7-Traffic Signal Maintenance RFQ.pdf

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR QUOTE

RFQ NO. 545845

TRAFFIC SIGNAL MAINTENANCE SERVICE

Buyer: Chris Jones

EVENT / ACTIVITY DUE DATE / TIME

ADVERTISEMENT DATE 3/23/2026

QUESTIONS DUE 3/30/2026 on or before 12:00PM EST

All questions must be submitted online in the Supplier Portal

ANSWERS DISTRIBUTED 4/2/2026

QUOTES DUE DATE * 4/10/2026 @ 4:00PM EST

In the Supplier Portal as specified in this RFQ.

* Respondents must register in Bonfire (EUNA Procurement) to download bid documents and submit bids. The City cannot guarantee the accuracy of any bid documents obtained from outside of Bonfire, and bids submitted outside of Bonfire will not be accepted. Detailed resources about registering and bidding, including video tutorials and live, virtual office hours, are available at www.detroitmi.gov/suppliersupport.

Questions about the specifics of this RFQ must be asked within the Bonfire Messages interface for the bid on or before the date and time indicated above. Questions asked via phone, email, and/or other means will not be answered.

Quotes must be uploaded in Bonfire on or prior to the date and time indicated above. Late and/or emailed quotes will not be accepted.

https://detroit.bonfirehub.com/ http://www.detroitmi.gov/suppliersupport

1. PROJECT REQUEST

The City of Detroit Office of Contracting and Procurement (OCP) requests for quotes from qualified Respondents to render certain technical or professional services ("Services") as set forth in this RFQ to provide traffic signal maintenance service.

2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

There are currently 811 traffic signals, 9 HAWK signals, 16 flashers which are under the jurisdiction of City of Detroit that are under the purview of this contract. The number of locations may vary during the course of the contract. City has been receiving approximately five (5) trouble calls per day which could results in approximately two (2) field visits and repairs. However, the actual frequency of the trouble calls may increase or decrease. The work to be performed consists of the complete maintenance of the Traffic Signal System under the jurisdiction of City of Detroit, and associated materials and equipment for the entire contract period. The Contractor shall have on-board a third party “Call Center” to accept all service calls and contractor is responsible to dispatch the repair crews on 24 hour a day, 7 days a week basis. The third-party Call Center expenses will be reimbursed on a monthly basis. The Contractor shall also have qualified and trained personnel on call on 24 hours a day, 7 days a week basis during the entire duration of the contract to respond to trouble calls within the standards for response as specified in the ensuing pages. All trouble calls shall be recorded and filed electronically with time and date stamp. A log of all calls shall be always available to City on 24 hours a day, 7 days a week basis during the entire duration of the contract for monitoring/reviewing the Contractor responses. The City is using a web based work order tracking system (WOTS) for monitoring all trouble calls at all times on a 24 hours a day basis. This website contains up-to-date details of all trouble call log, disposition and details of maintenance activities and history of response activities. The Contractor shall furnish all personnel, training, tools, equipment, and materials, necessary to make the intersection safe for vehicular and pedestrian traffic at the first response to the intersection regardless of the time of the day. The Contractor shall furnish all personnel, training, tools, equipment, and materials, necessary to maintain the Traffic Signal System in optimal operating condition at all times.

The Traffic Signal System of the City of Detroit and associated material and equipment to be maintained under this bid encompasses citywide traffic signals and other electrical traffic control devices listed below.

811 Traffic Signals 161+ traffic signals equipped with Wireless Radio communication 588 traffic signals equipped with 4G LTE Cellular Communication 400+ monitoring system such as CCTV, 360° view camera 25 Traffic signals equipped with a near miss detection system.

100+ Emergency Vehicle Preemption (EVP) devices (receivers) 9 Hawk signals Internally illuminated Street name signs 50+ Driver Feedback (DFB) signs

12 (+) RRFB

Additions or deletions to the Traffic Signal System and technologies may be authorized at any time during the contract period.

The City of Detroit, Department of Public Works, Traffic Engineering Division (TED) desires to engage the services of a qualified firm for providing complete maintenance services of traffic signals for a period of 36 months beginning on July 1, 2026 and ending on June 30, 2029. Interested firms are requested to submit information regarding their experience, qualifications, and pricing to provide the services requested.

The City is desirous of receiving bids for a firm price for a period of 36 months. In any case, the submitted bid should cover any and all expenses related to the project. The bids must be submitted in the firm specific dollar format requested, based on the unit cost of associated pay items as outlined in the Pricing Schedule.

It is the responsibility of the Contractor to review the Bid Package as specified in the following pages.

Specifications referred to herein are used to indicate desired type of repair, maintenance, construction and/or operation. Other products and/or services may be offered if deviations from specifications are minor and if all deviations are properly outlined and stated in the bid document and accepted by the City prior to award of the contract. Failure to outline all deviations may be grounds for rejection of your bid.

