6-Requirement - Section 3.0 Scope of Work.pdf

County of Ventura RFP 6225 Traffic Signal Maintenance GSA/Procurement Services

SECTION 3.0

REQUIREMENTS/SCOPE OF WORK

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:

3.2.1 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

SECTION 3.0

REQUIREMENTS/SCOPE OF WORK

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.

3.2.2 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:

3.2.2.1 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.

3.2.2.2 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.

3.2.2.3 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 push buttons, beacons in ground warning devices and Rectangular Rapid Flashing Beacons (RRFB) 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.

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 any object that hinders the view of signs to County staff.

Check mounting hardware on street name signs for deterioration.

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

N. Illuminated Crosswalks Devices, Beacons, RRFB, Radar Speed Feedback signs:

a. Verify pedestrian detection systems push buttons are operating properly.

b. Check the snugness of the pole mounted cabinet. Make sure interior of cabinet is free of water, ants, and other potentially harmful substances.

c. Visibly check all mounted LED signs and advance warning LED signs for deterioration, proper mounting, alignment, and operation. Report to County staff any object that hinders the view of signs, signal head, beacons, or other safety devices.

d. Note number of actuations on controller display.

e. Check all in pavement LED displays to ensure that they are secure and operating properly. Replace damaged or malfunctioning in pavement LED displays as needed.

f. Check in pavement LEDs for sealant deterioration, exposed wire, etc.

Describe in detail your firm's ability to accomplish this requirement. Describe the procedure your firm would use or implement to fulfill this requirement.

3.2.3 ORDINARY MAINTENANCE OF TRAFFIC SINGAL CONTROL EQUIPMENT

Contractor shall repair, replace, or otherwise render in good working order any and all defective parts of the traffic signal control equipment with like make and model parts for temporary and permanent replacements, except as individually agreed upon by the County.

No permanent change of control mechanisms shall be done without prior approval of the County. Whenever equipment is removed from the controller cabinet, Contractor must notify County by phone within 24 working hours of the removal, except when the removal occurs on a weekend or holiday, in which case the notification must be made on the next business day.

Contractor agrees to notify the County Public Works Director or his authorized representative, in advance of any traffic signal turn-offs or turn-ons necessitated by Contractor's operations. Contractor shall not make said turn-off or turn-on without the approval of an authorized representative of the County Public Works Department.

All traffic signal controller equipment shall be maintained as recommended by the manufacturer.

Contractor shall bear the cost for replacing any parts to the controller mechanisms under the provisions of the routine maintenance program. When entire controller mechanisms become obsolete or deteriorated to the point of being beyond repair, Contractor shall report such conditions to the County and provide satisfactory evidence that replacement is necessary. Contractor shall prepare estimates showing the cost breakdown of material and labor for replacement of such controller mechanisms and submit this information to the County. Replacement of an entire controller mechanism, if ordered by County will be paid for as extra work.

Compensation for extra work identified below will be paid at the rates shown in Exhibit B, Schedules A and B. Extra work includes but is not limited to the following (3.4 through 3.10):

3.2.4 NEW INSTALLATIONS

Contractor shall maintain any additional traffic signals and appurtenant devices as they are installed or become a part of the maintenance requirements of the County. For maintenance of all new installations, County shall compensate

Contractor at the rates shown in Exhibit B, Schedules A and B.

3.2.5 TRAFFIC SIGNAL AND PEDESTRIAN INDICATIONS

Contractor shall replace or repair standard traffic signal (red, yellow, and green) and pedestrian signal display units as they malfunction upon authorization from the County. All traffic signal and pedestrian indications shall be Caltrans approved LED units only. Replacement pedestrian indications shall have a count-down feature.

3.2.6 WARRANTY SERVICE

During the period of warranty, Contractor shall make all communications between manufacturer, installing contractor, and County regarding any warranty service. Contractor shall notify County of any undue delays in response by the manufacturer or installing contractor and details of each incident.

Except for the manufacturer's factory warranty, Contractor disclaims all warranties with respect to materials supplied hereunder, and further disclaims any and all liability for failure to perform or delay in performance hereunder where the same is due in whole or in part to any cause beyond Contractor's reasonable control, such as, fire, flood, earthquake, lightening, and labor strikes.

3.2.7 EMERGENCY SERVICE

Contractor shall respond to the location identified by County within two (2) hours after County first notifies Contractor's representative of any of the following events, and make required repairs as soon as possible:

a. Any signal controller malfunction

b. Burned out red or green ball or arrow display

c. Signal equipment knockdowns

d. Other situations that are potentially hazardous to public safety

The replacement of burned-out lamps need not be on an emergency basis provided that there is at least one (1) signal indication still operative for each direction of travel. Such replacements shall be completed within twenty-four

(24) hours.

Contractor shall notify County within twenty-four (24) working hours of any change in traffic signal operation caused by controller replacement, timing changes, loss of master controller, or traffic collisions. Emergency calls that require replacement of equipment will not require approval from County before such replacements are commenced. Contractor shall provide additional staffing where responding technician cannot handle emergency work alone (knockdowns, wire pulls, etc.).

Contractor shall maintain a single local telephone where it can be reached twenty-four (24) hours per day. This telephone number shall be made available to all persons designated by County.

