Final_RFB_605_2600000551_1_SO_FORM.PDF

Document ID: RFB 605 2600000551 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: Electrical Maintenance District 10

Date Issued:

04/20/2026 Record Date:

04/20/2026

Solicitation Closes Date:

05/12/2026 Time:

13:30

Solicitation No:

RFB 605 2600000551

Online Bidding Prohibited: No

For Information Call:

LATASHA CHENAULT

502-782-5673

Bid Receiving Location:

Bid Receiving

See Terms & Conditions for Bid Submission Instructions

Other KY

Vendor Customer Number:

Vendor Name:

Phone Number:

Fax Number:

Email Address:

Ordering

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Payment

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Ownership Type

__ Sole Proprietorship __ Partnership __ Corporation __ Other_________________________

SIGNATURE OF AUTHORIZED AGENT IS REQUIRED UNLESS RESPONSE

IS SUBMITTED ELECTRONICALLY. FAILURE TO SIGN SHALL RENDER

THE BID INVALID.

Signature X_________________________________________ FEIN#____________________ Date____________

All offers subject to all terms and conditions contained in this solicitation.

Document ID: RFB 605 2600000551 Page: 2

Line Items

Commodity Group: Default Commodity Group

Line CL Description Quantity UOM Unit Cost Line Total or Contract Amnt

1 District 10 Electrical Maintenance 0.00000 EA

Comm Code Comm Description Manufacturer Model # Manuf Part #

96883 Traffic Signal Maintenance and Repair

Extended Description District 10 Electrical Maintenance

***ONLY ONLINE BIDS WILL BE ACCEPTED FOR THIS RFB.*** Emailed and hard copies delivered by any method WILL NOT BE ACCEPTED.

*On this line, Bidders must enter $0.01 for price and zero (0) for delivery in the e-procurement system.* To do this, see attached document How to Respond to an Online Bid through the Kentucky Vendor Self Service site (updated).pdf.

*ALL actual BID PRICES must be entered on attached Bid Sheet and submitted as an attachment in the e-procurement system.*

*Please enter contact person, phone number, and email address on the bid sheet.* Vendors should review and update, if necessary, all addresses and contact persons for their account prior to bid submission. This information will carry forward to a contract if awarded, therefore please ensure all information is correct.

See Terms and Conditions and specifications.

Shipping Information KYTC District 4 - Hardin Co Traffic Barn Building #1

310 Valley Creek Road

Elizabethtown KY 42701

Billing Information KYTC District 4 - Elizabethtown District Office

PO Box 309

Elizabethtown KY 42702-0309

Document ID: RFB 605 2600000551 Page: 3

Submission Checklist

The following items will be required to be submitted with bid:

Item The vendor with best price received the highest evaluated score.

ELECTRONIC BID SUBMISSION

Bid responses shall be received by electronic submission in the eProcurement system.

Link: https://vss.ky.gov

An electronic bid shall be authorized by the proper agent of the firm by the act of submitting it electronically through the eProcurement system.

Bid information MUST be completed online. Response must contain all required information for the Solicitation.

All bidders MUST be registered in the Commonwealth eProcurement System via the Vendor Self Service System at https://vss.ky.gov

Allow 24 – 48 hours to complete Vendor Registration. Vendors must be logged in to their Vendor Self Service (VSS) account in order to submit a response. Registrations completed the day of bid closing must be completed by the Vendor in the VSS portal. The Customer Resource Center is not able to complete registrations and activate accounts on the same day. Closing dates will not be extended for Vendors not registered by the date/time of the bid closing. Vendor Self Registration Guides are provided at https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx

All bidders are cautioned to begin their electronic submission in sufficient time to complete before the closing date and time. Delays due to technical difficulties or document upload impediments shall not be justification for acceptance of a late bid or proposal. Vendor attention to this advisory is encouraged. If you need assistance, please contact the Customer Resource Center (CRC) by email at Finance.CRCGroup@ky.gov or phone 502-564-9641 or toll-free 877-973-HELP (4357).

BID PRICES SUBMITTED ON COMPANY QUOTE FORMS ARE DISCOURAGED. COMPANY TERMS AND

CONDITIONS AND/OR SALES AND USE AGREEMENTS OFTEN CONFLICT WITH STANDARD SOLICITATION

REQUIREMENTS AND MAY RESULT IN REJECTION OF BID OFFER.

Online bid responses must be in an “Accepted” status and shall be assigned a date and time stamp from the eProcurement system at the time of final acceptance and formal submission by the vendor. The system will not allow submission of an online response after the published date and time for closing.

An offer may be modified or withdrawn by electronic or written notice ONLY if received prior to the bid closing date and time. An electronic offer may be modified by applying the appropriate electronic signature and following the procedure in the state’s eProcurement signature.

PUBLIC BID READINGS

Any person wishing to hear a bid reading may call the conference line at 866-830-9434, Participant Code 21327950, at 3:00 pm, Eastern Time on the bid closing date.

BID SUBMISSION CHECKLIST

The vendor MUST include the following with the bid submission. If the items below are not submitted with the bid, the Commonwealth MUST deem the bid non-responsive and SHALL NOT be considered for award.

