SIGNAL MAINTENANCE QUALITY STANDARDS
MAINTENANCE THEORY
Quality maintenance includes all the necessary tasks required to keep equipment in a safe
economical and dependable operation. Scheduled routine maintenance on traffic signal
equipment will not only prolong the life of the equipment but will greatly reduce the overall outlay
of financial resources by both the owner and the service company. Eventually, all equipment will
wear out or be replaced by new technology. However, the traffic signal maintenance contractor
has a responsibility to maximize the life and economic operation of the equipment.
EQUIPMENT & ENCLOSURES:
The equipment enclosures and equipment are to be cleaned, kept free of dust, lint, oil residue,
and debris. Units shall be maintained in a reasonably clean and dry condition. Oil spills shall be
cleaned up immediately and reported to the Inspector. Cleaning these enclosures will be
performed in accordance with the contractor's maintenance guide.
Code authorities prohibit the storage of equipment and parts not relative to the operation and
maintenance of the traffic signal equipment in the enclosures. Spare traffic signal parts and wiring
diagrams will be kept orderly in storage cabinets provided for the job by the traffic signal
maintenance contractor. Up to date service charts, callback logs, and Material Data Sheets for
any chemicals utilized by the maintenance contractor will be readily accessible. All chemicals
must be properly labeled.
All fastenings and screws will be secured and tightened. Missing screws shall be replaced.
Operating panels, indicators and markings shall be maintained as installed. Defaced components
will be reported to the Inspector. Equipment enclosures and doors shall be kept locked to prevent
unauthorized access.
SAFETY
Safety awareness is of the utmost importance when working on traffic signal equipment not only
for the technician and City Staff but also the casual observer who may wander into a work area
unannounced. Traffic control devices, barricades, proper tools and safety equipment will be
proved by the traffic signal contractor to minimize risk of exposure to danger to employees and
public. Under no circumstances should work be performed in un-barricaded areas. If continuous
work is performed, doors should be closed when the immediate area is unattended.
Strict adherence to the lock out tag out procedure shall be enforced.
All safety devices and circuits shall operate as intended. They shall not be overridden and must
operate in compliance with applicable codes. Unsafe equipment or conditions will be corrected or
reported to the proper personnel immediately. Under no circumstances shall unsafe equipment
be put into operation. Periodic checks will be performed to ensure proper operation of all safety
devices.
CONTROLS & OTHER EQUIPMENT
Controls and other operational apparatus will be kept clean, properly lubricated and adjusted as
required; relays and contactors shall be kept clean and operating without excessive arc. All
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electrical connections shall be tight, taped and tagged when not in use. Coils, contacts, relays
and resistors showing signs of deterioration shall be repaired or replaced as necessary. Care
must be exercised when handling printed circuit boards. Proper grounding is necessary when
handling some versions of solid-state boards. The traffic signal maintenance contractor shall
maintain sufficient stock of repair parts or shall insure that sufficient repair items are in stock
locally or shall insure that the contractor has access to spares for overnight delivery.
All modes, programs and operations shall be maintained as originally intended, engineered, and
manufactured.
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M. "REPAIRS" -REGULAR HOUR REPAIRS and AFTER REGULAR HOURS REPAIRS
include work required to maintain the serviceability of traffic signal equipment specified
under this agreement that are outside the scope of the ROUTINE
MAINTENANCE/REPAIRS bid schedule. REGULAR HOUR REPAIRS occur during
REGULAR HOURS and AFTER REGULAR HOURS REPAIRS are work outside of normal
business hours as indicated in the CONTRACTOR's Proposed Cost of Services Chart and
shall be compensated at the Bid Item Rate for each item. REGULAR HOUR REPAIRS
and AFTER REGULAR HOURS work must be authorized by the CONTRACT
ADMINSITRATOR prior to the CONTRACTOR performance.
N. "ROUTINE MAINTENANCE/REPAIRS" Work specified in the ROUTINE
MAINTENANCE/REPAIRS schedule of this agreement (Bid Schedule "A", that consist of
work performed by the Contractor at a fixed price cost during "REGULAR HOURS".
0. "SPECIAL PROJECTS" -Repairs and/or services for which 1) a specific lump sum or
agreed price job quote has been received, 2) the work has been authorized by the
CONTRACT ADMINISTRATOR or designee, and 3) the work schedule has been mutually
agreed.
1.00 STANDARDS OF WORK AND CONTRACTOR RESPONISBILITY
1.01 The CONTRACTOR shall perform the work described herein in a thorough and
professional manner so that the CITY is provided with reliable and high quality traffic signal
maintenance services at all times.
1.02 The CONTRACTOR shall furnish, at CONTRACTOR'S own expense, all labor, tools,
equipment, and materials necessary, unless specifically excluded herein, to perform
ROUTINE MAINTENANCE/REPAIRS at the Bid Item price. The CONTRACTOR shall
furnish, at CONTRACTOR'S own expense, tools and equipment necessary, unless
specifically excluded herein, to perform regular and after hours authorized repairs at the
Bid Item price. Cost of parts shall be paid at the CONTRACTOR'S invoice cost for parts
plus the percentage of markup indicated in this bid.
1.03 The CONTRACTOR'S forces shall leave work areas free of all dirt, litter, lubricants, or
other materials utilized to perform maintenance services. The CONTRACTOR shall erect
barricades, warning signs and any other devices to prevent unauthorized access by the
public or unauthorized CITY staff to work areas.
1.04 Traffic signal maintenance and repair shall be performed in accordance with accepted
standards for traffic signal maintenance and repair to the satisfaction of the CONTRACT
ADMINISTRATOR or his designee. CONTRACTOR shall immediately respond when
notified by CITY to correct unsatisfactory work at no additional charge.
