5-RFP 6225 - Traffic Signal Maintenance and Repair - 11-13-25 Final.pdf

COUNTY OF VENTURA

GENERAL SERVICES AGENCY

PROCUREMENT SERVICES

800 S. VICTORIA AVE., L#1080

VENTURA CA 93009

REQUEST FOR PROPOSAL

#6223 for

TRAFFIC SIGNAL SYSTEMS PREVENTATIVE

MAINTENANCE AND REPAIRS

Issued: November 13, 2025 Due: December 11, 2025

County of Ventura RFP 6225 GSA/Procurement Services

SECTION 1.0

GENERAL INFORMATION AND SCOPE OF WORK

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This Request for Proposal (RFP) has been posted for your convenience at the following web address: https://ventura.bonfirehub.com/portal/?tab=login. Addenda and attachments, if issued, are also posted. It is Offeror’s responsibility to ensure that the entire RFP package, in its latest version, is reviewed prior to submittal of a proposal.

1.1 Introduction

The County of Ventura (hereinafter referred to as County) invites your organization to submit a written proposal to provide Traffic Signal Systems Preventative Maintenance and Repairs at various locations throughout the unincorporates areas of the County.

The selected Contractor shall furnish all skilled labor, materials, equipment, facilities, transportation, supervision, management and incidentals required to provide maintenance for traffic signals and other electronic traffic control systems in accordance with all terms and conditions in this RFP.

The selected Contractor shall maintain a 24-hour per day emergency response service and be capable of responding to emergency calls from the County within

(2) hours.

Offeror(s) should have a minimum of 5 years’ experience specializing in the maintenance, repair, testing, and replacement of traffic signals, traffic signal accessories (battery backup, preemption, communications, etc.) and other electronic traffic control systems such as flashing beacons, rapid rectangular flashing beacons, radar feedback signs and MetroCount systems.

Proposals shall be due no later than 5:00 p.m. on December 11, 2025 for the services of traffic signal systems preventative maintenance and repairs in accordance with the attached Terms and Conditions, Instructions to Offerors which by this reference are made a part hereof.

1.2 Background

The County has historically contracted traffic signal maintenance services and intends to continue a positive signal operations and maintenance program with the selected contractor. The selected Contractor is required to provide maintenance, inspections, equipment upgrades/installations, emergency and non-emergency repairs for all current and future traffic signals and electronic traffic control systems maintained by the County.

County of Ventura RFP 6225

SECTION 1.0

GENERAL INFORMATION AND SCOPE OF WORK

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Currently, the County of Ventura Roads & Transportation Department is responsible for maintaining 44 traffic signals, 49 rapid rectangular flashing beacons, 29 speed feedback signs, 16 flashing beacons and 13 MetroCount stations.

1.3 Action Dates

The following is an outline of the anticipated schedule for the proposal review and contract award.

Issue Request for Proposal (RFP) November 13, 2025 Last day for questions December 08, 2025 Proposals Due December 11, 2025 Evaluation-award February 2025 Start Work TBD

The Contractor shall not commence work until a meeting between representatives of the contractor and the County of Ventura is held. The meeting will be held at a County of Ventura site, at a time and date to be established. The schedule set forth above is subject to change.

1.4 Questions Regarding RFP

All questions concerning this Proposal may be directed to Robert Willis, Principal Buyer, under the “Messages” tab of the solicitation online at:

https://bonfirehub.com/portal/?tab=login.

County shall not be obligated to accept the lowest priced proposal. An award, if made, will be in the best interests of the County after all factors have been evaluated.

While County intends to enter a contract for these services, it will not be bound to do so. County reserves the right to reject any or all proposals. County shall be the sole judge of the offers hereunder.

https://bonfirehub.com/portal/?tab=login

County of Ventura RFP 6225 Traffic Signal Maintenance

SECTION 2.0

INSTRUCTIONS TO OFFERORS/RULES GOVERNING COMPETITION

2.1 Submittal Deadline

Completed proposals must be submitted online through VCVIP per instructions at https://ventura.bonfirehub.com.

Offerors are permitted to submit more than one proposal with different methods of meeting the RFP requirements. When Offeror submits more than one proposal, one proposal shall be marked “Base Proposal” and the others shall be marked “Alternate Proposal 1, Alternate Proposal 2, etc.” Each base proposal and each alternate proposal shall be submitted in accordance with the terms and conditions of the RFP.

Offerors are responsible for making certain their proposals are received by GSA- Procurement on or before the Proposal Submittal Deadline listed on the RFP Details tab in the VCVIP portal. The receiving time in VCVIP will be the governing time for acceptability of proposals. No hard copy, oral, telegraphic, electronic mail, facsimile, or telephone proposals or modifications will be considered.

2.2 Proposal Response

Offerors must submit their proposals and all required information and forms by the submittal deadline. Proposals failing to provide complete information may be deemed non-responsive. Offerors should keep copies of their submittals for future reference.

Offerors who do not wish to respond but who wish to be kept on the mailing list must return their proposal forms or a written response indicating “No Proposal”.

Include name and address of Offeror.

Offerors who fail to respond to proposal solicitations may be removed from the supplier mailing list.

