FY_2024-28_Traffic_Striping_Installation_and_Maintenance_RFP.pdf

City of Santa Cruz RFP for FY 2024-2028 Traffic Striping Installation and Maintenance

October 2023 Page 1

NOTICE INVITING PROPOSALS FOR

FY 2024-2028 Traffic Striping Installation and Maintenance

Proposals Due: 2:00 PM October 26, 2023

Project Description:

The Public Works Department of the City of Santa Cruz is soliciting proposals from qualified firms with expertise in traffic striping to implement a yearly contract for new installation and preventative maintenance within the City.

The contract will be used on an as needed basis, and in general, involves work related to traffic striping, pavement markings and delineator installation and removal. This Request for Proposals (“RFP”) is being made available to entities who are qualified to perform the entire scope of services as described in this RFP.

For More Information:

The Request For Proposals document, dated October 2023, may be downloaded from the City’s website https://procurement.opengov.com/portal/santacruzca . For additional information or assistance, contact Dan Estranero P.E. Associate Professional Engineer, at (831) 420-5189, email destranero@santacruzca.gov

The City reserves the right to reject any or all proposals and waive any informality or minor defects in proposals received.

https://procurement.opengov.com/portal/santacruzca mailto:destranero@santacruzca.gov

October 2023 Page 2

ORGANIZATION OF THIS RFP DOCUMENT

The Request For Proposals (RFP) is organized in these sections:

Section 1- General Information to Vendors: Contains summary scope of work, contact information, proposal due date, and general background information.

Section 2- Specifications: Provides details regarding the contract requirements.

Section 3- Process Instructions: Contains the tentative RFP schedule, explains how the proposals will be evaluated, and presents administrative information on the conduct of the RFP process.

Section 4- Terms and Conditions: Details the City’s contract terms and conditions.

Section 5- Proposal Cover Page: Provides basic Vendor contact information and an authorized signature accepting the City’s terms and conditions as stated in this solicitation.

Section 6- RFP Questionnaire: Presents questions for Vendor response.

Section 7- Fee Schedule: Provides format for submitting pricing. Fee Schedules will include all costs incidental to performing Traffic Striping Installation and Maintenance according to this solicitation.

Appendix A- Professional Services Agreement

1. GENERAL INFORMATION FOR VENDORS

1.1 Summary Scope of Work

The Public Works Department of the City of Santa Cruz is soliciting proposals from qualified firms with expertise in traffic striping to implement a yearly contract for new installation and preventative maintenance within the City.

The contract will be used on an as needed basis, and in general, involves work related to traffic striping, pavement markings and delineator installation and removal. This Request for Proposals (“RFP”) is being made available to entities who are qualified to perform the entire scope of services as described in this RFP.

1.2 Contact

If you have any questions concerning this solicitation, please call contact Dan Estranero P.E. Associate Professional Engineer, at (831) 420-5189, email destranero@santacruzca.gov To learn solicitation results, call Dan Estranero after the due date.

1.3 Proposal Deadline

Proposals are due no later than 2:00 PM October 26, 2023. All proposals will be submitted through the OpenGov Procurement website before the due date. Late proposals may not be considered.

Vendors shall create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/portal/santacruzca . Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit a response to this solicitation.

1.4 Proposal Evaluation and Award

A contract for FY 2024-2028 Traffic Striping Installation and Maintenance will be awarded based on the following criteria:

1. When determining Responsiveness of the vendor’s proposal, the City may consider any of the following but not limited to:

a. Proposal received on time and completed per instructions,

b. Proposal contains required contents, forms and signatures submitted in accordance with RFP instructions.

2. Proposal is compliant with specifications and industry standards, mailto:destranero@santacruzca.gov

October 2023 Page 3

3. When determining Responsibility of the vendor, the City may consider any of the following but not limited to:

a. Possession of industry standard licensing and/or certifications;

b. Financial capacity of the Vendor;

c. Experience or past performance of the Vendor;

d. Use of Subcontractors / Subconsultants

e. Past, Present and Pending Legal Actions

f. Exceptions with City’s Terms and Conditions.

g. Project delivery schedule.

A vendor’s failure to promptly respond to City’s inquires for proposal clarification may result in determination of non-responsibility.

The contract will be awarded on an all or nothing basis and is tentatively scheduled to begin November 2023.

Vendors have the right to take exception to the specifications or terms to this solicitation, however, such exceptions may deem the proposal submission non-responsible during evaluation. Any exceptions taken must be explained in the proposal. Any exceptions that contradict the City’s terms and conditions or contain provisions that are not in the best interest of the City will disqualify the vendor. If exceptions are not explained, the Vendor will comply with the specifications as stated in this solicitation.

The City reserves the right to reject any or all proposals and waive any informality or minor defects in proposals received.

SECTION 2: SPECIFICATIONS

2.1 Project Overview

2.1.1 Scope of Work

The selected vendor is expected to provide a general scope of services that at a minimum includes the following:

1. Installation and removal of traffic stripes and markings (thermoplastic, paint and specialty paint) per 2022

Caltrans Standard Plans and Specifications

2. Installation and removal of traffic control devices, including but not limited to delineators and pavement markers per 2022 Caltrans Standard Plans and Specifications.

