063-25_Bid_Document.pdf

Invitation No. 063-25

ITB 063-25 Signs, Highway, Electrical – Beacon, LED and RRFB

REQUIREMENTS/SPECIFICATIONS

Section 1: Intent

The purpose of this invitation is to establish term contract pricing for Traffic Signs with Beacons, LED (Light Emitting Diode)-Enhanced Highway Signs, and RRFB (Rectangular Rapid Flashing Beacon) sign assemblies.

Section 2: Multiple Award

ODOT will accept all responsive bids submitted on or before the specified bid opening date and make an award to all responsive bidders pursuant to the Ohio Revised Code.

This contract does not contain any estimates for amounts to be purchased and does not guarantee purchasing will occur. Orders will be placed as needed by the Department.

Vendors must submit their Bid Responses electronically in OhioBuys before the published deadline date & time, Columbus, Ohio local time on the Proposal due date. Vendors will not be able to submit Bid Responses, or unsolicited Proposal amendments after the deadline.

Vendors must allow adequate time for uploading a Bid Response prior to the due date and time.

ODOT recommends that vendors submit Bid Responses as early as possible. If a second round is issued for any reason, vendors must resubmit their bid if they had already submitted in a previous round, as the previously submitted Bid Responses do NOT carry over to the new round.

The Signature process takes place after the award now. The email will come from documents@esign.ohio.gov and will go to the signatory that was identified in the bid submission.

The subject line will be the bid # Signature Request, (example: 101G-25 Signature Request).

No contract can be issued to your company until we receive your signature to complete the process. And you must have an OAKS Payor ID before a contract can be issued. To obtain that, you will need to go into https://ohiopays.ohio.gov.

Section 4: Contract Duration

The duration of this contract shall be from Date of Award through August 31, 2025.

Section 5: Free on Board (F.O.B.) Destination

The net unit bid price shall include delivery charges, Free on Board (F.O.B.) to any of ODOT’s twelve (12) Districts and eighty-eight (88) county destination locations in the State of Ohio, as per the enclosed map: NOTE: Purchase orders when issued, will detail specific destination points.

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 mailto:documents@esign.ohio.gov https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fohiopays.ohio.gov%2F&data=05%7C02%7CTodd.VanKirk%40dot.ohio.gov%7C1ac0731aa3fa4f066d5408dc7b4d0c36%7C50f8fcc494d84f0784eb36ed57c7c8a2%7C0%7C0%7C638520818049379076%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=v8I%2Ba6H4M2smMVdNcvpoDrB2Dqsn4%2FJvMONLWyfwoxE%3D&reserved=0

District 1 - Lima District 7- Sidney

Central Garage - Columbus (CG)

Section 6: Delivery

Delivery shall be made within 45 calendar days upon written or verbal notification against a valid State of Ohio purchase order.

6.1: Delivery Hours

All deliveries shall be made between the hours of 8:00 a.m. and 2:00 p.m., Monday through Friday, not including state holidays, unless special permission is granted by the Department to temporarily waive or adjust this requirement.

Section 7: F.O.B. Delivery Minimum Order: $250.00

a. Orders meeting or exceeding the minimum shall be shipped F.O.B. destination at the unit price quoted.

b. Orders amounting to less than the minimum shall be shipped at the unit price quoted, prepaid with freight/shipping charges added to the invoice. Copies of freight/shipping charges are to be included with the invoice.

c. No minimum shall apply to an order picked up by the Department of Transportation at the vendor location, at the unit price quoted.

Section 8: Product Specifications

Deviations from the product specifications contained herein must be clearly described in a cover letter to be submitted with a vendor’s bid package.

Due to the variations in design and capabilities among the products offered by the various manufacturers, and the lack of interchangeability of the component parts between products of different manufacturers, no attempt has been made to establish performance or dimensional criteria beyond those contained herein.

Bidders are encouraged to submit bids on all related products offered by their company, including complete systems (direct wired and solar powered), timers, flashers, component parts (e.g.

mounting hardware), modems, long-term communication plans, and replacement parts (e.g. lamps and batteries) and replacement communication plans (i.e., without modem).

8.1: Product Specifications for Highway Signs with Beacons

The highway signs must conform to the requirements in the Ohio Manual of Uniform Traffic Control Devices and Section 630.04 of the 2023 ODOT Construction and Material Specifications. Sign faces shall be reflectorized with Type IV, IX, or XI reflective sheeting conforming to Section 730.19,

730.193 and 730.194, respectively, of the 2023 ODOT Construction and Material Specifications and listed on the Department’s Qualified Products Lists. Yellow portions of school, pedestrian, bicycle and playground warning sign faces will normally be ordered with fluorescent yellow green reflective sheeting, but may be ordered with fluorescent yellow. Bidders are encouraged to submit bids for both colors.

The flashing beacons must conform to the requirements in the Ohio Manual of Uniform Traffic Control Devices, Section 731.06 of the 2023 ODOT Construction and Material Specifications, and Supplemental Specification 800.

8.2 Product Specifications for LED-Enhanced Highway Signs

This Specification describes the minimum acceptable design and performance requirements for LED-enhanced highway signs. The signs must be self-powered by solar panels and long-life batteries with no external electrical power installation. Vendors can bid multiple standard solar panel sizes with their assemblies.

faces shall be reflectorized with Type IV, IX, or XI retroreflective sheeting conforming to Section 730.19, 730.193 and 730.194, respectively, of the 2023 ODOT Construction and Material Specifications and listed on the Department’s Qualified Products Lists.

