2023200037_A1_Traffic Signal and Streetlight Maintenance_ITB.pdf

Invitation to Bid

Traffic Signal and Streetlight Maintenance

Solicitation Number 2023200037

Due Date and Time:

Wednesday, January 11, 2023 at 2:30 PM

CITY OF EUGENE

Central Services Finance Division/Purchasing

100 West 10th Avenue, Suite 400 Eugene, Oregon 97401

Telephone: (541) 682-5055 The Purchasing Office is currently closed to the public.

ITB 2023200037 Traffic Signal & Streetlight Maintenance Page 2

I. INVITATION TO BID

INVITATION TO BID

Solicitation Number ITB 2023200037 Notice to Suppliers Pursuant to ORS 279B.055 and City of Eugene Administrative Order 44-14-08F, Public Contracting Rule (City Rule) 137-047-0255, sealed bids for Traffic Signal and Streetlight Maintenance Price Agreements for the City of Eugene will be accepted by the Purchasing Office until Wednesday, January 11, 2023 at 2:30 PM. Bids will be opened immediately thereafter and publicly read aloud in a Microsoft Teams meeting. Bids will not be accepted after the bid closing time and date. Bids shall be valid for sixty (60) days after opening unless otherwise specified in the bid specifications. This Invitation to Bid (ITB) does not commit the City to pay any costs incurred by any bidder in the submission of a bid.

Project Description In general, work includes providing on-call and scheduled maintenance services for the City’s traffic signal and streetlight systems. The City intends to establish two (2) one-year contracts, one primary and one secondary, with four (4) optional one-year extensions, as a result of this solicitation.

Solicitation Documents Solicitation documents may be examined electronically by logging in to OregonBuys. To view City of Eugene solicitations:

• Scroll to Supplier Activities

• Click the Open Bids icon

• Click the Advanced Search button

• Click Select Organization

• Select City of Eugene

• Click Search\Click the Bid Solicitation # to view solicitation details and documents

A copy of the Solicitation may be also be obtained by emailing the Purchasing Analyst shown below.

Proposers should submit their Proposals through OregonBuys before the due date and time specified. Proposers who need assistance with OregonBuys can contact the Supplier Help Desk at support.oregonbuys@oregon.gov or 1-855-800-5046. Contact the Purchasing Analyst below if a proposal cannot be submitted via OregonBuys.

Prevailing Wages This solicitation includes public works project work which may be subject to ORS 279C.800 to 279C.870. All bidders are required to consult the BOLI publication for Prevailing Wage Rates for Public Works Contracts in Oregon Subject to State PWR Law and all subsequent amendments. The rates in effect shall be as in BOLI publication dated July 1, 2022 at https://www.oregon.gov/boli/employers/Pages/prevailing-wage-rates.aspx.

Dated: December 12, 2022

Noel Dietz, NIGP-CPP, CPPB Purchasing Analyst City of Eugene ndietz@eugene-or.gov https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGExNjI0OWQtMThjYy00MGFkLWJmM2ItNDJhMDVjZjVlOTNh%40thread.v2/0?context=%7b%22Tid%22%3a%220c0d3453-aa1d-41bc-8aa3-5c843d4ca0e8%22%2c%22Oid%22%3a%22c6038ee0-bce1-46f5-a70d-ad19d798dd2d%22%7d https://oregonbuys.gov/bso/ https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://oregonbuys.gov/bso/ https://oregonbuys.gov/bso/ mailto:support.oregonbuys@oregon.gov https://www.oregon.gov/boli/employers/Pages/prevailing-wage-rates.aspx mailto:ndietz@eugene-or.gov

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II. INSTRUCTIONS TO BIDDERS

1.0 BID FORM

1.1 Bids shall be submitted on forms identical to those forms provided by the City. The bidder shall make no alterations or additional stipulations on the bid form nor qualify the bid in any other manner. Alteration of any part of the bid form content will cause the bid to be considered non-responsive.

1.2 All available fields on the bid form shall be filled in electronically, by typewriter or manually, in ink. Mistakes must be crossed out and corrections typed or written in ink and initialed by the party signing the bid. No erasures are permitted. The omission of any required information or forms may invalidate a bid.

1.3 Complete sets of bid documents shall be used in preparing bids.

2.0 SUBMISSION

2.1 Offerors will submit their bids through OregonBuys before the due date and time specified. Offerors who need assistance with OregonBuys can contact the Supplier Help Desk at support.oregonbuys@oregon.gov or 1-855-800-5046, or contact the Purchasing Analyst listed for this solicitation.

2.2 Offeror is responsible for submitting their bid prior to the closing time and date. Late bids will not be accepted. The City is not responsible for any delays caused by computer/software issues.

2.3 Oral, telephonic, telegraphic, faxed, or emailed bids will not be considered unless approved prior to submission.

3.0 BID MODIFICATIONS

Any questions, clarifications, modifications, or substitutions of the specifications or contract shall be delivered to the Purchasing Analyst via email conformance with City Rule 137-047- 0440(1), and no less than five (5) calendar days PRIOR to the solicitation closing, and submitted separately from the solicitation response. Contents of questions, clarifications, modifications, or substitutions should include a reference to the page or item being addressed, the reason and any proposed alterations. Questions, clarifications, modifications, or substitutions included with the response to the solicitation may cause it to be considered non-responsive.