3. Pre-marking (cat-tracking) before installation of traffic stripes and markings

4. Provide appropriate traffic control plans and system during installation/removal of traffic striping and devices per 2014 MUTCD (rev. 7)

2.1.2 Response and Service

The Contractor shall provide response to service request within forty-eight (48) hours. Work shall be completed as soon as possible, and in all cases no less than fourteen (14) calendar days, unless extended in writing by the City and as agreed upon by the City and Contractor.

Failure to meet the response time requirements by the Contractor shall be sufficient cause for the City to authorize work to be completed by others and deduct the costs of said maintenance from payments due the Contractor. Repetitive failure shall be deemed sufficient cause for the City to terminate the contract.

2.2 Responsibilities of Vendor

The Vendor shall include all labor, materials, and services to perform traffic striping installation as set forth in the Project Overview.

October 2023 Page 4

2.3 Responsibilities of City

The City shall:

1. Provide all pertinent background documentation and any other available information requested

2. Review and approve Vendor’s work.

2.4 Basic Qualification of Vendor

Vendor must demonstrate significant experience in installing and removing traffic striping and devices in compliance with state and federal laws and regulations

2.5 Damage

The Vendor will be responsible for any damage to City property during the performance of this contract. In the event that there is damage to City property, the Vendor will immediately report the incident to the City in writing.

Any such damage will be repaired or replaced with same by the Vendor at his/her expense and to the satisfaction of the City.

2.6 Vendor’s Employee Conduct

Vendor will agree to remove any employee whose conduct is improper, inappropriate, or offensive as determined by the City. A removed employee(s) is not to work on City premises without the written consent of the City. The Vendor will remove any employee from working in, or delivering to, City facilities who is convicted of a felony during his/her employment.

2.7 Emergency Response

Vendor will provide the name and contact information of a representative who will be available 24 hours a day, 7 days a week, in the event of an emergency. During the emergency, Vendor will provide the City of Santa Cruz with all available supplies, materials, equipment and/or services on a priority basis.

Time is of the essence for delivery. Delivery location(s) and estimated arrival will be mutuality agreed upon, by the City and Vendor, at time of order and will be determined based on need and existing conditions. It is understood that current conditions, such as power outages, road closures, and damages to the Vendor’s facility and/or equipment, will be taken into consideration. The City expects emergency deliveries to occur within 4 hours of order placement and may be required during evenings, weekends, and holidays.

SECTION 3: PROCESS INSTRUCTIONS

3.1 RFP Schedule

The City will make every effort to adhere to the following schedule:

Action DATE

1. Issue RFP October 10, 2023

2. Deadline for submitting additional questions October 18, 2023, 5 p.m.

3. City response to additional questions October 20, 2023

4. Proposal due date October 26, 2023

5. Proposal evaluation completed October 31, 2023

6. Notice of intent to award November 1, 2023

3.2 Proposal Format

Proposals are due no later than 2:00 PM October 26, 2023. All proposals will be submitted through the OpenGov Procurement website before the due date. Late proposals may not be considered.

October 2023 Page 5

Vendors shall create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/portal/santacruzca . Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit a response to this solicitation.

The City will not be liable for any expenses incurred by Vendors responding to this solicitation.

Technical Proposals should be organized as follows:

1. RFP Cover Page, Section 5: Provides basic Vendor contact information and an authorized signature accepting the City’s terms and conditions as stated in this solicitation.

2. Vendor Response to RFP Questionnaire, Section 6: Answers should be complete and in the order presented. Make your proposal as short as possible and do not include generic marketing materials.

3. Optional Appendices or Exhibits: Vendors may include sample reports, peer review reports, letters of recommendation, or other exhibits that may assist the City in favorably evaluating the Vendor. Do not include generic marketing materials.

Proposals should be no longer than 20 pages in length. RFP cover page, resumes, attachments, cost proposals, schedules and cover letters will not be counted as part of the 20 pages.

Vendors have the right to take exception to the specifications or terms to this solicitation. Any exceptions taken must be explained in the proposal. Any exceptions that contradict the City’s terms and conditions, or contain provisions that are not in the best interest of the City will disqualify the vendor. If exceptions are not explained, the Vendor will comply with the specifications as stated in this solicitation.

Cost Proposal:

1. Cost Schedule, Section 7: Provide complete pricing for all items listed. Consultant will not be allowed to charge for costs not included in the proposal. Cost Proposal shall be uploaded under “Cost Proposal” in the Proposal Submittals section of the OpenGov website.

3.3 RFP Addenda

The City may determine it is necessary to revise any part of this solicitation. Revisions will be made by written addenda and it is the Vendor’s responsibility to comply with any addenda to this solicitation. Any addenda will be posted on OpenGov website, under Addenda and Notices.

3.4 Proposal Evaluation

RFP responses will be evaluated and ranked according to the criteria below by an evaluation committee composed of City staff. The evaluation committee will open and review the proposals in confidence. Proposals will be available to the public after contract award. Points will be awarded based on the following categories:

Technical Proposal Weight

1. Vendor's qualifications, experience and references 20 Points

2. Project Team 20 Points

3. Overall quality of proposal 10 Points Total: 50 points possible Cost Proposal

1. Cost Schedule 50 points

The City will first evaluate and rank proposals based on the Technical Proposal. Proposals that receive less than 40 points will be eliminated from further consideration.

