18-00 Schuykill Twp Maintenance Bid Doc-2025-11.pdf

TRAFFIC SIGNAL MAINTENANCE

SCHUYLKILL TOWNSHIP

CHESTER COUNTY, PENNSYLVANIA

NOVEMBER 2025

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A. NOTICE

Notice is hereby given that Schuylkill Township will accept sealed proposals for Traffic Signal Maintenance. Bids will be accepted until 10:00 AM on Friday December 12th, 2025 via PennBid (https://pennbid.bonfirehub.com) only. All bids received will be evaluated for completeness.

Bid Documents are available online at no charge via PennBid.

The bids will be reviewed by the Township and their agents and scored in accordance with the criteria detailed in Section B.11 of the bid document. The contract will be awarded by the Board of Supervisors at their annual reorganization meeting on January 5, 2026, or at a subsequent meeting of the Board.

All bidders are required to establish proof of competency and responsibility, in accordance with all applicable PennDOT regulations related to traffic signal maintenance, including PennDOT Form 408/2016, Change 6, Section 102. Subcontractors must pre-qualify in the same manner, if listed in the proposal, or if they subsequently undertake the partial or total construction of one or more items of work.

All bidders must include staff who are IMSA Traffic Signal Technician Level II certified or higher to perform maintenance and construction of traffic signals. Bidders must also have experience maintaining Siemens and Econolite traffic control equipment, operating in a closed-loop and central control environment. Bidders are required to submit references of present and/or past municipalities where Siemens and Econolite equipment and systems are current and have been maintained.

Schuylkill Township reserves the right to reject any or all proposals, or parts thereof, for any reason whatsoever, or to waive deficiencies in a bid submission, as the Township deems in its best interests.

BY ORDER OF THE BOARD OF SUPERVISORS

SCHUYLKILL TOWNSHIP

By: Laurie A. Getz, Township Manager

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B. INSTRUCTIONS TO BIDDERS

1. BIDDER'S RESPONSIBILITY

Each bidder will familiarize themselves with all of the attached forms, Instructions, General

Conditions, Specifications, Drawings, etc., as they will be held responsible to fully comply therewith. Each bidder must visit the site of the work and acquaint themselves with conditions affecting the work. It will be the Contractor’s sole responsibility to estimate quantities for bidding purposes. The Contractor will bid the project as a total lump sum bid.

2. DELIVERY OF PROPOSALS

All bids shall be submitted electronically via the PennBid Program (https://pennbid.bonfirehub.com). It is the responsibility of the bidder to submit his bid prior to the time of opening.

3. BULLETINS

Bidders will acknowledge receipt of all bulletins that have been issued during period of bidding and agree that said bulletins and addenda will become part of this contract. The bidders will list the numbers and issuing dates of the bulletins and addenda received and acknowledge same on the appropriate page provided in the Form of Proposal section of these specifications.

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5. METHOD FOR SUBMITTING BIDS

All bids shall be submitted electronically via the PennBid Program (https://pennbid.bonfirehub.com).

No proposal will be considered unless submitted upon the proposal form for the project. Bids must be in the form of unit price bid as indicated by the form of proposal. For the purpose of comparison of bids received, the methodology outlined in Section B.11 of this document will be used. When comparison of the bids is made and the annual total sum price is found to have been incorrectly computed, changes will be made in any or all unit prices so as to attain conformity with the lump sum price before the contract is executed.

The bidder must complete and provide all forms (form provided entitled “Bidding Forms for Completion by Contractor”) within this document:

C. FORM OF PROPOSAL

D. NON-COLLUSION AFFIDAVIT OF PRIME BIDDER

- BULLETINS (if appropriate)

E. CONTRACTOR’S QUALIFICATION STATEMENT

The bidder will sign its proposal correctly. If the proposal is made by an individual, in addition to their signature, their complete post office address should be given. If made by a firm or partnership, the complete post office address of each member of the firm or partnership must be given. If made by a corporation, the person signing the proposal should be the President or

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Vice President and the Secretary or Treasurer of the corporation; otherwise, the signing individual's certificate or authority to execute such papers should accompany the proposal.

If bidder has been incorporated in some state other than Pennsylvania, bidder will state whether the corporation is registered to do business in Pennsylvania. If bidder operates under an assumed or fictitious name, he will state whether such name has been registered in Pennsylvania.

No contract will be awarded to a bidder who is a foreign corporation or operating under a fictitious or assumed name unless he has complied or agreed to comply with the proper registration under the laws of this Commonwealth.

6. PROOF OF BIDDER'S EXPERIENCE/RESPONSIBILITY

On request, bidder will file an experience questionnaire and financial statement with the Owner. The questionnaire and statement will be certified to be true and correct by an affidavit sworn to or affirmed before a notary public, or other officer empowered to administer oaths or affirmations.

7. CHANGES WHILE BIDDING

During the bidding period, bidders may be furnished addenda or bulletins for additions to or alterations of the plans or specifications, if any, which will be included in the work covered by the Proposal and become a part of the contract documents.