1.05 The CONTRACTOR shall maintain individual repair and maintenance logs listing all work
performed under this agreement. These Logs shall be submitted or shall be available via
website to the CONTRACT ADMINSTRA TOR on a monthly basis. Logs shall indicate the
date of service, time of service, service performed, the technician performing service and
any other information that may affect current or future operation of the traffic signals. The
CONTRACTOR shall report these locations, by intersection, to CITY'S CONTRACT
ADMINISTRATOR, or designee, within 48 hours. (Deductions may be made from the
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amendments to the agreement. The CONTRACT ADMINISTRATOR shall notify the
CONTRACTOR of additions, reductions or deletions of areas to be serviced in writing.
4.00 ENFORCEMENT, DEDUCTIONS AND LIQUIDATED DAMAGES
4.01 The CONTRACT ADMINISTRATOR shall be responsible for the enforcement of this
CONTRACT on behalf of CITY. In addition to deductions stipulated in other sections of
this agreement, the CONTRACT ADMINISTRATOR may enforce deductions in
accordance with Section 4.00.
4.02 The CONTRACT ADMINISTRATOR shall prepare and implement an INSPECTION
RATING SYSTEM to be used to verify monthly payments and deductions from payments
("Appendix B"). This form and system may be modified at the discretion of the
CONTRACT ADMINISTRATOR. The CONTRACTOR agrees to be so evaluated by said
system and bound by the ratings and/or deductions from payments indicated in the
INSPECTION RATING SYSTEM report. It is the intent of the CITY to inspect between
five and twenty intersections per month. To avoid deductions from payment,
CONTRACTOR must receive a rating of 95 or higher per service area for 75
% of the intersections that are inspected, per the criteria as described in Appendix "B".
The CITY is required to inspect a minimum of ten (10) intersections per month in order to
assess liquidated damages. The CITY is to perform inspections within two calendar
weeks after the completion of the work
4.03 If, in the judgment of the CONTRACT ADMINISTRATOR, the CONTRACTOR is deemed
to be non-compliant with the terms and obligations of the CONTRACT, the CONTRACT
ADMINISTRATOR, may, in addition to other remedies provided herein, withhold the entire
monthly payment, deduct pro-rata from the CONTRACTOR'S invoice for work not
performed, and/or deduct liquidated damages. Notification of the amount to be withheld
or deducted from payments to CONTRACTOR will be forwarded to the CONTRACTOR
by the CONTRACT ADMINISTRATOR in a written notice describing the reasons for said
action. The INSPECTION RATING SYSTEM report shall constitute reason for any
deductions so imposed. Liquidated damages shall be ten percent (10%) of the total dollar
amount of the monthly preventative maintenance invoice. By submitting a bid the
CONTRACTOR agrees to liquidated damages as described above.
4.04 The action above shall not be construed as a penalty but as an adjustment of payment to
CONTRACTOR to recover cost or loss due to the failure of the CONTRACTOR to
complete or comply with the provisions of this CONTRACT.
5.00 INSPECTIONS, MEETINGS, & REPORTS
5.01 CITY reserves the right to perform inspections, including inspection of CONTRACTOR'S
equipment, at any time for the purpose of verifying CONTRACTOR'S performance of
CONTRACT requirements and identifying deficiencies.
5.02 The CONTRACTOR or his authorized representative shall meet with the CONTRACT
ADMINISTRATOR or his representative on each site at the discretion and convenience of
the CONTRACT ADMINISTRATOR for walk-through inspections. All routine maintenance
functions shall be completed prior to this meeting.
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5.03 At the request of the CONTRACT ADMINISTRATOR, the CONTRACTOR or his
appropriate representative shall attend meetings and/or training sessions as determined
by the CONTRACT ADMINISTRATOR for purposes of orientation, information sharing,
CONTRACT revision, description of CITY policies, procedures, standards, and the like.
5.04 CONTRACTOR shall provide to the CONTRACT ADMINISTRATOR such written
documentation and/or regular reports as the CONTRACT ADMINISTRATOR deems
necessary to verify and review CONTRACTOR'S performance under this CONTRACT
and to provide to the CONTRACT ADMINISTRATOR pertinent information relative to the
maintenance, operation, and safety of the traffic signals.
6.00 TRAFFIC CONTROL
6.01 Prior to any work in the public right-of-way, the CONTRACTOR shall submit typical traffic
control plans for approval for work performed in the CITY right-of-way. The
CONTRACTOR shall submit supplementary traffic control plans for unusual
circumstances that are out of the ordinary for right-of-way maintenance. A traffic control
system consists of closing traffic lanes or pedestrian walkways in accordance with the
details shown on the plans, California Manual on Uniform Traffic Control Devices (FHWA
MUTCD 2003 Revision 1, as amended for use in California). The provisions in this section
will not relieve the Contractor from its responsibility to provide such additional devices or
take such measures as may be necessary to maintain public safety.
6.02 When lanes are closed for only the duration of work periods, all components of the traffic
control system, except portable delineators placed along open trenches or excavation
adjacent to the traveled way, shall be removed from the traveled way and shoulder at the
end work period. If the Contractor so elects, said components may be stored at selected
central locations, approved by the CITY Traffic Engineer, within the limits of the right-of-
way.
6.03 The CONTRACTOR shall comply with all requirements of the CITY Traffic Engineer and
shall bear all costs of required traffic control including but not limited to signs, cones,
markers, flagmen, etc.
6.04 The Contractor shall prepare and implement traffic control plans and shall furnish all labor
and materials to perform, install, maintain, replace and remove all traffic control as
incidentals to the work with which they are associated and no other compensation will be
allowed therefore.
7.00 CONTRACTOR'S DAMAGES
7.01 All damages incurred to existing facilities by the CONTRACTOR'S operation shall be
repaired or replaced by the CONTRACTOR or by other forces all at the discretion of the
CONTRACT ADMINISTRATOR and all at the CONTRACTOR'S expense.