2.3 Modification of Proposals

Any Offeror who wishes to make modifications to a proposal already received by County must withdraw their proposal in order to make the modifications. All modifications must be made online, properly by Offeror’s authorized representative, executed, and submitted in accordance with the terms and conditions of this solicitation. It is the responsibility of Offeror to ensure that modified proposals are resubmitted before the Submittal Deadline.

Offerors may withdraw their proposals, at any time prior to the due date and time, https://ventura.bonfirehub.com/ by submitting notification of withdrawal signed by Offeror’s authorized agent.

Proposals cannot be changed or modified after the date and time designated for receipt.

2.4 Opening of Proposals

Proposals will not be opened publicly but a list of the names of Offerors submitting proposals will be available within a reasonable time after the Submittal Deadline.

Proposals will be made public and may be inspected at the time of award.

2.5 Examination of the Request for Proposal

Offerors should carefully examine the entire RFP, any addenda thereto, and all related materials and data referenced herein or otherwise available to offeror.

Offeror shall be presumed to be familiar with all specifications and requirements of this RFP. The failure or omission to examine any form, instrument or document shall in no way relieve offerors from any obligation with respect to this proposal.

2.6 Proposal Validity

Proposals submitted hereunder shall be firm for 180 days from the due date unless otherwise qualified.

2.7 Proposal Content/Format

To be considered responsive, proposals should address all items identified in this section.

Please note: Some items require that the Offeror provide a detailed response and/or attachments. Failure to provide a complete response may be grounds for rejection of a proposal.

Furthermore, proposals should be prepared in such a way as to provide a straightforward and concise discussion of the Offeror’s ability to provide the services that can best satisfy the requirements herein and meet the needs of the County. Elaborate or unnecessarily lengthy responses and attachments are discouraged.

Emphasis should be concentrated on conformance to the RFP instructions, responsiveness to the RFP requirements and on completeness and clarity of content.

In order to facilitate evaluation and comparison, proposals should be submitted in the format described in this section. Format instructions must be adhered to; all requirements and requests for information must be addressed; all requested data must be supplied. Failure to comply with this requirement may be cause for rejection.

Assemble and present your proposal response in the order that the items are listed, identifying each response by the corresponding number.

a. Cover Letter/Signature on Proposal

A cover letter, which shall be considered an integral part of the proposal, shall be signed by individual(s) who is/are authorized to bind offeror(s) contractually. The signature(s) must indicate the classification or position that the individual(s) holds.

The cover letter shall designate a person or persons who may be contacted during the period of evaluation with questions or contract issues. Include name(s), title(s), address(es), telephone number(s), fax number(s) and email address(es).

Upload the Cover Letter through the Requested Information.

b. Company Profile and Qualifications

Offeror must provide company profile in Section 2 –Offerors Information Questionnaire, Question Set 1.

Information provided shall include:

1. Correct legal name as registered with the California Secretary of State.

2. Company ownership. If incorporated, the state in which the company is incorporated and the date of incorporation.

3. Location of the company offices.

4. Location of the office servicing any California account(s). What are the hours of operation of the customer service unit involved in supporting the proposed services?

5. Number of employees both locally and nationally.

6. Location(s) from which employees will be assigned.

7. Name, address, and telephone number of the Offeror’s point of contact for a contract resulting from this RFP.

8. Company background/history establishing that Offeror is qualified to provide the services described in this RFP.

9. Length of time Offeror has been providing services described in this

RFP. Please provide a brief description of such services.

Offeror must include in their proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Offeror or in which the Offeror has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any proposal. County reserves the right to reject any proposal based upon Offeror’s prior history with County or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures.

c. Staff Qualifications and Availability

Identify key personnel and their position within the organization in Section 2 – Offerors Information Questionnaire, Question Set 2.

Provide a resume detailing the experience, level of expertise and qualifications of the representative/manager and those individuals who will directly support and be involved in meeting the day-to-day requirements of the County.

If you plan to subcontract work, you must indicate in Section 2 – Offerors Information Questionnaire, Question Set 4 the name and address of each subcontractor and the type of work or tasks they will perform. Identify the personnel to be assigned, their position, qualifications, and representative experience.

d. Financial Statement

This competitive solicitation has a standard requirement that all submitted proposals include the Offeror’s financial history. To comply with this requirement, all respondents are to furnish County with financial statements at the time of submittal in order to demonstrate the Offeror's financial capabilities. Failure to provide this information at the time of submittal will result in a recommendation by the Chief Procurement Officer to deem the response as non-responsive.

Each respondent shall submit their most recent two (2) years of annual financial statements for review that shall include the following: 1) Income Statement, and 2) Balance Sheet. County’s preference is that financials be submitted in a comparative format, meaning that the two (2) most recent years are shown side by side. The financial statements are not required to be audited financial statements. If Offeror has been in business for less than the required number of years, then Offeror must disclose for all years of the required period that Offeror has been in business, including any partial year-to-date financial statements. County, during evaluation, may consider the unavailability of the most recent year’s financial statements and whether Offeror acted in good faith in disclosing their financial documents.