3. AWARD CLAUSE INCLUDING RENEWAL OPTIONS

If a contract is awarded as a result of this RFQ, it will be a City of Detroit Professional Services Contract (Attachment E). The term of the contract will be for three (3) years effective only after the approval of the Detroit City Council and signed by the Chief Procurement Officer. The City anticipates one award as a result of the RFQ.

4. STATEMENT OF WORK

The services to be provided under this contract are classified into three categories, (1) ANNUAL PREVENTIVE MAINTENANCE, (2) ROUTINE MAINTENANCE and (3) MAJOR SIGNAL

PROJECTS

(a) ANNUAL PREVENTIVE MAINTENANCE If authorized by City, perform the following preventative maintenance tasks at the traffic signal sites.

Project Coordinator is the city personnel overseeing this contract. This Annual Preventive Maintenance will be performed by the Contractor for each intersection once a year, by June 30 of each year. Contractor shall submit a final written completion reports to the Project Coordinator by August 31 of each year. The cost of Annual Preventive Maintenance will be paid as per the Pricing Schedule. Annual Preventive Maintenance may be authorized as an add-on to any bid option.

1) Conduct voltage checks on each traffic signal. A record of each voltage check shall be made including date, time and voltage reading and inform the Utility of any abnormalities.

2) Measuring the ground resistance at all ground rod locations to verify an impedance of 10 ohms or less.

3) Cleaning, adjustment and inspection of all signal controllers, cabinets, flashers and vehicle detectors.

4) Complete cleaning of all lenses (including vehicular lenses, pedestrian lenses, and video camera lenses), reflectors, case signs, cabinets, replacement of cabinets’ filters.

5) Check all clamps, brackets, bolts, nuts and wire entrances for wear and slack.

6) Checking signal or sign under clearance to maintain proper under clearance of 17 feet. Upon discovery of low clearance height, make necessary adjustments. Adjustment of messenger/guy wires to attain minimum clearance will be paid under major maintenance.

7) Routine test each conflict monitor in service in the solid state controllers.

8) Verify the signal plans and timings of the solid-state controllers. To document, submit pictures of important parameters such as time of day, traffic events, dials, etc. to substantiate that the timing program in the controller has been verified. Retiming plans issued for annual maintenance will not be paid separately.

9) Replace broken or worn displays, visors, and backplates.

10) Align twisted vehicular signal heads, pedestrian signal heads, case signs, flashing beacons and overhead signs.

11) Check overhead and underground cable for shorts and opens.

12) Tightening and aligning steel pole caps, pedestal caps, weather heads and risers as needed.

13) Repair/replace any broken or lose conduit seals at cabinet base to ensure that condensation does not get inside the cabinet.

14) Replacement of broken steel banding or lag bolts.

15) Repair/replace/remove any bottom tethers which are not properly secured as directed.

Contractor shall be reimbursed for any item that needs replacement using the Pricing Schedule.

(b) ROUTINE MAINTENANCE The Contractor shall provide the Routine Maintenance including all supplies, equipment and labor but excluding materials for keeping the Traffic Signal System properly functional at all times. The Contractor will be paid for all materials along with the approved percentage (%) markup as per the Pricing Schedule.

Routine Maintenance is not dependent on time of day when performed or cause for the repairs. Response time is within twenty-four (24) hours after receiving the trouble call for performing repairs required to keep the intersection safe and operational. The Routine Maintenance shall be performed on 24 hours /7 days a week basis throughout the year during the entire duration of the contract to ensure the Traffic Signal System is fully functional at all times. The activities included in the routine maintenance are as follows:

Traffic Signal System maintenance

1) Replacement/re-lamping of all blown out bulbs/lamps in flashing beacons, case signs and cabinets as needed.

2) Cleaning, adjustment and inspection of all signal controllers, cabinets, flashers and vehicle detectors.

3) Replacement of broken or worn lenses, reflectors and visors in vehicular, pedestrian and flashing beacon heads regardless of cause.

4) Replacement of broken or worn faces in internally illuminated case signs.

5) Inspection and repair of cables, messenger, clamps and guys, brackets, bolts, nuts, and wire entrances for wear or slack and replacing (replacement of wire entrances will be a major maintenance) or tightening as needed.

6) Realignment of twisted vehicular signal heads, pedestrian signal heads, case signs, flashing beacons and overhead signs regardless of cause.

7) Repair, replacement and resetting of faulty controller parts, relays, flashers, load switches, circuit boards, conflict monitors and other components as needed to maintain traffic signal operation.

8) Respond to trouble calls and malfunctions caused by power outages, low voltage issues and other causes and take appropriate action.

9) Cleaning of lenses (including vehicular lenses, pedestrian lenses, and video camera lenses), reflectors, case signs, cabinets, replacement of cabinets’ filters as needed.

10) Cleaning and removal of obstructions including snow and ice from video camera lenses and LED traffic and pedestrian signal lenses as needed.

11) Investigation and repair of shorts or opens in overhead cable and in underground cable at handholes and manholes.

12) Investigation and repair of loose or shorted wires in harnesses and back panels.

13) Respond and repair to all trouble calls where a major signal component does not need to be replaced.

14) Replacement of blown fuses or resetting circuit breakers.