To distinguish between a regular maintenance call and an emergency call, County personnel shall use the phrase, "this is an emergency call" or words to that effect when calling Contractor's 24-hour answering service.

3.2.8 MONITORING EMERGENCY CALLS

At the time Contractor's representative is notified of an emergency by County, he shall call the designated representative from the Traffic Engineering Division. If the designated representative is not available, see Exhibit D for available numbers to verify that Contractor's representative has received the call.

Upon completion of emergency work, Contractor shall contact the available telephone numbers (see Exhibit D) and inform County that the emergency work has been completed.

3.2.9 NON-EMERGENCY SERVICE

All other non-emergency calls shall be responded to within 24 hours or as mutually agreed upon between County and Contractor for each individual services call.

Work orders from these calls will be processed as follows:

• Step 1-Contractor to provide cost estimate based on defined scope of work

• Step 2-Contractor to provide an estimate and tentative work schedule within one week from receiving the request.

• Step 3-County approves the estimate and authorizes the work (part of maintenance budget).

• Step 4-Contractor completes work and closes out the work order by sending final invoice and completing the work order request form to indicate completion date. Contractor should complete step 4 within two weeks or less after step 3, except where infeasible, including where required equipment has a long lead time and when the work is dependent on another team or agency outside Contractor’s control.)

3.2.10 SIGNAL UPGRADES AND INSTALLATIONS

Contractor shall, if requested, install, modify and/or upgrade traffic signals or electrical or mechanical traffic control or traffic safety devices. All additional work shall be performed to the satisfaction of County.

No additional work shall be commenced or undertaken by Contractor unless and until the same is authorized in writing by County. Said written authorization is a condition precedent to Contractor's entitlement to reimbursement.

Additional work shall be performed in accordance with all of the following: the Caltrans Standard Plans (current); Section 86 of the Caltrans Standard Specifications (current) for the State of California, Department of Transportation; and the County of Ventura Public Works special provisions.

This work shall be performed within a time limit established by the County and for a mutually agreed upon price.

County retains the rights to perform any additional work by use of County forces and to advertise such work for bids.

3.3 TRAFFIC SIGNAL RECORDS

A. Inventory List: At each intersection the Contractor shall maintain an inventory list of the equipment in the controller cabinet. The inventory list shall include the model, manufacturer, serial number, installation date, and quantity of each piece of equipment. The inventory list shall be continually updated and maintained within Contractor’s maintenance software.

B. 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 quarterly 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 (including, but not limited to, detector loops, video detection, pedestrian heads, signal heads, lenses, lamps, and signal poles).

3.4 MONTHLY ACTIVITY REPORT

By the 15th of each month, Contractor shall provide to the Traffic Engineering Division of the Public Works Department, a computerized monthly activity report for the previous month. The report shall be provided both as a printout and as a Microsoft Excel Spreadsheet compatible computer file transmitted by e-mail or on a media storage unit (such as a flash drive) and shall include the following:

A. Time the service calls were received by Contractor, time arrived at the intersection, the response time, the number of hours spent for each repair, and a special listing of intersections with three or more calls in one month.

B. A complete record of all work that was performed on County traffic signal equipment during the previous month, including but not limited to the make, model, and serial number of any major components or other equipment that was newly installed at each intersection.

C. Time and date the PM work was performed.

3.5 PENDING REPAIRS

Contractor shall transmit via e-mail, a PDF report of all pending repair work needed at each intersection, to be submitted by the 15th of each month.

3.6 MEETINGS

Contractor's technician shall be available to meet with the County Traffic Engineering Division representative on a weekly basis at a mutually agreed upon time and place in the County of Ventura to review each week's maintenance activities. Contractor's maintenance supervisor shall be similarly available to meet with the County's Traffic Engineering representative on a quarterly basis.

3.7 COMPENSATION FOR PREVENTATIVE MAINTENANCE

For PM work, County shall pay Contractor in accordance with Exhibit B, Schedules A and B. Vendors are required to complete Exhibit B, Schedules A & B, and upload the fully completed PDF via the Exhibit B – Cost Proposal section located in the Requested Information tab.

3.8 CHANGE IN SIGNAL QUANTITY

The fee schedule in Schedule "A" is based upon the number of signals being maintained in the geographical boundaries of Ventura County. Should that number change, the fee would be modified per Schedule "A". The County shall notify the contractor within 30 days of a change in the number of signals to be maintained. The Contractor shall notify all other Agencies if such change in the number of signals would trigger a change in the scheduled fee 30 days prior to the implementation of a new fee schedule according to Schedule "A". Any changes in the fee schedule would be accomplished by minor contract amendment.

3.9 CHANGE IN SIGNAL QUANTITY

The fee schedule in Schedule "A" is based upon the number of signals being maintained in the geographical boundaries of Ventura County. Should that number change, the fee would be modified per Schedule "A". The County shall notify the contractor within 30 days of a change in the number of signals to be maintained. The Contractor shall notify all other Agencies if such change in the number of signals would trigger a change in the scheduled fee 30 days prior to the implementation of a new fee schedule according to Schedule "A". Any changes in the fee schedule would be accomplished by minor contract amendment.

3.10 SUPPLEMENTAL QUESTIONS

Vendors are required to complete the Supplemental Questions 1 through 10 located in the File Tab, and upload the fully completed PDF via the Response to Supplemental Questions section in the Requested Information tab.