8.00 COMMUNICATIONS AND RESPONSE
8.01 The CONTRACTOR shall, during the term of this CONTRACT, maintain two twenty-four
(24) hour emergency telephone numbers. Both numbers shall be toll free to a San Diego
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10.00 HOURS AND DAYS OF SERVICES
10.01 The acceptable daily hours of ROUTINE MAINTENANCE/REPAIRS shall be 8:00am to
5:00 pm, Monday through Friday excluding City Holidays which shall be considered
normal work hours as may pertain to any other provision of the CONTRACT. Issues
reported to the Contractor during the hours of 8:00 am to 5:00 pm will be considered
normal work hours and payment will be made in accordance with the provisions regardless
of the time the CONTRACTOR arrives and performs the work.
10.02 CONTRACTOR shall provide staffing to perform the required services during the
prescribed hours as specified in these contract documents. Any changes in the days and
hours of operation heretofore prescribed shall be subject to approval by the CONTRACT
ADMINISTRATOR.
10.03 Per State of California Labor Code, CONTRACTOR is directed to the following prescribed
requirement with respect to the hours of employment. Eight (8) hours of labor under this
CONTRACT shall constitute a legal day's work and said CONTRACTOR shall not require
or permit any laborer, worker or mechanic, or any subcontractor employed by him to
perform any of the work described herein to labor more than eight (8) hours during any
one day or more than forty (40) hours during any one calendar week, except as authorized
by State of California Labor Code Section 1815.
11.00 ROUTINE MAINTENANCE SCHEDULES
11.01 The CONTRACTOR shall, within thirty (30) days after the award of bid of this CONTRACT,
submit annual work schedules to the CONTRACT ADMINISTRATOR for review and
approval. Said work schedules shall identify required operations and delineate the time
frames for performance. A Routine Operations Schedule shall include all tasks required
at the intervals required. The CONTRACTOR shall submit annual schedules for each
successive annual contract period whether due to a second agreement year in the first
contract term or in additional contract years in successive amendments to the original
agreement.
The CONTRACTOR shall submit revised schedules when actual performance differs
substantially from planned performance and from time to time as requested by the
CONTRACT ADMINISTRATOR. Said revisions shall be submitted to the CONTRACT
ADMINISTRATOR for his review and approval within five (5) working days prior to the
original or revised scheduled time for the work whichever is earlier.
12.00 CONTRACTOR'S STAFF AND TRAINING
12.01 The CONTRACTOR shall provide sufficient personnel to perform all work in accordance
with the specification set forth herein.
12.02 In cooperation with the Carlsbad Police Department, CONTRACTOR agrees to undergo
and to pay for, background checks if required by the CONTRACT ADMINISTRATOR on
all personnel providing traffic signal services for this CONTRACT. In the event such
background check reveals an item which Carlsbad Police deems a security problem, CITY
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ADMINISTRATOR, said CONTRACTOR'S personnel is objectionable, unruly, unsafe, or
otherwise detrimental to the interest of the CITY or the public patronizing the premises
12.09 The CONTRACTOR shall require each of his personnel to adhere to basic public works
standards of working attire including uniform shirts and/or vests clearly marked with the
CONTRACTOR'S company name and employee name badges as approved by the
CONTRACT ADMINISTRATOR. Sufficient changes shall be provided to present a neat
and clean appearance of the CONTRACTOR'S personnel at all times. Shirts shall be worn
and buttoned at all times. CONTRACTOR'S personnel shall be equipped with proper
shoes and other gear required by Local, State and Federal Safety Regulations.
12.10 The CONTRACTOR'S staff shall wear uniforms that clearly indicate the name of the
CONTRACTOR performing service under this agreement. In addition, the
CONTRACTOR shall insure that all staff are issued high visibility safety vests and hard
hats and shall be responsible for insuring that all safety equipment is worn when required.
13.00 NON-INTERFERENCE • NOISE
13.01 CONTRACTOR shall not interfere with the public use of the premises and shall conduct
its operations as to offer the least possible obstruction and inconvenience to the public or
disruption to the peace and quiet of the area within which the services are performed.
13.02 In the event that the CONTRACTOR'S operations must be performed when persons of
the public are present, CONTRACTOR shall courteously inform said persons of any
operations that might affect them and, if appropriate, request persons to move out of the
work area.
14.00 DRUG AND ALCOHOL FREE WORKPLACE
14.01 The CITY is committed to maintaining a work environment free from the effects of drugs
and alcohol consistent with the directives of the Drug Free Workplace Act. As a condition
of this agreement, CONTRACTOR and CONTRACTOR'S employees shall assist meeting
the requirements of this policy as set forth in the "City of Carlsbad Drug and Alcohol Use
Policy" incorporated by reference herein.
CONTRACTOR agrees that CONTRACTOR and CONTRACTOR'S employees, while
performing services for the CITY, on CITY property, or while using CITY equipment will
not be in possession of, use, or be under the influence of drugs or alcohol.
CONTRACTOR has the duty to inform all employees or agents of CONTRACTOR that
are performing service for CITY on CITY property or using CITY equipment of the CITY'S
objective of a safe, healthful and productive workplace and the prohibition of drug or
alcohol possession, use or impairment from same while performing such service for CITY.
CITY has the right to terminate, or declare this or any other agreement CONTRACTOR
has with the CITY in DEFAULT if CONTRACTOR'S employees are determined by the
CONTRACT ADMINISTRATOR to have breached the provisions of Section 15 herein as
interpreted and enforced pursuant to the provision of the "City of Carlsbad Drug and
Alcohol Use Policy".
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15.00 ASSIGNMENT OF CONTRACT
15.01 CONTRACTOR shall not assign this contract or any part thereof and or monies due there
under without the prior written consent of the CONTRACT ADMINISTRATOR.
16.00 EXTRA WORK
16.01 The CITY may award EXTRA WORK to the CONTRACTOR, or to other forces, at the
discretion of the CONTRACT ADMINISTRATOR. New or unforeseen work will be
classified as "Extra Work" when the CONTRACT ADMINISTRATOR determines that it is
not covered by CONTRACT unit prices. Adjustment in payment for Extra Work shall be
performed by agreement between the CONTRACT ADMINISTRATOR and the
CONTRACTOR or on a NEGOTIATED PROPOSAL AND ACCEPTANCE basis in
accordance with Section 17.00 or on a TIME AND MATERIALS basis in accordance with
Section 18.00.
