6-ITB 26-004 Specifications-Instructions.pdf

March 2025

CITY OF ALPHARETTA INVITATION TO BID (ITB)

ITB Number: 26-004 ITB Title: Traffic Signal Upgrade

ITB SPECIFICATIONS & BIDDING INFORMATION

1. ITB Period of No Communication The “No Communication” period starts on the issue date of this Invitation to Bid (ITB) August 6, 2025 and lasts until the City Council meeting for contract award recommendation (or until contract award if this isn’t required to go before council for approval).

No person or company, their employees, representatives, agents, attorneys, etc. will contact the City’s elected officials or any City staff concerning this ITB.

Contacting anyone other than the Procurement Agent named below for this ITB during this time will be reason to remove a bid from consideration or review.

2. Procurement Agent, Single Point of Contact Debora Westbrook is the designated Procurement Agent and the sole point of contact for this ITB on behalf of the City. Bidders must direct all questions and comments exclusively through the Opportunity Q&A tab prior to the posted Question Due Date on the Bonfire project webpage.

Link to Bonfire: https://cityofalpharetta.bonfirehub.com/ All official communication will be provided through the Bonfire project webpage and Bidders are responsible for monitoring the Bonfire webpage for any status updates, addenda, or the final award notice. Direct communication with any other City staff regarding this ITB is not permitted and may result in disqualification.

Debora can be reached at 678-297-6052 or purchasing@alpharetta.ga.us.

City of Alpharetta 2 Park Plaza Alpharetta, GA 30009 Attn: Debora Westbrook, Procurement Agent

3. Please Note: To all current and previous City of Alpharetta vendors, contractors, and consultants.

Regardless of any previous relationship with our City, you must build out your bid response as requested in this ITB.

Do not neglect to provide requested information or details requested simply because you expect that we already know your work.

Your response to this procurement will be reviewed solely on the information provided in your response.

https://cityofalpharetta.bonfirehub.com/ mailto:purchasing@alpharetta.ga.us

City of Alpharetta ITB 26-004, Traffic Signal Upgrade Specifications & Bidding Info

4. ITB Schedule of Events A. Bidding Close Date, Deadline for Submissions: September 4, 2025, 10:00 AM. We may change this date during the ITB process. We will post any change in an addendum.

Review web page for addenda.

B. Link to Bonfire Project Web Page: https://cityofalpharetta.bonfirehub.com/

C. This project web page has the important dates and all project documents for this ITB.

D. Enter all questions, comments, requests for information before the Questions Due Date using Message – Opportunity Q&A at the Bonfire project web page.

E. In each question, clearly note the ITB document and section that is in question.

F. We will share any changes or added information from the City by a written addendum publicly posted online with the project procurement documents. Anything assumed as a change that was only communicated in email or verbally does not qualify as a change to the project or procurement information.

G. It is your responsibility to check the project web page for any addenda, other information, or other messages before finally uploading a bid. You must respond using any updated information.

H. No pre-bid conference is scheduled.

I. A public bid opening will be held shortly after the ITB due date / time has passed. ITB 25-012 Public Opening will be held via Microsoft Teams. Click to link to the meeting.

J. Review the Bonfire project site after the public bid opening for the Preliminary Bid Tabulation to be posted with other project files. It will be posted after the City’s administrative review has been completed.

WHAT THE CITY WANTS TO DO

1. Project Background and General Description The City is requesting bids from qualified contractors to provide all materials, labor, and equipment for the complete construction of the Traffic Signal Upgrade at the Intersection of Kimball Bridge Road and Northwinds Parkway project. The project scope includes, but is not limited to, removing the existing traffic light poles as well as signal heads and signs, ordering and purchasing new mast-arms, installation of new mast-arms, signal heads, signs, pull boxes, directional bores, pedestrian lights, and running necessary wires and cables per the plan provided along with this bid package. The entire intersection shall not be closed during construction. However, temporary lane shifts with proper traffic control would be acceptable. The location of work is at the intersection of Kimball Bridge Road and Northwinds Parkway, within the City of Alpharetta.