If any prospective bidder on the proposed contract is in doubt as to the true meaning of any part of the plans, specifications or other proposed contract documents, he may submit to the Engineer, a written request via PennBid’s “Questions” tab for an interpretation thereof. Any interpretation of the proposed documents will be made only by an addendum duly issued and a copy of such addendum will be posted to PennBid’s Documents and each prospective bidder will be notified via email. The Engineer and/or Owner will not be responsible for any other explanations or interpretations of the proposed documents.

8. BID OPENING PROCEDURE

Proposals will be received by the Owner until the time stated in the "Advertisement." The bids will be reviewed by the Township and their agents and scored in accordance with the criteria detailed in Section B.11 of the bid document. The Owner reserves the right to reject any or all bids, or parts thereof, or to waive any deficiencies, as it may deem best for the interest of the Owner.

9. COLLUSIVE BIDS

The proposal of any bidder or bidders who engage in collusive bidding will be rejected. Any bidder who submits more than one proposal in such manner as to make it appear that the proposals submitted are on a competitive basis from different parties will be considered a collusive bidder. The Owner may reject the bid proposals of any collusive bidder upon bid opening. However, nothing in this section will prevent a bidder from superseding a bid proposal by a subsequent proposal delivered prior to bid opening, which expressly revokes the previous bid.

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10. WITHDRAWAL OF BIDS

No bidder may withdraw their bid unless the request is made in writing and is received by the Owner prior to the time set for bid opening. After bid opening, no bidder may withdraw his bid within the time period indicated herein under "ADVERTISEMENT". Requests for withdrawal of bids after bid opening due to clerical error will be made in accordance with Commonwealth of Pennsylvania Act. No. 4 (S.B. 793).

11. AWARD OF CONTRACT

The winning contractor will be selected based on the following criteria:

Qualifications & Experience – 40%

Annual Maintenance Price – 25% Response Maintenance Rates – 25%

References – 10%

Each submission will be scored 1 to 10 points in each of the four categories above and weighted as indicated to provide a final score. This score will be used to assist the Township in selecting the winning bidder.

The Owner will have the right to reject any or all proposals or any parts thereof or items therein.

The Owner will have the right to waive technicalities for the best interests of the Owner. If an award of contract is made, it will be made to the highest scoring bidder, within the time period indicated herein under "NOTICE"or all bids may be rejected.

If the winning bidder withdraws its bid, refuses award of contract, the Owner will have the right to award the contract to the next highest scoring bidder or to reject all bids and re-bid the contract, and to exercise its rights under the bid bond submitted by the winning bidder.

12. EXECUTION OF CONTRACT

The individual, firm or corporation to whom or to which the contract has been awarded within ten (10) days after receipt of said documents will sign and return to the Owner, the executed contract documents.

No proposals or awards will be considered binding upon the Owner unless and until the contract documents are properly executed by both parties.

13. FAILURE TO EXECUTE CONTRACT

If the highest scoring responsible bidder to whom the contract is awarded fails to execute the contract within the time specified, the Owner, at his discretion, may award the contract to the second highest scoring responsible bidder, or reject all bids.

14. SUBLETTING OR ASSIGNING OF CONTRACT

The Contractor will not sublet, sell, transfer, assign or otherwise dispose of the contract or any portion thereof, of his right, title or interest therein, without the written consent of the Owner.

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15. REJECTION OF PROPOSALS

The right is reserved by the Owner at its discretion to reject any or all bids or parts thereof.

Proposals may be rejected if they show any omission, alterations of form, addition or deductions not called for, conditional or uninvited alternate bids, or irregularities of any kind.

However, the Owner reserves the right to waive any defects or irregularities on proposals.

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C. FORM OF PROPOSAL

TRAFFIC SIGNAL MAINTENANCE

Schuylkill Township, Chester County, PA

To: Schuylkill Township, 111 Valley Park Road, Phoenixville, PA 19460 Attn: Laurie A. Getz, Township Manager

This proposal is submitted in accordance with your advertisement inviting proposals to be received until 10:00 AM on Friday December 12th, 2025.

The undersigned hereby declare(s) that ______________________________ carefully examined the

Advertisement, Plans, Specifications, Form of Agreement and Contract Bond for the project named above; that ______________________________ carefully examined the site of the project; and that ______________________________ will contract to carry out and complete the project as specified and delineated at the price per unit of measure for each scheduled item of work stated in the Schedule of Prices following.

It is understood that the total score received as determined by the Township selection committee in accordance with the criteria stated in Section B.11 will control in the award of the Contract. It is further understood that intersections may be added or deleted from the contract at the option of the Township.

INTERSECTIONS AMOUNT

1. Valley Park Road and Country Club Road $_____________

2. Pothouse Road and Charlestown Road / Bridge Street $_____________

3. Valley Forge Road and White Horse Road $_____________

4. Valley Forge Road and Pawlings Road $_____________

5. Valley Forge Road and Country Club Road / Ferry Lane $_____________

6. Pothouse Road and State Road / Hallowell Avenue $_____________

7. Pothouse Road and Phantom Way / Trotter Drive $_____________

8. White Horse Road and Valley Park Road / Creek Road $_____________

9. White Horse Road and Pothouse Road $_____________

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FLASHERS AMOUNT

1. Center of Arts & Technology Campus School Flashers – Charlestown Rd (North of Buckwalter Rd & South of Edwin Dr)

2. Valley Forge Fire Company Flashers – Pothouse Road (West & East of Firehouse Driveway)

3. Schuylkill Township School Flashers – Whitehorse Rd (North of Pothouse Rd & South of Cherry Ln)

4. Phoenixville Area Middle School Flashers - State Rd / Main St (South of Beechwood Ln & North of City Line Ave)

5. Phoenixville Area Elementary School Flashers - Pothouse Road (West & East of Phantom Way)

6. Flashing Warning Signs for YMCA - Pothouse Road (West of South Lane & East of Norris Avenue)

ANNUAL TOTAL PRICE $_____________

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TRAFFIC SIGNAL MAINTENANCE CONTRACT