_____ BID INFORMATION – COMPLETED (See Section 5.00)

_____ BID SHEET (ATTACHED)

All other items MUST be submitted prior to award however, vendors are strongly encouraged to include with bid submission.

Document Phase Document Description Page 4

2600000551 Final Electrical Maintenance District 10 Total Pages: 57 https://vss.ky.gov https://vss.ky.gov https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx mailto:Finance.CRCGroup@ky.gov

_____ CERTIFICATE OF AUTHORITY – REGISTRATION WITH SECRETARY OF STATE BY FOREIGN

ENTITY (See Section 2.26)

_____ REQUIRED AFFIDAVIT(S) (See Attachments A, B, C, etc. as applicable)

_____ REQUIRED VINs (Section 1.08)

_____ EMPLOYEE QUALIFICATIONS (Section 1.09)

_____ CERTIFICATE OF INSURANCE (See Section 1.27)

PLEASE READ THIS SOLICITATION AND ITS INSTRUCTIONS IN ITS ENTIRETY.

This is a Request for Bid (RFB).

Vendors shall comply with the terms and conditions stated in the solicitation.

Any efforts to negotiate these terms and conditions SHALL NOT be accepted and SHALL cause the bid to be deemed non-responsive.

Vendors should review and comply with the general bidding requirements listed under “Procurement Laws, Preference, Regulations and Policies” and “Response to Solicitation” located on the eProcurement Web page at https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx and https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx respectively. The vendor must comply with all applicable statutes, regulations and policies related to this procurement.

Section 1 - Scope of Work – Service

1.00 - SPECIFICATIONS OF SERVICES REQUIREMENTS

MILEAGE IS INCIDENTAL TO THIS CONTRACT AND IS NO LONGER A PAY ITEM.

ANY TRAFFIC CONTROL BY THE CONTRACTOR SHALL BE INCIDENTAL TO THE WHOLE

CONTRACT.

ELECTRICAL MAINTENANCE AND REPAIR CONTRACT

1.01 Scope of Work

The scope of this contract shall include, but not be limited to, the following type of work:

Field construction, troubleshooting, and repair of:

Traffic signals

Document Phase Document Description Page 5

2600000551 Final Electrical Maintenance District 10 Total Pages: 57 https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx

Flashing beacons

School flashers.

Roadway, aviation, bridge, pedestrian, bridge, rest area, weight station, intersection, tunnel, and navigation lighting

1.02- Locations

All work on this contract shall take place in the following counties: Breathitt, Estill, Lee, Magoffin, Menifee, Morgan, Owsley, Perry, Powell, and Wolfe counties.

The Contractor shall provide technical expertise, labor, working equipment, and all tools necessary for the work associated with this contract. The contractor shall be licensed by Department of Housing, Building, & Construction as an Electrical Contractor. The Contractor should have at least a three (3) person crew for all work on this contract.

One employee on the crew shall be a License Electrician per the Department of Housing, Building, & Construction.

The Contract Manager shall have the final decision on the number of vehicles and persons for each crew.

All electrical work shall be conducted or supervised by a licensed electrician. Non-electrical work may be supervised by personnel without an electrical license. If questions arise, the Contractor Manager shall make the final determination as to what work needs to be supervised by a licensed electrician, the Contract Manager may require the replacement of an individual who is not performing.

1.03 - Electrical Traffic Control Devices Work

The Contractor’s vehicles per signal job shall consist of two vehicles per 3 person crew. If other vehicles are needed, the contractor shall get prior approval from the Contract Manager to add any other vehicles for each crew. The Contractor shall use bucket trucks with a maximum working height in the range of 30 feet when doing signal work on this contract. If a larger bucket truck is required for signal work, the Contractor shall get prior approval from the Contract Manager before larger bucket trucks will be allowed to be used on this contract.

By the end of the initial contract term, the Contractor shall be able to furnish one person for each field crew who is certified in IMSA Level II (field or construction) or the contract will not be renewed.

1.04 - Lighting Work

The Contractor’s vehicles per lighting job shall consist of a service and bucket truck per crew. If other vehicles are needed, the contractor shall get prior approval from the Contract Manager to add any other vehicles for each crew.

The Contractor shall use bucket trucks with a maximum working height in the range of 50 feet when doing lighting work on this contract. If a larger bucket truck is required for lighting work, the Contractor shall get prior approval from the Contract Manager before larger bucket trucks will be allowed to be used on this contract.

By the end of the initial contract term, the Contractor shall be able to furnish one person for each field crew who is certified in IMSA Lighting Level I or the contract will not be renewed.

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2600000551 Final Electrical Maintenance District 10 Total Pages: 57

1.05 Standards

All work shall be completed in a professional manner and meet the requirements of the local utility, any supplied drawings or plans, the latest editions of the National Electrical Code, the Manual on Uniform Traffic Control Devices, and the Kentucky Department of Highways’ Standard Specifications for Road and Bridge Construction including all current supplemental standard specifications and special notes (with the exception of Section 109) and the Division of Highway Design Standard Drawings. All work shall be performed in accordance with the Division of Traffic Operations’ specifications for signals and lighting. The Contractor shall be responsible for conforming to all OSHA and KOSHA safety requirements for all work performed.