Proposals that receive at least 40 points from the Technical Proposal will be evaluated in Phase Two, which is the review of the Cost Proposal.

October 2023 Page 6

3.4.1 Technical Proposal Evaluation Criteria Definitions

Vendor’s Qualifications (20 pts), RFP Questionnaire, Section 6 Proposals will be evaluated for the Vendor’s qualifications, experience and references. The criteria will also include an evaluation of the Vendor’s longevity, projected financial stability, work flow, and performance on similar contracts.

Project Team (20 pts) , RFP Questionnaire, Section 6 Proposals will be evaluated for the makeup of the Consultant’s Project Team and their training, experience, certifications and accreditations.

Overall Quality of Proposal (10 pts) Proposals will be evaluated for its professionalism and thoroughness. Vendors should answer all questions in the order presented.

3.4.2 Cost Proposal Evaluation Criteria Definitions

Cost Schedule (50 pts) Section 7 Cost schedule will be evaluated using a ratio method. With this method, the proposal with the lowest cost for each unit price receives the maximum point allowed (0.5 points). All other proposals receive a percentage of 0.5 point based on a comparison of their proposed cost to the lowest cost.

Example: Bid Item No. 1 – Detail 1 (Paint Unit Price) has a maximum of 0.5 point available.

The proposal with the lowest unit price receives the maximum 0.5 point available:

All other proposals: (Lowest Cost÷Cost Being Evaluated) x Maximum Points Available = Awarded Point

PROPOSER PROPOSED COST POINTS AWARDED

A $1.00 / LF 0.5 POINT

B $1.50 / LF ($1.00÷$1.50) x 0.5 POINT = 0.33 POINT C $2.00 / LF ($1.00÷$2.00) x 0.5 POINT = 0.25 POINT

The points will be scored to the nearest one-hundredth of a point or “.00”

3.5 Final Selection

The contract will be awarded to the Contractor with the highest combined score of the Technical Proposal and Cost Proposal. After the evaluation process is complete, the City will notify all Respondents of its intent to award, identifying the top ranked Respondent.

3.6 Rights of the City

In connection with this procurement process, including the receipt and evaluation of Proposals, City reserves to itself (at its sole discretion) all rights available to it under applicable law, including without limitation, with or without cause and with or without, the right to:

• Cancel, withdraw, reissue, modify, postpone, or extend this RFP, in whole or in part, at any time, without incurring any obligations or liabilities.

• Issuing addenda to the RFP.

• Modify the procurement schedule.

October 2023 Page 7

• Waive deficiencies, informalities, and irregularities in a Proposal and accept and review a non-conforming Proposal.

• Suspend and terminate the procurement process or terminate evaluations of Proposals received.

• Permit corrections to data submitted with any Proposals.

• Hold meetings and interviews, and conduct discussions and correspondence, with one or more of the Respondents to seek an improved understanding of any information contained in a Proposal.

• Seek or obtain, from any source, data that has the potential to improve the understanding and evaluation of the Proposals.

• Seek clarification from any Respondent to fully understand information provided in the Proposal.

• Reject a Proposal containing exceptions, additions, qualifications or conditions not called for in the RFP or otherwise not acceptable to the City.

• Conduct an independent investigation of any information, including prior experience, identified in a Proposal by contacting project references, accessing public information, contacting independent parties, or any other means.

• Request additional information from a Respondent during the evaluation of its Proposal.

• Utilize all ideas presented in the various proposals and incorporate these ideas into the contract of the selected Proposer.

• Accepting and negotiating with a Consultant any combination of services, the services and combination to be chosen by the City in its sole discretion.

3.7 Contract Implementation

The contract resulting from this solicitation is tentatively scheduled to begin January 2024. Upon award notification and prior to final contract approval, the successful proposer will be required to submit:

a. Proof of insurance and living wage ordinance compliance documentation as specified in section 4.1 and

4.4 of this solicitation;

b. Documentation of all credentials necessary to legally perform the services specified;

c. A completed W9 form and, if applicable, non-resident withholding exemption form, if not already on file with the City; and

d. Proof of a current City of Santa Cruz business tax certificate if the Vendor is located in, or performs services within, the city limits for more than 6 days annually.

The finalized contract will include the RFP Section 2, the RFP Section 4, the Vendor’s response to Section 5 (RFP Cover Page), the Vendor’s response to Section 6 (RFP Questionnaire), the Cost Schedule as described in Section 7, the City’s standard terms as Exhibit A, and any negotiated modifications agreed to by the parties.

3.8 Public Record

Proposals received will become the property of the City. All proposals, evaluation documents, and any subsequent contracts will be subject to public disclosure per the “California Public Records Act,” California Government Code, sections 6250 – 6270. All documents related to this solicitation will become public records once discussions and negotiations with proposers have been fully completed and an award has been announced.

Appropriately identified trade secrets will be kept confidential to the extent permitted by law. Any proposal section alleged to contain proprietary information will be identified by the proposer in boldface text at the top and bottom as “PROPRIETARY.” Designating the entire proposal as proprietary is not acceptable and will not be honored.

