Loop_Detector_Installation_Services.pdf

INVITATION FOR BID

IFB-26-0049

LOOP DETECTOR INSTALLATION SERVICES

CITY OF PHOENIX

FINANCE CENTRAL PROCUREMENT

251 WEST WASHINGTON STREET PHOENIX, AZ 85003

PHOENIX, AZ

85003

RELEASE DATE: September 26, 2025

DEADLINE FOR QUESTIONS: October 10, 2025

RESPONSE DEADLINE: October 17, 2025, 2:00 pm

City of Phoenix

INVITATION FOR BID

IFB-26-0049

Loop Detector Installation Services

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - Acceptance of Offer Form 2025

B - B - Exhibit B Traffic Signals Standard Details

C - Short Duration TBM - Revised 9th Edition_042021

Invitation For Bid #IFB-26-0049 Title: Loop Detector Installation Services

1. Introduction

1.1. Contact Information

Kristina Miller

Finance Central Procurement

Email: kristina.miller@phoenix.gov

Phone: (602) 499-3943

1.2. Schedule of Events

The City reserves the right to change dates, times, and locations, as necessary. The City does not always hold a Pre-Offer Conference or Site Visit. All times in the Schedule of Events are

Local Phoenix, AZ Time.

To request a reasonable accommodation or alternative format for any public meeting, please contact the Procurement Officer (Kristina Miller) at (602) 499-3943/Voice or 711/TTY, or kristina.miller@phoenix.gov, no later than two (2) weeks prior to the meeting.

Solicitation Issue Date: September 26, 2025

Pre-Offer Conference (Non-Mandatory): October 3, 2025, 1:00pm

Join from the meeting link https://cityofphoenix.webex.com/cityofphoen ix/j.php?MTID=m4907b058925ebd6d7e5bb e5e541cb5a0 [cityofphoenix.webex.com]

Join by meeting number

Meeting number (access code): 2341 509

Meeting password: wvRRAMCZ758

Tap to join from a mobile device (attendees only)

+1-415-655-0001,,23415093459## US Toll

Written Inquiries Due Date: October 10, 2025, 2:00pm

Offer Due Date: October 17, 2025, 2:00pm https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m4907b058925ebd6d7e5bbe5e541cb5a0 http://cityofphoenix.webex.com/

2. Instructions

2.1. Preparation of Offer

All forms provided must be completed and submitted with the Offer. The signed and completed

Conflict of Interest and Transparency form must be included or your Offer may be deemed non-responsive.

It is permissible to copy Submittal forms if necessary. Erasures, interlineations, or other modifications of the Offer must be initialed in original ink by the authorized person signing the

Offer. No offer will be altered, amended or withdrawn after the specified offer due date and time.

The City is not responsible for Offeror’s errors or omissions.

All time periods stated as a number of days will be calendar days.

It is the responsibility of all Offerors to examine the entire solicitation and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting an offer. Negligence in preparing an offer confers no right of withdrawal after due date and time. Offerors are strongly encouraged to:

A. Consider applicable laws and/or economic conditions that may affect cost, progress, performance, or furnishing of the products or services.

B. Study and carefully correlate Offeror’s knowledge and observations with the solicitation and other related data.

C. Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies that Offeror has discovered in or between the solicitation and other related documents.

D. The City does not reimburse the cost of developing, presenting or providing any response to this solicitation. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. The Offeror is responsible for all costs incurred in responding to this solicitation. All materials and documents submitted in response to this solicitation become the property of the City and will not be returned.

E. Offerors are reminded that the specifications stated in the solicitation are the minimum level required and that offers submitted must be for products or services that meet or exceed the minimum level of all features specifically listed in this solicitation. Offers offering less than any minimum specifications or criteria specified are not responsive and should not be submitted.

F. Offer responses submitted for products considered by the seller to be acceptable alternates to the brand names or manufacturer’s catalog references specified herein must be submitted with technical literature and/or detailed product brochures for the

City’s use to evaluate the products offered. Offers submitted without this product information may be considered as non-responsive and rejected. The City will be the sole judge as to the acceptability of alternate products offered.

G. Prices will be submitted on a per unit basis by line item, when applicable. In the event of a disparity between the unit price and extended price, the unit price will prevail unless obviously in error.

