ITB_0011_25 Installation of RRFB and Yellow F.pdf

INVITATION TO BID

(GENERAL SERVICES)

(ITB)

ITB-0011-25

INSTALLATION OF RECTANGULAR RAPID FLASHING

BEACONS (RRFB) AND

YELLOW FLASHING TRAFFIC BEACONS

SOLICITATION ISSUE DATE: Friday, September 12, 2025

BID’S DUE DATE and OPENING DATE:

Friday, October 24, 2025, by 3:00 P.M.

BIDNET WILL NOT ACCEPT LATE SUBMITTALS

“Electronic” Submittals Must be uploaded to “Bidnet” https://Bidnetdirect.com/georgia/cityofstonecrest

(Paper, Faxed, E-mail, Mail Submittals Will Not Be Accepted)

ISSUED BY:

City of Stonecrest

Procurement Department 3120 Stonecrest Boulevard

Stonecrest, Ga. 30038 https://bidnetdirect.com/georgia/cityofstonecrest

ITB-0011-25 ITB-1

Installation of Rectangular Rapid Flashing (RRFB) and Yellow Flashing Traffic Beacons

TABLE OF CONTENT

TITLE PAGE NO.

GENERAL INFORMATION 2

PROCUREMENT SCHEDULED AND EVENTS 4

SCOPE OF WORK 6

GENERAL TERMS AND CONDITIONS 17

SPECIAL TERMS AND CONDITIONS 30

ADDITIONAL ATTACHMENTS AND REQUIRED FORMS:

ATTACHMENT “A” – BIDDER’S REQUIRED FORMS:

1. BID CHECKLIST

2. BIDDER’S CERTIFICATION

3. STATEMENT OF QUALIFICATIONS

4. AUTHORIZED SIGNATORIES

5. PURCHASING POLICY ADDENDUM

6. CONFLICT OF INTEREST DISCLOSURE

7. AFFIDAVIT VERIFICATION STATUS FOR CITY

PUBLIC BENEFIT APPLICATION

8. DRUG-FREE WORKPLACE

9. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE

ACT AFFIDAVIT “E-VERIFY”

10. SUBCONTRACTOR AFFIDAVIT UNDER O.C.G.A. § 13-10-91(B)(3)

11. INDEMNIFICATION CLAUSE

12. NON-COLLUSION STATEMENT

13. VENDOR CERTIFICATION REGARDING SCRUTINIZED

COMPANIES LIST

14. REFERENCES

Attachment B – Bid Cost Proposal Form (Bid Sheet) Attachment C – GIS Map of Locations for RRFB Installation and Additional Information Attachment D – General Details of Solar RRFB Installation Attachment E – Request for Approved Equal Form Attachment F – “Sample” Professional Services Agreement

ITB-0011-25 ITB-2

GENERAL INFORMATION

The following information and instructions are given for the purpose of guiding Bidders in properly preparing their bid responses and are standard for Invitations to Bid (ITB) Solicitations as issued by the City of Stonecrest Procurement Department. These directions and instructions have equal force and weight with the scope of services, specifications and strict compliance which is required with all of these provisions. The City may delete, modify supersede any of these standard instructions for a particular contract to Contractor or in the line item. It is the Bidder’s sole responsibility to become familiar with the scope of services and requirements herein prior to submitting a bid.

For information concerning procedures, clarification, and technical assistance pertaining to this solicitation, contact the Procurement staff identified in the solicitation.

City of Stonecrest Procurement Department

ATTN: Tanisha Boynton, Procurement Official 3120 Stonecrest Blvd., Suite 190

Stonecrest, Ga. 30038 Phone: (772)-224-0200

Email: Tboynton@stonecresga.gov

All questions and requests for clarification concerning this solicitation and procurement process MUST be submitted in writing via Bidnet under “Message – Opportunity Q&A” at: (https://Bidnetdirect.com/georgia/cityofstonecrest). Please follow the instructions provided on Bidnet. The deadline to submit non-administrative questions is Wednesday, October 8, 2025, by 5:00 P.M. Answers to questions received will be responded to via an Addendum posted on Bidnet. Questions received after the date referenced above will not be accepted.

• No bid response will be accepted from, nor will any contract be awarded to, any person who is in arrears to the City, upon any debt or contract, or who has defaulted, as surety or otherwise, upon any obligation to the City such as delinquent in payment of property or other taxes with Stonecrest, delinquent in payment of a loan(s) with the City, has had property acquired through foreclosure or a judgment within the past ten (10) years, has outstanding judgements or debts owed to the City, has been convicted of a felony that affects property or neighborhood or neighborhood stability, health, safety or welfare or who is deemed irresponsible or unreliable by the City Council.

• No variation in price or conditions shall be permitted based upon a claim of ignorance. Submission of a bid response will be considered evidence that the Bidder has familiarized themselves with the nature and extent of the work, equipment, materials, and labor required.

• ADDITIONAL TERMS AND CONDITIONS: No additional terms and conditions included by the Bidder with the Bid response shall be evaluated or considered. Any and all such additional terms and conditions shall have no force and effect and are inapplicable to this Bid if submitted either purposely through intent or design, or inadvertently appearing separately in transmittal letters, specifications, literature, price lists or warranties. It is understood and agreed that the general conditions in this Invitation to Bid are the only conditions applicable to this Bid and the Bidder’s authorized signature on Attachment “B” - Bid Cost Proposal Form – Bid Sheet attests to this.