15) Replacement of broken steel banding or lag bolts.

16) Sealing water leaks with silicone caulking in beacons, case signs, signal heads, conduits and cabinets.

17) Replacing lashing rod as needed to hold overhead cable securely to the messenger.

18) Realignment of video cameras and programming additional detection zones as directed by

Project Coordinator.

19) Measuring the ground resistance as needed at ground rod locations to verify an impedance of 10 ohms or less.

20) Replacing elbow covers for conduit, steel pole hand hole access plates and handhole rings and covers as needed.

21) Tightening and replace missing steel pole caps, pedestal caps, weather heads and risers as needed.

22) Replacement or repair of damaged loop sealants as needed.

23) Routine test conflict monitors in service as needed.

24) Verify annually the signal plans and timings of the solid-state controllers.

25) Retiming individual controllers on an as needed basis. Programming may involve working with an existing controller or new controller. If the timing plan requires wiring changes, it will be paid major maintenance.

26) All the above work shall be reported in written reports to the Project Coordinator on a monthly basis.

Video Cameras- As needed and when authorized: The maintenance under this category will be reimbursed as per the Pricing Schedule.

1) Verify video quality.

2) Verify camera operation.

3) Check integrity of cables and connectors (replace as necessary).

4) Clean exterior of camera housing and lens.

5) Apply Rainex, or approved equal, to camera window (or dome) of housing using the manufacturer recommended procedure.

6) Check mounting for corrosion.

The Contractor is responsible to submit electronic as well as written reports of all maintenance activities to the Project Coordinator on a monthly basis. The Contractor shall be paid for the services rendered as per the Pricing Schedule.

(c) MAJOR SIGNAL PROJECTS:

Major Signal Project activities are mainly those when the City requests the Contractor through a work order to perform replacement/ new installations of components of the Traffic Signal System, excluding Annual Maintenance and Routine Maintenance activities, or when additional components for added features are requested for the Traffic Signal System. The Contractor shall submit the work plan and detail cost estimate to the City for review, acceptance and issuance of the work order. Response time for Major Signal Projects shall be within twenty-four (24) hours after receipt of City’s authorization for performing repairs required to keep the intersection safe and operational. If the Contractor is not able to respond within the specified time for reasons beyond the Contractor’s control, the Contractor shall immediately notify the City’s Project Coordinator for his/her review and approval of extension of the response time. However, the Contractor is required to follow lane closure procedures and temporary intersection controls (if warranted) in compliance with the current Manual of Uniform Traffic Control Devices (MUTCD) construction guidelines while working at the job site and if the job is not completed at end of the day, continue to maintain lane closures and temporary intersection controls (if warranted) until the Contractor resumes the work at the location and complete the repairs.

Major Signal Projects includes but is not limited to the following activities.

1) Replacement or repair of major component, i.e., vehicle signal heads, pedestrian signal heads, controllers, cabinets, case signs, CCTV, vehicle detectors (cameras, loops and wireless sensors), field switches, antennas/radios, wireless radio communication systems, overhead signs, messengers, steel poles, wood poles, pedestals, conduit.

2) Temporary removal/rotation/covering/uncovering of case signs or signal heads associated with construction or special event activities at the direction of the Project Coordinator.

3) Installing, relocating, or removing case signs, overhead signs or signal heads following direction of Project Coordinator.

4) Replacement of signal cable(s) following direction by the Project Coordinator.

5) Straightening poles following authorization by the Project Coordinator.

6) Repair of solid-state circuitry boards, load switches and flashers.

7) Rotating of mast arms in CBD area and removal of overhead signal assemblies to facilitate special events and restoring to original position after the event.

8) Adjustment of messenger/guy wires to attain a minimum clearance of 17 feet.

9) Perform Inspection of newly installed traffic signals to verify compliance with plans and specifications. Each year traffic signals are modernized at approximately 30 intersections. When authorized, contractor shall perform a thorough inspection of the newly built traffic signal as outlined in checklist (see Traffic Signal Inspection Checklist) to verify compliance with project plans and specifications. Contractor shall have on board IMSA Certified Signal Inspector for this purpose.

All Major Signal Projects activities, with the exception of work required to restore a signal to normal operation or to remove a hazard shall only be done following authorization by the Project Coordinator. The Contractor shall use pay items from table 4.1 performing Major Signal Projects activities. For any maintenance activities not specified under the table, the contractor shall submit a detailed/itemized cost estimate for approval. The Contractor shall complete emergency related Major Signal Project to get the signal back in operation to remove a hazard at the first response. Following authorization to proceed with Major Signal Project, the Contractor shall complete the work to restore the Traffic Signal System within a mutually agreed upon schedule.

While submitting cost estimate for major repairs, the Contractor shall attach digital file pictures showing the affected components for record purposes. The Contractor shall also submit digital pictures to show the completion of the maintenance activity along with the detailed invoice for payment. The file names of digital pictures shall include location, date and time for easy identification and record keeping.