RESPONSE MAINTENANCE BID

Labor Rate Schedule (per hour) Regular Overtime

Signal Technician/Electrician

Signal Mechanic

Equipment Operator

Foreman

Electrical Engineer

Equipment Rate Schedule (per hour)

Rates

Service Vehicle/ Bucket Truck Mobile Signal Shop

45’ Bucket Truck

Crane/Ladder Truck

Auger Truck

Dump Truck 7 cu. yd.

Dump Truck 2 cu. yd.

Backhoe

Compressor with accessories

Earth Trencher

Wheel Trencher

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ADDENDA:

The bidder acknowledges receipt of the hereinafter enumerated addenda that have been issued during period of bidding and agrees that said addenda will become a part of this contract. The bidder will list below the numbers and issuing dates of the addenda.

Addendum No. Issuing Date

The undersigned hereby certifies that this Proposal is genuine, and not sham or collusive, or submitted in the interest or on behalf of any person, firm or corporation not herein named, and has not induced any other persons to refrain from biddings, and has not in any way sought by collusion to secure for himself an advantage over any other bidder.

(an Individual) The undersigned is: (a Partnership) under the laws of the State of _______________________ (a Corporation) having principal offices at: ______________________________________________________

Signed: ____________________________________________ Date: _____________

Address: ____________________________________________

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D. NON-COLLUSION AFFIDAVIT OF PRIME BIDDER

State of ) County of ) ) ss:

being duly sworn, deposes and says that:

(Name of Bidder’s Representative)

1) He is (Capacity of Bidder’s Representative – i.e., Owner, partner, officer, agent, etc.)

of (Name of Bidder)

2) He is fully informed respecting the preparation and contents of the attached Bid and of all pertinent circumstances respecting such Bid;

3) Such Bid is genuine and is not a collusive or sham bid;

4) Neither the said Bidder nor any of its officers, partners, Owners, agents, representatives, employees or parties in interest, including this affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly, with any other Bidder, firm or person to submit a collusive or sham Bid in connection with the Contract for which the attached Bid has been submitted to refrain from bidding in connection with such Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other Bidder, firm or person to fix the price or prices in the agreement or collusion or communication or conference with any other Bidder, firm or person to fix the price or prices in the attached Bid or of any other Bidder, or, to fix any overhead, profit or cost element of the bid price or the bid price of any other Bidder, or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against the Owner to which the attached Bid is being submitted or any person interested in the proposed Contract; and

5) The price or prices quoted in the attached Bid are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the Bidder or any of its agents, representatives, Owners, employees, or parties in interest, including this affiant.

(Name of Bidder)

(Signature of Bidder’s Representative)

(Title of Bidder’s Representative)

Sworn to and subscribed before me this day of , A.D. 20 .

(Signature of Notary)

My Commission Expires: .

(Title) (Date)

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E. CONTRACTOR’S QUALIFICATION STATEMENT

This statement is to be submitted as part of the Bid Package. (Note: Attach separate sheets if needed.)

The undersigned certified the truth and correctness of all statements and of all answers to questions made hereinafter.

Submitted by: Corporation

Name: Partnership

Address: Individual

Principal Office: Joint Venture

Other

How many years has your organization been in business as a Traffic Signal Contractor?

How many years has your organization been in business under its present business name?

If a corporation, answer the following:

1) Date of incorporation:

2) State of incorporation:

3) President’s name:

4) Vice President’s name(s):

5) Secretary or Clerk’s name:

6) Treasurer’s name:

7) List name and address of all parties holding greater than ten percent (10%) interest in the corporation:

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If individual or partnership, answer the following:

1) Date of origination:

2) Name and address of all partners (State whether general or limited partnership):

If other than corporation or partnership, describe organization and name principals:

We normally perform ____% of the work with our own employees. List trades below:

Have you ever failed to complete any work awarded to you? If so, note when, where and why:

Has any officer or partner of your organization ever been an officer or partner of another organization that failed to complete a construction contract? If so, state circumstances:

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List at least two other municipalities where your firm has performed preventive and response maintenance on both Siemens and Econolite control equipment to date and include a contact name and number at these municipalities:

List at least three additional municipalities where your firm has experience performing preventive and response maintenance that may not utilize Siemens and Econolite control equipment and include a contact name and number at these municipalities:

Describe your firm’s expertise related to maintaining and troubleshooting fiber optic and wireless Ethernet communications networks, including your familiarity and experience working on PennDOT’s Commonwealth network hubs, experience with layer 2 and layer 3 switches, and testing and tipping of fiber optic cable. If not capable in-house, name the subcontractors you use for these services and provide their answers to these questions.