4.0 OR EQUAL

4.1 Whenever a process is designated or a manufacturer’s name, brand, or item is designated or described, it shall be understood that the words, “or equal” follow such name, designation, or description, whether in fact they do so or not, unless no substitution is stated in the specifications. Items bid other than specified must be determined by the Purchasing Analyst as an approved equal. Submit to the Purchasing Analyst their intent to bid an approved equal no later than five (5) calendar days prior to the bid closing. Include detailed specifications, cut-sheets, and modifications necessary that would make the proposed item equal to the desired specifications.

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://oregonbuys.gov/bso/ mailto:support.oregonbuys@oregon.gov

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4.2 Approval of alternate materials and equipment shall rest solely with the City and all bidders shall be notified of such approval by addenda prior to the bid opening.

5.0 SOLICITATION PROTESTS

If a prospective bidder believes that the procurement process is contrary to law or that this solicitation document is unnecessarily restrictive, is legally flawed or improperly specifies a brand name, the prospective bidder may file a protest with the City. Protests must be submitted in writing to the City’s Purchasing Manager, no less than ten (10) days prior to solicitation closing. The protest should be delivered in an envelope that is clearly identified as a protest, marked with the protester’s name and sufficient information to identify the solicitation being protested. The protest may also be emailed to Eugene.Purchasing@ci.eugene.or.us, clearly identified as a protest and identifying the solicitation being protested. Faxed protests shall not be accepted. The Purchasing Manager shall consider the protest if it is timely filed in accordance with City Rule 137-047-0730 and contains the following information: 1) sufficient information to identify the solicitation that is the subject of the protest; 2) the grounds that demonstrate how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive, is legally flawed or improperly specifies a brand name; 3) evidence or supporting documentation that supports the grounds on which the protest is based; and 4) the relief sought. The Purchasing Manager shall issue a decision on the protest no fewer than three (3) business days before the solicitation closing, unless a written determination is made by the Purchasing Manager that the public interest requires a shorter time limit.

6.0 ADDENDA AND INTERPRETATIONS

6.1 Statements by City staff or its representatives are not binding on City, unless confirmed by written addendum. Addenda will issue and proposers shall receive addenda per City Rule 137-047-0430, and as follows: City will not mail notice of addenda, but will publish any addenda on OregonBuys. Addenda may be downloaded from OregonBuys. Proposers should frequently check OregonBuys until closing (i.e., at least once weekly until the week of closing, and at least once daily the week of the closing period).

Any and all responses to a properly submitted Request for Clarification or Change Form will be provided via addenda, as set forth above.

6.2 Any written addendum issued which includes changes, corrections, additions, interpretations, or information and issued in accordance with City Rule 137-047- 0430(3) shall be binding upon the bidder.

7.0 WITHDRAWAL

Bids may be withdrawn by written notification on company letterhead signed by an authorized person and received prior to the time and date set for bid closing or as otherwise authorized by City Rule 137-047-0440.

8.0 NONDISCRIMINATION

Submittal of a bid in response to this ITB evidences bidder’s agreement that, in performing the work called for by this ITB and in securing and supplying materials, bidder has not and will not discriminate against: 1) any person on the basis of race, color, religious creed, political ideas, sex, age, marital status, physical or mental handicap, national origin or ancestry unless the reasonable demands of employment are such that they cannot be met by a person with a particular physical or mental handicap; and 2) a subcontractor in the mailto:Eugene.Purchasing@ci.eugene.or.us https://oregonbuys.gov/bso/ https://oregonbuys.gov/bso/ https://oregonbuys.gov/bso/ http://www.eugene-or.gov/DocumentCenter/View/20631 http://www.eugene-or.gov/DocumentCenter/View/20631

ITB 2023200037 Traffic Signal & Streetlight Maintenance Page 5 awarding of a subcontract because the subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or a business enterprise that is owned, controlled by, or that employs a disabled veteran as defined in ORS 408.225.

9.0 PREPARATION OF BIDS

Bidders are expected to examine the specifications, schedules, and all instructions. The City is not liable for costs associated of preparation of bids in response to this ITB.

10.0 EMPLOYEES NOT TO BENEFIT

No employee or elected official of the City of Eugene shall be permitted to receive any share or part of this contract or any benefit that may arise therefrom.

11.0 CITY FURNISHED PROPERTY

No material, labor or facilities will be furnished by City unless otherwise provided for in this

ITB.

12.0 INTERGOVERNMENTAL COOPERATIVE PURCHASING STATEMENT

The City grants to any Oregon public governmental agencies authorization to establish contracts or price agreements under the terms, conditions and prices of any contract between the awardee and the City resulting from this ITB.

13.0 RESERVED RIGHTS

The City reserves the right:

A. To reject any bid not in compliance with all prescribed public bidding procedures and requirements.

B. To reject for good cause any or all bids upon the City’s written finding that it is in the public interest to do so.

C. To reject any and all bids not meeting or differing from the specifications set forth herein.

D. To waive any or all informalities in the bids submitted.

E. To consider the competency and responsibility of bidders in making any awards.

F. In the event that two or more bids are identical in price, fitness, availability and quality, award shall be made in accordance with City Rule 137-046-0300.