• AUTHORIZED SIGNATORIES: All associated forms must be signed by one duly authorized to do so. The individual submitting shall be authorized to sign (electronically accept) this solicitation response on the behalf of the Contractor as indicated in the Certificate as to Corporate Principal, designation letter by Director/Corporate Officer, or other business authorization to bind on the behalf of the Contractor. No bid response will be accepted, for any reason whatsoever, which is not submitted to the City as stated above, within the specified time.

• BID ACCEPTANCE: Bidder warrants, by virtue of bidding, that their bid and the prices quoted will be firm for acceptance by the City for a period of One Hundred and Twenty (120) days from the date of bid opening unless otherwise stated in the solicitation. The City shall award contract within this time period or shall request to the recommended awarded Contractor an extension to hold pricing, until products/services have been awarded.

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• MATERIAL MODIFICATIONS / ALTERATIONS: Material modification and/or alterations to the verbiage or documents herein made by the Bidder is expressly prohibited and is not enforceable. Modifications and/or alterations may render the Bidder’s submission void and bar the Contractor from consideration in connection with this solicitation.

• REQUEST FOR APPROVED EQUALS OR EQUIVALENT: The products specified herein does not necessary constitute the exhaustive list of products required to complete this project. Therefore, the Contractor is responsible for providing any other parts and materials needed to deliver a complete and fully operational system. All items, functioning capabilities and requirements listed within the scope of work are the MINIMUM REQUIREMENT acceptable to the City.

The Contractor may use Approved Equal or Equivalent equipment and parts as applicable to stay in compliance with current industry standards. The Contractor shall provide the City technical specification, data sheets for any equipment, parts, and accessories that meets or exceeds the minimum requirement listed in herein. Bidders shall complete Attachment “F” - Request for Approved Equal Form and submit request to Tboynton@stonecrestga.gov on or before 5:00PM, Wednesday, October 8, 2025. Requests received after the date and time specified will not be reviewed or accepted. Approval of such request is at the control and approval of the City.

Remainder of Page Intentionally Left Blank mailto:Tboynton@stonecrestga.gov

ITB-0011-25 ITB-4

PROCUREMENT SCHEDLE AND EVENTS

1. PRE-BID MEETING:

There will be not be a Pre-Bid Meeting for this solicitation.

It will be the sole responsibility of the Bidder to become familiar with the scope of work and City requirements prior to submitting a bid. No variation in price or conditions shall be permitted based upon a claim of ignorance. Submission of a bid will be considered evidence that the bidder has familiarized himself with the nature and extent of the work, equipment, materials, and labor required.

2. TRANSACTION FEES:

The City of Stonecrest uses Bidnet (https://Bidnetdirect.com/georgia/cityofstonecrest) to distribute solicitations. There is no charge to Contractors to register and participate in the solicitation process, nor will any fees be charged to the awarded Contractor.

3. ELECTRONIC BID SUBMISSION DEADLINE:

Electronic Bid Responses shall be submitted via Bidnet (https://Bidnetdirect.com/georgia/cityofstonecrest) in response to this solicitation, prior to the designated bids due date and time indicated in the solicitation, Friday, October 24, 2025 by

3:00PM. PAPER BID SUBMITTALS WILL NOT BE ACCEPTED.

BID BOND: REQUIRED FOR THIS SOLICITATION

FAILURE TO SUBMIT A BID BOND WILL RESULT IN A NON-RESPONSIVE AND NON-

RESPONSIBLE DETERMINATION. BIDDER’S MUST SUBMIT A COPY OF THE BID BOND WITH

BID SUBMITTAL.

BID BOND MUST BE MAILED OR HAND DELIVERED TO: FAILURE TO SUBMIT A BID BOND

WILL PRIOR TO 12:00 PM, MONDAY, SEPTEMBER 9, 2025, WILL RESULT IN A NON-RESPONSIVE

AND NON-RESPONSIBLE DETERMINATION.

City of Stonecrest Procurement Department ATTN: Tanisha Boynton, Procurement Official 3120 Stonecrest Blvd., Suite 190 Stonecrest, Ga. 30038

PERFORMANCE AND PAYMENT BOND: IS REQUIRED FOR THIS SOLICITATION. FAILURE TO

SUBMIT PROOF OF BONDABILITY WILL RESULT IN A NON-RESPONSIBE AND NON-

RESPONSIBLE DETERMINATION.

NOTE: In addition to submitting Attachment “A” – Bidder’s Required Forms and Attachment “B” – Bid Cost Proposal (Bid Sheet), Bidder’s MUST submit the manufacturer information consisting of but not limited to; pictures and technical specification for the Gazebo being offered in response to this solicitation BY BIDS DUE DATE AND TIME. FAILURE

TO SUBMIT THE REQUESTED MANUFACTURER INFORMATION WITH BID SUBMITTAL WILL

RESULT IN A NON-RESPONSIVE AND NON-RESPONSIBLE DETERMINATION.

4. ELECTRONIC BID OPENING:

All Invitations to Bid solicited by the City of Stonecrest will be opened electronically via Bidnet (https://Bidnetdirect.com/georgia/cityofstonecrest) at the date and time indicated in the solicitation. This meeting will be conducted virtually via “Microsoft Teams Meeting” Platform and in-person at City Hall, 3120 Stonecrest Blvd., Suite 190, Stonecrest, Ga. 30038, Lithonia Conference Room. Bidders may attend this meeting in real time on a computer, laptop, cell phone or any other device with Wi-Fi access. Get the app now and be ready when your first meeting starts https://www.microsoft.com/en-us/microsoft-teams/downloadapp.

