041-25_Bid_Document__1_.pdf

ITB 041-25 Portable Changeable Message Signs (PCMS) and Arrow Boards

REQUIREMENTS/ SPECIFICATIONS

Section 1: Intent

The purpose of this invitation is to establish term contract pricing for ODOT pre-qualified Portable Changeable Message Signs (PCMS) and ODOT pre-qualified Arrow Boards. Units bid through this Invitation to Bid must be complete units and be new and in unused condition.

Section 2: Awarded By Item

Award of this invitation will be to the lowest responsive and responsible bidder per item. PCMS items are broken down by pre-qualified model by digital cellular modem (with vs without). Arrow Board items are broken down by pre-qualified model by quantity of LED lamps (15-Lamp vs 25-Lamp).

For PCMS, there will be sixteen (16) separate bid items for award (Items 1 through 16). Each unit price on the pricing page shall reflect one individual Portable Changeable Message Sign unit for the respective bid item.

For Arrow Boards, there will be fifteen (15) separate bid items for award (Items 17 through 31). Each unit price on the pricing sheet shall reflect one individual Arrow Board unit for the respective bid item.

Section 3: Contract Duration

The effective duration of this contract shall be from the Date of Award through February 28, 2026.

Unit bid pricing awarded shall be effective throughout the entire duration of the contract.

Section 4: Free on Board (F.O.B.) Destination

Please be advised, the vendor must honor any bid price submitted in this Invitation to Bid for all of ODOT’s twelve (12) Districts, Central Garage and eighty-eight (88) counties in the State of Ohio.

The net unit bid price shall include delivery charges F.O.B. to any of ODOT’s twelve (12) Districts, Central Garage and eighty-eight (88) county destination locations in the State of Ohio, as per the enclosed map. Purchase orders, when issued, will detail specific destination points. The Department will not accept any additional charges for these deliveries.

District 1 - Lima District 7- Sidney District 2 - Bowling Green District 8 - Lebanon District 3 - Ashland District 9 - Chillicothe District 4 - Akron District 10 - Marietta District 5 – Jacksontown District 11 - New Philadelphia District 6 - Delaware District 12 - Garfield Heights Central Garage (CG) – 1620 West Broad St., Columbus, OH 43223

Section 5: Delivery

Delivery of PCMS units shall be made within 60 calendar days after receipt of a State of Ohio purchase order.

Delivery of Arrow Board units shall be made within 90 calendar days after receipt of a State of Ohio purchase order.

5.1: Delivery Hours

All deliveries shall be made between the hours of 8:00 a.m. and 3:30 p.m., Monday through Friday, excluding State holidays, unless special permission is granted by the Department to temporarily waive or adjust this requirement.

5.2: Failure to Deliver

The Department may experience monetary damages due to a Vendor’s failure to deliver within the allowable timeframe (e.g. renting a temporary unit, cost of transporting units from another district, etc.). The Vendor shall be liable for all damages incurred as a result of its failure to deliver a complete unit within sixty (60) calendar days for PCMS and ninety (90) calendar days for Arrow Boards.

Section 6: Construction and Material Specifications (C&MS)

Specifications as shown herein are incorporated into the Invitation to Bid and made part thereof and are found in the latest 2023 Ohio Department of Transportation Construction and Material Specifications (with latest Supplemental Specification 800). To obtain the base 2023 Ohio Department of Transportation Construction and Material specifications, contact:

Ohio Department of Transportation Office of Contracts 1980 West Broad Street, Mail Stop 4110 Columbus, OH 43223 Telephone: (614) 466-3778 or (614) 466-3779

The cost is $8.25, plus shipping and tax.

The 2023 C&MS with latest SS800 incorporated can also be found online at the following website:

https://www.dot.state.oh.us/Divisions/ConstructionMgt/OnlineDocs/Pages/2023-Online- Spec-Book.aspx

Section 7: General Specifications (Applies to both PCMS and Arrow Boards)

7.1: The unit shall be limited to only the ODOT prequalified units that are listed on the ODOT provided pricing page for this contract. Substitutions will not be accepted.

7.2: The unit shall include all standard equipment plus any and all optional equipment that was installed on the unit during the ODOT pre-qualification procedure. (Supplement 1061 for PCMS; Supplement 1021 for Arrow Boards).

7.3: The unit shall comply with the Ohio Manual of Uniform Traffic Control Devices (OMUTCD).

https://www.dot.state.oh.us/roadway/omutcd/Pages/default.aspx

7.4: The unit shall be on a highway legal trailer of sufficient GVWR and capable of being towed at legal highway speeds. Complete highway lighting and reflector package shall comply with FMVSS 108 and State of Ohio regulations. Trailer shall also include safety chains with hooks, four leveling jacks, fenders over the wheels, an adjustable height 3 inch pintle eye ring hitch and a seven pin trailer plug.