2. Plans and Specifications The Bidder shall comply with the Georgia Department of Transportation’s “Standard Specifications Construction of Transportation Systems”, 2021 Edition, as modified and expanded by Appendix A – General Conditions.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTJlMDRmOGQtMTVmOS00YzFiLTk0MTgtYzIyOTdkNjMwZjFj%40thread.v2/0?context=%7b%22Tid%22%3a%22e2c90929-b31f-4829-b1fc-0ea80e4ba47d%22%2c%22Oid%22%3a%2290a47090-f50e-499f-a536-87fb92ad6985%22%7d

3. Project Specific Requirements A. It is the City’s intent to award the full scope of the project to a single contractor.

B. Only Bid responses that correctly include the items listed below will be considered as initially responsive. These will be the only bids that are publicly opened, and pricing called. Any bid found to be initially non-responsive will not be considered nor publicly called. Initial review of all bids will look for inclusion of the following:

i. Correctly completed E-verify affidavit,

ii. Bid Bond.

C. References and the correctness of the schedule of items pricing will be reviewed after the bid opening and for final determination of whether a Bid is responsive or non-responsive.

Award recommendation to the lowest cost, responsible bidder will be based on Schedule of Items, Grand Total

D. The Bidder shall place the order for purchasing new mast arms within ten (10) calendar days from Notice to Proceed and shall continuously pursue the work without interruption to completion and to achieve Final Completion of the Work by sixty (60) calendar days from when the field work (i.e., installations) begin.

E. Traffic signal items submittals for mast arms, strain poles, decorative bases, signal heads, CCTV camera, push buttons, pedestrian signal poles, and pull boxes shall be submitted to City of Alpharetta Traffic Engineer for review and approval before purchasing the materials.

F. Traffic signal heads, pedestrian signal heads, and all associated hardware and poles shall be black in color.

G. All strain poles, mast arms, and pedestrian pedestal poles shall have a black powder-coat finish. All mast arm assemblies shall include the following decorative pole base:

i. Manufacturer – Valmont: Model – STERLING ST-31AB

ii. Mast arm tube shall be an arched design with a 5’-0” rise.

H. The Bidder shall be responsible for traffic control and traffic light modifications throughout the entire duration of the construction project. The whole intersection shall not be closed during construction. However, temporary lane shifts with proper traffic control would be acceptable.

I. The contractor shall be responsible for all traffic signal and/or control system adjustments, such as temporary support pole location(s) if needed. At no time shall the contractor cause any part of the signal operation to be inoperable. Payment shall be included in Traffic Signal Installation.

J. The complete signal installation shall conform to all appropriate parts of the Manual on Uniform Traffic Control Devices, the current edition.

K. Signal heads shall be erected to provide at least 17 feet but no more than 19 feet clearance from bottom of signal heads to top of the road surface and a minimum of 8 feet measured horizontally between centers of signal heads.

L. The contractor shall locate underground and overhead utilities in vicinity of new traffic signal poles.

M. The installation of traffic signal is to be checked and accepted by the City of Alpharetta Traffic Engineer prior to final acceptance.

N. When removed, existing equipment shall be delivered and unloaded by the contractor to the City of Alpharetta Public Works Department. Prior to this delivery, contractor must arrange with Public Works for drop-off address and contact person.

O. The Bidder shall be responsible for performing with their own organization at least thirty percent (30%) of the work in this contract. The Bidder shall not subcontract, transfer, assign, or otherwise dispose of the contract or any portion thereof, without the written consent of the City.

P. Retainage in the amount of 5% of each progress payment will be applied.

Q. Liquidated damages will apply.

R. Construction is only permitted between the hours of 7:00 AM and 7:00 PM Monday through Friday. Work on Saturday is only allowable with a minimum of 72 hours advance notice and is only permitted between the hours of 9:00 AM and 5:00 PM. Work on Sunday is not permitted.

S. The contractor shall be responsible for implementing and maintaining all necessary traffic control measures when working within public right of way. Contractor shall submit a traffic control plan to the City for approval prior to commencing any operations at a given location. Traffic can only be impeded between the hours of 9:00 AM and 4:00 PM. Traffic control is entirely the responsibility of the Bidder and must comply with Manual on Uniform Traffic Control Devices (MUTCD) standards.