G. In the event any bidder or bidders to whom a contract is awarded shall default in executing said formal contract or in furnishing a satisfactory performance bond within the time and manner herein after specified, to re-award the contract to another bidder or bidders.

H. To extend the deadline for submitting bids, in according with City Rule 137-047-0430(3).

I. To negotiate additions or deletions to goods and services requested.

14.0 RECYCLABLE PRODUCTS

Bidders shall use recyclable products to the maximum extent economically feasible in the performance of the contract work set forth in this document, provided said recycled materials

ITB 2023200037 Traffic Signal & Streetlight Maintenance Page 6 meet all applicable standards. Preference for such recycled materials shall be given pursuant to City Rule 137-046-0320.

15.0 CONSIDERATION OF BIDS

15.1 Bids will be opened publicly at the City of Eugene Purchasing Office, 100 West 10th Avenue, Suite 400, Eugene, Oregon 97401 at the due date and time indicated in the ITB or any extension thereof made by addendum. Bidders and other interested parties are invited to be present at the bid opening; however, the identity of the successful bidder will not be determined at the bid opening time.

15.2 It is the intent of the City to award a contract to the lowest responsible bidder provided the bid has been submitted in accordance with the requirements of these bidding documents and does not exceed the funds available. Consistent with the provisions of the bid documents, award may be made by item, groups of items, or the entire bid upon the City’s determination that it is in the public interest to do so.

15.3 In determining the lowest responsible bid, the City shall, for the purpose of awarding the contract, add a percent increase to the bid of a nonresident bidder equal to the percent, if any, of the preference given to that bidder in the state in which the bidder resides. The City shall rely on the Oregon Department of Administrative Services’ published list of states, which gives preference to in-state bidders to determine the percent increase to be added.

15.4 The City shall give preference to materials and supplies manufactured from recycled materials when available at a cost no greater than five (5) percent above the cost of comparable products manufactured from virgin materials. Subsequent contract or purchase order award will be based on these criteria, and may contain applicable standard contract provisions as required by law.

15.5 The City shall provide written notice by email, regular mail, or facsimile of the City’s intent to award the contract. Award shall not be final until the later of the following:

a. Seven (7) calendar days after the date of the Notice of Intent to Award; or

b. City provides a written response to all timely filed protests, if any, that denies the protest and affirms the award.

Bidders may protest the notice of intent to award the contract in accordance with City

Rule 137-047-0740.

16.0 CONTRACT AWARD

Submittal of a bid evidences bidder’s intent to execute and be bound by the terms of the attached contract. Negotiation will be conducted only as allowed by City Rule 137-047- 0600. After award of the contract, City and Contractor may only modify the contract in accordance with City Rule 137-047-0800.

17.0 MATERIAL PURCHASES

17.1 The price offered must be exclusive of any sales, purchaser, or consumer tax. Tax exemption certificates will be furnished upon request. Packing and transportation expenses are the responsibility of the bidder. All prices bid must be F.O.B.

Destination, Freight Prepaid and Allowed, delivered and unloaded at delivery address listed.

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17.2 Include complete standard warranty information and factory specifications on the equipment offered. For the warranty, include the length of time, covered components, repair site (city or contractor site) and availability of parts and service not covered under the warranty. If an extended warranty is available, include the details of the extended warranty.

18.0 PUBLIC RECORDS

18.1 This ITB and one copy of each original bid received in response to it, together with copies of all documents pertaining to the award of a contract, shall be kept by the City of Eugene Purchasing Office and made a part of a file or record which shall be open to public inspection. If a bid contains any information that is considered trade secret under ORS 192.345(2), each sheet of such information must be marked with the following;

“This data constitutes a trade secret under ORS 192.345(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS 192.”

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance.” ORS 192.345(2). Therefore, non-disclosure of documents or any portion of a document submitted as part of a bid may depend upon official or judicial determinations made pursuant to the Public Records Law.

18.2 The above restrictions may not include cost or price information which must be open to public inspection.

19.0 PUBLIC WORKS BOND

Before starting work on a project, a contractor or subcontractor, unless exempt under ORS 279C.800 to 279C.870, shall file with the Construction Contractors Board a Public Works bond in the amount of $30,000 with a corporate surety authorized to do business in the state of Oregon. Before starting work on a contract for a public works project, the contractor shall provide the City with a written statement certifying contractor and any subcontractor have filed a public works bond as required above.

20.0 PUBLIC WORKS ADDITIONAL INSTRUCTIONS

20.1 All requested alternates shall be bid. If no change in the base bid amount is required, enter “No Change.”

20.2 Where two or more bids for designated portions of the work have been requested, the bidder may, without forfeiture of its bid security (if required), state its refusal to accept an award of less than the combination of the bids stipulated by the bidder.

20.3 The City may not receive or consider a bid for a public improvement contract unless the bidder is licensed by the Construction Contractors Board. The City will check the Construction Contractors Board (CCB) list of vendors not qualified for Public Improvement contracts to verify that the lowest bidder is eligible for public improvement contracts. The lowest bidder will also be evaluated to determine if it meets standards of responsibility. A responsibility determination form required by the Construction Contractors Board will be completed by the City and submitted to the CCB within 30 days of award of the contract.