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List the names of IMSA certified employees and their associated levels of traffic signal (and other) certifications.

Dated at this day of , 20 .

Name of Organization:

By:

Title:

M , being duly sworn, deposes and says that he/she is the of Contractor(s), and that answers to the foregoing questions and all statements therein contained are true and correct.

Subscribed and sworn before me this day of , 20 .

Notary Public:

My Commission Expires:

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F. TRAFFIC SIGNAL MAINTENANCE CONTRACT

The undersigned agree to be bound by this contract for the performance of maintenance of the traffic signs(s) as described herein.

PARTIES

The maintenance Contractor refers to _____________________, the only Contractor authorized by this agreement to perform maintenance on the traffic signal system(s) in the Township. The Township refers to Schuylkill Township, Chester County, PA

TERM

The term of this agreement is two (2) years, commencing _____________, but may be extended up to two times by the Township for an additional term of one (1) year each time based upon the mutual consent of both parties and at the rates set forth above or as indicated in the bid submission.

INDEMNIFICATION

The Contractor must provide insurance certifications to the Owner and must indemnify, save harmless, and defend the Owner, the Commonwealth of Pennsylvania, the Department of Transportation, and all their officers, agents, and employees from and against all suits, actions, claims, damages, losses, and expenses including attorney's fees arising out of or resulting from the performance of the Work, provided that any such claim, damage, loss or expense (a) is attributed to bodily injury, sickness, disease, or death; or to injury to or destruction of tangible property (other than the work itself) including the loss of use resulting therefrom and (b) is caused in whole or in part by any negligent act or omission 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, regardless of whether or not it is caused in part by a party indemnified hereunder.

In any and all claims against the Owner, the Commonwealth of Pennsylvania, the Department of Transportation, or any of their officers, agents, or employees by any employee of the Contractor, and Subcontractor, anyone directly or indirectly employed by any of them or anyone for whose agents any of them may be liable, the indemnification obligation will not be limited in any way by any limitation on the amount or type of damages, compensation of benefits payable by or for the Contractor or any Subcontractor under workmen's compensation acts, disability benefit acts or other employee benefit acts.

CONTRACTOR'S INSURANCE

The Contractor will not commence work under this contract until he has obtained all insurance required under this paragraph and such insurance has been approved by the Owner, nor will the Contractor allow any subcontractor to commence work on his subcontract until all similar insurance required of the subcontractor has been so obtained and approved.

The Contractor will either: require each subcontractor to procure and maintain during the life of his sub-contract, insurance of the type and in the same amounts as specified; or insure the activities of his subcontractors in his own policy.

A 30-Day Notice of Cancellation must be provided to the Owner and be so indicated on the Certificate for all policies.

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Three (3) original copies of all Certificates must be provided.

Umbrella Policies will spell out the primary coverage to which the excess coverage will apply.

Only certificates of insurance from companies licensed to do business in the state where the Owner is located will be approved.

All contractors/suppliers are required to procure and maintain the following insurance coverages.

a) Compensation Insurance

The contractor/supplier must maintain during the life of the contract Workers'

Compensation insurance for his employees. Coverage must be in accordance with statutory requirements.

b) Public Liability

The contractor/supplier must maintain during the life of this contract Public Liability insurance to protect him, his subcontractors and the Owner for injury or damage caused directly or indirectly by him or his employees for the following items:

Contractor/Supplier Bodily injury each person $1,000,000 Subcontractor's Coverage Bodily injury each occurrence $2,000,000

Products/Completed Property damage each Operations Broad Contractual occurrence $1,000,000

Personal Injury Each person $ 500,000 Each occurrence $1,000,000

c) Vehicles

The contractor/supplier must maintain during the life of this contract Liability Insurance for all vehicles operating on Owners property at the following limits:

Bodily Injury Each person $1,000,000 Each occurrence $2,000,000

Property Damage Each occurrence $2,000,000

The comprehensive general liability insurance will include completed operation insurance. Contractor will maintain such completed operations insurance for two (2) years after final payment and furnish Owner with evidence of continuation at final payment.

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ACT 287 of 1974

The Contractor's attention is directed to the provisions of Act 287, as amended, enacted by the General Assembly of the Commonwealth of Pennsylvania which specifies the Contractor's responsibilities during excavation and demolition operations in areas of underground utilities. Copies of the list of utilities to be notified are available at the offices of the County in which the work is being performed.

DUTIES OF THE MAINTENANCE CONTRACTOR

A. PREVENTIVE MAINTENANCE

1. Perform preventive maintenance as per the schedule outlined in this contract based on

PennDOT Publication 191 (12-20) (included in the section further below entitled Maintenance Summary and Schedule)

2. Advise the Township of the results of the inspections and prepare a report to recommend any corrective action needed.

3. Log all preventive maintenance work in PennDOT’s Traffic Signal Asset Management System (TSAMS). The winning contractor shall obtain a log in by coordinating with PennDOT and the Township for purposes of updating TSAMS with all pertinent maintenance records. A username and password will be provided to the winning contractor. Complete the log entry for preventive maintenance functions at each intersection within five business days of completing the work. Otherwise, Contractor risks nonpayment of performed maintenance.