Submission of a proposal will constitute an agreement to this provision for public records. Pricing information is not considered proprietary information.

October 2023 Page 8

3.9 Award Protests

The City desires to foster cooperative relationships with Vendors and to reach a fair agreement in a timely manner.

The City encourages Vendors to resolve issues regarding the solicitation requirements or the procurement process through written correspondence and discussions at least 5 business days prior to the proposal due date. This will allow the City time to research the validity of the protest and either issue an addendum to the solicitation, cancel the solicitation, or determine the protest to be unfounded and proceed with the solicitation. In the event the protest of specifications is denied, and the protester wishes to continue in the protest process, the protesting vendor must still submit a proposal in accordance with the proposal submittal procedures provided in this solicitation.

Questions or concerns prior to the intent to award notice will be directed to:

Dan Estranero P.E.

Associate Professional Engineer

(831) 420-5189 destranero@santacruzca.gov

Any Vendor who unsuccessfully bids on a city contract or any trade association representing workers who would have potentially been employed by such contract may formally protest a contract award. Protest letters regarding a formal contract award will be directed to:

City of Santa Cruz City Clerk Administrator

809 Center Street, Room 9 Santa Cruz, California 95060

Protests will be filed with the City Clerk’s office no later than 5 business days after the written notice of intention to award has been distributed. Protest letters will include:

• The name, address, and telephone number of the protester;

• The solicitation title and due date;

• Name of City employee and Department designated as the contact in the original solicitation;

• A detailed statement of the legal and/or factual grounds for the protest; and

• The form of relief requested.

The City Council will hear the protest prior to award of the contract. The protesting party may protest the City’s or successful Vendor’s failure to comply with the requirements of the Purchasing Ordinance or the solicitation documents. The protest must clearly set forth the basis for the protest; grounds not set forth in the written protest will not be considered by the City Council at the protest hearing. The City Council will sustain a protest if the protesting party demonstrates by clear and convincing evidence that, as specified above, the City would act improperly in awarding the contract. The decision of the City Council will be final.

mailto:destranero@cityofsantacruz.com

October 2023 Page 9

4. TERMS AND CONDITIONS

4.1 City’s Standard Terms and Conditions

The City of Santa Cruz standard terms and conditions shall govern this contract. Review the terms and conditions https://www.cityofsantacruz.com/home/showdocument?id=9259; all terms including, but not limited to, insurance apply to the contract resulting from this solicitation. A current copy of these terms will be included in the resulting contract as an Exhibit. A hard copy of the terms and conditions are available by contacting the Purchasing Division at (831) 420-5080.

4.1.1 Insurance Requirements

Vendor will provide Certificate of Insurance(s) for Commercial General Liability, Auto Liability, and Workers’ Compensation as stated in the City’s standard terms and conditions.

4.1.2 Prevailing Wage

Prevailing wages must be paid to all workers and subcontracted employees for this contract. This contract is subject to compliance monitoring and enforcement by the DIR. Contractors and subcontractors must register with the DIR in order to submit a bid and be awarded a contract.

(http://www.dir.ca.gov/dlse/dlsePublicWorks.html)

4.3 Term of Contract

The term of the contract will commence upon executing the agreement and continue for the period of fiscal year 2024-2028, ending on June 30, 2028. The budget for each fiscal year is $130,000.

4.4 Contract Renewal

At the option of the City, this contract may be renewed under the same contractual terms and conditions and at the same price or price basis.

4.5 Mandatory Piggyback Provision

Vendors are required to extend the pricing, terms and conditions of this bid to other government agencies. Vendor shall make this contract available to interested agencies for at least six months following the award of this contract.

Interested government agencies may enter into their own contract with the successful Vendor. They may negotiate minor changes in terms and conditions.

4.6 Equal Employment Opportunity/Non-Discrimination

City’s policies promote a working environment free from abusive conduct, discrimination, harassment, and retaliation; and require equal opportunity in employment for all regardless of race, religious creed (including religious dress and grooming practices), color, national origin (including language use restrictions), ancestry, religion, disability (mental and physical), medical condition, sex, gender (including gender identity and gender expression), physical characteristics, marital status, age, sexual orientation, genetic information (including family health history and genetic test results), organizational affiliation, and military or and veteran status, or any other consideration made unlawful by local, State or Federal law. City requires Consultant to be in compliance with all applicable Federal and State and local equal employment opportunity acts, laws, and regulations and Consultant is responsible for ensuring that effective policies and procedures concerning the prevention of abusive conduct, discrimination, harassment, and retaliation exist in Consultant’s business organization. The City’s current Equal Employment Opportunity and Non-Discrimination policies to which this Section applies may be viewed at http://www.codepublishing.com/CA/SantaCruz/?SantaCruz09/SantaCruz0983.html and http://www.cityofsantacruz.com/home/showdocument?id=59192.