The Contractor, as incidental to Major Signal Projects, shall strip usable (salvaged) parts from damaged/unusable equipment. The Contractor shall make every effort to use parts removed from the locations, while performing repair work at the same location. The Contractor shall not be paid for reusable parts when used at the same location. The material to be salvaged must be in good condition and approved by the City. If the City determines/authorizes that the parts or the equipment/material is not reusable, it shall become the property of the Contractor.

The Contractor shall furnish all required signal parts, equipment, wireless communication system, CCTV, miscellaneous hardware, butyl tape, terminals, splicer, conduit, cable, wire and other material and equipment required to perform the maintenance under this contract. The Contractor shall use existing new traffic signal related materials that are stored at DPW facility or other designated location(s) before purchasing any new materials. The Contractor shall be paid for all materials brought from DPW facility or other designated location(s) and will be paid for material handling charges as per the Pricing Schedule.

Contractor shall submit the status of the inventory on a monthly basis for City’s review and procurement planning. The inventory shall be submitted in an electronic file similar to the sample format shown in Inventory Form (Sample) and must capture all the necessary attributes. City reserves the right to change format of the inventory file as deemed necessary. Material furnished by the Contractor for any authorized maintenance work shall include an itemized list of material used and unit prices and approved percentage (%) markup as stipulated in the Pricing Schedule. The markup percentage to be applied shall be listed on the bid sheet and hold throughout for entire three-year period. The material from stock which is used for maintenance activity is not eligible for reimbursement.

FIRST RESPONDER

A: FIRST RESPONDER SERVICES

The contractor shall be required to perform the first responder duties as outlined in this article. For this, the contractor shall make available a qualified crew as first responders for 24 hours x 7 days. This crew will be utilized as first responders and is also expected to monitor all trouble requests either logged into TSMS WOTS or received via Improve Detroit (SeeClickFix), Miovision alerts or calls from external and internal agencies/customers, work orders, address requests for Routine Maintenance and Major Signal Projects activities. All Major Signal Projects activities, with the exception of work required to restore a signal to normal operation or to remove a hazard shall only be done following authorization by the Project Coordinator. The response time for first responder activity is within 4 hours during normal working hours (Monday thru Friday, 7am to 4 pm) and 12 hours during after-hours and weekends. Any authorized repair activity performed by the first responder crew will be paid using the Pricing Schedule.

B: FIRST RESPONDER CONTINGENCY PLAN

In the event of an unforeseen circumstance that could cause unavailability of City’s electricians to work as first responders the contractor shall be required to perform first responder services for a City specified time-period (minimum 1 month) as outlined in section A. First Responder Services. Any authorized repair activity performed by the first responder crew will be paid using established unit price or time & material as specified in table 5 of the Pricing Schedule. City cannot be charged twice for the time spent by a first responder crew.

EMERGENCY RESPONSE ACTIVITIES

Emergency Response Activities are required when incidents occur such as malfunctioning signals, vehicle accidents causing signal pole to fall and block the traveled roadways, exposed live wire conditions or acts of God etc.

All emergency response activities shall be completed for safe passage of vehicular and pedestrian traffic within four (4) hours from the trouble call notification.

Emergency response activities shall include mitigation measures such as installing temporary traffic control signs, securing live wire, making the street passable, manually directing traffic, deploying portable generators at locations with power outage, etc., which shall be in place till such time that the system is returned to normal operation. All Emergency Repair activities will be paid on time and material basis. Once the intersection has been made safe for roadway users, repairs necessary to restore traffic signals to original condition will be reimbursed using Pricing Schedule.

A majority of City’s traffic signal cabinets have been installed with transfer switches to allow for hooking up portable generators to power the traffic signals during a DTE power outage. In such a case, City may authorize the Contractor to deploy generators (and refuel them until power has been restored) at some or all of the intersections affected by the power outage. Once authorized by Project Coordinator, Contractor will be responsible for deploying portable generators as specified in attached specification (see attachment E). Contractor will be reimbursed for such deployments as per the unit price established in Table 4.3 of Pricing Schedule.

RESPONSE TIME

The response time for emergency maintenance activity shall be within four (4) hours after receipt of a report of trouble regardless of the time of the day. The response time on weekdays (Monday thru Friday between 7:00 AM and 4:00 PM) for routine maintenance activity shall be within four (4) hours after the receipt of a report of trouble. The response time on holidays and weekends and after hours for routine maintenance activity shall be within twenty-four (24) hours after the receipt of a report of trouble. If Contractor is not able to respond within the specified time, he/she shall notify the Project Coordinator to work out an agreeable response time.

TECHNICAL INFORMATION

Adequate number of staff qualified and certified by appropriate governing agencies, trained with necessary equipment shall be in the employment of the Contractor throughout the contract period to satisfactorily maintain the Traffic Signal System as specified in this bid. The Contractor shall be responsible for the work done as specified in this bid. The Contractor shall meet the following requirements to be considered qualified for the bid and shall continue to meet the requirements throughout the bid period:

The Contractor shall be pre-qualified by the Michigan Department of Transportation (MDOT) for traffic signal work. The Contractor shall attach a copy of MDOT pre-qualification with the bid. (Prime contractor shall deploy only MDOT prequalified sub-contractors to perform any signal maintenance activities listed on this contract. If Prime contractor decides to deploy sub-contractors, they shall be identified in the submittal)

2) The Contractor and staff shall be familiar with City and MDOT specifications, installation requirements, maintenance requirements and all applicable provisions of current Standard Specifications for Construction the latest Michigan Manual of Uniform Traffic Control Devices including Part 6 of the Manual.