B. RESPONSE MAINTENANCE

Perform response maintenance when requested as follows:

1. Respond as per the requirements outlined in PennDOT Publication 191 (12-20) (included in the section further below entitled Maintenance Summary and Schedule)

2. Perform the work in a safe and accurate manner.

3. Bill the Township for material at the current manufacturer’s retail price less contract discount to Township; bill labor and equipment at rates shown in the Form of Proposal.

4. Log all response maintenance work in PennDOT’s Traffic Signal Asset Management

System (TSAMS). The winning contractor shall obtain a log in by coordinating with PennDOT and the Township for purposes of updating TSAMS with all pertinent maintenance records. Complete the log entry for response maintenance functions at each intersection within two business days of completing the work. Otherwise, Contractor risks nonpayment of performed maintenance.

DUTIES OF THE TOWNSHIP

1. Notify Contractor of any malfunction or problems at the intersections immediately.

2. Advise the maintenance Contractor of any changes in the condition diagram.

3. Pay the Contractor in a prompt manner with no payment being contingent upon third party claims.

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EXISITING WARRANTIES AND GUARANTEES

1. Intersections currently under installation warranty (see below) will be serviced by the installing contractor. This contract only covers preventive maintenance for these locations, unless directed otherwise by the Township’s representative.

CONTRACTOR WARRANTIES AND GUARANTEES

Equipment installed carries the guarantee, if any, of the manufacturer.

Contractor warrants its workmanship for a period of one year.

In-pavement inductive loop detector replacement is guaranteed for a period of two years as long as loop failure is not a result of pavement failure.

While the parties realize that intermittent problems on solid state equipment may be difficult to diagnose, Contractor billing will be governed by the following criteria:

1. Township will be billed for the initial call.

2. Township will not be billed for subsequent calls for the same problem if it was not resolved on previous call(s).

3. If the problem is resolved and has required additional material or labor beyond the initial call, the Township will be billed for these additional amounts.

4. If the problem persists and the Contractor is unable to resolve it, the Contractor will notify the

Township and recommend replacement. If the Township does not act upon this recommendation within 10 days, all future calls will be billed to the Township at normal billing rates.

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GENERAL PROVISIONS

Work to Be Performed

The work to be performed shall include preventive and/or response maintenance at the location listed.

New Installation, Increased or Decreased Quantities

Whenever the quantity of work is increased or decreased due to the addition or deletions of installations, the Township will notify the Contractor in writing. This notification shall give the following information: (1) A description of the installation, unit or item to be added or removed, (2) the location of the installation, unit, or item, and (3) effective date of change.

Additional Awards of Contracts

The Township may undertake or award other contracts for additional work. The Contractor shall cooperate fully with such other Contractors and Municipal employees and fit his own work to such additional work as may be directed by the Engineer. The Contractor shall not commit or permit any act which will interfere with the performance of work by any other Contractor or by Municipal employees.

The Township also reserves the right to solicit and award contracts for the purchase of materials to be used by the Contractor, when determined to be in the best interest of the Township. The Contractor shall be allowed one (1) hour at the lowest Hourly Repair Charge rate for obtaining and transporting the materials from the municipal shop.

Inspection

The Township reserves the right to assign an inspector to the Contractor’s operation for the purpose of determining compliance with the specifications and maintaining records, including the time records for service charges. Any work or materials found to be substandard or not in accordance with the provisions of this contract, shall be repaired or replaced to the satisfaction of the Township at the sole expense of the Contractor.

Work Performed

It shall be the Contractor’s responsibility to ensure that he does not damage any material, equipment or structure during his operations. If the Contractor damages any materials, equipment or structures, he shall repair or replace it to the satisfaction of and at not at the expense of the Township.

All electrical work shall meet the electrical regulations of all state and local codes and otherwise as contained in the latest edition of the National Electrical Code of the National Board of Fire Underwriters.

All work shall be performed in a neat and workmanlike manner. All material or equipment replaced, shall be held available for inspection by the Township prior to disposal by the Contractor.

Maintenance and Protection of Traffic

The maintenance and protection of traffic during the maintenance operation shall be the responsibility of the Contractor in accordance with the Pennsylvania Department of Transportation Publication 213, Temporary Traffic Control Guidelines. The Contractor will be allowed to close one (1) lane of traffic, when

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Damaged Parts, Materials and Equipment

Surplus or damaged parts, materials or other equipment which are salvageable shall be taken by the Contractor to a place designated by the Township unless indicated otherwise. Any damaged poles, broken concrete or other such materials that cannot be repaired shall be disposed of by the Contractor.

Method of Payment

The method of payment shall conform to the type of maintenance performed as outlined in the agreement.

Transportation

The Contractor shall be responsible for providing transportation. There shall be no additional charge for transportation.

Test Equipment and Tools

The Contractor shall provide all the necessary test equipment and tools.

PREVENTIVE MAINTENANCE

Description of Work

Maintenance provided shall be as per the schedule outlined in the Maintenance Summary based on PennDOT Publication 191 (12-20) All records and documentation shall be maintained as part of the contract and as described above in Section A. All mobilization costs associated with preventive maintenance shall be included in the price provided per intersection.