16.02 If the CONTRACT ADMINISTRATOR determines that the Extra Work can be performed
by CONTRACTOR'S present work force, CONTRACT ADMINISTRATOR may authorize
modification of the CONTRACTOR'S Routine Operations Schedule or Annual Calendar in
order to compensate CONTRACTOR for performing said work.
16.03 Prior to performing any Extra Work, the CONTRACTOR shall prepare and submit a written
proposal including a description of the work, a list of materials, and a schedule for
completion. No work shall commence without written approval of the CONTRACTOR'S
proposal by the CONTRACT ADMINISTRATOR. This proposal is subject to acceptance
or negotiation by the CONTRACT ADMINISTRATOR.
16.04 In the event that CONTRACTOR'S proposal for Extra Work is not approved, the
CONTRACT ADMINISTRATOR reserves the right to perform such work with other forces
or to compel the CONTRACTOR to perform the work on a TIME AND MATERIALS Basis.
Invoices for EXTRA WORK on a TIME AND MATERIALS basis are subject to
CONTRACTOR markup in accordance with the CONTRACTOR's Proposed Cost of
Services chart.
16.05 When a condition exists which the CONTRACT ADMINISTRATOR deems urgent, the
CONTRACT ADMINISTRATOR may verbally authorize the work to be performed upon
receiving a verbal estimate from the CONTRACTOR. However, within twenty-four (24)
hours after receiving a verbal authorization, the CONTRACTOR shall submit a written
estimate, consistent with the verbal authorization, to the CONTRACT ADMINISTRATOR
for approval.
16.06 All Extra Work shall commence on the specified date established and CONTRACTOR
shall proceed diligently to complete said work within the time allotted.
17.00 NEGOTIATED PROPOSAL AND ACCEPTANCE
17.01 The CITY may award work to the CONTRACTOR, at the discretion of the CONTRACT
ADMINISTRATOR. New work will be awarded on a negotiated proposal and acceptance
basis as when the CONTRACT ADMINISTRATOR determines that it is appropriate to
negotiate a fixed price for work in lieu of utilizing unit prices. Payment for Work shall be
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performed by negotiated agreement between the CITY and the CONTRACTOR or on a
TIME AND MATERIALS basis in accordance with the CONTRACTOR's Proposed Cost of
Services chart.
17.02 Prior to performing any work, the CONTRACTOR shall prepare and submit a written
proposal including a description of the work, a list of materials, and a schedule for
completion. No work shall commence without written approval of the CONTRACTOR'S
proposal by the CONTRACT ADMINISTRATOR. This proposal is subject to acceptance
or negotiation by the CONTRACT ADMINISTRATOR.
17.03 All work shall commence on the specified date established and CONTRACTOR shall
proceed diligently to complete said work within the time allotted.
18.00 TIME AND MATERIALS
18.01 In the event that the CONTRACT ADMINISTRATOR determines that work requested is of
an unknown duration, not easily quantified or the CONTRACTOR'S proposal for work is
not approved, the CONTRACT ADMINISTRATOR reserves the right to perform such work
with other forces or to compel the CONTRACTOR to perform the work on a TIME AND
MATERIALS basis.
18.02 The CONTRACT ADMNISTRATOR may direct CONTRACTOR to proceed by allowing
him/her to use the following rates or percentages as added costs for the markup of all
overhead and profits:
1) Labor .................................... As Stipulated in Exhibit 1 -Scope of Services and Fees
2) Materials ............................... As Stipulated in Exhibit 1 -Scope of Services and Fees
3) Equipment Rental. .................................................... 15% if not otherwise stipulated in
Exhibit 1 -Scope of Services and Fees
4) Other Items and Expenditures .................................. 15% if not otherwise stipulated in
Exhibit 1 -Scope of Services and Fees
Regardless of ownership, the rates and right-of-way delay factors to be used in
determining rental and delay costs shall be the edition of the Labor Surcharge and
Equipment Rental Rates published by CAL TRANS current at the time of the actual use of
the tool or equipment. The right-of-way delay factors therein shall be used as multipliers
of the rental rates for determining the value of costs for delay, if any, to the CONTRACTOR
and subcontractor. The labor surcharge rates published therein are not a part of this
contract.
18.03 All work shall commence on the specified date established and CONTRACTOR shall
proceed diligently to complete said work within the time allotted.
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shall be scheduled so that each intersection is inspected on approximately the same date
of the month.
20.04 The quarterly inspection shall include a complete check of all timing, component functions
and field appurtenances described in the "Appendix-0 Inspection Checklist
20.05 Method of Payment for Routine Maintenance. Each service identified in Bid Schedule A
"ROUTINE MAINTENANCE/REPAIRS" has an associated bid item price. This bid item
price includes all materials, labor, and equipment required to provide the services
indicated in the bid schedule. Amounts indicated in the bid schedule are estimates based
on maintenance history and anticipated City needs. Quantities indicated are not
guaranteed. The actual quantities may differ. The CONTRACTOR will be only
compensated for actual quantities of work performed.
21.00 ROUTINE REPAIRS
21.01 Light Emitting Diode (LED) Replacement (A2). The CONTRACTOR shall remove and
replace LED due to malfunction.
21.02 Illuminated Street Name Sign (ISNS) re-lamping (A3). The CONTRACTOR shall remove
and replace all ISNS lamps and the PE cell. Contractor shall clean panels and verify
proper closure. Contractor shall inspect mounting hardware for corrosion I deterioration
In addition to periodic calls for ISNS service, the City will perform quarterly night
surveillance. The City will provide CONTRACTOR with a list of inoperative/malfunctioning
illuminated street name signs (ISNS). CONTRACTOR shall inspect each location and
determine if re-lamping is sufficient or if refurbishing is required and make repairs
accordingly.