3) The Contractor and staff shall remain familiar with the operational features and repair and maintenance requirements of all current and future signals and associated system equipment covered under this bid.

4) The Contractor shall have sufficient equipment, trained and IMSA certified level 2 staff to install and maintain all signal and associated equipment covered under this bid.

5) The Contractor shall have sufficient trained and certified staff to respond within the time requirements to all reports of trouble of the Traffic Signal System.

6) The Contractor shall keep current with new equipment technology as it pertains to the City of Detroit’s Traffic Signal System and shall train staff as needed to effectively maintain the system according to this bid as incidental to routine maintenance.

7) The Contractor and staff shall be fully trained to install, service and maintain electro-mechanical and solid-state traffic signal equipment and all associated system components.

8) It is preferred that any staff employed by the Contractor working inside the traffic signal cabinet must be a licensed journeyman or master electrician.

9) The awardee of this bid (Prime Contractor) is required to perform the majority of the work assignment (a minimum of 80% of the contract tasks) except specialized tasks such as pavement sawing for loop installation, pavement trenching, placing of reinforced concrete etc. subject to approval of the subcontractor by project coordinator. Payment shall not be made for prime Contractor’s overhead cost for work performed by the subcontractor (a markup may be agreed upon if so indicated in the Pricing Schedule, Table 6). The prime Contractor shall be responsible for the quality of all subcontracted work and shall be responsible for replacement of any work rejected by the Project Coordinator at no cost to the City.

DOCUMENTATION

Documentation by the Contractor shall be required for work completed under this bid. A Service Request form shall be filled out each time the Contractor does any work on a traffic signal including Routine and Major Maintenance activities. The Contractor shall fill out all information on the form such as the location, time and dates of arrival, time of receipt of trouble call, time and date of repair, list of equipment used, signal under clearances, etc. and digital signature of the employee completing the work and should be filed electronically.

The City is using the web based software that is hosted and maintained by MS2SOFT and the web site link is http://detroit.ms2soft.com/tms/. The City can provide temporary access of this website to bidders upon request to get familiarity of this software. Contractor will be responsible to procure and maintain field devices at their own cost and should meet specifications to run the web-based application used by the City.

Contractor shall deploy field devices with wireless connectivity and GPS capability. City will provide basic training to the selected bidder for using this software.

The field devices shall be capable of accessing web-based application to retrieve and complete open work orders. Using the field devices, the Contractor crew(s) should update date and time stamp of receipt of trouble call, date and time of arrival at site, date and time of repair, photographs of before and after repair, crew(s) information, list of equipment used, parts and supplies used etc. before leaving the site. The Contractor crew(s) should also provide status updates on the progress of the work for City to keep track of the progress of the repair activity. Contractor shall provide detailed documentation of the work performed and update the work orders within one (1) hour of completion of field work. Accuracy of information logged in the work order is crucial for future liabilities and will play a significant role in processing payments in timely manner. While submitting cost estimate for major repairs, the Contractor shall attach digital file pictures showing the affected components for record purposes. The Contractor shall also submit digital pictures to show the completion of the maintenance activity along with the detailed invoice for payment.

The file names of digital pictures shall include location, date and time for easy identification and record keeping.

The secured web site to monitor the Contractor’s maintenance activities shall be current with information of all aspects of maintenance activities performed by the crew(s) throughout the duration of the contract for City’s review and for verification of invoices for payment. City will not be responsible for making payments if the activity is not entered in the web site or cannot be verified due to data incompleteness.

The Contractor shall submit monthly invoice for the progress payment of all maintenance activities completed and accepted by the City. Hard copies or electronic copies of the cost breakdown for each major maintenance activity with supporting documents shall be submitted within (5) working days following completion of each major repair work. All requests for monthly progress payments for routine and major maintenance invoices shall include the following supporting documentation:

1) Copy of Service Request form completed for each Routine and Major Signal Project activity.

2) Copies of time sheets containing names, dates and hours worked on the Major Signal Project. These time sheets shall contain location of work and Service Request form number.

3) Submit itemized list of all the Contractor furnished materials including unit and total cost for each

Major Signal Project job. These material lists shall include location of work and appropriate Service Request form number.

4) Copies of invoices for material obtained from the supplier and chargeable to the City shall identify with work location and appropriate Service Request form number. Materials used from the city provided inventory should be marked separately and should include the status of the inventory for city’s review and procurement planning. These invoices shall be submitted for material used at the Major Signal Project work location.

5) Copies of any subcontractor’s time and material invoices chargeable to the Major Signal Project.