Microsoft Teams meeting

Join on your computer, mobile app or room device Meeting ID: 262 912 335 828 9

Passcode: hH9Ad9ur https://www.microsoft.com/en-us/microsoft-teams/downloadapp

ITB-0011-25 ITB-5

Information on bid results and solicitations currently out to bid can be obtained on the City website:

https://www.stonecrestga.gov/199/Procurement

Remainder of Page Intentionally Left Blank https://www.stonecrestga.gov/199/Procurement

ITB-0011-25 ITB-6

SCOPE OF WORK

1. PURPOSE:

The City of Stonecrest (“City”) is seeking qualified and experienced bidders to respond to a fixed (one-time) project for installation of Rectangular Rapid Flashing Beacons (“RRFBs”) and Yellow Traffic Beacons at various locations within the City. Work shall be performed in accordance with the terms, conditions, and specifications contained in this Invitation to Bid (“ITB”).

The Contractor shall furnish all labor, materials, equipment, personnel, tools, supervision, transportation, machinery and other incidentals necessary to perform the work requested herein and typical of these types of projects.

Prices offered on the Attachment “B” - Bid Cost Proposal Form (Bid Sheet) are all inclusive and shall constitute complete compensation.

2. BACKGROUND:

Stonecrest is a community of approximately 60,000 people that was incorporated in 2017. The City is located along Interstate 20 roughly three miles east of I-285 (“The Perimeter”) and 20 miles east of Downtown Atlanta. Stonecrest is in the southeastern portion of Dekalb County and is bordered by Rockdale County to the east, Henry County to the south, and the City of Lithonia and unincorporated Dekalb County to the north and west. I-20 separates the City into a northern area which includes residential neighborhoods, commercial development along Covington Highway, industrial parks that date to the 1960s and active quarries that predate incorporation by 130 years. South of I-20 features regional retail and lodging, suburban neighborhoods, and substantial outdoor recreation areas.

This project aims to enhance traffic safety at crosswalks. Additionally, the City seeks to install the yellow traffic beacons and supporting bases on either side of Turner Hill Road just north of its intersection with Rockland Road. This will enhance traffic safety by giving motorists travelling south on Turner Hill Road advanced notice that they are approaching a dangerous intersection.

3. CONTRACT ADMINISTRATOR/DESIGNEE/PROJECT MANAGER:

The designated Contract Administrator for this project is Hari Karikaran, P.E., City Engineer, he can be reached at hkarikaran@stonecrestga.gov or (770) 224-0200. The Contractor will work with the Contract Administrator / Designee to complete this project.

Designee: Patrick Walker, Pwalker@stonecrestga.gov or (770) 224-0220.

4. GOVERNING REGULATIONS:

The Contractor shall perform the work requested herein in accordance with Georgia Department of Transportation (GDOT) Signes and Marking Design Guidelines, Sate, Federal, Local, and City rules, regulations, policies, procedures and requirements specific to the type of work to be performed herein.

5. PROJECT LOCATION: (See Attachment “C” – GIS Map of Locations for RRFB Installation and Additional Information) Rectangular Rapid Flashing Beacons (RRFBs) and associated signage will be installed at five (5) locations within the City, Four (4) of the five (5) locations are adjacent to schools. Refer to Attachment “C” for additional information.

6. PROJECT MEETINGS:

After the contract is awarded and prior to commencement of any work, a meeting will be held between the Contractor, City representative, and others affected by this work. The time and place of the meeting will be arranged by the City Contract Administrator/Project Manager. The project schedule and dates for completion will be established during this meeting.

6.1 At the conference, the Contractor shall identify his designated project manager, foreman, site supervisor and any additional personnel representing the Contractor and their respective roles and responsibilities for the work. The designated project manager shall represent the Contractor, and communications given to the project manager shall be as binding as if given to the Contractor. Important communications shall be confirmed in writing. Other communications shall be similarly confirmed in written requests in each case.

mailto:hkarikaran@stonecrestga.gov mailto:Pwalker@stonecrestga.gov

ITB-0011-25 ITB-7

6.2 At the meeting, the Contractor shall furnish in writing to the City’s Contract Administrator the names of persons or entities (including those who are to furnish materials or equipment fabricated to a special design) proposed for each principal portion of the work.

6.3 The City will promptly reply to the Contractor in writing stating whether or not, after due investigation, has reasonable objection to any such proposed person or entity.

6.4 The Contractor shall not contract with a proposed person or entity to whom the City has made reasonable and timely objection. The Contractor shall not be required to contract with anyone to whom the Contractor has made reasonable objection.

6.5 Regular Meetings:

There will be regular meetings throughout this project. The Contractor, all sub-contractors shall participate in these meetings. Representatives of governmental agencies with jurisdiction may also participate in these meetings.

6.6 Project Progress Reports:

The Contractor shall provide timely progress reports for each phase of this project. The Contractor and Contract Administrator / Designee will determine what information is to be submitted as the project progress report upon mutual agreement.

7. ISSUANCE OF NOTICE TO PROCEED AND PURCHASE ORDER (PO):

The Contractor shall not commence any work until receipt of a Notice to Proceed (NTP) from the Procurement Offical and receipt of a Purchase Order (PO). Upon receipt of the NTP and PO, the Contractor shall commence work upon the direction of the Contract Administrator / Designee.

8. PROJECT DURATION:

The Contractor shall complete all services no less than Ninety (90) days from receipt of Purchase Order and Notice to Proceed (NTP).