2.2. Fixed Offer Price Period

All offers shall be firm and fixed for a period of 180 calendar days from the solicitation opening date.

2.3. Delivery

Delivery is an important consideration and will be a factor in determining the award. A delivery time after receipt of order (ARO) must be stated in definite terms. Should there be variations in delivery times by item, the submittal should be clear concerning these variations.

2.4. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete solicitation and addenda from the City's

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/180714. Any interested Offerors without internet access may obtain this solicitation by calling the

Procurement Officer or picking up a copy during regular business hours at the City of Phoenix, Street Transportation Department, Goods & Services Procurement Division, 200 W Washington

Street, 5th Floor, Phoenix, AZ 85003. It is the Offeror’s responsibility to check the City's

Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

2.5. Exceptions

Offeror must not take any exceptions to any terms, conditions or material requirements of this solicitation. Offers submitted with exceptions may be deemed non-responsive and disqualified from further consideration in the City’s sole discretion. Offerors must conform to all the requirements specified in the solicitation. The City encourages Offerors to send inquiries to the

Procurement Officer rather than including exceptions in their Offer.

2.6. Inquiries

All questions that arise relating to this solicitation should be directed via City’s Procurement

Portal and must be received by the due date indicated in the Schedule of Events. The City will not consider questions received after the deadline.

No informal contact initiated by Offerors on the proposed service will be allowed with members of City’s staff from date of distribution of this solicitation until after city council awards the contract. All questions concerning or issues related to this solicitation must be presented in writing.

The Procurement Officer will answer written inquiries in an addendum and publish any addenda on the City’s Procurement Portal.

2.7. Addenda

The City of Phoenix will not be responsible for any oral instructions made by any employees or officers of the City of Phoenix regarding this solicitation. Any changes will be in the form of an https://procurement.opengov.com/portal/phoenix/projects/180714 addendum. The Offeror must acknowledge receipt of any/all addenda through the City's

Procurement Portal.

2.8. Licenses

If required by law for the operation of the business or work related to this Offer, Offeror must possess all valid certifications and/or licenses as required by federal, state or local laws at the time of submittal.

2.9. Certifications

By signature in the Offer section of the Offer and Acceptance page(s), Offeror certifies:

• The submission of the Offer did not involve collusion or other anti-competitive practices.

• The Offeror must not discriminate against any employee, or applicant for employment in violation of Federal or State Law.

• The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted Offer.

2.10. Submission of Offer

Offers must be in possession of the Department on or prior to the exact time and date indicated in the Schedule of Events. Late offers will not be considered. The prevailing clock will be the

City Department’s clock.

Offers should be submitted electronically via the City’s Procurement Portal by clicking on “Draft

Response” via https://procurement.opengov.com/portal/phoenix/projects/180714. Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

Any original documents (such as bonds, guaranties, powers of attorney), if required by the solicitation, must be separately delivered to and received by the City on or prior to the exact time and date indicated in the Schedule of Events, with a clear indication of the Offer for which it is attributed.

It is the responsibility of the Offeror to ensure that the Offer is timely and to confirm that there are no technical reasons that any offer submitted electronically may be delayed. The date and time on the upload as received/stamped by the City’s Procurement Portal will provide proof of submission and verification whether the Offer was received on or prior to the exact time and date indicated in the Schedule of Events.

For assistance with submittals, vendors are welcome to use the OpenGov support chat (blue chat bubble in the bottom right corner) to connect with a member of OpenGov's support team who will be able to assist you with your submission.

Please DO NOT submit links to Google Docs, Dropbox Paper, or similar services. Your offer may be deemed non-responsive if your offer is supplied utilizing these services.

https://procurement.opengov.com/portal/phoenix/projects/180714 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

2.11. Withdrawal of Offer

At any time prior to the solicitation due date and time, an Offeror (or designated representative) may withdraw the Offer by clicking “Unsubmit Response” on the Offer submission via the City’s

Procurement Portal.

2.12. Offer Results

Offers will be opened on the offer due date, time and location indicated in the Schedule of

Events, at which time the name of each Offeror, and the prices may be read. Offers and other information received in response to the solicitation will be shown only to authorized City personnel having a legitimate interest in them or persons assisting the City in the evaluation.

Offers are not available for public inspection until after the City has posted the award recommendation on the City's Procurement Portal.