The Division of Traffic Operations’ specifications for signals and lighting can be found at:

https://transportation.ky.gov/TrafficOperations/Pages/Design-Services-Branch-Standards-and-Tools.aspx

The Kentucky Department of Highways’ Standard Specifications for Road and Bridge Construction can be found at:

http://transportation.ky.gov/Construction/Pages/Standard-Specification-with-Supplemental-Specification- Included.aspx

The Manual on Uniform Traffic Control Devices can be found at:

http://mutcd.fhwa.dot.gov

The Division of Highway Design for standard drawings of various items can be found at:

https://transportation.ky.gov/Highway-Design/Pages/Standard-Drawings.aspx

1.06 Public Information

The Contractor shall notify the Contract Manager three business days in advance of any planned work that might significantly impact traffic flow in case the District wants to relay this information to the public.

1.07 Termination of Contract

In the event the contract is terminated for any reason, the Contractor shall be paid for the work performed or services rendered up to and including the date of cancellation.

Document Phase Document Description Page 7 https://transportation.ky.gov/TrafficOperations/Pages/Design-Services-Branch-Standards-and-Tools.aspx http://transportation.ky.gov/Construction/Pages/Standard-Specification-with-Supplemental-Specification-Included.aspx http://transportation.ky.gov/Construction/Pages/Standard-Specification-with-Supplemental-Specification-Included.aspx http://mutcd.fhwa.dot.gov https://transportation.ky.gov/Highway-Design/Pages/Standard-Drawings.aspx

In the event the parties cannot reach a mutual agreement as to the amount of work performed or services rendered then, the matter shall be submitted to the Secretary of the Kentucky Transportation Cabinet for review. The decision by the Secretary of the Kentucky Transportation Cabinet shall be final and binding on both parties.

1.08 Documentation of Vehicle Qualifications

All bucket trucks and line trucks shall not be more than 12 years old at time of award. Prior to award the Contractor shall submit VIN’s of all bucket trucks and line trucks that will be used on this contract. If the contractor will be using a rental truck, the Contractor shall submit VIN’s for verification of the age requirement. The Contractor shall submit the titles to the Contract Manager for all bucket trucks and line trucks that are used on this contract before any truck can be used on this contract. The Contract Manager may require the replacement of any equipment that is not performing.

1.09 Documentation of Employee Qualifications

The Contractor shall submit the following information:

Proof of Electrical Contractor license issued by Department of Housing, Building, & Construction.

Proof of electrician license issued by Department of Housing, Building, & Construction for each crew.

Staffing plan

Proof of certification for the International Municipal Signal Association (IMSA) Level 1 and 2(Field or Construction) for all Electricians. - All IMSA certifications shall be valid and up to date

Diplomas

Work Zone Traffic Control Supervisor Qualification – WZTCS. Contractor is required to have at least one.

Qualifications shall be current within 5 years.

See the following websites for qualifying classes:

Kentucky Transportation Center:

https://www.kyt2.com/training/work-zone-qualification-training-program

American Traffic Safety Services Association:

https://www.atssa.com/Training/Certification

Kentucky Laborers’ Joint Apprenticeship & Training Trust Fund:

https://www.kltf.org/construction-classes#traffic-control-supervisor

Document Phase Document Description Page 8 http://www.kyt2.com/training/course/work-zone-traffic-control-supervisor-qualification/work-zone-qualification-training https://www.kyt2.com/training/work-zone-qualification-training-program https://www.kltf.org/construction-classes#traffic-control-supervisor

Work Zone Traffic Control Technician Qualification –WZTCT. Each crew shall have one WZTCT initially and all members of the crews shall have qualifications within 6 months. Qualifications shall be current within 5 years.

See the following websites for qualifying classes:

Kentucky Transportation Center:

https://www.kyt2.com/training/work-zone-qualification-training-program

American Traffic Safety Services Association:

Kentucky Laborers’ Joint Apprenticeship & Training Trust Fund:

https://www.kltf.org/construction-classes#traffic-control-technician

Flagging credentials - All employees shall have this requirement. Qualifications shall be current within 5 years.

Any other supporting documentation requested for each employee initially assigned to the contract.

The Contractor shall submit all information necessary to verify experience and training. The staffing plan shall be submitted with their bid. The Cabinet shall verify all credentials prior to award of contract.

Personnel shall comprise of the actual field crews when work commences. Substituting less experienced personnel after award of contract may result in termination of the contract.

Field crews shall submit credentials to the Contract Manager, including IMSA, WZTCT, and WZTCS certifications (including contact info) prior to beginning work. Anytime that new crews or personnel are added, credentials shall be supplied to the Contract Manager prior to work commencing. Documentation of credentials will be required for each new employee added to the contract.

1.10 Electricians Qualifications

Licensed electrician issued by the Department of Housing, Building, & Construction

IMSA level 1 & 2(field or construction) certification - shall be renewed with IMSA. All electricians shall have this certification within 6 months of the start of the contract. Proof of certification shall be sent to the Contract Manager upon renewal of contract. If certification is not presented, the contract will not be renewed.

IMSA Roadway Lighting Level I certification. All electricians shall have this certification within six months of the start of the contract. Proof of certification shall be sent to the Contract Manager upon renewal of contract. If certification is not presented, the contract will not be renewed.