Time is of the essence for the Contractor’s performance of the work. The Contractor is expected to complete this project as expeditiously as possible. The work to be performed under this contract shall commence upon issuance of a Purchase Order (PO) and in conjunction with a Notice to Proceed (NTP). Contract Time extensions will not be allowed for holidays or vacations. At a minimum, the selected Contractor must adhere to the following schedule as set by the City:

8.1 The Contractor recognizes that TIME IS OF THE ESSENCE. The Work shall commence within 10 calendar days of the date of the Notice to Proceed.

8.2 Preliminary Project Schedule:

Within Ten 10 days after notice of award and as a condition precedent to executing the Contract, prior to commencement of any work, the Contractor shall submit their preliminary project schedule to the City for review and approval. The schedule shall be written in sufficient detail to show the chronical relationship of all major aspects of the project (in the form of tabulation, chart/graphic, as applicable), procurement of materials, scheduling of equipment, installation, and phases of each work site, estimated start and completion dates of the various project activities.

8.3 The Work shall be Substantially Completed within 60 calendar days, after the date when the Contract Time commences to run as provided in the Notice to Proceed.

8.4 The Work shall be finally completed on the Final Completion Date and ready for final payment in accordance with this Agreement within 90 calendar days, after the date when the Contract Time commences to run as provided in the Notice to Proceed.

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9. WORK TO BE PERFORMED:

The Contractor shall furnish all materials, equipment, tools, and the performance of all necessary labor necessary to complete the scope of work requested herein. Work shall include but is not limited; supply and installation of the beacons. RRFB beacons are to be installed at five (5) locations. Additionally, a pair of yellow flashing traffic beacons are to be installed on Turner Hill Road (See Attachment “C”).

9.1 Supply and Installation of Beacons:

The Contractor shall supply and install the beacons in accordance with Attachment “D” – General Details of Solar RRFB Installation. Beacons shall be installed in accordance with manufacturer’s requirements.

9.2. Material and Minimum Technical Specifications or Approved Equal To:

The Contractor shall provide beacons that are in the same style depicted in Attachment “D” – General Details of Solar RRFB Installation or an Approved Equal To.

Note: Please Refer to page ITB-3, Request for Approved Equals or Equivalent. Contractor shall provide the accepted and approved gazebo style and type submitted bid response.

Alternatives/Deviations: Alternatives/Deviations after bids due date and contract award shall be at no additional cost to the City, if accepted by the City. The Contractor shall supply and install the beacons of same or similar style and type approved by the City. Alternatives/Deviations will not be accepted without written authorization by the City. If Alternative/Deviations are approved by the City, it will be at no additional cost to the City. The amount to be paid to the Contractor shall be in accordance with Attachment “B” – Bid Cost Proposal (Bid Sheet) received on bids due date.

Minimum Technical Specifications RRFBs

Description

Compliance

RRFB flash patterns, colors, LEDs, etc. must all be in compliance with applicable most current Manual of Uniform Traffic Control (MUTCD) guidelines.

Directionality

Product able to be installed in a uni-directional or bi-directional configuration by adding/removing a light- bar without the need to remove the entire RRFB and solar engine assembly.

LEDs Yellow/Amber LEDs

LED Lenses

Two (2) LED lenses per traffic-facing direction on each RRFB light bar. Lenses to be not less than 3 in. x 7 in.

(height x width).

Side-Emitting/Tell- Tale LEDs

RRFB unit equipped with LEDs on sides of light bar (perpendicular to traffic facing direction) to provide pedestrian activation confirmation.

Light Bar Casing Aluminum material or comparably durable material with Yellow finish.

Activation Duration Activation duration length options between 5 seconds and 5 minutes as a minimum.

ITB-0011-25 ITB-9

Auto Intensity Adjustment

Dynamic/automatic LED intensity adjustment to enable LEDs to operate with higher intensity during daylight hours (brighter), and with lower intensity during nighttime hours (dimmer).

General Minimum Requirement

Specified solar engines and battery system must enable 24/7, 365 operations of the RRFB unit under prevailing site conditions and assumed maximum activation rate of 300 activations/day.

System Autonomy Minimum autonomy duration of fourteen (14) days on battery power.

Solar Angle A fixed or adjustable solar angle between 40 and 50 degrees.

Solar Power Adequacy Assessment

Provision of a solar power report, solar array adequacy assessment, or equivalent for each installation location as requested by the City to ensure 24/7, 365 operations without disruption or down-time.

Construction/Wiring

Solar engine and battery components must be pre- wired to allow for a "plug and play" installation; minimizing installation times.

Battery Integration Battery modules must be interchangeable to allow for batteries to be replaced without entire system being replaced.

Wireless Communication

Wireless radio communication between adjacent beacons to allow for remote activation without need for wired/hard connection.

Instantaneous Activation

Instantaneous activation (< 0.5s) of adjacent beacons wirelessly connected to the beacon which received the activation signal.

Multiple Frequencies/ Channels Multiple radio frequencies/ channels available to allow for nearby beacons to be connected and/or separated as needed depending on configuration.

Wireless Range Wireless connection range not less than 600 feet.

ADA Compliant ADA compliant pedestrian pushbuttons with visual LED and two-tone audible confirmation.

Accessible Pushbutton Able to be installed in compliance with MUTCDC guidelines for accessible pushbuttons.

Beacon Mount

Options must allow for side/top mounting on several types of posts/poles, including 2 in. x 2 in. telespar, 2.5 in to 6 in. round post/pole, 4 in. x 4 in. (nominal) wood post, 6 in. x 6 in. (nominal) wood post.