Materials Supplied

The Contractor may be furnished by Owner (Schuylkill Township) or a representative of Owner, materials required to perform preventative maintenance as specified in the contract. The Contractor, if required, will be reimbursed for travel time required to procure equipment. The intent of this contract is for the contractor to supply all materials unless otherwise directed by the Owner during the contract period.

Methods of Payment

Invoices may be submitted by the Contractor upon completion of work, monthly, or at less frequent intervals as work is performed. All invoices must include a detailed report of work performed (including, but not limited to, date and time of work, personnel dispatched, equipment used, description of work performed, reason for work, etc.)

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RESPONSE MAINTENANCE

Description of Work

The Contractor shall designate in writing an emergency telephone number where he may be contacted concerning response on-call service. The Contractor shall be on-call twenty-four (24) hours seven days a week including holidays, for the purpose of making repairs. When a system or installation is not in operation or illuminated due to equipment failure or external damage, an authorized person (Public Works Director, Chief of Police, etc.) will notify the Contractor of such failure. The Contractor shall respond to correct the failure within the time frames outlined in PennDOT Publication 191 (12-20), herein provided below in the Maintenance Summary and Schedule

The Contractor shall restore normal operation in the field within 24 hours. In the event the Contractor is unable to restore normal operation in the field, substitute equipment shall be supplied at no additional cost to the Township until repairs to the existing equipment can be made.

The existing equipment shall be repaired and returned to the field in no more than fifteen (15) days.

All repairs and testing of the failed equipment shall be done by the Contractor.

Contractor may bill up to one hour of travel time (round trip) in addition to the time it takes to resolve a response maintenance items.

Complete record of the work performed and log-in sheet of the intersection shall be completed.

Material

The Contractor may be furnished by Schuylkill Township or a representative of the Township, materials required to perform emergency repairs as specified in the contract. The intent of this contract is for the contractor to supply all materials unless otherwise directed by the Township during the contract period.

Method of Payment

Payment shall be made at the contract price per unit/hour for the respective item. A minimum service charge per call of one hour will be allowed.

The service charge time shall include only that time spent in repairing or restoring the installation. No compensation will be paid for break periods or down time.

Invoices may be submitted by the Contractor upon completion of work. All invoices must include a detailed report of work performed (including, but not limited to, date and time of work, personnel dispatched, equipment used, description of work performed, reason for work, etc.). Approval of payments takes place at advertised Board of Supervisor meetings.

Penalties

If the Contractor response time exceeds the time as outlined in the previous section, a penalty of $75 per each additional hour will be charged. If the Contractor response time exceeds by eight hours of the agreed upon limit, another maintenance provider may be notified to repair the failed intersection at the expense of the original Contractor. The Township will deduct this cost from the Contractor’s billing.

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Maintenance Summary and Schedule (As per PennDOT Publication 191 (12-20))

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PREVENTIVE MAINTENANCE

Preventative Maintenance - Supports

Traffic Signal Supports (Mast Arms, Strain Poles, Pedestal Poles, Pedestrian Stub Poles)

Maintenance Intervals

6 Months 12 Months As Required

General

Check paint condition and/or corrosion X

Paint repairs as needed X

Check for obstructions in drain at pole base (clear drainage holes in pole bases if present) X

Inspect foundations for damage X

Inspect the foundation and base plate connection X

Verify that leveling nuts are in a snug-tight condition with the bottom of the base plate. Snug-tight is defined as the full force of a person on a 12-inch wrench

X

Verify that a washer is present under each top nut to provide full bearing and to seal bolt hole gaps

Visually verify that the top nuts are tight and free of corrosion X

Check condition of grout or rodent screen at pole bases; replace the grout or rodent screen if it has been removed

Remove the grout or rodent screening under the base plate if there is evidence of anchor bolt weathering. Remove any debris, and examine the anchor bolts under the base plate, for signs of bending, cracking, etc.

Adequately secure handhole covers (replace any missing covers) X

Inspect poles, transformer bases, and arms for damage caused by vehicle impacts, weather, or wear and tear (note any deficiencies)

Check pole for plumbness, shim or adjust as necessary X

Check for rust and tightness of mounting hardware X

Check for missing pole caps and mast arm end caps; replace as required X

Check signal cable for wear at entrance of poles, brackets, signal heads and where it's lashed to the span wire. Install or replace rubber grommets as required.

Check for wires/cables that may rub, or touch mast arm supports X

Check Guy Wires (inspect guy anchors for proper attachment and/or damage) X

Check galvanized nuts, bolts, and washers for any significant signs of corrosion X

Inspect for rust and cracks especially at seams, joints, and base plate X

Inspect 100 percent of all welds for visual evidence of cracking X

Document any evidence of weld metal or base metal cracking X

Document any adverse bolted connection findings X

Verify luminaire(s) are operational during dusk to dawn time periods X

Mast Arm Supports

Inspect horizontal and vertical angles of arms and poles (check pole and/or arms for warping or other damage: note deficiencies)

Visually inspect connections. The connection should be tight with no visible gap between the connection or flange plates, bolts, nuts, or washers.

Verify that a washer is used between the connection or flange plate and each nut X

Table continued on next page.