Upload the Financial Statement through the Requested Information.

e. References

Offerors should provide a minimum of three (3) references from similar projects performed within the last three years Section 2 -Offerors Information Questionnaire, Question Set 3. In addition include all local government (Southern California) references. Information provided shall include:

1. Client name;

2. Project description;

3. Project dates (starting and ending);

4. Dollar value

5. Staff assigned to reference engagement that will be designated for work per this RFP;

6. Client project manager name and telephone number.

f. Offeror Understanding

Offerors may include an understanding of the County's needs or any other information, deemed necessary, which may not be required in any other section of the RFP.

g. Requirements

Offeror's response shall state on a point-by-point basis whether proposal is in compliance with the requirements/specifications of the RFP (Section 3). Address each item in the order given, identify each response by item number. Submit a full explanation of, and justification for, any exemptions or deviations.

Upload the response to Section 3 through the Request for Information.

h. Compliance with County Standard Contract Terms and Conditions

Successful Contractor will be required to enter into a written contract.

Offerors shall review the County’s standard contract in Section 4, which shall form the basis for any contract entered into hereunder.

Offerors must state approval of the standard contract, OR provide any comments/exceptions to this contract on a line-by-line basis.

For exceptions, address each item in the order given; identify each response by item number. Any comments/exceptions to this contract must be included in your proposal. Precise substitute wording must be offered in place of the paragraph objected to. It is not sufficient to state merely that an exception is noted to a particular paragraph.

Deviations considered excessive by the County may reduce or eliminate an Offeror.

PLEASE NOTE: The sample standard contract attached to this RFP is a template. Please do not attempt to insert missing information and complete the attached sample. Once a vendor is selected, Procurement will work with the selected vendor to draft a vendor-specific contract.

i. Budget/Compensation

Complete Proposal Form (EXHIBIT B). Proposal pricing shall include everything necessary for completion and fulfillment of the contract. All other costs must be detailed.

No additional charges (e.g., for transportation, out-of-pocket expenses, etc.)

will be allowed unless so specified herein.

Download Exhibit “B” Cost Proposal under Files tab and upload completed document under Requested Information.

j. Payment Terms

Customary terms are Net 30 for work performed. Offerors shall indicate their offered payment terms. Discount for payment in less than 30 days may be considered in the evaluation.

2.8 Costs Incurred in Responding

The County of Ventura will not pay any costs incurred in proposal preparation, presentation, demonstration or negotiation, nor does it commit to procure or contract for any services. All costs of proposal preparation shall be borne by the offeror. It is understood that all proposals, inquiries, and correspondence relating to this RFP and all reports, charts, displays, schedules, exhibits, and other documentation will become the property of the County of Ventura when received by the County and may be considered public information under applicable law.

The County assumes no liability for any costs incurred by offerors throughout the entire selection process.

2.9 Addenda

The County will issue written addenda to make changes, additions, or deletions to this solicitation. Oral communications regarding this RFP will NOT be valid or binding, nor excuse the successful Offeror of any obligations hereunder, unless set forth in writing by the County. Addenda will be sent to all known Offerors.

Offerors must acknowledge and return all Addenda on or before the Proposal Submittal Deadline. It is the responsibility of each Offeror to ensure the County of Ventura has their correct business name and address on file. Any prospective Offeror who obtained a copy of the RFP documents from any other source other than the County is responsible for advising the Procurement division that they have said documents and wish to receive subsequent Addenda.

2.10 Nomenclatures

The terms “Successful Offeror, Successful Contractor, and Contractor” may be used interchangeably in these specifications and shall refer exclusively to the Offeror with whom the (Agency) enters into a contract because of this solicitation.

The terms “Proposal/Solicitation/RFP” refer to all proposal documents and related addenda produced by the County and provided to prospective Offerors.

2.11 Confidential and Proprietary Data

All materials received relative to this RFP will be kept confidential, until such time an award is made or the RFP is canceled, at which time all materials received will be made available to the public. Proposals received will be subject to Government Code §6250, the Public Information Act. Under the Act, the County may be obligated to provide a copy of any and all responses to this Request for Proposal, if such requests are made after the contract is awarded.

One exception, to this required disclosure, is information which fits within the definition of a confidential trade secret [Government Code section 6254(k)] or contains other technical, financial or other data whose public disclosure could cause injury to the proposer’s competitive position. If any proposer believes that information contained in its response to this Request for Proposal should be protected from disclosure, the proposer MUST specifically mark the pages of the response that contains the information.

The County will not honor any attempt by the Offeror to designate its entire proposal as proprietary.

2.12 Commitments, Warranty and Representations

The proposal submitted in response to this RFP will be included as part of the final contract. Offerors are cautioned that if a contract is awarded as a result of this procurement process, any written commitment by an Offeror within the scope of this procurement shall be binding upon the Offeror whether or not incorporated into a contract document. Failure of the Offeror to fulfill any such commitment shall render the Offeror liable for liquidated or other damages due the County under the terms of the Contract. For the purpose of this procurement, a commitment by an Offeror includes:

• Any modification of, or affirmation or representation as to the above, which is made by an offeror in or during the course of negotiation.