If CONTRACTOR determines that required repairs exceed that which is covered by re-
lamping, the ISNS shall be refurbished. CONTRACTOR shall remove and replace all
components including, but not limited to, lamps, PE cell, ballast, and the igniter. The
CONTRACTOR shall inspect mounting hardware for corrosion/deterioration and
replace/repair as needed. Refurbishing ISNS shall be paid in accordance with REGULAR
HOUR REPAIRS.
21.03 Provide and Install LED Pedestrian Head Replacement (A4). The CONTRACTOR shall
replace malfunctioning Pedestrian Heads with standard countdown LED walk/don't walk
symbol indications unless otherwise specified.
21.04 Red Flash Set/Reset (A5). The CONTRACTOR shall respond immediately to
intersections reported to be in Red Flash operation. Resetting signals on Red Flash to
Normal operation is considered ROUTINE REPAIRS when calls are received during
REGULAR HOURS. Resetting signals found to be in Red Flash after REGULAR HOURS
will be considered AFTER REGULAR HOURS REPAIRS and associated costs will be paid
in accordance with unit price as bid. CONTRACTOR may, from time to time, be asked to
set signals on RED FLASH for construction, planned power outage, or special events.
CONTRACTOR will set the signal to Red Flash as authorized by the CONTRACT
ADMINISTRATOR or approved designee and will return and reset the signal to Normal
when so instructed. Calls to set a signal to Red Flash during REGULAR HOURS will be
considered ROUTINE MAINTENANCE. Calls for this service after normal service hours
will be considered AFTER REGULAR HOURS repairs and associated costs will be paid
in accordance with unit price as bid.
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21.05 Test Function/Detection/Cycling (A6). The CONTRACTOR shall respond to calls received
during REGULAR HOURS and perform testing of signal function/detection/cycling issues.
These calls shall be considered ROUTINE MAINTENANCE and associated costs will paid
in accordance the bid item rate for service. Calls received outside normal service hours
will be considered AFTER REGULAR HOURS REPAIRS and costs will be paid in
accordance with unit prices.
21.06 Pedestrian Push Button Replacement (A8). The CONTRACTOR shall replace
malfunctioning pedestrian push buttons as ROUTINE REPAIRS. Replacement of
malfunctioning pedestrian push buttons shall be scheduled during REGULAR HOURS
whenever possible.
21.07 Adjust Signal Timing (A17). The CONTRACTOR shall perform timing adjustments only
when directed to do so, in advance, by the Traffic Engineer or his appointed designee or
to compensate for sudden changes in traffic conditions or malfunctioning traffic signal
equipment that cannot be repaired or replaced immediately. The CONTRACTOR shall
notify the CONTRACT ADMINISTRATOR of these adjustments immediately upon
completion and obtain approval by the Traffic Engineer. Should the Traffic Engineer not
concur with the temporary timing, CONTRACTOR shall return to the intersection and
make necessary adjustments as instructed.
All temporary timing changes shall be noted on the cabinet log sheet. All permanent timing
changes will also be logged on the timing sheet and a new timing sheet will be obtained
and placed into the cabinet as soon as possible.
These calls shall be considered ROUTINE REPAIRS and associated costs will paid in
accordance the bid item rate for service. Calls received outside normal service hours will
be considered AFTER REGULAR HOURS REPAIRS and costs will be paid in accordance
with unit prices.
21.08 Loop Set Testing (A9). The CONTRACTOR shall report on-going detection problems to
the CONTRACT ADMINISTRATOR for determination if loop-set testing is required. Loop-
set testing shall be performed at the discretion of the CONTRACT ADMINISTRATOR or
appointed designee. A loop-set is defined as all loops connected to a single lead-in cable
of a single loop detector amplifier in a rack slot. The loop-set testing shall include
disconnecting all loops from the lead-in cable to separate the individual loop-sets from the
slot to be tested, a meg check of each individual loop and the DLC (detector lead-in cable),
and reconnection of the loops.
21.09 Loop Detector Replacement (A10 or A11 ). Loop detector replacement is not guaranteed.
It is scheduled on an as needed basis only. Compensation therefore will be at the agreed
upon price per loop for actual quantities only. In most cases, the CONTRACTOR will be
required to install (4) or more loops at one time; however, the City reserves the right to
request fewer than four (4) loops if deemed necessary by the CONTRACT
ADMINISTRATOR or appointed designee.
New loop configuration will be four (4) Type E loops per lane unless otherwise indicated.
Loop installation will include pavement cutting, placement of the conductors including
home run, sealing pavement cuts, and connection to DLC in pull box so that loop-set is
functioning properly upon completion of the installation. Only IMSAITSA Level II or higher
technicians are authorized to make loop connections within the cabinet.
21 .10 Video Detection Camera Service (A 12). The CONTRACTOR shall clean and verify proper
alignment for all video detection cameras. CONTRACTOR shall check mounting
hardware for corrosion and shall adjust and align as needed. Camera service shall be
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completed every six months. The spring service shall begin after May 1 and before June
30. The fall service shall begin after November 1 and before December 31. Video
detection camera service must be completed within sixty calendar days following start
date.
21 .11 Cabinet Filter Replacement (A 13 ). The CONTRACTOR shall replace cabinet filter every
six months. Should CONTRACTOR determine at any other time that cabinet filter needs
to be replaced, approval from the CONTRACT ADMINISTRATOR or appointed designee
shall be obtained prior to replacement.
21.12 School Flasher Programming (A14). The CONTRACTOR shall program all school zone
warning flashers prior to and upon completion of the school year. The CONTRACT
ADMINISTRATOR will provide an operating schedule. The CONTRACTOR shall
manually enter this information into the digital clocks at each location.