T. Should the Contractor desire to utilize police officers as part of their traffic control, only City of Alpharetta Police may be so utilized. Contact Sergeant Jabbar Braithwaite (678- 297-6319) or Sergeant Dan Lambert (678-297-6267) with the City of Alpharetta Department of Public Safety.

U. The Contractor shall be responsible for all required testing as set forth in the appropriate sections of the Georgia Department of Transportation’s Sampling, Testing, and Inspection Guide (latest edition). Testing must be provided by an independent source. All testing costs shall be incorporated into the unit price for the associated line items.

V. The cost of any work performed, materials furnished, services provided, or expenses incurred, which are not specifically delineated in the contract documents, but which are incidental to the scope, intent, and completion of the contract, shall be included in the prices for the various items scheduled.

W. The Contractor’s sole point of contact on this project shall be the City’s Construction Manager or their designee. The Contractor shall not contact the Engineer directly without the prior approval of the City’s Construction Manager. Any requirements for submittals, notifications, etc. to the Engineer called for on the plans or in the project specifications shall instead be made to the City’s Construction Manager.

X. Shoring, if necessary, shall be included in the Contractor’s overall price. Shoring will not be measured for separate payment.

4. Public Works Construction According to Georgia Public Works Law (O.C.G.A. § 36-91-1 et seq), public works construction means the building, altering, repairing, improving, or demolishing of any public structure or building or other public improvements of any kind to any public real property other than road construction or the routine operation, repair, or maintenance of existing structures, buildings, or real property.

A. All federal, state, and/or local permits have been obtained for this project.

B. The work is solely within City-owned right of way or property. No right of way or easement acquisitions are needed.

C. The Schedule of Items form will be used as the primary representation of each Bidder’s cost/price. The award of this project will be by total base bid.

FOLLOW THIS OUTLINE

How We Want You to Construct Your Bid

1. Using Bonfire to Submit Bid

1.1. This is the link to Bonfire Project Web Page to get our documents and to upload your bid: https://cityofalpharetta.bonfirehub.com/

1.2. We are accepting all bids by online response only. You must upload completed bids and ‘Submit’ online before the closing date and time found in this document and in the Project Details of the project web page for this ITB. Any change to the deadline will only be by publicly posted addendum.

1.3. Don’t send bids by mail, fax, or email. We will not accept paper copy bids. We will not accept any bids after the closing time deadline has passed.

1.4. You have not completed your response simply by uploading bid documents and information. You must successfully upload all the required documents, including filling out any questionnaires, price sheets, or data requests, and then you must click the Submit button before the closing time.

1.5. You will receive an email confirmation receipt with a unique confirmation number shortly after you complete your bid upload. This confirms that you have successfully turned in your bid with all required information.

1.6. You can update your bid at any time until the closing time even after Submitting.

1.7. All uploaded items and responses are Sealed in the project web page and will only be visible by the City after the closing time has passed.

1.8. If the file is ‘mandatory’ or ‘required’, you won’t be able to complete your bid until you have met all requirements.

1.9. Uploading large documents may take more time, depending on the size of the file(s) and your Internet connection speed.

1.10. Pay attention to the type and number of files we have asked you to upload.

1.11. The largest upload file size is 1000 MB (1 GB) per file.

1.12. Don’t embed any documents within your uploaded files. They won’t be accessible or evaluated.

1.13. Minimum system requirements:

a) Use a Supported Browser: Microsoft Edge (Windows), Google Chrome (Windows & Mac), and Mozilla Firefox (Windows & Mac).

b) Java Script must be enabled.

c) Browser cookies.

d) Use a desktop or non-mobile device: We make the best effort to have certain views available on mobile devices, however, this is not something we officially commit to at this time since so much of the workflow requires a full desktop experience.

1.14. For successful Questionnaire and/or Bid Table uploads, please ensure you are using Microsoft Office/Excel/Word 2007 or newer.