• Any representation by an offeror in a proposal, supporting document, or negotiations subsequent thereto as to services to be performed, regardless of the fact that the duration of such commitment may exceed the duration of the contract.

2.13 Proposal Validation/Evaluation/Award

a. Validation

Proposals will be checked for the information required to conform with this RFP. Absence of required information may be cause for rejection.

b. Evaluation The successful offeror shall be chosen in accordance with, but not limited to, the following criteria:

1. Proven Performance The offeror’s background, experience, and stability of their company will be assessed. The evaluation will focus on the Offeror’s record of successful service and support to accounts of comparable size and environment. The ability of the offeror will be evaluated in terms of technical resources, staffing, staff experience and facilities.

Client references will be contacted, and their responses will become a part of the award/review process.

2. Compliance with Contract Terms and Conditions Proposals will be evaluated on the ability to comply with the County’s Contract terms and conditions in Section 4 - Contract Compliance.

3. Requirement/Specifications The ability to meet the requirements/specifications outlined herein.

4. Cost The Proposals will be evaluated on the basis of the Offeror’s reasonableness of cost.

2.14 Award

Award will be made to the Offeror offering the most advantageous proposal after considerations of all evaluation criteria set forth herein. The criteria are not listed in any order of preference. An Evaluation Committee will be established by the County. The Committee will evaluate all proposals received in accordance with the evaluation criteria.

The Evaluation Committee may also contact and evaluate the Offeror’s and subcontractor’s references; contact any Offeror to clarify any response; contact any current users of an Offeror’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process.

The County reserves the right to establish weight factors that will be applied to the criteria depending upon order of importance. Weight factors and summary of evaluation scores will not be released until after award of proposal. The County shall not be obligated to accept the lowest priced proposal but will make an award in the best interests of the County after all factors have been evaluated.

While the County intends to enter a contract for these services, it will not be bound to do so. The County reserves the right to reject any or all proposals.

The County shall be the sole judge of the successful offers hereunder. The County reserves the right to award a contract to other than the offeror submitting the lowest total price and to negotiate with any or all Offerors. Offerors are advised that it is possible that an award may be made without discussion or any contact concerning the proposals received. Accordingly, proposals should contain the most favorable terms from a price and technical standpoint, which the vendor can submit to the County. DO NOT ASSUME that you will be contacted or afforded an opportunity to clarify, discuss, or revise your proposal.

Award will be by means of a written contract with the successful Offeror. A Notification of Intent to Award may be sent to any Offeror selected. Award is contingent upon the successful negotiation of final contract terms. Negotiations shall be confidential and not subject to disclosure to competing Offerors unless an agreement is reached. If contract negotiations cannot be concluded successfully, the County may negotiate with the next highest scoring Offeror or withdraw the

RFP.

The County Board of Supervisors must approve all contracts resulting from this Request for Proposal if services exceed $200,000.

2.15 Presentations

Offerors may be invited to make oral presentations to County personnel.

2.16 Site Visits

The County reserves the right to schedule site visits to Offeror’s facilities or a current operational site in order to assess the capability and ability of the offeror to fulfill the contract.

2.17 Additional information

If during the evaluation process, the County is unable to determine an Offeror's ability to perform, the County has the option of requesting any additional information which the County deems necessary to determine the offeror’s ability.

The offeror will be notified and permitted five working days to comply with any such request.

2.18 Errors/Defects in Proposals

If discrepancies between sections or other errors are found in a proposal, the County may reject the proposal; however, the County may, at its sole option, correct any arithmetical errors in price.

The County may waive any immaterial deviation or defect in a proposal. The County’s waiver of an immaterial deviation or defect shall in no way modify the RFP documents or excuse the offeror from full compliance with the RFP requirements, if awarded a contract.

2.19 Rejection of Proposals

County reserves the right to reject the proposal of any offeror who:

• previously failed to perform adequately for County or any other governmental agency within the previous twelve (12) months.

• submits false, incomplete, or unresponsive statements in a proposal;

• is in default on the payment of taxes, licenses or other monies due County;

• containing errors or discrepancies.

2.20 Cancellation of RFP

County reserves the right to cancel this solicitation at any time, prior to the submittal deadline.

2.21 Protest Procedures

To be considered, protests must be made in writing, signed by Offeror’s authorized representative, and delivered to the Ventura County Procurement Services Manager, GSA/Procurement, 800 S. Victoria Ave., Ventura, CA 93009-1080.

The following conditions apply to proposal protest:

a. Before Proposal Submittal Deadline. Protests of specifications, terms, conditions or any other aspects of the solicitation must be made before the Proposal Submittal Deadline.

b. After Proposal Submittal Deadline. Protest of award must be made, by Offeror, no later than five (5) calendar days after the notice of intent to award. All protests must include the following information:

1) The name, address, and telephone number of the protestor;

2) The signature of the protestor, or protestor’s authorized representative;

3) The solicitation or contract number; and

4) A detail statement of the legal and/or factual grounds for the protest.

The Procurement Services Manager reserves the right to refuse to hear protestors who have not followed the above procedures.