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Traffic Signal Supports (Mast Arms, Strain Poles, Pedestal Poles, Pedestrian Stub Poles)

6 Months 12 Months As Required

Visually inspect arm to column connections. The connection should be tight with no visible gap between the connection or flange plates, bolts, nuts, or washers.

Check for cracks in the vertical column to base plate connection; any cracks generally initiate opposite the arm to shaft connection (about 180° from the centerline of the arm for single-arm structures)

Check for cracks in the welded connection between the arm or column connection plates; any cracks generally initiate at the uppermost (12 o’clock) or lowermost (6 o’clock) positions of the connections due to the dead load and oscillation (galloping) caused by wind loads

Strain Pole Supports

Check for cracks in the shaft or column to base plate connection; any cracks generally initiate opposite the span wire connections

Check condition of strain vises, if applicable X

Check bonding of span wire and tether wire to strain pole X

Visually inspect each tether wire for excess sag; adjust as necessary X

Inspect all connecting span wire hardware (anchors, guards, cable lashing, supporting brackets);

tight or replace as necessary

Preventative Maintenance - Controller Assembly

Controller Assembly

6 Months 12 Months As Required

General

Paint steel cabinet to prevent rusting X

Check anchor bolts and banding for rust or tightness X

Check controller cabinet condition. If necessary, relocate so the controller is not damaged by vehicle impacts

X

Lubricate door hinges and locks X

Clean/vacuum inside cabinet X

Verify conduit entering the cabinet is sealed. If necessary, re-seal conduit (use approved duct seal)

X

Seal around cabinet base with silicone caulking X

Check gasket around cabinet door X

Check drain plug (if equipped); Check for obstructions in drainage if evidence of water accumulating in cabinet

X

Check for infestation, address as needed X

Replace air filter X

Check operation of cabinet light and switch - replace if necessary X

Check fan operation (thermostat set to operate at 85 - 90 degrees Fahrenheit) X

Visually check wiring and connectors X

Check and tighten all terminal connections X

Verify that all spare conductors are landed on spare terminal blocks or taped off X

Verify all cables are tagged or otherwise identified X

Place latest permit plan and cabinet wiring diagram(s) in cabinet, if missing X

Check Power Supply module X

Check Load Switches and verify operation of each switch position X

Check conditioning of incoming line voltage X

Test Circuit Breakers (cabinet and main) X

Check police functions X

Verify operation of vehicle detectors (including timing of delayed or extended output) X

Verify vehicle and pedestrian calls X

Verify operation of detector panel relays X

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Controller Assembly

6 Months 12 Months As Required

Check flasher unit for proper operation X

Check Radio Frequency Interface X

Check Traffic Optimization Processor X

Verify correct date, time and DST (Daylight Saving Time) function for controller X

Verify communication with master controller, if applicable X

Place user and/or programming manuals in cabinet, if missing X

Note and record make, model, firmware version and serial number for controllers, conflict monitors and other major components

X

Conduct Operational Review (see Section 4.1.3) 3-5 Years

Conflict Monitor Unit (or Malfunction Monitor Unit)

Scan conflict monitor for logged events, note any entries X

During intersection operation, observe the conflict monitor indicators and/or display screen to verify sensing of all indications and proper monitor settings

X

Verify operation of conflict monitor – remove load switch to create red fail and observe response of monitor

X

Test conflict monitor by a computerized conflict monitor tester; replace monitor if it fails test X

Test the cabinet wiring and harnesses by using a jumper wire and pulling the load switch, if cabinets are frequented by rodents that chew on electrical wires/cables

X

Controller Unit (Electromechanical)

Check time, phasing and sequencing settings X

Check dial assembly for wear, burned contacts, key positions X

Check cam assembly for wear, cracks, burned contacts, tension on contacts X

Clean and lubricate cam assembly X

Controller Unit (NEMA, Type 170, Type 2070, ATC)

Check time, phasing and sequencing settings (verify input time versus approved timing, including coordination and time-of-day parameters; yellow & red clearance intervals)

X

Run internal diagnostic routine on the controller X

Upload controller timing and parameters via laptop; place copy in controller X

Check response to detector input X

Check indicator lamp and replace if burned out X

Check real time on clock X

Upgrade controller firmware to most current version, and also as appropriate to address items affecting operational efficiency and safety

X

If a master controller, check that is it operating appropriately, and signals are coordinated X

Disconnect controller from master (if applicable) and check that the signal goes into backup or free operation

X

Verify that the permittee is on the manufacturers’ mailing or email list so that they are notified of software or firmware upgrades

X

Check the time provided for the pedestrian crossing. Any noticeably short timing for safe pedestrian crossing of the street should be reported and addressed.

This space intentionally left blank.

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Preventative Maintenance - Systems and Communications

Systems and Communication

6 Months 12 Months As Required

Perform preventative maintenance in accordance with the manufacturer’s recommendations X

Check operation of the communication system Verify that communications between all system components is functioning Verify function of system components, including modems, ethernet/ethernet bridges, managed network switches, transmitter/receivers, antennas, servers, and system software

Check master controller X

Check time-based coordinator unit; verify time clock is accurate and that it is adjusted for daylight savings time

Check communication cables and connections X

Check mounting hardware X

Verify integration with Department’s Unified Command & Control (UCC) where applicable X

Verify consistency between system database and controller databases, and ensure all databases match the approved permit

Check overhead communications cables; verify that trees or vegetation are not encroaching on aerial lines. Address as necessary.