These invoices shall contain services rendered, along with location and appropriate Service Request form number.

6) Supporting documents reviewed and accepted for each major repair work.

Failure of the Contractor to provide required backup documentation may result in the City deducting from Major Signal Project invoices any unsubstantiated labor, material, equipment or subcontractor costs.

SUPPLEMENTAL SPECIFICATIONS FOR TRAFFIC SIGNAL INSTALLATION

All work shall be done in compliance with MDOT 2020 Standard Specifications for Construction or the latest. These supplemental specifications are intended to give the Contractor requirements that govern material and methods for installation of major components of traffic signals that might arise in repair work.

These specifications are not for major maintenance activities. For specifications for signal installations, the Contractor shall consult with the Project Coordinator for approval of proposed work and acceptance of applicable standards.

(a) EXISTING EQUIPMENT

All signal equipment and material removed during the installation of the traffic signals shall become the property of the Contractor, unless the City determines/authorizes to be reusable.

(b) CERTIFICATIONS OF EQUIPMENT AND MATERIALS

The Contractor shall furnish manufacturer’s certificates of compliance verifying that the signal equipment, cable, etc. satisfy applicable standards and specifications adopted by City or Michigan Department of Transportation (MDOT) specifications. Methods of sampling of materials to be used on jobsite shall be determined by the City.

(c) SIGNAL DISPLAYS

The City of Detroit has completed replacement of almost all incandescent and metal halide lamps with LED display system and the inventory consists of the following types of displays:

1) LED panel for 4-way 24” x 30” case sign.

2) LED panel for 2-way 24” x 30” case sign.

3) LED panel for 1-way 12” x 27” case sign.

4) 12” LED vehicular signal displays (including some that are specified as Long Life).

5) 12” LED vehicular signal displays optically programmed heads

6) 12” LED pedestrian signal displays (with countdown timer)

7) 12” LED pedestrian signal displays (display only)

8) 16” LED pedestrian signal displays (with countdown timer)

9) LED panel for Internally Illuminated Street Name Signs and Internally Illuminated Case Signs.

(d) SIGNAL UNDERCLEARANCE

The under clearance from the bottom of the signal head bracket or case sign to the street surface for existing traffic signals varies between 16 and 18 feet. Unless it is impractical and approved by the City, the minimum under clearance shall be maintained at 18 feet for each signal or case sign at all signalized intersections.

Under clearance shall be adjusted by using pipe extenders between the span wire and case sign or signal head. The Contractor shall provide any such extenders. These extenders shall be incidental and included in the unit rates of routine maintenance activities.

(e) SIGNAL CABLE INSTALLATION

All signal cable shall be installed as a continuous length from the controller to each separate signal head assembly or case sign assembly included in this bid. Splicing from one assembly to another assembly is permitted by installing junction box subject to approval by Project Coordinator. Any cable found to be spliced by contractor without prior approval from Project Coordinator shall be replaced by Contractor with a new cable installed as a continuous length from controller to signal head at no expense to City.

(f) INSTALLATION OF NEW SIGNAL HEADS

The Contractor shall schedule the work so that installation of new signal heads and case signs and the removal of existing signal heads and case signs are completed in a concurrent manner. Interruption of signal display for facilitating installation shall not be permitted unless approved otherwise by the City for exceptional situations.

(g) SIGNAL OPERATIONS

Each intersection shall be maintained such that the signals are fully functional at all times except for short periods when the installation work may require that power be shut off. During any period that the Contractor must shut off the signal, the Contractor shall, at no additional cost to the City, provide and install appropriate traffic control signage at the intersection and notify the City. The new traffic signal head and the existing traffic signal head shall not be left in operation at the same time to avoid confusion to motorists.

(h) UNDERGROUND CONDUIT

Required underground conduit shall be installed at a minimum depth of 2½ feet below the finished grade and all clearances from MISSDIG obtained in advance. The Contractor is responsible for avoiding damage to other underground utilities and for coordinating work with the affected utilities. If the Contractor causes damage to any underground utility, it shall be repaired/replaced at no cost to City. Any pavement cut made by the Contractor shall be restored to original condition at no cost to City. If pavement restoration is not possible due to inclement weather, temporary measure shall be taken to make road safer for vehicle and pedestrian traffic until permanent restoration is done. The permanent restoration shall be done as soon as the weather permits. Should access to PLD/DTE manhole required for the signal maintenance operation, the Contractor should secure permit from PLD/DTE to access manhole and the work shall be performed in compliance with OSHA requirements. Conduit shall be 3” diameter E.B-20 PVC (NEMA TC-6) or 4” diameter E.B – 20 PVC (NEMA TC –6) or galvanized steel unless otherwise specified by the Project Coordinator. Schedule 80 conduits shall be used whenever approval has been provided to install direct buried conduits.

GENERAL REQUIREMENTS

(a) SITE INVESTIGATIONS

The Contractor shall investigate and become familiar with the conditions of the City’s Traffic Signal System such as but not limited to vehicular and pedestrian signal displays, controllers, signal poles, mast arms, power supplies, case signs etc. and associated work to be performed under this bid. Failure to investigate on the part of the Contractor shall not be grounds for additional compensation under this bid.