The sign unit shall be designed as a retrofit replacement to an existing sign, and shall be complete, with all hardware and tools, ready to be installed on a u-channel or square yielding sign post, requiring very minimal on-site assembly. The sign unit shall attach securely to the sign support, using a tamper resistant fastening system. Special tools needed for the tamper resistant fastening system shall be supplied with each sign.

Each sign unit shall be identified with the manufacturer’s name, date of manufacture and serial number on the back side.

The assembly and manufacturing process for the sign assembly shall be such as to assure all internal electronic components are adequately supported to withstand mechanical shock and vibration from high winds and other sources. When bidding for the sign assembles provide various options for pole height, pole material and base type including, at a minimum, 14’ and 15’ pole heights, steel and aluminum pole materials, and standard T-base and flange/anchor bolt bases.

Round poles shall have a minimum 4.5” pole outer diameter.

The sign unit shall be visible from a minimum of 1000 feet during normal conditions. The sign shall operate continuously 24 hours per day, seven days per week. The sign shall be capable of operating a minimum of five days continuously without sunlight. The sign unit shall incorporate circuitry to adjust brightness during day or night.

A minimum of eight LED units shall be used around the perimeter of the sign. The individual LED light sources shall be able to be replaced in the field. The LEDs shall flash simultaneously at a rate of 50 to 60 times per minute.

The lenses of the LED unit shall be capable of withstanding ultraviolet light (direct sunlight) exposure for a minimum time period of five years without exhibiting evidence of deterioration. The lenses shall withstand a 3½ foot (1.0 meter) drop test and shall be a minimum of 1/8 inch (3 mm) thick, and free of bubbles and imperfections. The lenses shall be smooth on the outside, with no external facets, to prevent dirt and debris build-up. If lenses are tinted, they shall match the wavelength (chromaticity) of the LED.

The sign unit shall operate on a solar panel provided with the solar collector and batteries after batteries are fully charged prior to installation. The line voltage for initial charging of the batteries shall be 120-volt AC 60 Hertz with plus and minus 10% voltage fluctuation. The individual LED light sources shall be wired so that a catastrophic failure of one LED light source will not result in the loss of more than one LED light source in the sign unit.

The LED units and associated on-board circuitry shall conform to the requirements in Federal Communications Commission (FCC) Title 47, Sub Part B, Section 15 regulations concerning the emission of electronic noise. The LEDs shall be rated for use in the ambient operating temperature range of -40 degrees F to +166 degrees F (-40 degrees C to +74 degrees C). The LED wiring shall be sealed watertight to eliminate dirt contamination and allow for safe handling in all weather conditions. The LEDs shall be sealed against dust and moisture intrusion as per the requirements of NEMA Standard 250-1991 for Type 4 enclosures and to protect all internal LED and electrical components. The LED units shall have a minimum output of 1200 milliamps.

All LED lamp units must be new and of the latest model currently in production. Equipment no longer being manufactured will not be accepted, even if it meets these specifications.

One schematic diagram shall be provided for the sign unit along with all necessary installation instructions. The LED manufacturer’s name, brand and model number shall be provided.

The manufacturer shall provide a written warranty against defects in materials, workmanship and luminous intensity for the LED-enhanced sign unit for a period of one year after installation. The sign unit shall be repaired or replaced by the manufacturer if it exhibits a failure due to workmanship or material defects within one year of field operation. A replacement LED Enhanced Sign unit shall be provided within 10 days after receipt of failed unit at no cost to the State, except the cost of shipping the failed unit.

8.3 Product Specifications for Rectangular Rapid Flashing Beacon (RRFB) Sign Assemblies.

The RRFB sign assemblies shall comply with Traffic Engineering Manual Section 242-8 and MUTCD 11th Edition, Section 4L.

faces shall be reflectorized with Type IV, IX, or XI reflective sheeting conforming to Section 730.19,

730.193 and 730.194, respectively, of the 2023 ODOT Construction and Material Specifications and listed on the Department’s Qualified Products Lists.

Section 9: Descriptive Literature

All vendors are required to submit with their bid descriptive literature that fully describes the items being bid. The descriptive literature shall be submitted electronically containing pdf (Portable Document Format) files arranged with a separate directory for each Group of the contract. All descriptive literature must clearly show by callout, circle, highlight or similar means those items being specified for bid and the contract item number.

Section 10: Price Lists

Bids for parts are invited on a discount basis. Each bidder shall specify on the ODOT provided Microsoft Excel file price sheet the price list’s manufacturer, number, date and a discount from a published price list. Failure to fill in all of these columns on the price sheet may deem your bid non-responsive.

An electronic copy of the manufacturer’s price list(s) must be included with the submission of your bid. Price lists submitted in the form of installable programs (e.g. zip files) cannot be accepted by the Department.

The prices offered shall include delivery in accordance to sections 5, 6, and 7 of this contract.

Orders will be placed for products on an as-needed basis.

Awarded vendors may be required to send price lists, when requested, to any ODOT location as part of the requirements of this Invitation at no charge.

Section 11: Construction and Material Specifications Handbook

Specifications as shown herein are incorporated into the ITB and made a part thereof and are found in the Ohio Department of Transportation Construction and Material Specifications 2023 Handbook. Handbooks are available online at the following link:

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/Divisions/ConstructionMgt/OnlineDocs/Pages/2023-Online-Spec-Book.aspx