The City will post a preliminary offer tabulation on the City's Procurement Portal:

https://procurement.opengov.com/portal/phoenix/projects/180714 within five business days of the offer opening. The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will post an award recommendation on the City's Procurement Portal. By signing and submitting its Offer, each

Offeror agrees that this posting of the award recommendation to the City's Procurement Portal effectively serves as the Offeror’s receipt of that notice of award recommendation. The City has no obligation to provide any further notification to unsuccessful Offerors.

2.13. Pre-Award Qualifications

Offeror must have been in operation a minimum of 5 years. The Offeror’s normal business activity during the past 5 years will have been for providing the goods or services in this solicitation.

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this agreement. Insurance requirements are non-negotiable.

2.14. Certificates of Insurance

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this solicitation. Insurance requirements are non-negotiable.

2.15. Award of Contract

Unless otherwise indicated, award(s) will be made to responsive, responsible Offeror(s) who are regularly established in the service, or providing the goods, contained in this solicitation and who have demonstrated the ability to perform in an acceptable manner.

A. Factors that may be considered by the City include:

1. Technical capability of the Offeror to accomplish the scope of work required in the

Solicitation. This may include performance history on past and current government or industrial contracts; and, https://procurement.opengov.com/portal/phoenix/projects/180714

2. Demonstrated availability of the necessary manpower (both supervisory and operational personnel) and necessary equipment to accomplish the scope of work in the Solicitation; and,

3. Safety record; and,

4. Offeror history of complaints and termination for convenience or cause.

B. Notwithstanding any other provision of this solicitation, the City reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all offers or portions thereof; or (3) reissue a solicitation.

C. A response to a solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the City’s solicitation. Offers do not become contracts until they are executed by the Chief Procurement Officer or Department

Director. A contract has its inception in the award, eliminating a formal signing of a separate contract. For that reason, all of the terms, conditions and specifications of the procurement contract are contained in the solicitation, and in any addendum or contract amendment.

2.16. Solicitation Transparency Policy

Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents (including their representatives) shall only discuss matters associated with the solicitation with the Mayor, any members of City Council, the City Manager, any Deputy City

Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated Procurement Officer) at a public meeting, posted under Arizona Statutes, until the resulting contract(s) are awarded to all offers or responses are rejected and the solicitation is cancelled without any announcement by the

Procurement Officer of the City’s intent to reissue the same or similar solicitation.

As long as the solicitation is not discussed, Offerors may continue to conduct business with the

City and discuss business that is unrelated to the solicitation with the City staff. Offerors may not discuss the solicitation with any City employees or evaluation panel members.

Offerors may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement

Officer, and are posted as open meetings with the City Clerk at least 24 hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

With respect to the selection of the successful Offerors, the City Manager and/or City Manager's

Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the City Manager and/or

City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT

VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

“To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy will be disqualified until the resulting contract(s) are awarded, or all offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar solicitation. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the contract, as long as the City cancels with a statement that the City will rebid the solicitation.

2.17. Protest Process

Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend the solicitation, cancel or re-bid.

Therefore, unless otherwise notified by a formal amendment, the Protester must adhere to all solicitation dates and deadlines, including timely filing of an offer, regardless of filing a protest.

Offeror may protest an adverse determination issued by the City regarding responsibility and responsiveness, within seven days of the date the Offeror was notified of the adverse determination.

Offeror may protest an award recommendation if the Offeror can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. The City will post recommendations on the City’s Procurement Portal to award the contract(s) to an Offeror(s). Offeror must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within the

City’s full and final discretion.

All protests will be in writing, filed with the Procurement Officer identified in the solicitation and include the following:

• Identification of the solicitation number;

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

• A detailed statement describing the legal and factual grounds for the protest, including copies of relevant documents;

• The form of relief requested; and

• The signature of the protester or its authorized representative.

The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The City will not request City Council authorization to award the contract until the protest process is complete. All protests and appeals must be submitted in accordance with the

City’s Procurement Code, (Phoenix City Code, Ch. 43) and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the

Procurement Officer.