The City may at its discretion, make site visits to Contractor’s facility to ensure Contractor have adequate resources (manpower, equipment, supplies etc.) to provide the requested maintenance services and may request a demonstration of Contractor’s ability to provide the services.

(b) CONTRACTOR’S RESPONSIBILITIES

The Contractor shall assume all risk, or damage, or injury from whatever cause to property, or persons engaged, or employed or in conjunction with the work. The Contractor shall also assume all risk, or damage, or injury from any cause to property or to any persons wherever located, resulting from any negligent action or operation under this bid, or in connection with the work. All the requirements of insurance coverage and indemnification shall be as stipulated in this bid document.

The Contractor shall be responsible and hold the City harmless for any damage/claims associated with the Contractor’s failure to maintain the traffic signal infrastructure beyond the power supply point of the utility company, which is inclusive of circuit breakers. The Contractor shall be also held responsible for failure to respond to emergency trouble calls in a timely manner. Such failure shall be considered as Contractor’s negligence and as such the Contractor shall be held legally liable and accountable to the fullest extent of the insurance and other indemnification provisions of the contract. The Contractor shall defend, indemnify and hold the City harmless in case legal action is brought forth against the City on account of such acts by the Contractor.

The Contractor shall be responsible to maintain City’s insurance requirement at all times during the contract period.

(c) CITY’S PROJECT COORDINATOR

The City’s Project Coordinator shall have the right to inspect any materials furnished by the Contractor, which is to be used in carrying out the terms of the bid. Any such materials, equipment or components, which do not comply with Michigan Department of Transportation (MDOT) specifications, state codes or the City’s specifications may be rejected by the City and shall be replaced by the Contractor at no additional cost to the City.

Any materials, equipment or components rejected shall be removed from project site within Twenty-four

(24) hours at the Contractors expense following receipt by the Contractor of City’s written notice of the rejection. Failure by the Contractor to remove any rejected materials, equipment or components within the above time limits may result in removal of the materials by the City and the cost plus 50% surcharge will be recovered from the Contractor from monies due to the Contractor.

(d) TESTING

Any testing of materials, equipment or components deemed necessary shall be as determined by the Project Coordinator.

(e) TIME AND PROGRESS

It is understood that time is of the essence in completing work under this bid. The Contractor shall have qualified personnel on hand to respond year-round on a twenty-four hour a day, seven days a week basis to respond to trouble calls and perform repairs for safe passage of vehicular and pedestrian traffic. The Contractor shall be capable of arriving onsite for performing repairs as detailed under article Response Time after receiving the trouble call.

Upon arrival at any intersection where a signal is malfunctioning, the Contractor shall begin necessary investigation of repairs and perform repairs continually at the scene until the signal is repaired and operating normally. In the case of accident damage where a major component is missing/damaged or unavailable, the Contractor shall complete repairs as much as possible for the placement of signal into normal operation and interim installation of traffic controls for safe operation shall be made before leaving the scene and finish the work as soon as possible upon receipt of the missing components or equipment.

(f) INTERIM TRAFFIC CONTROLS AND SIGNAGE

As an incidental to repair work, the Contractor, in the course of performing routine and major maintenance, shall place and maintain standard signs and barricades necessary to set up a safe work zone to protect the public and his/her crews against accidents, and shall place and maintain during the time of darkness (after sunset) sufficient non-extinguishable lights on all the temporary traffic control devices within the right of way. The temporary traffic control devices and setting up of work zone shall conform to the provisions of latest Michigan Manual of Uniform Traffic Control Devices - Part 6.

The Contractor shall furnish, place and maintain as incidental to this contract, all traffic control devices necessary to protect the work site and the public. The Contractor shall revise traffic control devices as directed by the Project Coordinator should controls not satisfy standards. No extra payment for traffic control will be made.

(g) DISRUPTIONS TO TRAFFIC FLOW

The Contractor shall schedule work as much as practical to keep the traffic lanes and public grounds clear of equipment, new material, rubbish, excavated material and debris during all work under this bid to reduce adverse impact to the public. Upon completion of work, the Contractor shall clean the area of all excess material, including but not limited to scraps of wire, terminal spades, removed insulation, glass tape etc. as incidental to this bid at no additional cost. Full closure of the intersection may be considered as an exception, only if determined to be absolutely necessary by the City.

(h) MDOT PRE-QUALIFICATION

Pre-qualification for the Prime Contractor by the Michigan Department of Transportation is required as a pre-requisite to consideration of any bid. The work performed under this bid shall be in accordance with the current Michigan Department of Transportation “Standard Specifications for Highway Construction”, and the general and supplemental specifications as contained in the bid documents.

It is mandatory for Subcontractors to have MDOT pre-qualification. The City, however, may require work history and equipment inventory to assure capability of subcontractor to perform the work requirements.

(i) PENALTIES

The Project Coordinator shall have the sole discretion to assess fines for repeated performance deficiencies.