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2600000551 Final Electrical Maintenance District 10 Total Pages: 57 http://www.kyt2.com/training/course/work-zone-traffic-control-technician-qualification/work-zone-qualification-training https://www.kyt2.com/training/work-zone-qualification-training-program https://www.kltf.org/construction-classes#traffic-control-technician

Work Zone Traffic Control Technician Qualification. All electricians shall have this certification within 6 months of the start of the contract.

Flagging credentials

Sufficient documented experience and training in the fields of traffic electronics, telecommunications, sensors, wireless data and related technologies

Individual shall be knowledgeable of the electrical safety codes and National Electrical Code.

Individual shall be familiar with the equipment being serviced and shall be capable of replacing components, rebooting equipment, and initial troubleshooting.

The electrician shall perform the following tasks:

Correspond with the Contract Manager to coordinate staffing levels for upcoming work

Correspond with the Contract Manager upon receiving work orders to determine scope of work

Coordinate with the Contract Manager to procure necessary materials or pick up spare parts

Coordinate traffic control measures with the Contract Manager and district personnel

Coordinate with electrical, telephone, and other utilities for location of services

Supervise traffic control work

Perform on-site management of installation tasks

Perform initial or simple field troubleshooting

Coordinate with equipment manufacturers to resolve problems

Perform field device replacement, calibration, installation and rebooting

Perform installation tasks

Perform device rebooting

Perform traffic control work

Perform inspection, inventory and testing

Perform preventative maintenance

Perform coaxial and fiber terminations

Perform inspections and quality control functions

Manage the Laborer(s) and Equipment Operator

Complete/Review daily field sheets

Review monthly billing reports for accuracy

Provide technical support and training for the Laborer(s)

Provide technical information to the Contract Manager

Act as primary contact between the Contractor and the Contract Manager

Perform shipping and receiving functions for warranty replacement

Document Phase Document Description Page 10

Laborers and equipment operators shall have the following certifications and qualifications:

Work Zone Traffic Control Technician Qualification. All laborers and equipment operators shall have this certification within 6 months of the start of the contract.

Flagging credentials

Laborers shall have experience in basic electrical construction practices. Laborers shall be competent to operate all tools and light equipment. Contractor shall be supplied with additional tools and equipment as necessary.

Equipment operators shall be licensed (CDL) to transport and operate heavy equipment. Equipment operators shall be physically and mentally competent to operate equipment in a safe and efficient manner. Contractor shall be supplied with additional tools and equipment as necessary.

1.11 Equipment for Electricians

Electricians shall be equipped with and familiar with the operation of the following equipment as a minimum:

Complete set of electronic and electrical hand tools

Soldering pen

Voltmeter

Coaxial stripping and crimping tools for video and RF cable

Cable Locator

Wire Tracer

Laptop computer with modem and internet, email access (one per crew and for OnCall services)

Windows 10 device with USB and WIFI capability

Ethernet port/USB-to-Ethernet adapter

Web browser

Admin rights on your computer

Cellular telephone with KY statewide coverage (one per crew)

Digital Camera (one per crew)

Global Positioning System (GPS) receiver (one per crew)

Clamp-on ground resistance tester

Contractor shall be supplied with additional tools and equipment as necessary.

Document Phase Document Description Page 11 http://www.kyt2.com/training/course/work-zone-traffic-control-technician-qualification/work-zone-qualification-training

1.12 Quantity

There is no guarantee of the quantity mentioned in this invitation, and the Cabinet is obligated only to the extent of the needed services during the term of the contract.

1.13 Work Orders

The Contract Manager shall provide a written work order via email for all work. We recommend that a delivery order in EMARS is created for each work assignment before the end of the require work. No services are authorized until an Official Delivery Order has been fully processed by an authorized agency or payment has been made VIA Pro-card; See Section 2.34 Delivery Orders for Service. This work order will contain the following information:

Location of work

Description of work

Special instructions or revised installation details

Priority and expected response time

Each Workorder (assigned by the project manager) will use one the Workorder spreadsheet that has 13 field/location reports in them. The tasks/locations of the Workorder will be filled out in each field report tab for only the current Workorder. When that Workorder is finished that spreadsheet will give you the total of all the field/location tasks on the main total tab in the Workorder spreadsheet.

The summary totals all the Workorder spreadsheets into one invoice with all the other Workorder spreadsheet totaled with cost per the line items.

1.14 Work / Time Policy

It is anticipated that some repair tasks will occur outside of normal working hours. We estimate that this work will not exceed 12% of the total hours per individual. The Contractor shall be responsible for providing the labor and equipment necessary to conduct such work at the contract price.

The contractor shall be restricted to normal work hours of between 8:00 am to 4:30 pm, 5 days a week. If any deviation is required, there shall be approval from the Contract Manager. The Contract Manager has the right to deviate the hours to accommodate inspection schedules. Contractor shall not perform routine work on holidays and/or holiday weekends without prior approval from Contract Manager or designee. Contractor shall not perform routine work during active KYTC snow and ice operations without prior approval from Contract Manager or designee. The Contractor can see this information on the GOKY.KY.gov website.

1.15 Response Time

Routine Work

Upon notification by the Contract Manager, the Contractor and all necessary equipment shall be on-site and working within five (5) working days.