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20.4 The price offered must be exclusive of any sales, purchaser, or consumer tax. Tax exemption certificates will be furnished upon request. Packing and transportation expenses are the responsibility of the bidder. All prices bid must be F.O.B.

Destination, Freight Prepaid and Allowed, delivered, and unloaded at delivery address listed.

20.5 Include complete standard warranty information and factory specifications on equipment offered. For the warranty, include the length of time, covered components, repair site (city or contractor site) and availability of parts and service not covered under the warranty. If an extended warranty is available, include the details of the extended warranty.

21.0 PUBLIC WORKS REQUIRED SUBMITTALS

21.1 Drug Testing Certificate. Bidder is required to submit a completed Drug Testing Certificate with its bid. The bidder must state that it has and will maintain during the performance of the contract, an employee drug testing program.

21.2 First Tier Subcontractor Disclosure. Bidders are required to disclose information about certain first-tier subcontractors when the contract value for a Public Improvement is estimated by the Contracting Agency to be greater than $100,000 (see ORS 279C.370). Specifically, when the contract amount of a first-tier subcontractor furnishing labor or labor and materials would be greater than or equal to: (i) 5% of the project Bid, but at least $15,000, or (ii) $350,000 regardless of the percentage, the Bidder must disclose the following information about that subcontract either in its Bid submission, or within two hours after Bid Closing:

(1) The subcontractor's name,

(2) The category of Work that the subcontractor would be performing, and

(3) The dollar value of the subcontract.

If the Bidder will not be using any subcontractors that are subject to the above disclosure requirements, the Bidder is required to indicate "NONE" on the accompanying form.

THE CONTRACTING AGENCY MUST REJECT A BID IF THE BIDDER FAILS TO

SUBMIT THE DISCLOSURE FORM WITH THIS INFORMATION BY THE STATED

DEADLINE (see Rule 137-049-0360).

21.3 Certificates of Insurance. The successful bidder shall, prior to the execution of the contract, furnish certificates of insurance covering the required insurance specified in the specifications and contract. Certificates of Insurance shall be delivered to the City contact identified in the notices section of the contract.

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III. SUSTAINABILITY & SOCIAL EQUITY

The City is interested in products and services that have a reduced impact on human health and the environment and that more fully support communities and economies when compared to competing products and services serving the same purpose. For more information regarding sustainability in procurement and related City policy and plans, please refer to the City’s Sustainable Purchasing website at http://www.eugene-or.gov/sustainpurch. The awardee will be expected to support the City’s goals by implementing the following strategies where applicable.

1.0 WASTE REDUCTION

Pursuant to City Zero Waste efforts, the City aims to prevent waste where possible. In order to increase efficient use of resources, the awarded bidder shall adhere to the following items as applicable.

1.1 Unnecessary packaging for goods, beyond packaging compliance or practical safe shipping methods, shall be reduced. Bidder to ship goods utilizing one or more of the following methods:

a. Ship products in reusable, refillable, or returnable containers. For example, reusable trays or totes, which can be stored and returned;

b. Minimal packaging material used inside containers. This includes eliminating or reducing the amount of non-recyclable bubble wrap, foam pellets or other like material;

c. Eliminate non-essential parts of packaging, such as individual wrapping of components;

d. Use packaging made with recycled content, biodegradable, and/or non-toxic materials.

e. No point of purchase material or promotional literature.

1.2 The awarded bidder is to duplex all paper materials that are prepared for the City under the contract, whether such materials are printed or copied, except when impracticable to do so due to the nature of the product being produced.

1.3 Contractor is expected to prevent, reduce, recycle or otherwise divert waste generated from the provision of services procured by the City. City may request information about diversion tactics utilized and quantities of waste materials diverted.

2.0 IDLING REDUCTION

2.1 In the interest of reducing air and noise pollution and promoting energy conservation, all gasoline and diesel powered vehicles and equipment shall be idled only as necessary to perform the required duties, including delivery, and for the essential function(s) of the equipment. A driver of a vehicle must turn off the engine upon stopping at the destination, and must not cause or allow an engine to idle at any location for more than 20 seconds. This idling policy applies except in the following situations:

a. The health and safety of employees, sub-contractors or public is compromised in turning off the vehicle.

b. The engine is required to power auxiliary equipment (e.g. hoist, lift platforms, hydraulic tools, inverters, compactors, medical equipment, specialized public safety radio communication and computer systems, etc.)

c. Vehicle/equipment manufacturer requires additional idle time for warm up or cool down for efficient and proper mechanical or functional operation of the unit.

http://www.eugene-or.gov/sustainpurch

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3.0 ENVIRONMENTALLY PREFERRED PRODUCTS

To promote and encourage environmentally sustainable practices for companies doing business with the City, the City requests vendors under City contract use environmentally preferable products in production of City work products.

3.1 The awarded bidder should use environmentally preferable materials that meet performance requirements wherever practical in the fulfillment of this agreement.

Environmentally preferable products and services have characteristics that include but are not limited to the following:

• Energy Efficient

• Reusable or upgradeable

• Recyclable

• Contain post-consumer recycled materials

• Produce fewer polluting by-products and/or safety hazards during manufacture, use or disposal, and/or

• Are certified by an independent accredited third party program such as

EcoLogo or ENERGY STAR.