Check fiber optic cable If aerial, check from where it is connected at the trunk line, check that all coils are secure and at the proper bend radius If attached to a wood pole, check that the drop and u-guard are secure In the controller cabinet, open the patch panel and check all tip connections

Check wireless signal strength Test wireless signals at each intersection to verify they are operating within limits Adjustments shall be made to correct any deficiencies found in the communications system; including trimming of trees/vegetation that may be interfering with signal reception

Preventative Maintenance - Electrical Distribution

Electrical Distribution

6 Months 12 Months As Required

General

Measure service voltage X

Check physical condition of meter and power service disconnect box. Disconnect box should be properly locked and free of rust.

Check Service Receptacle (check GFCI receptacle on power distribution panel: replace if necessary)

Check wire and cable X

Check wire connectors X

Inspect all splices in each traffic signal pole base and handhole to verify they are all solidly connected and not degraded. If deterioration is identified, re-splice using splices consistent with National Electric Code (NEC) for wet environments.

Visually check the condition of the traffic signal cable for dry rot, nicks, cuts or other damage to the outer jacket insulation; perform resistance and continuity tests, if required)

Check all overhead cables and connections X

Check that signal cable is not rubbing against cable outlet (free-swinging, end-mounted signals only)

Test for grounding, corrosion, and loose connections. Verify fuses or power breakers are functioning.

Check relays and lightening arrestor for burned or pitted contacts X

Check the integrity of lightning arrestor X

Check all surge protectors for critical applications of controls or signals that exit or enter the cabinet, and the power supply. Includes: detectors, pedestrian pushbutton loops, service loops, communication systems, etc.

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Electrical Distribution

6 Months 12 Months As Required

Grounding and Bonding

Check ground rod, clamp, and ground wire connections X

Check that each pole, metal conduit, metal junction box, and other required metal components are properly electrically bonded

Check controller cabinet neutral and grounding bus X

Check the ground rod, clamp connection, and bonding of conduits (secure all straps and rod connections)

Check ground bushings and lugs (check grounding bushings on rigid metallic conduit; replace as necessary) X

Handhole - check ground rod, clamp and ground wire connections X

Junction Boxes and Conduit

Check that junction boxes are sealed from water with securely seated covers X

Clear lip of junction box cover to ensure proper seating of cover; tighten cover bolts if present X

Inspect inside the junction box for abnormal amounts of water or water damage. If water is present, take measures to drain by installing weep holes.

Any junction boxes visibly cracked should be sealed or replaced X

Replace any covers that are cracked or don’t fit & seal properly X

Check junction boxes for proper grade and any surrounding ground erosion that could draw water; note any deficiencies

Clear debris and/or overgrowth around junction box X

Check visible conduit (check above ground conduit for damage; replace damaged and/or missing conduit straps)

Check for any exposed ground conduit.

If conduit is undamaged, bury it If conduit is crushed or cracked, it needs replaced and buried

Fix any repairable penetrations of conduit which are damaged by equipment as follows:

Sealed with electrical putty or an approved sealant as recommended by the cable or conduit manufacturer and in a manner that does not damage the cable Insert grade 3 or 4 stainless steel wool in the conduit before the sealant to prevent rodent infestation

Check the wiring insulation for damage which could cause electrical shorts X

Emergency Generator Connection

Inspect the disconnect enclosure, transfer switch, surge protection, and connector cable assembly.

Check that the connector cable is Sufficient length to allow the attachment of an external power source in accordance with the latest NEC Compatible with the municipal generator and has neoprene all weather flexible protective boots on each end

Check operation of the traffic signal for a minimum of five minutes using a municipal generator and provided cord

Test the electrical automatic relay switch over X

Uninterruptible Power Supply (Battery Back-up)

Test the UPS in accordance with the manufacturer's specifications to verify that it is working properly

Test battery(s) for loss of charge – replace every 3 years X

Check Uninterruptible Power Supply X

Verify automatic transfer switch operation X

Verify incoming line voltage X

Verify DC output to batteries X

Verify AC output on inverter X

Check electrical connections X

Test system via simulated power outage at cabinet X

Record events and run time either saved on UPS unit manually or uploaded to laptop X

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Preventative Maintenance - Signal Heads

Signal Heads

6 Months 12 Months As Required

General

Check vehicle and pedestrian indications X

Check optically programmed signal heads X

Check lane use control signal heads X

Check alignment of vehicular signal heads (aim toward center of approach at a point approximately 150 feet in advance of stop bar)

X

Check alignment and visibility restrictions of optically programmed heads and heads w/ louvers to verify they are operating properly with desired viewing intent X

Signal Heads

6 Months 12 Months As Required

Check alignment of pedestrian signal heads relative to the crossing they serve X

Check visibility of traffic signal indications to verify that advance signs, foliage, overhead utilities, etc. do not impair visibility. Schedule one of these semi-annual checks when leaves are present. Overhanging trees which block signal indications shall be trimmed in order to meet the visibility requirements in MUTCD Section 4D.12.

Check horizontal lane-positioning of vehicular signal heads/signs to verify they are mounted according to Traffic Signal Permit

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