Emergency Work

Document Phase Document Description Page 12

Emergency work shall consist of situations where malfunctioning, downed, or damaged equipment is creating an immediate safety hazard.

Emergency work may include, but is not limited to, the following:

Traffic signal in roadway

Signal/lighting pole in the roadway

Luminaire hanging from a pole

Signal head hanging from span

Fire caused by a short circuit at signal/lighting installations

Report of navigation/aviation light outage

The Contractor shall be readily available to the Contract Manager at all times in case of an emergency situation, either through a cell phone equipped with voice mail or other suitable means. Once contacted, the Contractor shall immediately mobilize to respond to emergency work and be on-site with all necessary equipment and working within four (4) hours.

1.16 Invoicing and Field Sheets

The Contractor shall submit monthly invoices, including original daily field reports and detail summary spreadsheets. Invoice quantities shall equal the sum of the daily field reports. Daily reports signed by the KYTC designee will not be the official record for the hourly and items done on a daily basis. The Contract Manager shall have the final decision of what items and hourly will be paid on the monthly invoice. This decision will be based on the contractor’s daily reports, KYTC designee’s daily reports, and the work orders that are completed during the time period of the monthly invoice. Field report summary spreadsheets shall be delivered in an Excel format agreed upon between the Contractor and Contract Manager. We require that the contractor use the attached excel spreadsheet to complete the daily field reports using the contract required computer. The contractor may submit an alternative way to digitally do this daily field sheet. This alternative shall be submitted in your documentation and will be approved/ disapproved by KYTC Traffic Operations. This alternative shall have at least a way to do daily field reports and add all daily field reports digitally for the final report for the invoice. This alternative shall be accessible to the contract manager.

A daily field report shall be submitted for each construction work site and shall include a detailed description of the work performed each day. The daily field report shall include details of all bid items or hourly items used for each work site each day. Maintenance, troubleshooting, or inspection at multiple sites in a single day may be combined on a single field report with the approval of the Contract Manager. To reduce confusion, the daily field report shall only include information related to billing and shall not include information that the Contractor needs for their own purposes (such as daily time reporting).

The Contractor shall notify the Contract Manager of any work conducted by a non-licensed individual that the Contractor feels should qualify for the electrician pay rate. The Contractor shall notify the Contract Manager for approval of such situations before the non-licensed individual does any work as an electrician. When electrician pay is approved for non-licensed individuals, the Contractor shall be required to send the Contract Manager proof that non-licensed employees received electrician pay rate for qualifying work.

Document Phase Document Description Page 13

Common examples where unlicensed employees would be paid electrician pay include the following activities:

Possible electrician’s activities to be paid as an electrician:

pulling wire pushing wire resplicing wire placing conduit(pvc or rigid) in ground or above ground connecting conduit(pvc or rigid) connecting wiring in signal/ped head/detectors hanging a signal head/ped head/detector troubleshooting a loop amp/controllers/loadswitch/conflict monitor reinstalling loop amp/controllers/loadswitch/conflict monitor cleaning filter in electrical cabinet replacing light bulb in cabinet connecting wiring for led modules/luminaires installing grounding bushing troubleshooting grounding system installing ground rod installing wire from ground rod to device placing wiring in saw slot for loops replacing fuses replacing fans replacing power supplies replacing thermostat replacing traffic or lighting cabinet new service replacing service installing camera replacing camera installing antenna replacing antenna installing surge arrestor connecting communication cable making connections for communication cables installing detection pucks in pavement installing luminaire heads

Document Phase Document Description Page 14 installing navigation/aviation lights megging loops/wire testing grounding resistance installing photocell replacing photocell replacing roadway luminaire ballast troubleshooting/replacing internal components of lighting cabinet troubleshoot lighting circuits installing/replacing disconnect diagnostic testing (voltage, resistance, amperage, etc.)

replacing High Mast pole breakers replacing High Mast fixture ballast kits lowering High Mast fixtures

The Contractor shall submit field reports for every traffic signal they respond to while being on-call. The field report shall include all materials, AVL verification report, and all equipment used by the Contractor. The field report shall also include the date, time of notification, intersection name, reported issue & source of reported issue, findings of investigation, materials/equipment replaced/used, time left intersection, and the name and signature of technician

1.17 Materials

The Cabinet will provide all materials except for bid items that are listed as furnish and install.

The Contractor shall pick up materials at the Frankfort Equipment Warehouse, pole yard, district maintenance yard, or other location as required by the Contract Manager. This mileage shall be incidental to the whole contract.

Contractor personnel that transport materials will be paid hourly for the one equipment operator and one laborer for the hourly bid item for personnel (maximum of two individuals), and the Contractor will be paid hourly for the vehicle that is used to transport materials. If vehicles used does not require a CDL to drive, we will only pay hourly for two laborers instead of what is stated above. When the Contractor picks up materials from the district maintenance yard, they shall not be paid for hourly bid items (including equipment and personnel).