3.2 The City desires the use of post-consumer recycled content, chlorine-free paper to encourage environmentally preferable practices for City business wherever practical in the fulfillment of the scope of work.

4.0 SOCIAL EQUITY

Economic prosperity through diversity and collaboration is fundamental to the Equity in Contracting program. Part of Eugene’s City Council Vision states that we will “Encourage a strong, sustainable and vibrant economy, fully utilizing our educational and cultural assets, so that every person has an opportunity to achieve financial security.”

The program aims to reduce barriers for local, small, minority and women-owned businesses to leverage all that our community has to offer, strengthening the business community as a whole.

The City supports the utilization of Minority, Women, Emerging Small Businesses (M/W/ESB), local businesses, Disadvantaged Business Enterprises and Oregon Forward Contractors (OFC) at both a prime and subcontracting and/or supply chain level. The City encourages eligible suppliers to gain certification and encourages the awarded proposer to use the following voluntary practices to promote open competitive opportunities for disadvantaged businesses in the fulfillment of the scope of work:

a. Access lists of certified minority, women, emerging small business or disadvantaged business enterprises from the Certification Office of Business Inclusion and Diversity (COBID) by visiting their website at:

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp to find certified businesses from whom to procure products or services.

b. Visit the Oregon State Oregon Forward Program website at http://ofp.dasapp.oregon.gov/ to search for Oregon Forward Program contractors from whom to procure products or services.

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp http://ofp.dasapp.oregon.gov/

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IV. ANTICIPATED BIDDING SCHEDULE

The following is the anticipated schedule for submission and review of bids and award of the desired contract. This schedule is subject to change by the City in its sole discretion. Any change to the bid submittal deadline will be done by an addendum to this ITB.

ACTIVITY DATE

Invitation to Bid advertises .................................................................. December 12, 2022

Last date to request changes, clarifications ...................... December 22, 2022 at 4:00 PM

Last date for solicitation protest ........................................ December 30, 2022 at 4:00 PM

Deadline for issuing addenda to ITB ........................................................ January 6, 2023

Bid Closing & Public Opening of bids ............................. January 11, 2023 at 2:30 PM

Notice of Intent to Award ................................................... no later than January 31, 2023

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V. REQUIREMENTS / SPECIFICATIONS

INTRODUCTION

The City of Eugene (City) is seeking qualified contractors (Contractors) to provide on-call and scheduled maintenance and repair of the City’s traffic signals and streetlights. The City intends two award two (2) contracts, one primary and one secondary, for this work. The primary contract will be awarded to the lowest responsible bidder. Contractor shall have a flexible organization capable of performing multiple assignments simultaneously for both emergency and non-emergency calls for service, henceforth called “service call”.

TERM OF AGREEMENT

The City intends to establish two (2) one-year contracts, one primary and one secondary, with four (4) optional one-year extensions, as a result of this solicitation. The secondary contractor will be utilized in the event the primary contractor is unable to perform the work.

BASIS OF AWARD

Award will be based on total highest points after making the computation of the rates as follows:

The lowest rate for each sample service call shall be awarded the maximum points, while the next lowest shall receive a percentage of the maximum points.

Contractors will be able to earn a maximum of 100 points for Sample Service Call 1 and 10 points will be available for Sample Service Call 2. The contractor with the lowest bid will receive 100% of the cost points. Each of the other contractors will receive points as a percentage of the lowest bid.

For example, for Sample Service Call 1, contractor #1 bids $100.00, contractor #2 bids $125.00, and contractor #3 bids $200.00. Scoring for Sample Service Call 1 would be as follows:

o Contractor #1 would receive the maximum of 100 points.

o Contractor #2 would receive 80 points: $100.00 divided by $125.00 equaling 80% of the

100 possible points.

o Contractor #3 would receive 50 points: $100.00 divided by $200.00 equaling 50% of the

100 allowable points.

PRICING CONDITIONS

All pricing and discounts shall be firm for the first year of the contract period. Proposer may submit proposed pricing and discount revisions to the Project Manager thirty (30) days in advance of a proposed change. The Proposer must provide adequate documentation detailing the factors that require the change, including manufacturers’ price lists, with any proposed increases. All changes must be approved by the City prior to taking effect.

SCOPE OF WORK

The goal of this solicitation is to identify qualified Contractors who can be readily available to provide miscellaneous maintenance, testing, repair or alterations to the City’s traffic signal and streetlight infrastructure on an as-needed basis. Services include, but are not limited to:

• Traffic signal maintenance and repair

• Traffic device maintenance and repair (speed radar signs, RRFB’s, etc.

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• Special traffic signal construction projects including but not limited to:

o Installation of traffic signal infrastructure including:

Signal poles Signal arms Signal cabinets Service cabinets o Communications infrastructure instillations/modifications Interconnect Fiber optic Microwave radar

• Repair of damages resulting from collisions such as signal pole and cabinet knockdowns:

o Repair of damages from natural disasters.

o Replacement of equipment that has failed due to age or deterioration.

o Repair of conduit and conductors damaged by construction activities.

o Additional extraordinary maintenance will include modifications and upgrades to traffic signal equipment as directed by the City.

o Replacement of failed detector loops.

o Response to all Underground Service Alert (USA) requests/notices (utility locates) relating to traffic signals and safety lights.

o Installation of temporary traffic cameras.