21.13 Conflict Monitor Testing (A16). Within 90 days after execution of this agreement and
annually thereafter, and/or when so instructed by the CONTRACT ADMINISTRATOR or
appointed designee, the CONTRACTOR shall remove each 2010 ECL conflict monitor for
testing in the field. The CONTRACTOR shall provide all testing equipment and previously
tested conflict monitor units and diode boards for use during the testing period. Conflict
monitors must meet manufacturer's specifications prior to reinstallation into the cabinet.
Copies of test results will be submitted to the City upon request by the CONTRACT
ADMINISTRATOR or appointed designee. CONTRACTOR must complete conflict
monitor testing on all designated intersections within ninety (90) days or be subject to the
assessment of liquidated damages at the discretion of the CONTRACT
ADMINISTRATOR.
CONTRACTOR will notify the City prior to beginning the conflict monitor testing.
CONTRACTOR shall submit a time schedule for the completion of the conflict monitor
testing program for approval. The CONTRACTOR shall update the schedule daily during
completion.
21.14 UPS Battery Replacement (A7). The CONTRACTOR shall replace batteries for the
uninterruptable power system (UPS) as needed. Batteries not replaced due to failure
must be replaced every five (5) years. When replaced due to age, all batteries in the
system must be replaced. CONTRACTOR is responsible for appropriate battery
recycling/disposal and all costs associated with disposal.
21 .15 Annual Head Cleaning and Mast Arm Inspection (A 15). Beginning in May, or as otherwise
mutually agreed, CONTRACTOR shall initiate the Annual Head Cleaning and Mast Arm
Inspection. This work must be completed within sixty calendar days. CONTRACTOR will
visually inspect all overhead equipment for signs of damage and/or deterioration. This
includes the connection of the mast arm to the main pole and all appurtenances to the
mast arm. CONTRACTOR will clean the face of all indications. CONTRACTOR will
inspect and ensure proper electrical connections at all overhead appurtenances including
heads, cameras, Opticom detectors, and signs.
Any incandescent indications identified during this Annual Head Cleaning and Mast Arm
Inspection will be retrofitted with a LED fixture. This work will be considered ROUTINE
MAINTENANCE/REPAIRS and CONTRACTOR will be compensated separately in
accordance with the bid item for LED replacement.
21.16 Method of Payment for Routine Repairs. Each service identified in Bid Schedule A
"ROUTINE MAINTENANCE/REPAIRS" has an associated bid item price. This bid item
price includes all materials and labor required to provide the services indicated in the bid
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schedule. Amounts indicated in the bid schedule are estimates based on maintenance
history and anticipated City needs. Quantities indicated are not guaranteed. The actual
quantities may differ. The CONTRACTOR will only be compensated for actual quantities
of work performed.
22.00 NON-ROUTINE REPAIRS & SPECIAL PROJECTS -EXTRA WORK
22.01 Non Routine Repairs & Special Projects. REPAIRS and/or SPECIAL PROJECTS
requested by the CONTRACT ADMINSTRATOR that are not included in Bid Schedule A
"ROUTINE MAINTENANCE/REPAIRS" shall be performed by the CONTRACTOR in
accordance with Section 16 "Extra Work", Section 17 "Negotiated Proposal and
Acceptance" or Section 18 "Time and Materials" at the discretion of the CONTRACT
ADMINISTRATOR.
Payment for Extra Work on a "Negotiated Proposal and Acceptance" basis shall be
compensated as indicated in the proposal submitted by the CONTRACTOR and as
accepted by the CONTRACT ADMINISTRATOR.
Payment for Extra Work on a "Time and Materials" basis shall be compensated for the
prices quoted in Bid Schedule B "ANNUAL REGULAR HOURS REPAIRS" or as indicated
in Bid Schedule C "AFTER REGULAR HOUR REPAIRS" dependent upon when the
CONTRACTOR is dispatched to perform the work. These REPAIRS will be billed using
the labor rates and markup for parts as indicated in the CONTRACTOR'S bid.
Charges for these services will begin upon arrival on-scene and will end upon departure.
In cases where the time needed to make associated repairs necessary to return the signal
to safe and/or normal operation is less than two staff hours, Contractor will bill the City for
a minimum two hour call-out. Travel time or portal to portal pay is not included in this
CONTRACT.
22.02 Extra Work. Extra Work shall be defined as "scheduled" or "nonscheduled" repairs and/or
services resulting from any part of a traffic signal system that is damaged by collision, acts
of God, malicious mischief, vandalism, or normal deterioration due to the passage of time,
excepting any damage resulting from the negligence of the CONTRACTOR, that are
determined by the CONTRACT ADMINISTRATOR to be outside the scope of ROUTINE
REPAIRS OR ROUTINE MAINTENANCE services. Work performed as "EXTRA WORK"
will be within the time agreed upon by both parties at the time work is assigned. Work not
completed within this mutually agreed schedule may be assessed liquidated damages.
The CONTRACT ADMINISTRATOR may request that the CONTRACTOR respond to the
scene of collisions at signalized intersections in order to verify proper signal operation. In
this case, the CONTRACTOR shall perform a review of the traffic signal facility including
a thorough inspection of all equipment for physical damage or equipment malfunction.
CONTRACTOR shall also observe traffic movement and verify normal signal operation.
CONTRACTOR shall then submit, in writing, a report summarizing the results of the
inspection to the CONTRACT ADMINISTRATOR or appointed designee within 48 hours
of the incident.
SPECIAL PROJECTS may include, but are not limited to routine repair or maintenance
tasks including systematic re-lamping of traffic signals, pedestrian heads, or ISNS units.
SPECIAL PROJECTS may also include scheduled REPAIRS caused by vehicle
accidents, acts of god, or other unforeseen traffic signal work. Any SPECIAL PROJECTS
33 City Attorney Approved Version 8/13/15
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requested by the City that can be scheduled to during normal working hours will be
scheduled at a mutually agreed upon time.
22.03 Parts. The CITY reserves the right to provide the CONTRACTOR with parts needed to
perform Extra Work.