The Contractor may have to maintain a stock of material to facilitate on-call first response. This stock will be determined by the Contract Manager and will be given to the Contractor the day they are notified. All materials shall be signed for by the Contractor. The Contractor shall be responsible for the safe storage of this equipment and the replacement of any equipment damaged or lost. All unused material shall be returned to the Cabinet at the end of the on-call time period. If the Contractor runs out of materials, it is the responsibility of the Contractor to contact the Contract Manager/designee to acquire more materials. The stock of equipment may include items such as controllers, detectors, load switches, relays, flashers, conflict monitors, LEDs and power supplies. The Contract Manager will determine the extent of the Contractor’s stock. The Contractor is responsible for providing the Contract Manager a list of all materials and locations of the materials that were used during the on-call period.

This information is required for tracking materials and auditing purposes.

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1.18 Removal of Existing Equipment

Removal of all existing equipment shall be paid for on an hourly basis except if included in the bid item. The transport of materials that are deemed recyclable/salvageable by the Contract Manager to Cabinet-owned facilities shall be paid for on an hourly basis and the mileage shall be incidental to the whole contract. The transport of disposable materials (as determined by the Contract Manager) shall be incidental to this Contract. Contractor personnel that transport materials will be paid hourly for one equipment operator and one laborer for the hourly bid item for personnel (maximum of two individuals), and the Contractor will be paid hourly for the vehicle that is used to transport materials. If vehicles used do not require a CDL to drive, we will only pay hourly for two laborers instead of what is stated above. The Cabinet will not pay for any support vehicles that do not transport the materials or any personnel that is over the maximum set forward in this contract.

This includes all materials removed from the project site except for any plastic materials (does not include traffic signals or blankout signs) or wood poles. All plastic materials or wood poles shall be properly disposed of by the contractor off the project. All materials minus the exceptions shall be returned to the Cabinet as directed by the Contract Manager. The Contract Manager shall dispose of all materials per the Cabinet’s policy.

1.19 Records Retention

The Contractor shall maintain books, documents, papers, electronic accounting records, and other evidence pertaining to costs incurred and make such materials available at their respective offices at all reasonable times during the contract period and for five (5) years from the date of final payment under the contract for inspection by the Cabinet, and copies thereof shall be furnished if requested. The Cabinet has the right to audit these records at any time.

1.20 Communication

The Contractor shall maintain daily communication with the Contract Manager to coordinate work and materials required.

1.21 Damage to Existing Facilities

The Contractor shall coordinate with the applicable underground location services and local utilities before beginning any excavation task. The Contractor shall be responsible for all costs to repair any public or private underground or overhead infrastructure damaged during construction.

1.22 Workmanship / Warranty

All work shall be performed in a professional manner. Work areas shall be cleaned up upon completion of the task. Cleanup shall include removal of all trash and debris in the work area. The Contractor shall warrant that all workmanship complies fully with the requirements of the contract specifications. Should any defect appear within six months after the project is completed due to inferior workmanship, the Contractor warrants that he will do immediately whatever is necessary to remedy the defects without additional cost to the Cabinet.

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The Contractor shall notify the Contract Manager of existing material that is damaged, defective, or worn immediately upon identification of such material. This includes any worn signal mounting hardware, damaged wiring, bad splices, etc.

1.23 Pole Handhole Covers, Transformer Base Doors, and Junction Box Lids

The Contractor shall reinstall all pole handhole covers, transformer base doors, and junction box lids for traffic control devices and lighting installations during any tasks. The contractor shall reinstall pole handhole covers/doors, transformer base doors, and junction box lids upon completion of work on each individual item and prior to leaving the work site. If the pole handhole covers, transformer base doors, and junction box lids are missing or cannot be reinstalled through conventional methods due to damage, the Contractor shall contact the Contract Manager with details of each location so that replacements can be ordered. The Contractor shall attempt to secure damaged pole handhole covers, transformer base doors, and junction box lids until replacements are received. Any labor, equipment or materials used to reinstall or attempt to secure pole handhole covers/doors, transformer base doors, and junction box lids shall be incidental. If replacement pole handhole covers/doors, transformer base doors, and junction box lids become available prior to completion of all required tasks on the work site, the contractor shall install these items at no additional cost to KYTC. The Contract Manager will make the final determination on when a project is called complete. If the replacement is received after the project is called complete, the contractor will be paid for hourly and equipment used to reinstall the item.

Notify the contract manager if the junction box is badly damaged.

1.24 End of Contract

At the end of the contract period all work shall be stopped. No payments for work shall be paid after the date that the contract ends. The Contract Manager shall only schedule work that can be done by the end of the contract ending date. If the Contractor is still on the job, the Contractor shall be paid for the work that he has already done but shall not be paid for work that is done after the contract ending date.

1.25 Penalties

The Contract Manager shall notify the Contractor by email of any of the conditions listed below. The Contractor shall complete all repairs within stated time frames and notify the Contract Manager by email upon completion of requested work. The contract manager is responsible for how the penalties are applied and may consider a weather related event for extension of the days involved in the penalties.

The Contractor will be subject to penalties of $500 per day per occurrence until item is completed for the following conditions:

If the installation of a full signal is not completed within 14 business days.

If the installation of one loop, piezoelectric sensor, and in ground or above ground sensor is not completed within 1 business day.

If the installation of any steel strain pole base is not completed within 4 business days.

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If the installation of a luminaire base, pedestrian pedestal base and pad is not completed with 1 business day.

If the on-call individual does not arrive at the first signal within 2 hours of being called and will receive additional $500 each additional hour until he arrives.

