01 - Specifications (3).pdf

CITY OF LEWISVILLE

RFB #26-51-A

ANNUAL CONTRACT FOR STREET LIGHT REPAIRS

It is the intent of the City to establish an annual contract for scheduled street light repairs as needed for City of Lewisville maintained streetlights as needed.

The pricing shall be submitted as UNIT PRICE per item and shall include the cost to inspect, test, and certify all systems. The City reserves the right to add or remove locations as needed.

SPECIFICATIONS

Before work begins, a pre-construction meeting will be arranged wherein the contractor and representative(s) of the city will discuss procedures for the work to be completed.

The contractor is responsible for supplying all equipment, labor, supervision, and traffic control plan as required for successfully completing repairs.

If parts are supplied by the city, such as poles and cobra heads, the contractor will only be paid for the removal of existing and new installations. If parts are supplied by the contractor, parts will be paid via line item listed as percent over invoice.

The contractor shall designate a full-time superintendent who shall always be on the job site when work is being performed. The City’s representative will communicate only with the superintendent. The contractor may replace the designated superintendent after written notification to the city.

For scheduled repairs, the contractor hereby agrees to commence work within ten working days of notice being given and complete the work on each group of repairs within a reasonable time after receipt of this notice, subject to such extensions of time as are provided by general and special conditions.

The City will be responsible for notifying the public of the agreed-upon start date and scope of work for scheduled repairs at least 72 hours prior to the start of work.

The contractor will provide a list of names and 24-hour emergency phone numbers for all key personnel related to the project.

The City may request replacement of designated superintendent after written notification to the contractor.

For all scheduled repairs, work hours shall be limited to the period between 9:00 A.M. and 4:00 P.M. No work will be allowed on Saturdays without a written request to, and approval from, the City at least 48 hours in advance. No work will be allowed on Sundays or holidays (listed below).

New Year’s Day

Martin Luther King Jr Day Memorial Day

Juneteenth July Fourth Labor Day

Thanksgiving and the following Friday Christmas Eve and Christmas Day

City of Lewisville Standard Details/Specifications, in combination with adopted Building codes, shall govern all work performed in the City of Lewisville. The contractor’s field supervisor shall be required to obtain a copy of both, at the contractor’s expense.

Pay request should be submitted at the completion of each project for payment of pay items. This pay request shall be itemized to reflect the completed quantities per bid item.

Only items in the bid are pay items. The bid price shall cover all work required by the Contract Documents.

All costs in connection with the proper and successful completion of work, including materials, equipment, supplies, tools, and all necessary labor and supervision to fully complete the work, shall be included in the bid. All work not specifically set forth as a pay item in the Bid shall be considered a subsidiary obligation of the contractor and all costs in connection therewith shall be included in the bid.

The City shall pay the contractor for completion of the work on a unit price work basis, in accordance with the contract documents based on actual measured quantities and the unit prices stated in the bid. A measurement of completed quantities will be conducted prior to the submittal of each payment request. The contractor’s field supervisor and the City’s representative shall conduct this measurement.

The City may terminate the contract if the contractor consistently fails to perform the work in accordance with the contract documents including, but not limited to, failure to supply sufficient skilled workers, suitable materials, equipment, or otherwise violates in any substantial way any provisions of the contract documents. The City may, after giving the contractor seven days written notice and to the extent permitted by law and regulations, terminate the services of the contractor from the site and take possession of the work.

TRAFFIC CONTROL

The contractor shall provide a message board, warning signs, barricades, channeling devices, and flagmen as needed to provide for the safety of the traveling public. Traffic control may include, but is not limited to, lane closures, detours, and road closings. A traffic control plan in conformance with the latest version of the Texas Manual on Uniform Traffic Control Devices for Streets and Highways (TMUTCD) must be submitted for each separate street where work will be performed. Free-hand drawings will not be accepted.

The contractor shall ensure that each person whose actions affect temporary traffic control work zone safety, from upper-level management through field personnel, has received training appropriate for the job decisions each individual is required to make concerning traffic control.

Contractor will supply all traffic control plans for approval before work begins. No hand-drawn plans will be excepted all plans shall be done in a professional manner.

The contractor shall be responsible for obtaining and paying for any permits required to work in TxDOT Right-Of-Way. Permit fees will be paid per the line item identified as TxDOT Permit fees.

All traffic control devices shall be used in accordance with the guidelines in the latest revision of the

TMUTCD.

All message boards, barricades, plastic drums, vertical panels, and construction signing shall comply with the latest revision of the TMUTCD.

Stop/Slow paddles will be used in all flagging operations.

Flagging personnel must meet the qualifications as stated in the TMUTCD.

No city owned street shall be closed to traffic without written approval from the City.

All construction signage shall be reflective and “like new” in appearance. The city may require that signs which do not meet these requirements be replaced.

Routine inspection of traffic control for each project is the responsibility of the contractor and shall be performed daily according to the latest version of the TMUTCD. Traffic control inspections will be required on holidays, weekends, and non-workdays as well. No work will impede sidewalk usage without proper signage. All sign placements shall comply with the most current revision of Federal and State ADA requirement standards. No signs will be allowed on the sidewalk outside of an area closed for repairs.