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Solar Engine and Battery System Mount

Options must allow for side/top mounting on several types of posts/poles, including 2 in. x 2 in. telespar, 2.5 in to 6 in. round post/pole, 4 in. x 4 in. (nominal) wood post, 6 in. x 6 in. (nominal) wood post.

Weatherproof

All products/components must be durable and weatherproof such that they operate without issue in typical Canadian climatic environments, including but not limited to rain, snow, ice, sleet, and a reasonable windspeed.

Operating Temperatures

Minimum operating temperature not greater than -4 degrees Fahrenheit, and maximum operating temperature not less than +120 degrees Fahrenheit for all products/components.

Tamper Resistant All products/components must be reasonably tamper-resistant by design or include designated anti-tamper features.

Warranty 24-month warranty on defects for solar panel power supply, digital components, and batteries.

Internal Clock Internal time clock function to allow for data retrieval.

Data Collection/Reporting Activation counts recording and exportation.

9.3 Pedestrian Crossing Site:

Each pedestrian crossing site is to have a total of two installations, one on each side of the street, including two beacons, “back-to-back”, mounted on a single pole. Each installation shall include all mounting/fastening hardware, activation, solar engine, and communication components, and additional signage (as specified in Attachment “D”) supports and foundations.

9.4 The contractor is responsible for utilizing the Georgia 811 notification system to mark existing utilities and ensure they are not impacted by the construction work to be performed.

9.5 Contractor shall meet with the City Engineer prior to the start of any work on site to ensure effective coordination with the City.

9.6 Exact location for placement of the beacons will be approved in the field by the City Engineer.

9.8 Beacons shall comply with latest version of the GDOT Signing and Marking Design Guidelines, see link below:

https://www.dot.ga.gov/PartnerSmart/DesignManuals/smguide/GDOT%20SIGNING%20AND%20MARKI NG%20DESIGN%20GUIDELINES.pdf

9.9 Specification of the beacons to be used shall be provided to the City Engineer prior to purchase. City

Engineer will review the specifications to ensure compliance with City requirements.

https://www.dot.ga.gov/PartnerSmart/DesignManuals/smguide/GDOT%20SIGNING%20AND%20MARKING%20DESIGN%20GUIDELINES.pdf https://www.dot.ga.gov/PartnerSmart/DesignManuals/smguide/GDOT%20SIGNING%20AND%20MARKING%20DESIGN%20GUIDELINES.pdf

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9.10 Beacons for Turner Hill Road:

Minimum Technical Specific for Turner Hill Road Beacons:

One pair of yellow flashing beacons, as describe below:

Illustration of Traffic Beacon

Solar traffic beacons are devices that use solar energy to flash a warning light, typically yellow or red, to alert drivers to potential hazards. All requirements listed below shall be met:

• Beacons shall be designed to meet the standards set by the Manual on Uniform Traffic Control Devices (MUTCD).

• Must be solar powered

• Minimum 12″ diameter lens

• Lens color shall be yellow

• Light emitting Diode (LED) shall have dual mount heads

• Must be capable of continuous 24-hour flash

• Capable of running for a minimum of 150 hours when fully charged

• Multi-layer sealed, waterproof, and dustproof, UV stabilized, enclosures shall be compliant with

IP66 rating

• Working temperature -4°F to 120°F

• Maintenance free

• Energy Efficient – minimum 13-watt solar panel is to be used

9.11 Demolition/Removal of existing signs (where applicable):

• Details of the MOT plan shall be followed during construction.

• The portion of the sign above ground level must be completely removed returned to the City.

• Site specific Maintenance of Traffic (MOT) plans shall be provided to City Engineer for approval prior to the start of construction in the field.

9.12 Base/Mounting of new beacons:

• Foundation: Concrete support with rebar; exact size determined by engineering

• Sign poles must have "breakaway" properties when struck by a motor vehicle,

• (i.e., no concrete pillars, no cast iron poles, etc.).

• Sign construction and installation must meet current MUTCD (Manual on Uniform Traffic Control

Devices) and State specifications

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9.13 Installation:

• Professional installation of both signs and their bases at the designated locations is required.

• Ideally beacons shall be setback from the edge of pavement by 12 feet. Exact location shall be determined by City staff in the field.

• Coordination is required with the City staff for site access, traffic control, and any subsurface utility coordination.

• Adherence to all safety regulations and best practices shall occur during installation.

• Adherence to pre-approved Maintenance of Traffic plan submitted to City Engineer is required.

• Removal and proper disposal of any existing signage or debris from the installation site is required.

10. CONTRACTOR RESPONSIBILITIES:

Unless otherwise specified, Contractor will be responsible for the provision and performance of all equipment, materials, work, etc. offered in their response.

10.1 Person of Contact (POC):

The Contractor shall provide contact information for Primary and Secondary staff within the company who will be responsible for providing a response to City request for support work during the term of this agreement. Contact information shall include: Name of Contact(s), E-mail address. Website Information, Phone Number, and Fax Number.

10.2 The Contractor shall conform to all applicable OSHA, NEPA, Americans with Disabilities Act (ADA), State and Federal safety requirements, rules, regulations, policies, and procedures to perform the work requested herein.

10.3 The Contractor shall maintain all certifications, licenses, bonds, and certificate of insurance for the duration of this project until receipt of final acceptance.

10.5 The Contractor shall supervise and oversee all work performed under this contract.

10.6 The Contractor shall be responsible for initiating, maintaining, and supervising all safety precautions and provide reasonable protection to prevent damage to properties surrounding the work site, injury or loss to employees, materials, and equipment in connection with the performance of the work herein.