SECTION 3.0

REQUIREMENTS/SCOPE OF WORK

The requirements described herein are considered reasonable to meet the County’s needs. Offeror having alternate proposals to meet these needs, may, after responding to the minimum requirements hereunder, offer alternate service levels for consideration by the County.

3.1 TERM

The initial term of the contract will be for two (2) years upon award and by mutual agreement may be renewed on an annual basis for up to three (3) additional one-year periods.

Continuation of the contract is subject to the appropriation of funds for such purpose by the Board of Supervisors. If funds to effect such continued payment are not appropriated, County may terminate this project as thereby affected and Contractor will relieve the County of any further obligation therefore.

3.2 PERMITS

Unless otherwise provided herein, Contractor shall at his expense, obtain all permits and licenses and pay all charges and fees necessary for the performance of the contract, and shall give all public notices necessary for the lawful performance of the contract.

3.3 SCOPE OF WORK

Contractor shall, using certified personnel, equipment, and materials, maintain the County's traffic signals and control equipment, beacons, pedestrian safety lighting, and radar feedback signs on a daily basis. The firm must have the resources and abilities to install various signal poles and controller cabinets. Please respond to each section listed below. Your responses may be on either this document or an additional document and uploaded to “Response to Requirement - Section 3.0 Scope of Work”. Answer each section as Fully Compliant, Partially Complaint, or Non-Compliant. If Partially Complaint or Non-Compliant provide a detailed explanation as to why. The scope of services may include, but are not limited to the following:

3.3.1 TECHNICAL SERVICES AND MAINTENANCE PERSONNEL

Contractor shall have available and readily accessible all required tools, equipment, apparatus, facilities, and material to perform all work necessary to maintain the traffic signals as listed in Exhibit C in compliance with current Caltrans standards and specifications.

Contractor will perform routine maintenance services at a preset rate per intersection and extraordinary/emergency maintenance services based upon agreed fee schedules.

Contractor shall provide regular field preventive maintenance, installation, and repair of controller assemblies/cabinets by qualified personnel that meet or exceed the following qualifications and availability:

A. One Level Three field technician with certification by the International

Municipal Signal Association (IMSA) with at least three (3) years' experience in traffic signal repairs.

B. One Level Two field technician with certification by the International Municipal Signal Association (IMSA) with at least three (3) years' experience in traffic signal repairs.

C. One Fiber Optics for Traffic Signal Systems Technician — Field Level Two Technician with certification by the International Municipal Signal Association (IMSA) with at least three (3) years' experience in traffic signal system with Fiber Optics. Technicians shall be available within 2 hours of call out.

D. One Level Two bench technician that is available within 2 hours of call out.

E. Familiar with programming and repair of all traffic signal controllers (Type

332 cabinets, TS1 and TS2 Type P Cabinets, primarily composed of Q- Free series controllers and related equipment). Technicians shall be trained and certified in software and hardware installation of Controllers systems including but not limited to Q-Free 2070 & NEMA type controllers with Maxtime software.

F. Familiar with programming and repairs of pedestrian crosswalk systems and controllers.

G. Proficient in programming, repairs, modifications, and testing of both conflict monitors (CMU) and malfunction management units (MMU).

H. Familiar with basic traffic signal timing principles.

I. Proficient with video detection systems, including installation of software and hardware. Technicians shall be trained and certified in the installation of software and hardware for video detection systems.

J. Proficient with hardware and software to install, splice, and maintain Single Mode Fiber Optic (SMFO) cable, twisted pair copper hardwires, and wireless communications technology, including troubleshooting and adjustment of external and internal modems, video cameras, servers, and ethernet switches.

K. Familiar with various battery backup systems to include installation, programming and testing procedures, and maintenance.

L. Familiar with the operations, installation, and timing of Emergency Vehicle Preemption devices, including hardware and software.

M. Ability to perform cabinet modifications and upgrades when necessary.

N. Technicians shall be trained and certified in Centralized Operations

Software.

In order to provide maintenance capabilities during peak traffic hours, a technician shall be in the geographical area of Ventura County able to work from 7:00 a.m. to 5:00 p.m. daily Monday – Friday. Technicians must provide a 30-minute response time from 7:00 a.m. to 5:00 p.m. daily. Between the hours of 5:00 p.m. to 7:00 a.m.

technicians must provide a 2-hour response time as well as for weekends (Sat- Sun).

Technicians shall be available by phone 24-hours a day.

Contractor shall provide a 24-hour service for knockdowns and emergencies.

Contractor shall provide a radio dispatch truck available 24 hours per day. The Contractor shall provide each technician with cell phone service.

Contractor shall have a complete traffic signal laboratory with a Certified Level II ISMA Bench Technician in Southern California and who is available to respond to a call out within 2 hours.

Contractor shall keep and furnish a stock of common replacement parts when the original units are in the laboratory for repairs. The equipment must include but is not limited to the following: Signal controllers, 24VDC Power Supply, MMU's/CMU's, Flash Transfer Relays, Load Switches, Detectors, Video Processors, video detection units, battery backup system unit, etc.

Contractor shall offer alternatives to existing equipment to meet the changing demand as it occurs and when directed by County.