If the Contractor does not have all necessary/working equipment on-site for routine work within five (5) business days.

If the Contractor provides a bucket truck or line truck that is older than 12 years.

If the Contractor does not have all necessary/working equipment on-site for emergency work within four hours.

If the Contractor does not complete all items on work order before the Contractor leaves the district. If the Contractor receives additional work orders while he is in the district, the Contractor shall remain in the district until all work orders are complete.

If equipment that is requested by the Contract Manager is not on site within 3 business days.

If equipment is not in working condition, the Contract Manager can request that the equipment be replaced/fixed within 3 business days.

Restoration of disturbed areas to original condition within 3 business days.

If the replacement door plan is not received within 2 months of the issued work order.

If the installation of all the replacement doors are not installed within 2 months of the issued work order.

If inspected work is found to not be in compliance with all applicable standards and is not corrected within 3 business days.

If pole handhole covers, transformer base doors, and junction box lids are not reinstalled/secured or not reported to the Contract manager that it is missing. This will be for each pole handhole covers, transformer base doors, and junction box.

1.26 Billing - General

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Labor and equipment hours shall be billed for:

Preventative Maintenance Tasks

Troubleshooting of Electronic Equipment Tasks

Removal of existing Equipment (outlined in Removal of Existing Equipment Section)

Material/Equipment pick-up from Cabinet owned facilities outside of the district (outlined in Materials Section)

Labor and equipment hours (Lines 1-9) shall not be billed for the installation of any material listed as a bid item (lines 10-75)

Labor and equipment hours (Lines 1-9) shall not be billed for any individual providing on-call bid item duties (Lines 76, 77, and 78).

There shall be no electrician, equipment operator, or laborer hours billed for any bid item because of supervision.

Any mileage incurred by the Contractor shall be incidental to the whole contract.

Any traffic control by the Contractor shall be incidental to the whole contract.

For work billed by the hour, the Cabinet will commence counting time for paying the Contractor at the time he arrives at the work site or district maintenance facility. The Cabinet will end counting time for paying the Contractor at the time he leaves the work site or district maintenance facility.

Example:

The electrician spends one hour troubleshooting a short in a traffic signal span. He spends three hours pulling in 60 feet of new cable to a signal head. The quantities billed would be one hour of electrician time and 60 feet of cable.

Item 1- Electrician

A maximum hourly rate has been set for this line item. The unit price shall not exceed $66.00.

Electrician pay shall be paid to licensed electricians and to employees performing electrical work under the supervision of a licensed electrician. See invoicing and field sheets for common examples where unlicensed employees would be paid electrician pay.

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This line will also be used to pay for permit applications. The quantity of hours to be paid for the completion of the application shall be mutually agreed upon by both parties.

Item 2- Laborer

A maximum hourly rate has been set for this line item. The unit price shall not exceed $40.00.

Item 3- Equipment Operator

A maximum hourly rate has been set for this line item. The unit price shall not exceed $55.00.

Equipment- General

Equipment bid items shall be used for preventive maintenance, equipment repair, and installation of equipment and material not listed under material bid items.

Equipment shall be maintained in good working condition, safe, reliable, and mechanically sound. All bucket trucks and line trucks shall not be more than 12 years old. The contractor shall submit the title to the contract manager for all bucket trucks and line trucks that are used on this contract. Equipment shall have at least two supplemental yellow flashing warning lights. Equipment shall have current safety certificates for use in the State of Kentucky.

Equipment may be owned, rented, or subcontracted as required. The Contract Manager may require the replacement of any unit not performing effectively.

Hand tools and small power tools are incidental to the contract.

Equipment hours shall not be billed for any equipment provided during on-call bid items.

Item 4- Service Vehicle

Unit shall be capable of transporting equipment, tools, and individuals.

This can only be billed when:

travelling to Central Office warehouse to pick up or drop-off materials, or transporting materials from Central Office warehouse to the district, or

Document Phase Document Description Page 20 employees are being paid hourly and there is no other equipment (Line Items 5-11) that is eligible for reimbursement at an hourly rate.

Approval of Project Manager is required, prior to starting work, if more than one service vehicle is required for hourly work.

Item 5- 30’ Bucket Truck

Unit shall have a working height of thirty (30) feet.

Item 6- 50’ Bucket Truck

Unit shall have a working height of fifty (50) feet.

Item 7- Skid Steer Loader

Unit shall be minimum of 80 HP and equipped with a bucket and shall include transporting of this item.

Item 8- Air Compressor

Unit shall have tools including jackhammer and shall include transporting of this item.

Item 9- 1 ½ Ton Line Truck

Unit shall be equipped with 9”, 18”, 24”, and 36” rock augers. Unit shall also include a pole trailer that carries a 45’ pole.

Conduit – General

Conduit shall include furnishing and installing conduit, couplings, fittings, elbows, tees, clamps, grounding bushing, bushing (bell type for pvc) , weatherheads (installed on conduit or poles), plug/text plugs, duct seal, warning tape, bonding straps, and any other associated material required for installation above or below ground or on a structure. The Cabinet will supply the banding and banding straps, but the Contractor shall install these items. All PVC conduits below ground shall be schedule 80. All PVC conduits above ground and under the roadway shall be schedule 80. This item includes all equipment, labor and electrician supervisor hours needed to perform these tasks.