Construction signage shall not be removed from the work zone until approved by the City.

SCOPE OF WORK

All high-pressure sodium or metal halide cobra heads will be replaced with LED equivalent

a. Cobra Heads will be replaced with 4000K TXDOT approved 120 watts LED or 185 watts LED gray or black color housing with or without photocell

Banner arms replacement

a. Large Banner Arms Banner Flex KBW-D3- ¾” Double Wrap or equivalent

b. Sternberg Small Banner arm will be replaced with a double arm post mount type

Replacement of Street Light poles in TXDOT ROW

a. TXDOT Standard Detail Sheet Roadway Illumination Poles RIP (3) – 17

b. Steel or Aluminum Pole

c. All poles cut to 8 ft sections and dispose in city yard recycle bin

Replacement of Street Lights in Old Town

a. General Street Lights 30-foot 5-inch square 7-gauge steel with 11-inch square base with pier to match according to manufacturing requirements. The light pole will have a removable pole cap with hand hole access 21 inches above the pole base.

b. Old Town Street Lights Sternberg G74LED to include 16 ft pole. (City Standard)

c. Old Town Street Light Sternberg Fixture G74LED-5P directional or non-directional

4000K

The City’s representative and the contractor will measure completed quantities once each location is completed and payment will be made according to the accepted bid prices per unit of measurement.

The contractor may submit an invoice for completed quantities by location.

All connections will be terminated with proper voltage checked.

All electrical wires and streetlights will be disposed at the city recycle bin.

All grounded rods will connect to ground wire.

All electrical pull boxes will follow TXDOT standards.

WARRANTY & BONDS

All work performed under this contract shall be warranted against defects in workmanship and materials for a period of two (2) calendar years from the acceptance date. If within two years after acceptance of work, any of the work is found to be defective or not in accordance with the contract documents, the contractor shall correct it promptly after receipt of notice from the City.

Warranty period for LED Lights shall be for a period of 60 days after installation. The contractor shall correct any defect promptly after receipt of written notice from the City of Lewisville.

Contractors must provide Street Light pole and LED Light manufacturers’ warranty paperwork to the City.

A payment, performance, and two (2) year maintenance bond shall be required with this contract. It shall be made out for the total amount of the contract, and enforceable for two (2) years from final acceptance of the project.

PROJECT LOCATIONS

Projects will be located throughout the city limits of Lewisville.

INSURANCE

Insurance shall be supplied by the awarded contractor within ten (10) days of notification of award, as detailed in 06 - Insurance Requirements of this bid. Insurance must be approved by the City prior to the commencement of work and shall remain in effect throughout the entire duration of this project. Please note Explosion, Collapse, and Underground (XCU) coverage will be required for this contract.

CONTRACT PERIOD

The contract term will be twelve (12) months, with an option to extend up to three (3) additional twelve

(12) month periods, subject to the approval of the supplier and the City.

REQUEST FOR BIDS

Bids are to be submitted based on the specifications contained herein. Alternate bids will also be considered, provided the alternatives are clearly explained. All deviations from the specifications must be clearly identified and explained.

No telephone, email, or fax bids will be accepted. Bids may be accepted if delivered in person or by U.S. Postal Service, Federal Express, UPS, etc. or uploaded to Bonfire. The City is not responsible for missing, lost, or late delivery. Any RFB responses received after the time set for opening will be returned to the bidder unopened.

The preparation of the bid will be at the total expense of the bidder. There is no expressed or implied obligation for the City of Lewisville to reimburse responding bidders for any expense incurred in the preparation of bids in response to this request.

The City reserves the right to reject all bids, to consider alternatives, to waive any formalities and irregularities, and to re-solicit bids. In addition, during the evaluation period, the City may, where it may serve the City’s best interest, request additional information or clarifications from bidders, or allow corrections of errors or omissions.

Each bidder shall guarantee and honor its response to these specifications for a period of ninety (90) days, or until the City enters a contract with one of the bidders, whichever occurs first.

The RFB will be available to interested parties on Bonfire or may be picked up in person at the Purchasing office.

All questions pertaining to this bid must be submitted in writing via Bonfire.

Bids may be uploaded to Bonfire or delivered to the City of Lewisville Purchasing Division Office at the address, in a sealed envelope or box, clearly marked:

RFB: #26-51-A ANNUAL CONTRACT FOR STREET LIGHT REPAIRS

Delivery address:

City of Lewisville

Finance Administration – Purchasing Division Attn: Nicole Haney, Buyer

151 W. Church St Lewisville, TX 75057

PRE-BID

A pre-bid conference will be held at the date and time specified on Bonfire. While attendance of the pre-bid conference is not mandatory, it is recommended due to the nature of the project.

MISCELLANEOUS

All forms requiring either a signature or information to be filled in are to be returned with your bid. In addition, the language contained in the attached form entitled Purchase Order Terms and Conditions is made part of this request for bid through reference herein.

SCOPE OF WORK