• Additional work such as:

o Excavation Including use of Vac Trucks o Sidewalk panels removal and replacement o Foundations

Signal poles Pedestrian poles Streetlight foundation o ACP patching

• Streetlight maintenance and repair

• Streetlight projects including but not limited to:

o LED conversions of corridors o Pole replacements o NEC violation alterations

As the City identifies the need for services, City staff will contact the primary contractor to perform the work. If the primary contractor does not have the capacity or capability to perform the work, the City will contact the secondary contractor. The issuance of this contract does not guarantee work with the City of Eugene. The following shall be a requirement of the awarded contract.:

1. Contractor shall pre-select and identify to the City the name(s) of journeyman electrician(s) that shall be dispatched and respond to a service call. All identified journeyman electrician(s) shall be required to complete and pass a background check through the City prior to any access to City maintained records, and equipment. Upon a

ITB 2023200037 Traffic Signal & Streetlight Maintenance Page 14 background check pass completion, identified journeyman technician(s) shall be fingerprinted and issued an identification badge. The badge shall be continuously displayed, on the outermost garment, above the waist level by the badge issued journeyman technician at all times when entering or working within a City owned or maintained facility. Any violation of this requirement may result in the revocation of issued badge, as well as termination of the service call and/or contract agreement.

2. Contractor shall provide all equipment, materials, and labor necessary to complete the requested project as directed by City. Any rental equipment that the Contractor may require to complete the request project shall be approved by the City in advance.

3. Unless mutually agreed upon by Contractor and City, Contractor shall be responsible to obtain all necessary permits for inspections, tests and/or other regulatory services required for the completion of the requested work. Contractor shall abide by all local, City, State, and Federal regulatory codes and standards for any work performed under this contract. Violation of such codes and standards may result in the termination of the “service call” and/or contract agreement.

a. Where no regulatory code or standard is specified for such work or materials, Contractor shall acquire a written ruling from the authority having jurisdiction prior to installation.

b. Any unsatisfactory work done, or materials furnished, at whatever time they may be discovered, shall be immediately removed and/or satisfactorily replaced by Contractor when notified to do so by the City.

c. If Contractor neglects or refuses to remove such unsatisfactory work or materials within the timeframe requested, the City may cause said work or materials to be removed and/or replaced to the satisfaction of the City by contract or otherwise and expense thereof shall be charged to the Contractor. Such expense shall be deducted from any monies due or to become due the Contractor under the contract.

4. Contractor shall provide the City with contact information (name, phone number, email, etc.) for the purpose of dispatching non-emergency service call requests during the normal working hours of 07:00 AM – 03:30 PM, Monday through Friday. Answering machines are not acceptable as points of contact. Contractor shall respond to a request for a non-emergency service call within the interval specified in the contract between Contractor and City. Violation of this response time may result in the termination of contract.

5. Contractor shall provide the City with contact information (name, phone number, email, etc.) for the purpose of dispatching emergency service call requests outside of normal working hours (including weekends and holidays). Contractor shall respond to a request for an emergency service call within the interval specified in the contract between Contractor and City. Violation of this response time may result in the termination of contract.

a. For the purpose of this contract, an emergency is defined as any condition(s) which is a threat to health, welfare or safety of people and/or property or condition that will affect an essential service(s) as determined by the City; and also applies to any event in which the City Manager has declared a “State of Emergency”.

b. In the event the Contractor performs work during days and times other than Monday – Friday, 07:00 AM – 03:30 PM (including state recognized holidays), ITB 2023200037 Traffic Signal & Streetlight Maintenance Page 15

Contractor shall charge no more than the hourly overtime rate as listed in the Contractor’s proposal for the individual performing the service. This rate shall only be charged with prior authorization from the City’s authorized representative.

6. Contractor agrees that all work shall be scheduled at the convenience of the City and that all work shall be performed in a manner that does not interfere or inhibit the function of any City essential service and/or operation. Contractor may be held liable for any loss of service and/or operation that the City deems essential and, upon violation, may result in the termination of “service call” and/or contract.

7. Hours paid under this Contract shall be for productive hours at the job site only but may include reasonable travel time to job site from Contractor’s listed place of business.

Indirect costs for overhead are not billable separately and such costs shall be included in the Contractor’s proposed rates. Overhead includes but is not limited to profit, project estimating, office support, mobilizing to and from job site, material acquisition and supervision.

8. Apprentice or trainee labor may be used if Contractor provides separate labor rate(s) within proposal. When apprentice or trainee labor is used, a journeyman technician shall be on the job site supervising apprentice or trainee work at all times.

9. Contractor shall not use subcontractors, day laborers, etc., without the express written permission of the authorized City representative.

10. Contractor is responsible to maintain a clean and safe work area at all times. All debris generated by the Contactor shall be removed by the Contractor at the end of each workday and disposed of in a manner consistent with state law. The Contractor shall be liable for any damage to person or property caused by loose debris from their work site.

11. Contractor shall respond to request for estimates for non-emergency work within (48) hours and provide written estimates within (5) days of the original request. These estimates shall include the estimated number of labor hours, type of employee(s) required, hourly rate for each employee, and estimated material costs. All written estimates shall be sent via email only.