The trailer plug and other trailer lighting and wiring standards shall be in accordance with Attachment A (Ohio DOT Trailer Lighting & Wiring Standards and Specifications). Trailers with an empty weight of two thousand pounds (2,000 lbs) or more shall include electric breaks equipped with a break away safety switch with battery pack.

7.5: The unit and trailer shall be delineated with red and white conspicuity tape in accordance with the current version of the Ohio Department of Transportation Construction and Material Specifications

(C&MS) 614.03.C.

7.6: The unit and trailer assembly when stationary and supported with the leveling jacks shall be capable of withstanding minimum of 80 mph wind gusts.

https://www.dot.state.oh.us/Divisions/ConstructionMgt/OnlineDocs/Pages/2023-Online-Spec-Book.aspx https://www.dot.state.oh.us/Divisions/ConstructionMgt/OnlineDocs/Pages/2023-Online-Spec-Book.aspx https://www.dot.state.oh.us/roadway/omutcd/Pages/default.aspx

7.7: Power Supply and Related Items

a) The unit shall be powered using a supply of self-contained batteries capable of providing sufficient electrical power for no less than the specified number of days of continuous operation before charging is required. For PCMS this is no less than 30 days of continuous operation; For Arrow Boards this is no less than 15 days of continuous operation. This applies to both cold weather and hot weather.

b) The unit shall be equipped with the manufacture’s recommended number of batteries, providing enough voltage to meet all requirements. A lighted battery condition indicator gauge, to monitor the battery bank voltage or condition shall be provided.

c) Batteries for the unit shall be housed in a lockable enclosure. The design of the enclosure shall allow batteries to be easily removed and replaced.

d) Any solar panel(s) on the unit shall be positioned so that they do not block any part of the unit facing approaching traffic. Solar panel(s) shall be of sufficient size and capability to recharge the power supply to the level necessary to meet all requirements.

e) The unit shall be equipped with a charger to recharge the batteries from a standard 12-volt AC source.

7.8: The unit shall be in the manufacturer’s standard color.

7.9: The awarded vendor shall provide one (1) of each of the following: operation, service and parts manual with each unit.

NOTE: Parts will be purchased outside of this contract, when needed.

7.10: The awarded vendor shall provide a minimum twelve (12) month parts and labor warranty from the date of delivery of each unit. ODOT shall be able to take advantage of, at no additional cost, where standard manufacturer warranties are greater than the minimum twelve (12) month period.

Section 8: Additional Specifications for Portable Changeable Message Signs (PCMS)

8.1: When specified, the unit shall include the optional digital cellular modem (CDMA or GSM) compatible with ODOT cellular service provider(s) (including all necessary cabling/antennas) and have the capability of performing the following programming functions remotely using a cellular phone, laptop or desktop computer:

a. Create messages

b. Delete messages

c. Schedule messages

d. Modify or change messages

e. Turn PCMS display ON/OFF

f. Monitor message being displayed

8.2: ODOT will be responsible for providing digital cellular service.

Section 9: Additional Specifications for Arrow Boards

9.1: The unit shall comply with Supplemental Specifications 821 and 921.

9.2: The unit shall be Type C as defined in Supplemental Specification 921 and the Ohio Manual of

Uniform Traffic Control Devices.

ATTACHMENT A – Ohio DOT Trailer Lighting & Wiring Standard and Specifications

ODOT will only purchase trailers that meet the following lighting and wiring specifications (Reference Drawing):

• Trailer shall meet or exceed all current Federal Motor Carrier Safety Regulations 393.9 thru 393.33.

• Trailer cord plug shall meet SAE spec. J560 and be wired directly to trailer cord with no adaptors.

• Plug to be wired as follows (no other plug wiring will be accepted):

o White – Ground return to towing vehicle o Black – Electric break controller – or not utilized if trailer has air, hydraulic or no brakes o Yellow – Left turn signal and on some light duty tow vehicles, stop/hazard lamps o Red – Stop lamps and antilock device o Green – Right turn signal and on some light duty tow vehicles, stop/hazard lamps o Brown – Clearance, marker, license plate and tail lights o Blue – If air Brake – Continuous ABS power – If electric Brake – Ing. Controlled B+ for break-away battery charge maintenance circuit

• No adapters will be accepted.

• Trailer cord to be wired to a weatherproof, 7-terminal junction block (Waytek part #47290 or approved equal).

• All trailer light wiring (including ground wiring) must be routed to junction block.

• Wire splices will be done with heat shrink butt connectors or soldered with heat-shrink.

• No wire nuts, closed end connectors or self-stripping displacement connectors (i.e. Scotch Loks).

• All lights to be LED. There shall be individual brake (2 ea.) and turn signal lights (2 ea.) for a total of 4 lights. These lights shall be 4” Round lights in rubber grommets or 3”x7” oval lights in rubber grommets.

Clearance and Marker lights shall be 2” round lights in rubber grommets or ODOT approved equal.