Copies are available upon request from the City’s Purchasing Division.

https://www.cityofsantacruz.com/home/showdocument?id=9259 http://www.codepublishing.com/CA/SantaCruz/?SantaCruz09/SantaCruz0983.html http://www.cityofsantacruz.com/home/showdocument?id=59192

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4.7 Indemnification

For General Services: To the fullest extent permitted by law, Consultant agrees to indemnify, defend, and hold harmless the City, its officials, officers, employees, and volunteers from and against any and all claims, demands, actions, liabilities, damages, judgments, or expenses (including attorneys’ fees and costs) arising from the acts or omissions of Consultant’s employees or agents in any way related to the obligations or in the performance of services under this Agreement, except for design professional services as defined in Civil Code § 2782.8, and except where caused by the sole or active negligence, or willful misconduct of City.

For Design Professional Services under Civil Code §2782.8: To the fullest extent permitted by law, Consultant agrees to indemnify, defend, and hold harmless City, its officials, officers, employees, and volunteers from and against any and all claims, demands, actions, liabilities, damages, or expenses (including attorneys’ fees and costs) arising from the negligence, recklessness, or willful misconduct of the Consultant, Consultant’s employees, or agents in any way related to the obligations or in the performance of design professional services under this Agreement as defined in Civil Code §2782.8, except where caused by the sole or active negligence, or willful misconduct of City. The costs to defend charged to the Consultant relating to design professional services shall not exceed the Consultant’s proportionate percentage of fault per Civil Code §2782.8.

October 2023 Page 11

SECTION 5: PROPOSAL COVER PAGE

1. Proposal Deadline

Proposals are due no later than 2:00 PM October 26, 2023. All proposals will be submitted through the OpenGov Procurement website before the due date. Late proposals may not be considered. Vendors shall create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/portal/santacruzca . Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit a response to this solicitation.

2. Proposal Response Sheet The undersigned, upon acceptance, agrees to furnish the following in accordance with the specifications and terms and conditions per City of Santa Cruz “RFP for FY 2024-2028 Traffic Striping Installation and Maintenance” dated October 2023, at the prices indicated herein.

The undersigned, under penalty of perjury, declares not to be a party with any other business to an agreement to bid a fixed or uniform price in connection with this proposal.

The unsigned declares under penalty of perjury that she/he is authorized to sign this document and bind the business or organization to the terms of this contract.

The undersigned recognizes the right of the City of Santa Cruz to reject any or all proposals received and to waive any informality or minor defects in proposals received.

Vendor Name:

Address:

Telephone Number:

Fax Number:

E-mail address:

Signature of Authorized Representative:

Printed Name of Authorized Representative:

If vendor is awarded the contract, the vendor shall extend contract terms and pricing to other government agencies.

3. Addenda

The City may determine it is necessary to revise any part of this solicitation. Revisions will be made by written addenda and it is the Vendor’s responsibility to comply with any addenda to this solicitation. Any addenda will be posted on OpenGov website, under Addenda and Notices.

How many addenda were issued for this solicitation? ________

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SECTION 6: QUESTIONNAIRE

Answer all of the following questions. Any omission may be cause for rejection of proposal. Answers should be complete, and in the order presented. A simple "yes" or "no" answer is not adequate.

Consultants have the right to take exception to the specifications or terms to this solicitation. Any exceptions taken must be explained in the proposal. Any exceptions that contradict the City’s terms and conditions or contain provisions that are not in the best interest of the City will disqualify the Consultant. If exceptions are not explained, the Consultant will comply with the specifications as stated in this solicitation.

Consultant’s qualifications, experience and references (Up to 20 Points)

1) Describe business background and qualifications, including year business was established.

2) Describe your firm’s ability to provide the required services in a timely manner; accessibility of staff, flexibility and readiness to complete specified work

3) Describe internal procedures and/or policies associated to work quality, cost control and scheduling.

4) For the work described in these documents, what would be your approach (crew size, equipment, volume of material) for a typical work day?

5) Describe the systems your company uses to communicate between supervisors, office staff and field staff.

Also describe the systems you use to assign, track and evaluate work performed by your employees

6) Describe experience doing similar work for other public agencies.

7) Provide the location of office which will be performing work for City of Santa Cruz.

8) Provide the names of three clients for whom your business currently provides the same scope of services.

Include the name of the business, the name of a contact person, and the phone number.

Project Team (Up to 20 Points)

1) Provide background of personnel that will be assigned to provide this service to the City. Information should include experience, background, academic training and where registered. Include an organizational chart and staffing plan for the proposed team. A summary should also be included defining each team member’s role. Include the individual(s) authorized to negotiate the contract on behalf of the consulting firm. No changes of the core members that comprise the Project Team are allowed, or changes to the key Project staff, as represented in the Respondent’s RFP unless approved by the City. Respondents may strengthen their Project Team by adding experienced personnel and sub-consultant members.

2) If you will subcontract portions of the work, identify Subcontractors who will be working and describe their role and performance responsibilities. Subcontractors to be used will be listed in the Consultant’s proposal.

Subcontracting of work after contract award and without prior approval of the City, may result in contract termination. If at any time, the City determines any Subcontractor is incompetent or undesirable, Consultant will be notified and will be expected to immediately cancel the subcontract.

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SECTION 7: COST SCHEDULE

The contract unit price below shall include full compensation for mobilization as described in the “Mobilization” Technical Requirement section of the latest Caltrans Standard Specification and no additional compensation will be allowed thereof. Full compensation for furnishing all labor, materials, tools, equipment and incidentals and for doing the work involved in the procurement, setup and maintenance of the staging area shall be considered as included as part of "Mobilization".