ITB 2023200037 Traffic Signal & Streetlight Maintenance Page 16

VI. FORMS TO SUBMIT WITH BID

STANDARD BID FORM

Solicitation Number ITB No. 2023200037

Opening Date: Day, Date, Time

I, the undersigned, an authorized representative of certify the following: (Company Name)

Acknowledgement of terms, conditions and specifications

1. The bidder represents that bidder is properly licensed and adequately experienced, equipped, organized and financed to furnish and deliver the equipment specified and perform the services required.

2. The bidder has carefully checked the figures entered in the Form, has carefully reviewed for accuracy all statements in this bid and attachments, and agrees that the City will not be responsible for any errors or omissions of the bidder in preparing this bid. The bidder agrees that this bid may not be revoked or withdrawn for sixty (60) calendar days after the date on which bids are received.

3. Contract Execution; Performance Bond. The bidder agrees that if this bid is accepted it will, within ten (10) calendar days after having received the Notice of Award, execute and return to the City the Contract in the form included in the Contract Documents and will, at or before that time, deliver the Performance Bond and insurance documentation as required.

4. Addenda. The bidder acknowledges that it has received the following Addenda No(s):

and agrees that all addenda issued are a part of the Contract Documents and have been considered in preparing this bid. (Bidder: insert the number of each addendum received; if no addenda were received, write “NONE” in the space.)

Compliance with Laws Bidder hereby agrees to comply with all applicable Oregon public contracting code provisions, as more specifically described in the attached contract and associated Exhibit A. Bidder attests that it complied with the applicable state and local tax laws including, but not limited to, ORS 305.385, ORS 305.620, ORS chapters 316, 317, and 318 for no fewer than six years into the past from signature and will continue to comply with the tax laws during the term of this contract.

____ initials.

Access to Plant or Place of Business Bidder agrees that the City may enter a contractor’s or subcontractor’s plant or place of business during normal business hours for the following purposes: inspect and/or test supplies or services for acceptance by the City pursuant to the terms of the Contract, and investigate the bidder’s minority business certification or other bidder qualifications.

Residency Bidder is _____ is not _____ an Oregon Resident Bidder.

ITB 2023200037 Traffic Signal & Streetlight Maintenance Page 17

An Oregon Resident Bidder, as defined by ORS 279A.120, means a bidder that has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately preceding submission of the bid, and has a business address in this state.

If bidder is not an Oregon Resident Bidder, in the field provided indicate the bidder’s (Business)

State of Residence. _____________________

CCB Registration As a condition to submitting this bid, a contractor must be registered with the Oregon Contractors Board in accordance with Oregon State Law, and disclose their registration number.

Failure to register and disclose the number will make this a nonresponsive bid and the bid will be rejected, unless contrary to Federal Law. In the field below, enter your Oregon Contractor Board Registration Number.

Oregon Licensed Contractor Business Contractor Registration Number:

Expiration Date:

Subcontractor CCB Registration The bidder hereby certifies that all subcontractors performing construction work for this contract are eligible to receive Public Works Contracts and have filed a Public Works bond with the Oregon Construction Contractors Board prior to commencing work under this contract.

Prevailing Wage Rate Acknowledgement The contract is subject to BOLI Prevailing Wage Requirements and ORS 279C.800 through ORS 279C.870. The contractor and every subcontractor on the project shall pay at a minimum the BOLI prevailing wage as specified for this project. The contractor certifies compliance with BOLI concerning the payment and certification of payment of prevailing wage rates and has considered this when preparing this bid. __________ (initial)

Cooperative Purchasing The bidder _____agrees _____disagrees to extend the terms, conditions and prices of the original City of Eugene contract to any other governmental agency. Pursuant to ORS 279A.215, other governmental agencies may establish contracts or price agreements under the terms, conditions and prices of the original contract. Agency/agencies shall have the power and authority to contract directly with the successful vendor(s).

Certification of Nondiscrimination Bidder has not and will not discriminate against a subcontractor in the awarding of a subcontract because a subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or against a business enterprise that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225.

Noncollusion The bidder certifies that the bid has been arrived at by the bidder, independently, and has been submitted without collusion with, and without any agreement, understanding or planned course of action with, any other contractor, bidder, or vendor on materials, supplies, equipment or services, described in the solicitation documents, designed to limit independent bids or competition. The contents of the bid herein presented and made have not been communicated

ITB 2023200037 Traffic Signal & Streetlight Maintenance Page 18 by the bidder or their employees or agents to any person not an employee or agent of the bidder or its surety on any bond furnished with the solicitation, and will not be communicated to any such person prior the closing time of the solicitation.

We therefore offer the following equipment/service at the prices indicated hereon in fulfillment of the requirements and specifications contained within the solicitation documents and all addenda.

Company: Date:

Signature:

Title:

Name (Print):

Phone:

Address:

Email:

Company contact for this project (if different from above):

Name: Title:

Phone:

Email:

Required Submittals Checklist

Requirement Initials Signed Standard Bid form Minimum Requirements form Pricing Response

Drug Program Certificate 1ST Tier Subcontractor Disclosure form Contractor Experience Form

ITB 2023200037 Traffic Signal & Streetlight Maintenance Page 19

MINIMUM REQUIREMENTS

TRAFFIC SIGNAL & STREETLIGHT MAINTENANCE

SOLICITATION NO. ITB 2023200037

FIRM SUBMITTING BID:

City reserves the right to verify contractor meets minimum requirements through documentation, site visit, or other means at the discretion of the City prior to award.