10.7 The Contractor shall be responsible for protecting all existing utilities, irrigation, drainage structures, pipes and signs within the limits of this project site shall remain in place and be in working condition during and after the completion of this project.

10.8 The Contractor shall assess the conditions at this site, notify the designated Contract Administrator / Designee in writing of any discrepancies, conflicts, or omissions promptly upon discovery, and make necessary recommendations to resolve identified issues.

10.9 The Contractor shall be responsible for the appearance of all working personnel assigned to the projects (clean and appropriately always dressed), and their compliance with City Policies and Rules prohibiting smoking and consumption of alcohol and illegal drugs while on City projects.

10.10 The Contractor shall enforce strict disciple and good order amongst its employees and other persons carrying out work under this contract.

10.11 The Contractor shall be responsible to the City of acts and omissions of its employees, subcontractors, and other agents performing portions of the work for or on the behalf of the Contractor or any of its subcontractors.

10.12 The Contractor shall have an English-speaking supervisor/representative on the work site at all times, who shall be thoroughly knowledgeable of all plans, specifications, and other contract documents and has the authority to act on the contractor's behalf.

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10.13 The Contractor shall be solely responsible for the safety of its employees and subcontractors hired to perform the work requested herein.

10.14 The Contractor shall ensure all employees and subcontractors assigned to perform work under this contract are properly licensed, trained and certified.

10.15 The Contractor shall restore all trees, shrubbery, and sodding of all areas disturbed while performing the work herein (as applicable).

10.16 Reporting Dangerous Conditions / Situations:

The Contractor shall notify the Contract Administrator / Designee of any and all encounters with unsafe and dangerous conditions and/or unusual situations occurring at work sites while working on this project.

11. WORK SCHEDULE:

A penalty fee of $300.00 per hour will be imposed on the Contractor for failure to comply with the work schedule provided below:

Regular work Hours: 7:00 am to 7:00 pm, Monday through Friday. The City will consider extended workdays, workweeks and hours upon written request by the Contractor on a case-by-case basis. No work will be allowed on national holidays and City observed Holidays (i.e. Memorial Day, July 4th, Labor Day, etc.). Lane closures are limited to between the hours of 9:00 am to 4:00 pm.

12. EQUIPMENT AND MATERIAL:

The Contractor shall ensure all equipment used on this project complies with and is used in accordance with all pertinent safety regulations. Comply with the manufacturer’s warranty and guaranty instructions for installation. Make all adjustments for alignment and operation. Clean all surfaces and remove excess sealant and lubricants. Before construction starts on any particular sequence of work, all equipment and materials necessary for proper execution of the work shall be on site and in good/full working order.

13. LIQUIDATED DAMAGES:

Upon failure of the Contractor to complete the Work within the time specified for completion, the Contractor shall pay to the City the sum of One Hundred Dollars ($100.00) for each and every calendar day that the completion of the Work is delayed beyond the time specified in this Agreement for completion, as fixed and agreed liquidated damages and not as a penalty, so long as the delay is caused by the Contractor.

14. WEATHER:

The Time of Completion for this project has been calculated assuming that the weather conditions will be average to moderate. If in the opinion of the City’s Contract Administrator / Designee / Project Manager that the weather escalates to a point where the work delays on the project more than the Contractor could have reasonably anticipated or controlled, the Contract Administrator / Designee will make arrangements for extending the time of completion for each individual work order package, once the request has been made for such extensions by the Contractor.

14.1 If adverse weather conditions are the basis of a Claim(s) for additional time, such Claim(s) shall be documented by data substantiating that weather conditions were abnormal for the period of time, could not have been reasonably anticipated and had an adverse effect on the project scheduled activities.

14.2 The Contractor will be required to promptly notify the City’s Contract Administrator / Designee / Project

Manager in writing of any such delays to the work, explaining its efforts to mitigate the effects of such delays. Any such notification received by the Contract Administrator / Designee / Project Manager, more than five business days after the delay has occurred will not be considered. No extension of time shall be granted for delay(s) resulting from typical weather conditions prevailing in the applicable area(s) as defined by the average of the last ten (10) years of weather data recorded with the City and the applicable jurisdiction(s).

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15. DELIVERY, STORAGE, AND HANDLING:

15.1 Delivery:

The Contractor shall coordinate delivery and arrange storage of materials (if needed).

15.2 Storage:

Storage space may be limited. The Contractor shall furnish, at his/her own expense suitable secure area(s) for storing any equipment and materials that will be left on-site (where approved). The Contractor shall provide all necessary protective covering needed to prevent damage to surround work areas.

15.3 Security:

The Contractor shall be responsible for on-site security of tools, equipment and materials.

16. RESPONSE TIME:

The Contractor shall respond to request for services within twenty-four (24) hours of notification by the City.

17. RESTORATION OF PROPERTY:

Property - whether public or private - if damaged during construction or removed for the convenience of the work; ALL such property shall be repaired and/or replaced by the Contractor at his/her own expense in a manner acceptable to the City’s Contract Administrator, prior to final acceptance of the work. Restoration of certain items (such as benches, shelters, fences, sod, etc.) shall be performed promptly for reasons of public safety, health, and welfare.

18. DISPOSAL OF EXCESS MATERIAL:

All excavated and excess material(s) which is not required for the work shall be promptly removed from site and safely disposed of by the Contractor; such removal and disposal of the applicable material(s) shall be the sole responsibility of the Contractor and conducted at his/her expense. Disposal of all materials shall be carried out in accordance with State, Local, Federal rules and regulations. No stockpiling of removed materials shall be allowed on site.