The contract unit price shall include full compensation for all temporary traffic control needs. Work associated with pedestrian and traffic control shall include all planning, drafting of plans, costs for labor, materials, equipment and incidentals necessary to provide construction area signs, temporary traffic control including, but not limited to, lane closures and rerouting and other measures to control and maintain traffic during daily operations. Flaggers are a requirement of pedestrian and traffic control as applicable and determined by the City. Full compensation for traffic control systems include all costs to maintain traffic by placing and removing temporary signs, striping, flaggers, cones, barricades, etc., as specified in the Standard Specifications of the State of California, 2014 California Manual on Uniform Traffic Control Devices (Revision 7), and as directed by the Engineer, and no additional compensation will be allowed thereof.

The contract unit price shall include full compensation for cat tracking prior to traffic striping installation. Work associated with cat tracking shall include cost of labor, materials, equipment, tools and incidentals and no additional compensation will be allowed thereof.

Removal of striping or standard Details will be measured per Square Foot (SF) along the line of the traffic stripe or standard Detail, without deductions for gaps in broken traffic stripes. For standard Details that contain a mix of striping and reflectors, the cost to remove reflectors shall be included in the removal. Measurement will be performed in the field by the Contractor upon completion and checked by the Engineer.

Removal of any type of pavement marking will be measured per Square Foot (SF) removed. The quantity of square footage for specific pavement markings shall be what is indicated in the 2022 Caltrans Standard Plans.

At the option of the City, this contract may be renewed after the initial contract period annually under the same contractual terms and conditions and at the same price or price basis. After the initial contract term, the Contractor may request, and the City may approve an increase in unit prices. Increases must be made no less than ninety days before the date in which the City may exercise the option to renew and must include justification to the increase, and a description of the basis for the increase. Increases may not exceed increases in the San Francisco-Oakland-Hayward, CA Consumer Price Index for all items for all urban wage earners as published by the Bureau of Labor Statistics, or 5%, whichever is less. In all cases, the City may cancel the contract if a requested price increase is not acceptable.

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COST SCHEDULE FORM

FY 2024-28 TRAFFIC STRIPING INSTALLATION AND MAINTENANCE

Total quantities per fiscal year cannot be estimated at this time. Provide complete pricing for all items listed below. The lowest bid for each bid item will receive a maximum of (0.5) point, for a total of up to 50 points.

Cost Schedule shall be uploaded in “Separate Cost Proposal” in the Vendor Submission section of the OpenGov website.

CONTRACTOR NAME:______________________________________________________________________

ITEM

NO. DESCRIPTION UNIT PAINT UNIT

PRICE ($)

THERMOPLASTIC

UNIT PRICE ($)

1 DETAIL 1 LF

2 DETAIL 2 LF

3 DETAIL 5 LF

4 DETAIL 6 LF

5 DETAIL 8 LF

6 DETAIL 9 LF

7 DETAIL 11 LF

8 DETAIL 12 LF

9 DETAIL 12A LF

10 DETAIL 15 LF

11 DETAIL 16 LF

12 DETAIL 18 LF

13 DETAIL 19 LF

14 DETAIL 21 LF

15 DETAIL 22 LF

16 DETAIL 24 LF

17 DETAIL 25 LF

18 DETAIL 25A LF

19 DETAIL 25B LF

20 DETAIL 26 LF

21 DETAIL 26B LF

22 DETAIL 27 LF

23 DETAIL 27B LF

24 DETAIL 27C LF

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NO. DESCRIPTION UNIT PAINT UNIT

PRICE ($)

THERMOPLASTIC

UNIT PRICE ($)

25 DETAIL 28 LF

26 DETAIL 29 LF

27 DETAIL 31 LF

28 DETAIL 32 LF

29 DETAIL 38 LF

30 DETAIL 38A LF

31 DETAIL 38B LF

32 DETAIL 38D LF

33 DETAIL 39 LF

34 DETAIL 39A LF

35 DETAIL 39Z LF

36 DETAIL 40 LF

37 DETAIL 41 LF

38 12" WHITE LINE LF

39 12" YELLOW LINE LF

40 8" WHITE LINE LF

41 8" YELLOW LINE LF

42 6" WHITE LINE LF

43 6" YELLOW LINE LF

44 4" WHITE LINE LF

45 4" YELLOW LINE LF

46 YIELD LINE LF

47 PAVEMENT MARKINGS SF

48 BLACK CONTRAST STRIPING SF

NO. DESCRIPTION UNIT UNIT PRICE

49 PAINT ON CONCRETE CURB LF

50 PREMARK VIZIGRIP MARKINGS SF

51 PEXCO FG 300 CURB AND

POST EA

52 REMOVE STRIPING LINES,

MARKINGS AND REFLECTORS SF

October 2023 Page 16

Appendix A:

(See attached Professional Services Agreement)

City of Santa Cruz Sample Professional Services Agreement for Traffic Signal Maintenance

February 2023 (Form Rev.0921) Page 1

SAMPLE PROFESSIONAL SERVICES AGREEMENT FOR

FY 2024-2028 TRAFFIC STRIPING INSTALLATION AND MAINTENANCE

THIS AGREEMENT for professional services is made by and between the City of Santa Cruz (“City”) and __________________ (“Consultant”) (each is referred to individually as a “Party” and collectively, as the “Parties”) as of ____________, 20__ (the “Effective Date”).