2. Required Bid Document Formats Each bid must follow these document formats.

• Format your documents using this outline:

no more than five (5) pages per bid, formatted to single or double space lines, 10 to 12-point font size, black font color (excludes photos, charts, section separators or headings), and upload Bid documents (except Excel cost sheet or if otherwise directed) in PDF format.

3. Bid Submittal Instructions

• This document must be no more than five (5) pages.

A. Cover Letter with Brief Business Profile, length of time in business, and a summary describing company strong points and why your experience with similar projects will benefit the City.

B. Business information, including name and home office address. If another office address oversees work of this project, add that address information too.

C. Contact, one person to be the single point of contact for this bid. All communication with the City will be with this person. Supply the following contact information in the bid:

• Name, including business title and preferred personal/honorific title (Mr. Ms.

Dr. etc.)

• mailing address,

• telephone number, cell phone number, and

• e-mail address.

E. References. Supply at least three references for work or services like the project in this ITB (don’t include the City of Alpharetta). These references must be for work or services provided within the last three years.

NOTE: We contact references to verify your ability to do the work. We also reserve the right to use any information or other references to decide your ability to perform the work in this ITB. Poor references from any source are grounds to disqualify a bid.

4. Bid Bond We require bid bond equal to 5% of Grand Total bid price as listed in the ITB 25-004 Schedule of Items. A bid bond form has been supplied as a separate document for you to download and have completed by your surety. Return the completed bid bond to us as a separate document. All information must be readable including all seals (ex: Notary Seal).

This is a Pass / Fail. Any bids received without the required Bid Bond will not be considered and bid pricing will not be called.

5. Schedule of Items, Bid Pricing We have supplied a separate Schedule of Items (SOI) pricing sheet for you to complete. It is in Excel format for you to complete and upload with your bid.

6. Required Forms:

We have provided required forms. You must complete these forms and return to us with every bid.

A. IRS Form W-9

B. Bidder’s Disclosures and Certifications

C. E-Verify (Affidavit Verifying Contractor Participation in Federal Work Authorization Program)

All the following must be on the E-verify affidavit.

Federal Work Authorization User Identification Number – this is only five to eight numbers.

No A, B, C’s.

It’s different from your Tax ID, Employer Identification, or Social Security

Number.

It won’t have a combination of letters and numbers.

Date of Authorization – this is when you first signed up and got the E-verify number.

Name of Contractor – your company.

Name of Project – Same as ITB title.

Date, City, and State – when and where this form was signed.

Signature of Authorized Officer or Agent – to be signed.

Printed Name and Title of Authorized Officer or Agent – the person that signed the form.

Notarized with seal.

7. Questionnaire We use a questionnaire to gather important information needed for legal requirements, your acknowledgements, our bid review, or information needed for writing a contract.

Some questions may require your answers about the work we have described in this ITB.

You will fill out the questionnaire provided. There is no other form or document to upload.

Information requests and response types are as follows:

• Authorized signer.

o For Corporations (President or Vice President) or o For LLCs (Member of the LLC) for contract execution in DocuSign: Name, corporate title (‘Member’ for LLC), email address.

o Response Type: text entry.

• For Corporations only, Secretary or Assistant Secretary to attest to signing for contract execution in DocuSign: Name, business title, email address, (if not a corporation, enter N/A). Response Type: text entry.

• Contact for legal notices-needed for contracting: Business name and mailing address, contact name. Response Type: text entry.

E-Verify note: Companies return this form to us incorrectly more often than anything else we request in our ITBs.

State of Georgia law requires that we have this completed form before we can review a bid or bid.

A form with errors doesn’t fulfill this requirement.

Top mistakes include:

Wrong number or missing information.

Not notarized.

Not signed.

Wrong form returned.

• Unique Entity ID / identifier used at SAM.gov, Response Type: alphanumeric entry.

• Note the Employee-Number Category for your company (all locations). Select either 500 or more employees, 100 or more employees, or less than 100 employees.

• Acknowledge Addenda, enter the number of addenda received: 0, 1, 2, etc.

• Acknowledge Insurance Requirement, Response Type: Yes, No entry.

• Acknowledge Payment & Performance Bonds, Liquidated Damages, Response Type: Yes, No entry.