Contractor shall perform installations of knockdown replacement signal equipment, including signal poles ranging from Type 1A to Type 60. Contractor shall also install controller cabinets and Edison services cabinets.

Contractor shall cooperate with County’s Public Works Agency’s Road and

Transportation Department, Traffic Engineering Section staff in recalibrating signal timing and progression. Contractor shall never change the timing of signals except under the direction of the County Traffic Engineer.

Contractor shall provide and maintain an accessible software package that the County can access to provide live "real time" information on the progress of technician work of call outs and maintenance activity. This software package shall also provide a bar coded inventory of major components, pictures of new or replaced equipment, PDF's of each intersection’s signal design, and access to monthly billing records.

In all cases of emergency, Contractor shall cooperate with all emergency response personnel, including, but not limited to, personnel from California Highway Patrol, Sheriff’s Office, fire departments, police departments, and other County departments.

Contractor shall refer all questions from the public to County’s Public Works Agency – Road and Transportation Department.

Contractor shall refer all questions from the public to County’s Public Works Agency – Road and Transportation Department.

3.3.2 PREVENTATIVE MAINTENNACE MAJOR AND MINOR

Contractor shall carry on a program of continuing comprehensive maintenance designed to eliminate or reduce the incidence of malfunctions, to reduce complaints, and to extend the useful life of the equipment (Preventive Maintenance or PM). The program shall include, but is not limited to, the following:

3.3.2.1 TRI-ANNUAL PM – MINOR MAINTENANCE (TRAFFIC SIGNALS):

Contractor shall provide preventive Minor Maintenance three times per year for the signalized intersections as listed in Exhibit C and shall include the listed items below (a — aa). Contractor shall utilize a preventive maintenance checklist form approved by the County for each inspection. Contractor shall provide one copy of the maintenance checklist to the County once every six months in digital format, maintain a copy in the controller cabinet, and maintain a copy at Contractor's office of records.

A. Preventive Maintenance (PM) Checklist Form: Contractor shall maintain a copy of the Preventive Maintenance Checklist Form approved by the County at each intersection. The PM checklist form shall be completely filled out during each maintenance inspection and during any time Contractor repairs the controller or any related equipment in the controller cabinet or the signal equipment at the intersection (detector loops, video detection, Battery Back Up, Emergency Vehicle Preemption, pedestrian heads, signal heads, lenses, lamps, and signal poles, etc.).

B. Controller Cabinet Mounting: Check the snugness of the nuts on the cabinet anchor bolts and tighten, if necessary, being sure not to distort the cabinet door opening by over tightening.

C. Controller Cabinet Foundation Seal: If standing water or evidence of water is present inside the bottom of the cabinet, check the seal between the bottom of the foundation and the cabinet for deterioration, and report the need for a reseal as necessary.

D. Door Gaskets: Check all door gaskets on the controller cabinet, service cabinet and any other enclosures for evidence of moisture or deterioration. Report the need to completely replace any gaskets showing signs of leaking or deterioration.

E. Cabinet Vents: Check the vents in both the cabinet door and above the door, or at the top of the cabinet to ensure that they are free of any foreign material.

F. Air Filter: Vacuum, wash, replace, or knock the dust out of filters. Take appropriate action based on condition of filter.

G. Cabinet Fan: Verify that cabinet fan(s) operate properly with a minimum of noise.

H. Thermostat: Verify that the cabinet fan thermostat is set at 96 degrees.

I. Interior Light: Verify the proper operation of the cabinet's interior light.

J. Door Panel Harnesses: Check the harnesses leading from the main panel to the police and auxiliary panels on the cabinet door to ensure they are not being pinched and do not bind against the cabinet door.

Adjust, if necessary.

K. Hinges and Locks: Check for free movement of all doors, latching assemblies, and locks on the controller cabinet, and service the cabinet and any other enclosures (battery backup cabinet). Use a minimum of oil or spray lubricant and remove any excess.

L. Vacuum Cabinet: Blow or brush off shelves, terminal blocks, and components and thoroughly vacuum the interior of the cabinet, including the police panel.

M. Insect Infestation: Check for signs of ants, wasps, and other insects within the cabinet. Use appropriate insect traps or powders if any positive findings are discovered. Report more serious problems to the County.

N. Cabinet Grounding: Using appropriate equipment, check annually the resistance between AC and ground.

O. Service Connections: Verify the neutral, ground, and power connections are secure in the controller and service cabinets.

P. Plug-In Components: Check that each plug-in component (rack mount detectors, relays, load switches, etc.) fits tightly and securely.

Q. Ground Fault Receptacle: Verify the proper operation of "Test" and "Reset" buttons on GFCI type outlets.

R. Intersection Records: Ensure that all intersection cabinet wiring diagrams are present and up to date. Maintain records in a weatherproof sealable container.

S. Controller Operation: Manually place vehicle and pedestrian calls on each phase through the cabinet test switches or the controller keypad, to verify controller servicing of each active phase. Check controller logs for any faults that have occurred and take notes for the digital file.