19. CONTRACTOR AND SUBCONTRACTOR UNIFORM/BADGING:

The Contractor employees assigned to this contract must wear a professional uniform with the company name permanently affixed to the uniform. Uniforms shall comply with all safety provisions from State, Federal (OSHA), and the City.

20. CONTRACTOR AND SUBCONTRACTOR VEHICLES:

The Contractor’s company vehicles shall be distinctly labeled with the company name; and shall only be parked in designated spaces provided by the City.

21. DAMAGE REIMBURSEMENT:

The Contractor shall be solely responsible for, and shall reimburse the City, any and all costs and/or expense of any kind or nature relating to the correction of any damage to any City property resulting from the installation, maintenance, replacement of mounted equipment and infrastructure.

22. WARRANTY:

The Contractor shall furnish all pertinent warranty information including manufacturers’ warranties, effective dates, as they become available, for all new equipment. All materials, parts, components, equipment and labor work performed shall be fully warranted and guaranteed for a minimum of One (1) year from date of completion of services and acceptance by City. Any issues with loss of connectivity, falling components, etc. should be fixed within twenty-four (24) hours of notification made by the City. Parts replaced during the warranty period shall have a warranty matching that of the original part from date of replacement. Repair or replacement defects occurring in labor or product(s) within the warranty period shall be performed and provided at no additional cost to the City.

23. CLEAN UP:

All usable materials and debris shall be removed from the premises at the end of each workday and disposed of in an appropriate manner. Upon final completion, the Contractor shall thoroughly clean up all areas where work has been involved as mutually agreed with the associated location Contract Administrator / Designee.

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24. WORK ACCEPTANCE:

24.1 Services performed under this agreement will be inspected by an authorized representative of the

Engineering Department. This inspection shall be performed to determine acceptance of work, appropriate invoicing and warranty conditions.

24.2 The City shall provide written notice of acceptance or rejection within five (5) business days of completion of final inspection.

25. FINAL INSPECTION AND WORK ACCEPTANCE:

The Contractor shall notify the City when the work is complete and ready for the City’s final inspection. The Contractor shall perform a joint inspection with the City’s authorized representative upon the completion of installation of each beacon. After final inspection, the City’s authorized representative for this project will accept the work if the Contractor has satisfactorily:

25.1 Corrected all deficiencies observed during the final inspection and no new deficiencies have been observed;

25.2 Submitted all other required contract deliverables; and

25.3 The Contractor shall correct work rejected by the City or work failing to conform to the requirements of this project. Corrective actions shall occur within at least five (5) business days of notice to the Contractor, unless otherwise agreed upon with City staff. The Contractor shall bear the costs of correcting such rejected work, including additional testing, inspections required and compensation for City services and expenses made necessary thereby.

25.4 The Contractor shall provide the following upon completion of the project:

a. Product list containing product names, product numbers, serial numbers, contact information and method of application for all materials used on the project.

2. Warranty (ies) as provided by Manufactures.

26. INVOICING AND PAYMENT:

The Contractor shall submit a detailed “itemized” invoice list of equipment, labor, parts, and appurtenances used under this agreement. All one-time and reoccurring charges shall be identified on the invoice. Invoices will be reviewed and approved by City staff prior to payment. Invoices shall be submitted once a month.

Note: Payment Retainage is applicable to this agreement at a rate of 10% and will be withheld until it has been determined that the Contractor has complied with the requirements of the contract.

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GENERAL TERMS AND CONDITIONS

The following instructions are given for the purpose of guiding Bidder’s in properly preparing their bids responses. These directions have equal force and weight with the specifications and strict compliance is required with all of these provisions.

1. ADDENDUMS AND INTERPRETATIONS: No interpretation of the meaning of the plans, specifications, scope of work or other contract documents will be made orally to any Bidder. Prospective Bidders must request such interpretation in writing as instructed in the bid package. To be considered, such request must be received by the Questions and Answers deadline as indicated on Page ITB-2 of this solicitation package and on Bidnet (https://Bidnetdirect.com/georgia/cityofstonecrest). Questions received after this time will not be answered.

• Material changes, if any, to the scope of services or bidding procedures will only be transmitted by written addendum on Bidnet (https://Bidnetdirect.com/georgia/cityofstonecrest).

• Failure of any Bidder to receive any such addenda or interpretation shall not relieve any Bidder from any obligation under his bid as submitted. All addenda so issued shall become a part of the contract document.

• Bidder shall verify in Bidnet (https://Bidnetdirect.com/georgia/cityofstonecrest) that their bid response includes “all” addenda(s) before submitting a bid. Receipt of all addenda shall be acknowledged by the Bidder(s) on the Statement of Qualification Certification Form “Addendum Acknowledgement Section” and submitted with bid response.

2. ASSIGNMENT, SUBCONTRACT: Contractor shall not transfer, convey, pledge, subcontract or assign the performance required by this solicitation without the prior written consent of the Procurement Official. Any award issued pursuant to this solicitation and the monies which may become due hereunder are not assignable, transferable, or otherwise disposable except with the prior written consent of the Procurement Official.

3. AWARD: This Bid shall be awarded to the Bidder providing the lowest responsive and responsible bid and meets and/or exceeds the pre-qualification requirements. Award may be in whole, or by line Item, or by group, whichever is determined to be in the best interest of City. Award will be made to the responsive and responsible Bidder, quoting the lowest price, for that product/service that will best serve the needs of the City.