A minimum assessment of $500 and a maximum assessment of $1000 per occurrence may be levied pursuant to this section.

Project Management, Administration and Meetings

1) Project Management and Administration: This task includes all project management activities necessary for the contractor to successfully complete the project as described above. Project management/coordination subtasks will continue throughout the duration of the contract.

2) Maintain Project Records and Files: This task includes maintaining the project records and files, including meeting documentation, design plans, construction contracting documents, and design changes resulting from equipment upgrades, repairs or replacements.

3) Meetings: City will schedule monthly meeting to discuss status of various maintenance activities.

The Contractor and/or Project Supervisor shall be available to meet with the Project Coordinator at a mutually agreeable time to discuss problems, issues or concerns relative to the contract. Either party may call a meeting at any time. When such a request for a meeting is made, the meeting date shall, in no case exceed five (5) working days after the request; and, if in the sole opinion of the Project Coordinator, the severity of the circumstance warrants, no more than one (1) working day. City will not reimburse for any costs associated with project management, administration and meetings.

5. OPERATIONAL INFORMATION

The equipment presently utilized in the Traffic Signal System and associated materials and equipment to be maintained under this contract consists of all traffic signal infrastructure such as but not limited to the following:

Solid State Electronic Controller Conduits Cabinet Handholes Flasher (hard wired & solar) Splicebox Driver Feedback Signs Cables Vehicular traffic signals GPS time clocks Pedestrian traffic signals Case Signs Internally Illuminated Street Name Signs Guy wires Tether wires Span wires Pedestrian Push Buttons Wood Poles Pedestals

Traffic Detection equipment Cameras Cellular Communication System (RTSMS) Service disconnects Power Conditioners Push Button Posts Steel Poles Backplates Transfer Switches UPS System

The City established a goal to install ITS hardware to all traffic signals. The installation of this technology will start and continue during the duration of this contract. The planned ITS hardware installation includes, CCTV Cameras, Emergency Vehicle Priority (EVP), Ethernet field switches (mid-level and high level), power conditioners, communication systems (wireless, fiber, hardwire etc.), Remote Management system, Roadside equipment (RSE) for vehicle to vehicle and vehicle to infrastructure communications and may pursue newer and better technologies/equipment as part of the signal modernization and implementation of ITS technologies. All traffic signals inclusive of both ITS and non-ITS signals under the jurisdiction of City of Detroit are herein after called as the Traffic Signal System.

The Contractor shall continuously be up to date on changes in equipment and procedures during the term of the contract and learn to maintain whatever equipment is installed as part of the Traffic Signal System.

The Contractor is expected to provide service in accordance with the terms of the executed contract and under the rules, regulations, and supervision of the City.

POWER SOURCE AND ELECTRICAL EQUIPMENT MAINTENANCE

The Contractor is responsible for all secondary power distribution for the electrical equipment loads from the Utility service disconnect which may be either the circuit breakers inside the traffic signal cabinet or an external safety switch. Maintenance responsibility typically also includes a step-down transformer for converting utility supplied ungrounded 240 VAC line-line voltage to the operational 120 VAC (existing grounding wiring is connected to the equipment at each location), single-phase power required for energizing the Traffic Signal System. The Contractor shall arrange meetings with assigned representatives of the electrical power utility (PLD/DTE) during the period of the contract and shall obtain approval related to the power feed to the traffic signal controller cabinet. The Contractor shall be responsible for repairs and maintenance of all the Traffic Signal System beginning from circuit breakers to traffic signals, including circuit breakers and transformers at the controller cabinet. The Contractor shall contact the electrical power Utility (DTE) if the Utility feed is not operational as required and coordinate the Contractor’s work with the Utility

6. MINIMUM QUALIFICATIONS

Bids will be accepted only from those firms demonstrating a minimum of three (3) years of experience in providing traffic signal-related services such as maintenance of various traffic signal equipment, ITS equipment, cameras, detection sensors and misc. traffic control devices. If Prime contractor decides to deploy sub-contractors, they shall be identified in the submittal. Prime contractor shall deploy only MDOT prequalified sub-contractors to perform any signal maintenance activities.

7. TECHNICAL INFORMATION

The City of Detroit is committed to centralizing and warehousing data for the purpose of improving service delivery and enabling cross departmental analytics. For this reason, we expect Contractors, contractual relationships, and resulting software platforms to enable data access, data interoperability, warehousing of resulting data, and adherence to City data standards.

The City prefers:

• System or platform has the capacity to store field-level metadata and display it in the user interface when appropriate

• API is able to provide data in a JSON format.

• Data system or data exports integrate easily with ESRI products including feature services.

• Systems or platforms that support data exchanges (pushes and pulls) that can happen dynamically.

Specifications, Change of Specification, and Errors or Omission. Specifications which refer to brand names are given for reference. Respondents may quote on equivalent articles, provided that brand name and catalog number(s) and any deviations are noted on the bid form and complete descriptive literature is furnished. Exceptions will state “Do Not Substitute.” The decision of the City shall be final.

8. QUESTION DEADLINE

All questions…