Verify signal timing is current with timing sheet in cabinet. Confirm controller time and dates are correct. (Especially after each daylight savings time change). Provide updated timing sheets to the County Traffic Engineer every three months. The controller shall have the latest software and firmware updated and a sticker shall be placed on the controller with the latest version.

T. Conflict Monitor Unit/Malfunction Management Unit: Verify time and dates are correct in any CMU/MMU with an internal clock.

U. Detector Operation (Loops): Verify the detection zones for each detector by observing the turn-on of the appropriate detection indicator as a vehicle passes over the detector loop(s). Check also that a call is placed on the correct controller phase. Once a month, County staff will provide a list of troubled locations to verify that loops detect a bicycle. A bicycle shall be placed over leading loop and verified by technician that the detection is received.

V. Detector Operation (Iteris, AUTOSCOPE, Terra and Encore): Verify camera operation by monitoring the vehicle call LED's on the Video Detection unit. Also, verify the calls going to the detector call page in the controller. The video detection shall have the latest software and firmware updated and a sticker shall be placed on the Mini Hub or other easily readable location within the cabinet with the latest version.

W. Equipment Displays and Indicators: Verify that all LED and LCD displays and indications on all cabinet equipment are working properly.

X. Emergency Pre-Emption Devices: Test any pre-emption devices for proper operation.

Y. System Telemetry: Check the operation of telemetry on controller display, Axis Video Server, Fiber Optics Patch Panel, Rugged Corn device, and any other supporting communications device if equipped, located in the cabinet.

Report any malfunction to the County immediately.

Z. Battery Back-Up System: Check battery backup display for AC IN, UPS OUTPUT, and INVERTER indications. All should be on when utility power is supplied to the cabinet. Also, check battery level and load level displays. Test batteries quarterly. Make note if either is out of range. Keep records of events recorded and total battery run time between maintenance checks to help indicate problem intersections.

AA. Check all battery connections to ensure they are clean and secure.

3.3.2.2 ANNUAL PM – MAJOR MAINTENANCE (TRAFFIC SIGNALS):

Except for items noted in task c), Contractor shall provide preventive Major Maintenance once per year for the signalized intersections as listed in Exhibit C. The Major Maintenance shall include task items listed below (a —

m) and also include the Minor maintenance scheduled items (a-aa).

Contractor shall utilize a preventive maintenance checklist form approved by the County for each inspection. Contractor shall provide one copy of the maintenance checklist to the County once every six months in digital format, maintain a copy in the controller cabinet, and maintain a copy at Contractor's office of records.

A) Battery Back-Up Systems (BBS Unit):

a. Load test all batteries and record on paper and with silver marking pen on each battery the date and load test result.

b. Perform 15-minute test.

c. Verify bypass switch is operating properly.

d. Verify BBS Unit is set for 50 percent fully operational and 50 percent red flash.

e. Inspect and test battery charging system.

B) Autoscope: Clean camera lens and service power supply cable for all Iteris, Autoscope, Encore, Terra, Vision, or similar video detection systems.

C) Signal Lens, Back plates, Video Detection & Battery Back-Up

Maintenance Contractor shall perform all the following once per year:

a. Clean and polish all signal lenses and reflectors, align all signal heads, adjust all mast arm mounted street name signs, and inspect and tighten all loose connecting bolts or screws.

b. Maintain painted coating and retroreflective border of signal head back plates.

c. Report any damaged or faded regulatory signs to Roads & Transportation – Operations & Maintenance division for appropriate repairs.

d. Clean and polish all video camera lenses and solar panels.

D) Terminal Connections: Test annually or following any wiring repair, each terminal screw by backing off slightly then retightening to confirm that it is secure.

E) Check: For all pull boxes at intersections, check for structural defects and insect infestations, and properly secure. Replace any pull box lid that is cracked in half.

F) Timing Sheets: Verify timing sheets to the controller. If they are not correct contact County staff to verify differences. Provide copy of latest signal timing to County Traffic Engineer.

G) Rust: Report significant areas of rust on cabinet exterior and signal poles to County staff.

H) Covers: Verify that all pull box covers; hand hole covers, etc. are in place, secured and undamaged.

I) Pull Boxes: Visibly check pull boxes for evidence of ants and gophers.

Report any positive findings.

J) CMU/MMU: Perform Conflict Monitor Unit (CMU) and Malfunction Management Units (MMU) bench testing once a year. Provide print out of the results and that the unit has passed inspection and bench testing and place a copy of the document in the cabinet with other documents.

K) Fiber Optic: Perform visible inspection of the Single Mode Fiber Optic (SMFO) Lines to verify proper connection to patch panel, Axis Video Servers, Rugged Com device and other fiber connection points. Repair as needed.

L) Centralized Operations Center: Confirm with County Traffic Engineer that communication devices are working with the Centralized Operations Center (Q-Free Maxtime or other traffic signal control system) at Hall of Administration or other locations. Communications devices include but are not limited to Video Detection, Controller, MMU, CMU, Emergency Vehicle Detection, Battery Backup Units, and Wireless Radio, and 4g- LTE Cell Modems.