The City also reserves the right to accept or reject any or all bids, part of bids, to waive minor irregularities or variations to specifications contained in bids, minor irregularities in the bidding process, to negotiate terms with the successful Bidder and the right to disregard all non-conforming, non-responsive, unbalanced or conditional Bids. The City also reserves the right to award the contract on a split order basis; lump sum basis; individual item basis; or such combination as shall best serve the interest of the City. Awarded Bidder and all subcontractors/suppliers shall register as a Contractor with the City prior to notice to proceed and maintain active status in the City’s Vendor Registration System.

4. BIDDER’S COSTS: The City shall not be liable for any costs incurred by Bidder’s in responding to this ITB. All expenses involved with the preparation and submission of bid, or any work performed in connection therewith, shall be the sole responsibility (and shall be at the sole cost and expense) of the Bidder, and shall not be reimbursed by the City.

5. BIDDER PERFORMANCE REVIEWS AND RATINGS: The City Contract Administrator may develop a Bidder’s performance evaluation report. This report should be used to periodically review and rate the Bidder’s performance under the contract with performance rating as follows:

• Excellent - Far exceeds requirements.

• Good - Exceeds requirements

• Fair - Just meets requirements.

• Poor - Does not meet all requirements and Proposer is subject to penalty provisions under the contract.

• Non-Compliance - Continued poor performance after notice or a performance level that does not meet a significant portion of the requirements.

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This rating makes the Bidder subject to the default or cancellation for cause provisions of the contract. The report shall also list all discrepancies found during the review period. The Bidder shall be provided with a copy of the report and may respond in writing if he takes exception to the report or wishes to comment on the report. Bidders’ performance reviews and subsequent reports will be used in determining the suitability of contract extension.

6. CODE REQUIREMENTS: The Contractor and his or her subcontractors on this project must be familiar with all applicable Federal, State, City, and Local Laws, Regulations or Codes and be governed accordingly as they will apply to this project and the actions or operations of those engaged in the work or concerning materials used. The contractor shall ask for and receive any required inspections.

7. CONDITIONS AND PACKAGING: Unless otherwise stated in the solicitation, or specifically ordered from an accepted price list, deliveries must consist only of new and unused goods and shall be the model of the current standards production available at the time of the solicitation response. The goods must be suitably packaged for shipment by a common carrier.

Each container or multiple units or items otherwise packaged shall bear a label, imprint, stencil or other legible markings stating name of manufacturer or supplier, purchase order number and any other markings required by specifications, or other acceptable means of identifying Contractor and purchase order number.

8. CONE OF SILENCE: In accordance with the State of Georgia Purchasing Act, the City prohibits any communication, except written correspondence, regarding a particular request for proposal, request for qualification, bid, or any other competitive solicitation between any person’s representative seeking award from such competitive solicitation; and any City Council person or legislative staff, or any City employee authorized to act on behalf of the City Council to award a contract under this Bid.

The Cone of Silence shall be in effect as of the date the solicitation has been released and advertised, bids or other response to this competitive solicitation and shall remain in effect and subject to the terms of this section for any person or person’s representative.

The provisions of this division shall not apply to oral communications at any public proceeding, including pre-bid conference, oral presentations before selection committees, and contract negotiations during any public meetings, presentations made to the City Council and protest hearings. Further, the Cone of Silence shall not apply to contract negotiations between any employee and the intended awardees, any dispute resolution process following the filing of a protest between the person filing the protest and any employee, or any written correspondence at any time with any employee, City Council, or selection committee member, unless specifically prohibited by the applicable competitive solicitation process.

The cone of silence shall terminate at the time the City Council, awards or approves a contract, rejects all bids or responses or otherwise take action which ends the solicitation process.

Any Contract entered into in violation of the cone of silence provisions in this section shall render the transaction voidable.

9. CONFLICT OF INTEREST: All Bidders MUST disclose with their Bid the name of any officer, director, agent, or any relative of an officer, director or agent who is also an employee of the City. Further, all Bidders must disclose the name of any employee who owns, directly or indirectly, an interest of five percent (5%) or more in the Bidders firm or any of its subsidiaries.

10. CONFIDENTIAL, PROPRIETARY OR TRADE SECRET: "If a supplier considers any portion of the documents, data, or records submitted in response to this solicitation to be exempt from disclosure under Georgia law, the supplier must clearly redact in a separate redacted copy each such submission or portions of the submission considered to be excluded from disclosure and specify the statutory exemption justifying such exclusion, i.e., code section Official Code of Georgia Annotated (OCGA) § 50-18-72(20)(A) 'Records that reveal ...'

"Wholesale designation of a response or substantial parts of a response as 'confidential' will not be accepted by the City. If only portions of a page are subject to some disclosure, the supplier should not redact the entire page. Please note: Even though information, financial or other, submitted by a supplier may be marked as 'confidential or 'proprietary,' the City will make its own determination regarding which information may or may not be withheld, redacted, from

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disclosure."

11. CONTINGENCY FEES: By submission of this solicitation response, Bidder certifies that no contingency fees (sometimes known as a finder’s fee) have been paid to any person or organization other than a bona-fide employee working solely for the Bidder to secure a contract made pursuant to this solicitation. Violation of this policy may result in termination of any resultant contract and/or possible debarment of the Bidder.

12. CONTRACT ADMINISTRATOR: The City may designate a Contract Administrator whose principal duties shall be:

• Liaison with Proposer.

• Coordinate and approve all work under the contract.

• Resolve any disputes.

• Assure consistency and quality of Proposer’s performance.

• Schedule and conduct Proposer performance evaluations and document findings.

• Review and…