23.00 CONTRACTOR'S EQUIPMENT
23.01 Contractor's Equipment Used in Performance of Contract. The machinery and equipment
used by the CONTRACTOR in the furtherance of this agreement shall be modern, clean,
and maintained in proper working condition at all times consistent with current standards
of the industry and subject to the approval of the CONTRACT ADMINISTRATOR or
approved designee. All equipment shall be clearly marked with the CONTRACTOR'S
name, contractor's license number and shall have the words "Under Contract to the City
of Carlsbad" attached to each unit in service.
When requested by the CONTRACT ADMINISTRATOR or approved designee, the
CONTRACTOR shall supply the City with a list of the equipment being used in furtherance
of this agreement including its make, model, date of manufacture, and any other
information deemed pertinent. All equipment shall be made available for inspection after
24 hours notification to the CONTRACTOR.
All vehicles used to perform maintenance duties during normal service hours will have
aerial capabilities.
23.02 City Provided Equipment. The CONTRACTOR will be issued a handheld EVP emitter and
emitter testing unit for the purpose of better maintaining the City's emergency vehicle
preemption system. This, and any other diagnostic equipment provided to the
CONTRACTOR, will remain the property of the City of Carlsbad and must be returned to
the CONTRACT ADMINISTRATOR or approved designee upon termination of this
agreement.
24.00 RECORDS MAINTENANCE
24.01 Records Maintenance. The CONTRACTOR shall maintain at his/her place of business a
record of all service calls or work performed upon the signal equipment including date,
location, times in and out, costs for equipment and materials used, parts and supplies
used, and the names of all persons who performed work.
Each time work is performed at an intersection, including routine repairs and maintenance,
the CONTRACTOR will update the record book within the cabinet.
The CONTRACTOR will maintain accurate timing information sheets within the controller
cabinet at each signalized intersection. The CONTRACTOR will provide copies of these
sheets upon request of the CONTRACT ADMINISTRATOR or approved designee.
25.00 PARTS AND MATERIALS
25.01 Parts and Materials. All materials used by the CONTRACTOR in the furtherance of this
agreement shall be in accordance with Caltrans specifications, City of Carlsbad
specifications and shall be approved by the CONTRACT ADMINISTRATOR or approved
designee.
34 City Attorney Approved Version 8/13/15
EXHIBIT "B" Page 2
CONTRACTOR'S WORK FORCE
(Continued)
A. POSITION TITLE
3. Electrician I
Traffic Signal Electrician (IMSA II)
4. Electrician II
Traffic Signal Electrician (IMSA II)
5. Gerald Ritch Shefke
Traffic Signal Electrician (IMSA II)
6. Robert Asuncion
7. James King
VP of Field Operations
B. MINIMUM QUALIFICATIONS
Electrician I has been a traffic signal electrician since
2007. He is currently an IMSA Level II Field Traffic Signal
Electrician and is currently working towards a Level Ill
certification. He has experience with multiple controller
systems, CCTV, video detection, EVP, and other ancillary
systems similar to what Carlsbad maintains.
Electrician II has been a traffic signal electrician since
2006. He is currently an IMSA Level II Field Traffic Signal
Electrician. He has experience working with City of
Carlsbad performing traffic signal maintenance for
several years.
Gerald Ritch Shefke has been an electrician for over 22
years -13 years of which was specifically as a traffic
signal technician. Ritch brings inside wireman
experience which an asset when it comes to the unique
non-traffic signal and streetlight work that often times
arises. Ritch is a Level II IMSA Field Electrician and used
to live in the Carlsbad and Poway area. Ritch currently is
an electrician out of our Sacramento office and has shown
interest in relocating to the Carlsbad area upon start of
contract.
Robert Asuncion is one of three owners for BES and is
the subject matter expert. Robert has spent his entire
career in the traffic signal industry and has been in the
traffic signal and streetlight industry for over 15 years.
Starting out his career as a Traffic Engineer in the public
sector, Robert has sat on the "other side" of the table
when it comes to working with traffic signal and street light
maintenance contractors. Robert is not only a licensed
Professional Engineer in Traffic Engineering but also a
Level Ill IMSA Field Electrician & Level II IMSA Bench
Electrician, and Class A general Engineering Contractor
License holder. Robert's role will be to support proposal
generation/reporting, on-call consulting, and quality
control for your city. Robert will be commuting to
Carlsbad on a regular basis to ensure service levels are
at the proper levels.
James has been in the traffic signal and streetlight
industry for over 15 years. James is currently our
responsible managing employee who carries our
Electrical C-10 and Work Zone Traffic Control C-31
contractor license. James is currently a Level Ill Field and
Level Ill Bench Electrician. James will serve as field
quality control and will be commuting to Carlsbad
occasionally to provide support as well as training for field
personnel (and customers).