NOW, THEREFORE, in consideration of each other’s mutual promises, the Parties hereto agree as follows:

SECTION 1: SCOPE OF WORK

Consultant will furnish services as defined and described in the Scope of Work, attached hereto as Exhibit A and incorporated herein.

SECTION 2: RESPONSIBILITIES OF CONSULTANT

All work performed by Consultant, or under Consultant’s direction, shall be rendered in accordance with the generally accepted practices, and to the standards of, Consultant's profession. Consultant represents and warrants that Consultant: (i) is fully experienced and properly qualified to perform the work and services provided for herein, (ii) has the financial capability required for the performance of the work and services, and (iii) is properly equipped and organized to perform the work and services in a competent, timely, and proper manner, in accordance with the requirements of this Agreement.

Consultant shall not undertake any work beyond the Scope of Work set forth in Exhibit A unless such additional work is approved in advance and in writing by City. The cost of such additional work shall be reimbursed to Consultant by City on the same basis as provided for in Section 4.

If, in performing the work, it is necessary to conduct field operations, security and safety of the job site will be the Consultant's responsibility excluding, the security and safety of any facility of City within the job site which is not under the Consultant's control.

Consultant shall meet with Nathan Nguyen, Director of the Public Works Department, hereinafter called "Director", or other designated and authorized City personnel, or third parties as necessary, on all matters connected with carrying out of Consultant’s services described in Exhibit A. Such meetings shall be held at the request of either Party. Review and City approval of completed work shall be obtained monthly, or at other intervals as may be mutually agreed upon during the course of this Agreement. Review, approval, or acceptance of Consultant’s work by City or others shall not relieve Consultant from responsibility for errors and omissions in Consultant’s work.

SECTION 3: RESPONSIBILITIES OF THE CITY

City shall make available to Consultant all necessary data and information in the City's possession and shall actively assist Consultant in obtaining such information from other agencies and individuals as needed. Consultant is entitled to reasonably rely upon the accuracy and completeness of such data and information, and Consultant shall provide City prompt written notice of any known defects in such data and information.

The Director may authorize a staff person to serve as his or her representative. The work in progress shall be reviewed at such intervals as may be mutually agreed upon between the Parties. The City will be the sole judge of acceptable work, provided that such approval will not be unreasonably withheld or delayed. If the work is not acceptable, City will inform Consultant of the changes or revisions necessary to secure approval.

February 2023 (Form Rev.0921) Page 2

SECTION 4: FEES AND PAYMENT

For services actually performed, the City will compensate Consultant at the rates set forth in the Fee Schedule detailed in Exhibit A and in accordance with the terms set forth therein. Payment for Consultant's services in carrying out the entire the Scope of Work shall be made within the budget limit, or limits shown, upon Exhibit A. Such payment shall be considered the full compensation for all personnel, materials, supplies, and equipment used by Consultant in the Scope of Work. Markups shall not be charged for any approved sub-consultants or subcontractors.]

Consultant agrees that the payments to Consultant specified in this Section 4 will constitute full and complete compensation for all obligations assumed by Consultant under this Agreement. Where conflicts regarding compensation may occur, the provisions of this section apply.

Variations from the budget for each task which are justified by statements indicating personnel time expended and submittal of a revised budget are only allowed with prior City approval; however, in no event shall the total fee charged for the Scope of Work set forth in Exhibit A exceed the budget of $DOLLAR without advance written City authorization in the form of an amendment or change order.

Invoices shall detail the time worked by each class of employee on each task and the expenses incurred for which billing is made. Invoices shall indicate the percentage completion of each work task as identified in the Scope of Work in Exhibit A and the overall percentage of completion of the total required services. Unless otherwise specified in the fee schedule, payments shall be made monthly by the City within 30 days based on itemized invoices from the Consultant which list the actual costs and expenses.

All invoices shall contain the following affidavit signed by Consultant (if individual) or by a principal of Consultant’s firm (if Consultant is an entity):

"I hereby certify [or as principal of Consultant] that the charge of (Insert invoice amount) as summarized above and shown in detail on the attachments is a fair and reasonable use of public funds, is in accordance with the terms of Agreement dated (Insert Agreement Date), and has not been previously paid."

SECTION 5: TRAVEL REIMBURSEMENT POLICY

The City shall not be responsible for any travel, meal, or lodging reimbursements to Consultant and/or Consultant’s employees.

SECTION 6: CHANGES IN WORK

City may negotiate changes in the Scope of Work. No changes in the Scope of Work shall be made without the written approval of City and Consultant. Any change requiring compensation in excess of the sum specified in Exhibit A shall be approved in advance in writing by the City. Only City’s authorized representative(s) is authorized to approve changes to this Agreement on behalf of City.

SECTION 7: TIME OF BEGINNING AND SCHEDULE FOR COMPLETION

The term of this Agreement shall be on the effective date of this Agreement and terminating on _____________ 20__.

Consultant shall begin work as specified in a written authorization (e.g. Notice to Proceed) to perform services. The written authorization to perform work shall not be issued until after this Agreement has been approved and authorized by the City.