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Rigid Steel Conduit

Item 10- Furnish and Install Conduit – ½ Inch to 1 Inch Rigid Steel

Item 11- Furnish and Install Conduit – 1 ¼” Inch Rigid Steel

Item 12- Furnish and Install Conduit – 2 Inch Rigid Steel

Item 13- Furnish and Install Conduit – 2 ½ Inch to 4 Inch Rigid Steel

PVC Conduit

Item 14- Furnish and Install Conduit – ½ Inch to 1 Inch PVC

Item 15- Furnish and Install Conduit – 1 ¼” Inch PVC

Item 16- Furnish and Install Conduit – 2 Inch PVC

Item 17- Furnish and Install Conduit – 2 ½ Inch to 4 Inch PVC

Flexible Conduit

Item 18- Furnish and Install Conduit – ¾ inch to 2 Inch Flex

Wire or Cable - General

Wire and cable includes the installation of wire or cable in new/existing conduit, cabinet, poles, and overhead, raceway or in saw slot. This item includes the furnishing and installation of lashing wire, connectors and any other hardware required. This item includes the installation of cable rings that will be supplied by the cabinet. Also included in this item are furnishing splices and terminations required to connect wire or cable to equipment and the connection of terminated wire or cable to equipment. Equipment may include, but not be limited to the contents of cabinets or enclosures, as listed below, poles, junction boxes, signal heads, pedestrian detectors and ground rods.

Splices and terminations shall be watertight and installed to the satisfaction of the Kentucky Transportation Cabinet.

The contractor shall have any tools necessary to properly splice or terminate wire or cable. Splices may include, but not be limited to butt splices or wire nuts. Wire terminations may include, but not be limited to circular lugs, spade

Document Phase Document Description Page 22 lugs or Deutsch plugs (supplied by the cabinet). Cable terminations may include, but not be limited to BNC, N, S, DB-9, DB-25, Modular, Terminal Strip, Circular, Spade lugs and other similar connectors as required. This item also includes removal of old wire or cable during the installation of new wire (or using old wire to pull new wire at the same time). This item includes the cleaning or clearing out of existing conduit so that the wire can be installed and includes all equipment, labor and electrician supervisor hours needed to perform these tasks. If the existing wire is use to pull in the new wire, no hourly can be charged.

Item 19- Wire- #4 or Smaller (Does not include Loop Wire)

Item 20- Wire - #2 or Larger

Item 21- Wire- Loop Wire (IMSA 51-7)

Item 22- Cable – Signal Cables 3C, 5C, and 7C (IMSA 19-1)TEM 24- CABLE – SIGNAL CABLES

3C, 5C, AND 7C (IMSA 19-1)

Item 23- Loop Lead-In Cable (IMSA 19-2)

Item 24- Cable – Multi-Conductor

Item may include but is not limited to RG-213, RG-58, RG-59, fiber optic cable, Belden 8281, Belden 9165, Belden 9731, PE-22, PE-38, Plenum, EIA/TIA Plenum Rated or approved equals.

Item 25- Span Wire 10,800 LB / 15400 LB or Similar

Span wire shall include the installation of the span wire and any associated hardware necessary for proper installation. This item requires the Contractor to furnish the following items: insulators, clevices, I-Bolts, and any other similar hardware. The Cabinet will furnish the following items: messenger cable, strandvices, splices, pole collars (existing and new), bull rings, rock anchors, anchors, guide guard, and cable rings. The Contractor is responsible for installing noted Cabinet furnished items. Contractor shall be responsible to bond all span wires to comply with the NEC for Equipment grounding and supply connectors for this.

Cabinets and Enclosures – General

Cabinets and enclosures shall include installing cabinets or enclosures on pole, pad, or other structures. This item includes the furnishing and installing of bolts, anchors, brackets and any other methods necessary for the connection to the structure. The Cabinet will supply the banding and banding straps (the Contractor shall install these items).

This item includes the installation of controllers, radios, detectors, load switches, and other standard equipment inside the cabinet. This item includes restoration of disturbed areas to original condition. This item includes all equipment, labor and electrician supervisor hours needed to perform these tasks. If the contractor is replacing an existing cabinet with a new one, contractor cannot charge any hourly for employees or equipment when removed.

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(Note: If installing a model 332 cabinet or base-mounted lighting cabinet, the Contractor shall furnish the class “A” concrete to construct the pad and all materials to build the base per ITEM 42, which is by cubic yard.)

This item does not include prefabrication work to build other specialty cabinets. The Contract Manager will make the decision if the cabinet is deemed as a specialty cabinet. Cabinet prefabrication shall be paid for on an hourly basis with the Electrician bid item (Item 1).

Item 26- Cabinet – Model 332 Base-Mounted

Item 27- Cabinet – Model 336 Pole-Mounted

Item 28- Install Base Mounted Lighting Cabinet

Item 29- Enclosure - Other

Enclosure – Other shall include flasher, RWIS, DMS, and other metal or fiberglass enclosures from 6” x 6” x 6” up to 24” x 24” x 10”.

Pole or Tower- General

Pole shall include installing pole, mast arm pole (including arms), tower, and wood poles.