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C. TOTAL
ANNUAL HOURS
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SIG# I MAIN STREET I CROSS STREET I OTHER STREET
124 Breakwater Rd Carlsbad Blvd
161 Bressi Ranch Wy El Fuerte St
20 Cadencia St La Costa Av
154 Calle Acervo Camino de los Coches
21 Calle Barcelona El Camino Real
142 Calle Barcelona Forum Main (West) Entrance
148 Calle Barcelona PaseoAiiso
186 Calle Barcelona Paseo Avellano
22 Calle Barcelona Rancho Santa Fe Rd
141 Calle Barcelona Woodfern Ln
163 Calle Timiteo Camino de los Coches
23 Camino Alvaro Rancho Santa Fe Rd Olivenhain Rd
24 Camino de las Ondas Paseo del Norte
25 Camino de los Coches Rancho Santa Fe Rd
26 Camino de los Coches Stagecoach Park Maverick Wy
150 Camino Junipero Rancho Santa Fe Rd
27 Camino Vida Roble El Camino Real
28 Camino Vida Roble Palomar Airport Rd
146 Cannon Rd Car Country Dr
29 Cannon Rd Carlsbad Blvd
214 Cannon Rd College Blvd
110 Cannon Rd El Camino Real
138 Cannon Rd Faraday Av
139 Cannon Rd Frost Av
179 Cannon Rd Grand Pacific Dr
144 Cannon Rd Hemingway Dr
188 Cannon Rd Hilltop St
30 Cannon Rd Legoland Dr
31 Cannon Rd Paseo del Norte
187 Cannon Rd Wind Trail Wy
182 Car Country Dr Paseo del Norte
32 Carlsbad Blvd Carlsbad Village Dr
33 Carlsbad Blvd Cerezo Dr
34 Carlsbad Blvd Grand Av
35 Carlsbad Blvd Island Wy
36 Carlsbad Blvd Pine Av
37 Carlsbad Blvd Poinsettia Ln
125 Carlsbad Blvd Ponto Rd
38 Carlsbad Blvd Solamar Dr
39 Carlsbad Blvd Tamarack Av
155 Carlsbad Village Dr Chatham Rd
149 Carlsbad Village Dr College Blvd
40 Carlsbad VillaQe Dr Concord St
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SIG# I MAIN STREET 1 CROSS STREET I OTHER STREET
120 Carlsbad Village Dr Donna Dr
41 Carlsbad Village Dr El Camino Real
157 Carlsbad Village Dr Glasgow Dr
42 Carlsbad Village Dr Harding St
43 Carlsbad Village Dr Highland Dr
44 Carlsbad Village Dr Jefferson St
45 Carlsbad Village Dr Madison St
46 Carlsbad Village Dr Monroe St
47 Carlsbad Village Dr Pio Pico Dr
130 Carlsbad Village Dr Pontiac Dr
48 Carlsbad Village Dr Roosevelt St
49 Carlsbad Village Dr State St
113 Carlsbad Village Dr TamarackAv
122 Carlsbad Village Dr Valley St
112 Carrillo Wy Melrose Dr
50 Cassia Dr El Camino Real
51 Chestnut Av El Camino Real
52 Chestnut Av Monroe St
53 Cinema Wy Marron Rd
54 College Blvd El Camino Real
55 College Blvd Faraday Av
168 College Blvd lnletWy Red Bluff Rd
167 College Blvd Rift Rd Richfield
193 College Blvd SalkAv
152 College Blvd Tamarack Av North
135 College Blvd Tamarack Av South
126 Company Stores Paseo del Norte
162 Corintia St El Fuerte St
57 Costa del Mar Rd El Camino Real
145 Crystaline Dr Poinsettia Ln
58 Dove Ln El Camino Real
59 El Camino Real Faraday Av
218 El Camino Real Gateway Rd
60 El Camino Real Hosp Wy
Rancho Carlsbad
67 El Camino Real Jackspar Dr Dr
61 El Camino Real Kelly Dr
62 El Camino Real La Costa Av
119 El Camino Real La Costa Town Center
63 El Camino Real Levante St
64 El Camino Real Marron Rd
65 El Camino Real Palomar Airport Rd
66 El Camino Real Plaza Dr
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SIG# I MAIN STREET I CROSS STREET l OTHER STREET
134 El Camino Real Poinsettia Ln
68 El Camino Real TamarackAv
94 El Camino Real Town Garden Rd
175 El Fuerte St Faraday Av
164 El Fuerte St Gateway Rd
165 El Fuerte St Greenhaven Dr
215 El Fuerte St Loker Av
217 El Fuerte St Pacific Ridge Elementary
69 El Fuerte St Palomar Airport Rd
159 El Fuerte St Poinsettia Ln
180 Estrella de Mar Poinsettia Ln
174 Faraday Av Orion St
173 Faraday Av Priestly Dr
191 Faraday Av Rutherford Rd
123 Faraday Av Van Allen Wy
177 Faraday Av Whiptail Loop East
176 Faraday Av Whiptail Loop West
185 Fire Station #6 Rancho Santa Fe Rd
70 Grand Av Jefferson St
71 Grand Av Roosevelt St
72 Grand Av State St
73 Hidden Valley Rd Palomar Airport Rd The Crossings Dr
171 Innovation Wy Palomar Airport Rd Loker West
74 Jefferson St Laguna Dr
75 Jefferson St Las Flores Dr
76 Jefferson St Marron Rd
77 Jefferson St TamarackAv
143 La Costa Av La Costa Town Center
78 La Costa Av Rancho Santa Fe Rd
79 La Costa Av Romeria St
93 La Costa Av Saxony Rd
80 La Costa Av Viejo Castilla Wy
219 La Costa Av Via Montebello
172 Lionshead Av Melrose Dr
81 Marron Rd Monroe St
82 Melrose Dr Palomar Airport Rd
92 Melrose Dr Poinsettia Ln
111 Melrose Dr Rancho Bravado
194 Melrose Dr Via Patron
169 Mica Rd Poinsettia Ln
183 OMWD Driveway Rancho Santa Fe Rd
216 Palomar Airport Rd Palomar Commons
84 Palomar Airport Rd Palomar Oaks Wy
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(continued)
"Appendix D"
CITY OF CARLSBAD
TRAFFIC SIGNAL MAINTENANCE SERVICES
INSPECTION CHECKLIST (CONT'D)
DATE INSPECTED
M ALL OK
0
N DIRECTION
T FAILURE H I
ACTION* I
DATE OF ACTION
PERFORMED BY COMMENTS CONTRACTOR
Check head visibility &
clear/report as needed
Check-sign on mast arm
condition
Check head alignment
Check backboard & visor
Verify indication operation
Check pole & base
condition
Remove graffiti
Check mast arm &
framework condition
Check Opticom hardware
Verify terminal & pole
cover plate security
Check pull box & cover
condition
Check electric service
condition
* 1 = Repairs completed by Contractor per maintenance agreement
2 = Repairs completed by Contractor at City's request -incident number assigned
3 = Referred to City for repair
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I