1 Contractor has a licensed General Journeyman Electrician and licensed General Supervising Electrician on staff. Pass/Fail

Yes No

2 Contractor has a bucket truck in their fleet that can reach 40 feet. Pass/Fail Yes No

3 Contractor is pre-qualified to perform traffic signal and illumination work by the Oregon Department of Transportation (ODOT).

Pass/Fail

Yes No

Contractor has either on staff, or through a designated subcontractor, an individual possessing either a Fiber Optics Installer or Fiber Optics Technician Certification recognized by the Electronics Technicians Association (ETA) or a Fiber Optics for ITS certificate from the International Municipal Signal Association (IMSA).

Pass/Fail

Yes No

5 The company has a written safety policy.

Yes No

6 Contractor has access to a crane on a 24-hour basis.

Fleet Rent Neither

7 Contractor has the ability to complete fiber optics splicing work.

In-House

Neither Designated Sub-Contractor

List Sub-Contractor(s):

ITB 2023200037 Traffic Signal & Streetlight Maintenance Page 20

8 Contractor has IMSA certified Traffic Signal Technician on staff.

Level I Level II Level III None In-House

Neither Designated Sub-Contractor

List Sub-Contractor(s):

ITB 2023200037 Traffic Signal & Streetlight Maintenance Page 21

PRICING RESPONSE

TRAFFIC SIGNAL & STREETLIGHT MAINTENANCE

SOLICITATION NO. ITB 2023200037

LABOR Standard

Hourly Rate

7:00 AM –

3:30 PM

Night Work Hourly Rate

7:00 PM –

7:00 AM

Overtime Hourly Rate

Operator/Laborer Electrician Fiber Optic Technician Traffic Control (Labor + materials i.e. cones, signs, etc.)

Emergency Call-out Charge* *The emergency call-out charge is a flat fee that may be charged in addition to the hourly rate in case of emergency. The purpose of the fee is to compensate for expenses incurred in emergency situations. (i.e. employee travel time to retrieve equipment)

EQUIPMENT Standard Hourly Rate

7:00 AM –

3:30 PM

Night Work Hourly Rate

7:00 PM –

7:00 AM

Overtime Hourly Rate

Backhoe Bucket Truck Vacuum Truck Dump Truck Vacuum Machine/Trailer Crane Truck Generator Flat-bed Truck Boring Machine w/Trailer PARTS Mark-up

Percentage

COMPONENTS Mark-up Percentage

SUPPLIES Mark-up Percentage

SAMPLE SERVICE CALLS

SAMPLE SERVICE CALL #1: Remove and replace signal pole and 50’ arm. Install 2-3 section signal heads, 1-4 section signal head, 1 overhead aluminum sign all on astro brackets and 1 single barrel Opticom head. Install 1 clam shell mount pedestrian signal head and 1 Polara audible pushbutton on pole. Remove existing 12 and 3 conductors and Opticom cable. Install new 12 and 3 conductor cable and 1 Opticom cable. Cable install will require two road crossings and 150’ of wire. All traffic control will be handled by others. Mast arm and pole will be supplied by COE, all other components to be provided by contactor.

DESCRIPTION QUANTITY UNIT UNIT COST AMOUNT

Electrician Laborer Equipment Materials, Lump Sum

SAMPLE SERVICE CALL #1 TOTAL

ITB 2023200037 Traffic Signal & Streetlight Maintenance Page 22

SAMPLE SERVICE CALL #2: Replace pedestrian pedestal, one clam shell mount pedestrian signal head, Polara audible pushbutton and remove existing 5 conductor and 3 conductor from pole to t-can (50’) and install new 5 conductor and 3 conductor from pole to t-can (50’). No traffic control required.

DESCRIPTION QUANTITY UNIT UNIT COST AMOUNT

Electrician Laborer Equipment Materials, Lump Sum

SAMPLE SERVICE CALL #2 TOTAL

ITB 2023200037 Traffic Signal & Streetlight Maintenance Page 23

CERTIFICATE OF BIDDER/CONTRACTOR

EMPLOYEE DRUG TESTING PROGRAM

ORS 279C.505(2)

Solicitation No. ITB 2023200037

BIDDER’S NAME:

ORS 279C.505 (2) provides that every public improvement contract contain a condition that the contractor shall demonstrate that an employee drug testing program is in place. The City’s award of the contract (the “Contract”) for which this certificate is required is conditioned, in part, upon the bidder’s demonstration of compliance with the provisions of ORS 279C.505 (2). If the bidder named above (the “Bidder”) is awarded the Contract, this certificate shall become a part of, and shall constitute a continuing representation and warranty under the Contract.

To induce the City of Eugene to award the Contract to the Bidder, the undersigned, as the duly authorized representative of the Bidder, hereby represents and warrants, on behalf of the Bidder:

1) That Bidder has and enforces, and at all times during the term of the Contract will have and enforce, a written employee drug testing policy that, at a minimum:

a)…