The Work Schedule for completion of the work shall be as shown upon Exhibit A. In the event that major changes are ordered, the schedule for completion as stated in Exhibit A may be adjusted by City so as to allow Consultant a

February 2023 (Form Rev.0921) Page 3 reasonable period of time within which to complete any additional work which may be required as a result of the ordered changes.

Neither party will be held responsible for delay or default caused by declared emergencies, natural disasters, or any Force Majeure event which is beyond the party's reasonable control. Consultant will, however, make all reasonable efforts to remove or eliminate such a cause of delay or default and will, upon the cessation of the cause, diligently pursue performance of its obligations in this Agreement.

The City reserves the right to obtain the item(s) and/or services covered by this Agreement from another source during any on-going suspension of service due to the circumstances outlined above.

Consultant acknowledges that it is necessary for Consultant to complete its work on or before the completion date set forth in Exhibit A in order to allow the City to achieve its objectives for entering into this Agreement. The Parties therefore agree that time is of the essence in the performance of this Agreement.

SECTION 8: TERMINATION

The City may terminate the Agreement for convenience by providing written notice to Consultant not less than 10 calendar days prior to an effective termination date.

The City or Consultant may terminate the Agreement for cause by providing written notice to the other party not less than 30 calendar days prior to an effective termination date.

The City may, at its option, allow Consultant to cure its failure to perform within 15 business days (or longer period authorized in writing by the City) from the date of the City’s termination notice. The termination shall be become effective if Consultant has not cured within such time period to the City’s satisfaction.

Consultant may terminate this Agreement for cause if the City fails to cure a material default in performance within a period of 30 calendar days (or such longer period agreed to by the Consultant), from date of the Consultant’s written termination notice specifying the default in performance.

Upon notice of termination by either the City or Consultant, the Consultant will immediately act to not incur any additional obligations, costs or expenses, except as may be reasonably necessary to terminate its activities. The City’s only obligation to the Consultant will be just and equitable payment for services authorized by, and received to the satisfaction of, the City up to and including the effective date of termination less any amounts withheld. All finished or unfinished work or documents procured or produced under the Agreement will become property of the City upon the termination date. In the event of Consultant’s failure to perform pursuant to the Agreement, the City reserves the right to obtain services elsewhere and Consultant will be liable for the difference between the prices set forth in the terminated Agreement and the actual cost to the City. Termination of the Agreement pursuant to this paragraph shall not relieve the Consultant of any liability to City for additional costs, expenses, or damages sustained by City due to failure of the Consultant to perform pursuant to the Agreement. City may withhold any payments to Consultant for the purpose of set-off until such time as the exact amount of damages due City from Consultant is determined. After the effective date of termination, Consultant will have no further claims against the City under the Agreement. No other compensation will be payable for anticipated profit on unperformed services.

SECTION 9: INSURANCE

Prior to the beginning of and throughout the duration of the Agreement, Consultant will maintain and comply with the Insurance Requirements as set forth in Exhibit B. Consultant will insure the City against claims for

February 2023 (Form Rev.0921) Page 4 injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder. The insurance coverages required shall not in any way limit the liability of the Consultant.

SECTION 10: INDEMNIFICATION

Consultant agrees, to the fullest extent permitted by law, to indemnify, defend, and hold harmless the City, its officials, officers, employees, agents, and volunteers (collectively, “Indemnitees”) from and against any and all liability, claim, action, loss, injury, damage, judgment, or expense, including attorneys’ fees and costs (“Losses”) caused by or resulting from the negligence, recklessness, or willful misconduct of Consultant, Consultant’s officers, employees, agents, or subcontractors in any way related to this Agreement. Consultant’s duty to indemnify and hold harmless Indemnitees shall not apply to the extent such Losses are caused by the sole or active negligence or willful misconduct of Indemnitees, as determined by an adjudicatory body or court of competent jurisdiction. The obligation to defend shall arise regardless of any claim or assertion that Indemnitees caused or contributed to the Losses.

In the event this Agreement involves the performance of design professional services by Consultant, Consultant’s officers, employees, agents, or subcontractors, Consultant’s costs to defend Indemnitees shall not exceed the Consultant’s proportionate percentage of fault per Civil Code §2782.8. This section shall survive the termination or expiration of this Agreement.

SECTION 11: EQUAL EMPLOYMENT OPPORTUNITY/NON-DISCRIMINATION POLICIES

City’s policies promote a working environment free from abusive conduct, discrimination, harassment, and retaliation; and require equal opportunity in employment for all regardless of race, religious creed (including religious dress and grooming practices), color, national origin (including language use restrictions), ancestry, religion, disability (mental and physical), medical condition, sex, gender (including gender identity and gender expression), physical characteristics, marital status, age, sexual orientation, genetic information (including family health history and genetic test results), organizational affiliation, and military or veteran status, or any other consideration made unlawful by local, State or Federal law. City requires Consultant to comply with all applicable Federal and State and local equal employment opportunity laws and regulations, and Consultant is responsible for ensuring that effective policies and procedures concerning the prevention of abusive conduct, discrimination, harassment, and retaliation exist in Consultant’s business organization.