M) Intersection Walk-Around:

a. General: Remove any easily removed, unauthorized signs, stickers and posters and note all graffiti existing on signal poles or equipment.

b. Signal Heads: Verify that all signal heads, including both vehicle and pedestrian heads, properly display all indications and that the signals are not damaged. Verify the alignment of all heads to the intended direction. Also, verify that all back plates, visors, and doors are visibly secure. Report to County staff any object that hinders the view of signal heads to motorist (signal heads should be visible from 300'). Contractor will be compensated for labor and material to replace malfunctioning displays with Caltrans approved LED units (red, yellow, and green).

c. Pedestrian, Equestrian, and Bicycle Equipment: Check all pedestrian, equestrian, and bicycle push buttons and signals by hand to ensure that they are securely mounted and operating properly. Replace damaged or malfunctioning buttons with larger size ADA type buttons as necessary. Contractor will be compensated for labor and material to replace malfunctioning displays with Caltrans approved LED units.

d. Miscellaneous: Check operation of safety lighting by manually testing switch located in cabinet or covering photocell window with duct tape to see if lights come on.

Visibly check all signal mounted signs and advance warning signs/beacons for deterioration, proper mounting, alignment, and operation. Report to County staff any object that hinders the view of signs.

Check mounting hardware on street name signs for deterioration.

Check all detector loops for sealant deterioration, exposed wire, etc.

3.3.2.3 BI-ANNUAL PM (ILLUMINATED CROSSWALKS, BEACONS, SAFETY

LIGHTING, RECTANGULAR RAPID-FLASHING BEACONS (RRFB) AND

RADAR FEEDBACK SIGNS):

Except for items noted in task c), Contractor shall provide preventive maintenance two times per year for the signalized intersections, crosswalks, beacons, RRFB or radar feedback signs as listed in Exhibit C and shall include the listed items below (a — n). Currently there are 36 devices to maintain. The County will notify Contractor of any new installations to be added to the contract for semiannual maintenance. Contractor shall utilize a preventive maintenance checklist form approved by the County for each inspection. Contractor shall provide one copy of the maintenance checklist to the County once every six months in digital format, maintain a copy in the controller cabinet, and maintain a copy at Contractor's office of records.

A. Battery Back-Up Systems (BBS Unit): Load test all batteries and record on paper and with silver marking pen on each battery the date and load test results. Perform 15-minute test. Verify bypass switch is operating properly. Verify BBS unit is set for 50 percent fully operational and 50 percent red flash. Inspect and test battery charging system.

B. Video Detection: Clean video detection camera lens and service power supply cable.

C. Signal Lens, Solar Panels, Video Detection Maintenance: Contractor shall, once a year, perform all of the following:

a. Clean and polish all signal lenses and reflectors, align all signal heads, adjust all mast arm mounted street name signs, and inspect and tighten all loose connecting bolts and screws.

b. Maintain painted coating and retroreflective border of signal head back plates.

c. Clean and polish all video camera lenses and solar panels.

D. Terminal Connections: Test, annually or following any wiring repair, each terminal screw by backing off slightly then retightening to confirm that it is secure.

E. Check: Check all pull boxes at intersections for structural defects and insect infestations, and properly secure. Replace any pull box lid that is cracked in half.

F. Timing: Verify timing charts to controllers. If they are not correct contact County staff to verify differences.

G. Rust: Report significant areas of rust on cabinet exterior and signal poles to County staff.

H. Covers: Verify that all pull box covers, hand hole covers, etc. are in place and secured.

I. Pull boxes: Visibly check pull boxes for evidence of ants and gophers.

Report any positive findings.

J. CMU/MMU: Perform Conflict Monitor Unit (CMU) or Malfunction Management Units (MMU) bench testing once a year. Provide print out of the results and that the unit has passed inspection and bench testing and place in cabinet with other documents.

K. Fiber Optics: When applicable, perform visible inspection of the Single Mode Fiber Optic (SMFO) Lines to verify proper connecting to patch panel, rugged com device, and other fiber connection points. Repair as needed.

L. Centralized Operations Center: Confirm with County Traffic Engineer that communication devices are working with the Centralized Operations Center (Q-Free Kinetic Mobility or other Centralized Traffic Signal Control System) at County Hall of Administration or other locations.

Communications devices include, but are not limited to Video Detection, Controller, MMU, CMU, Emergency Vehicle Detection, Battery Backup Units, Wireless Radio, and 4g-LTE Cell Modems.

M. Intersection Walk-Around:

a. General: Remove any easily removed, unauthorized signs, stickers, and posters and note all graffiti existing on signal poles or equipment. Notify County representative of any graffiti observed on traffic signal equipment.

b. Signal Heads: Verify that all vehicle and pedestrian heads properly display all indications and the signals are not damaged. Verify the alignment of all heads to the intended direction. Also, verify that all back plates, visors and doors are visibly secure. Report any object that hinders the view of signal heads to County staff (Signal heads should be visible from 300'). Contractor will be compensated for labor and material to replace malfunctioning displays with Caltrans approved LED units (red, yellow, and green).

c. Pedestrian, Equestrian, and Bicycle Equipment: Check all pedestrian, equestrian, and bicycle…