2.18. Public Record

All Offers submitted in response to this solicitation will become the property of the City and become a matter of public record available for review pursuant to Arizona State law. If an

Offeror believes that a specific section of its Offer response is confidential, the Offeror will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. An Offeror may request specific information contained within its Offer is treated by the

Procurement Officer as confidential provided the Offeror clearly labels the information

“confidential.” To the extent necessary for the evaluation process, information marked as

“confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the

Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the

Offeror in writing of any request to view any portion of its Offer marked “confidential.” The

Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure.

If the Offeror does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.

2.19. Late Offers

Late Offers must be rejected, except for good cause. If a late Offer is submitted, the Department will document the date and time of the submittal of the late Offer, keep the Offer and notify the

Offeror that its Offer was disqualified for being a late Offer.

2.20. Right to Disqualify

The City reserves the right to disqualify any Offeror who fails to provide information or data requested or who provides materially inaccurate or misleading information or data. The City further reserves the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data or information available to the

City. This disqualification is at the sole discretion of the City. By submission of a solicitation response, the Offeror waives any right to object now or at any future time, before any agency or body including, but not limited to, the City Council of the City or any court as to the exercise by the City of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by the City. The City reserves the right to replace the disqualified

Offeror.

2.21. Contract Award

In accordance with the City of Phoenix Code, Chapter 43, Section 43-12, Competitive Sealed

Bidding, award(s) shall be made to the lowest responsive and responsible offeror(s) whose offer conforms in all material respects to the requirements set forth in this solicitation. The City reserves the right to award a contract by individual line items, by group, all or none, or any other combination most advantageous to the City. The City reserves the right to award multiple contracts.

2.22. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of any required minimum qualifications, and completeness and compliance with the solicitation requirements. The City reserves sole discretion to determine responsiveness and responsibility.

Responsiveness: Nonresponsive Offers will not be considered in the evaluation process. The solicitation states criteria that determine responsiveness, and the solicitation includes terms and conditions that if included or excluded from Offers will render an Offer nonresponsive.

Responsibility: To obtain true economy, the City must conduct solicitations to minimize the possibility of a subsequent default by the Offeror, late deliveries, or other unsatisfactory performance that may result in additional administrative costs. It is important that the Offeror be a responsible Offeror. Responsibility includes the Offeror’s integrity, skill, capacity, experience, and facilities for conducting the work to be performed.

2.23. Equal Low Offer

Contract award will be made by putting the names of the tied vendors in a cup for a blind drawing limited to those bidders with tied offers. If time permits, the offerors involved will be given an opportunity to attend the drawing. The drawing will be witnessed by at least three persons, and the contract file will contain the names and addresses of the witnesses.

3. Scope of Work

3.1. General Requirements

Contractor shall provide labor, material, and equipment for Loop Detector Installation services to be furnished at and for the various locations and sizes as shown on the Traffic Signal Plan, Exhibit B, and in accordance with the requirements of the specification of the City of Phoenix

(COP) Traffic Signal Details.

3.2. Materials

A. Loop Detector Sensor Wire:

1. Loop detector sensors shall be of the size and type specified on the Traffic Signal

Plan and shall conform to the requirements of COP Traffic Signal Details, EXHIBIT

B.

2. Roadway loop detector sensor wire shall conform to the International Municipal

Signal Association (IMSA) specification 51-5 with orange jacket and installed in accordance with the requirements of these specifications and COP Traffic Signal

Details, EXHIBIT B.

B. Hot Applied Rubberized Sealant:

1. The saw cut loop sealant shall be a hot applied rubberized asphalt formulated specifically for use as a loop sensor saw cut sealant.

2. The sealant shall be non-tracking during application and relatively stiff but flexible after application at low pavement temperatures.

3. At application temperatures the sealant shall be a thin, free flowing fluid which penetrates the saw cut, encapsulating the loop conductors and self-levels permitting uniform and easy application.

4. The sealant shall be applied using a pressure feed melter/applicator equipped with a heated hose and handgun control.

5. When heated in accordance with ASTM D3407 the sealant shall meet the following physical properties:TEST PARAMETER LIMITSTEST METHODCone Penetration, TIF 150g, 5 sec; .004 inch35 maxASTM D 3407, Sec. 5Flow, 140F, SM; inch0.2 maxASTM D 3407, Sec. 6Resilience, TIF30% minASTM D 3407, Sec. 8Softening

Point180°F minASTM D 2398Ductility, TIF 2”/min12” minASTM D 113Mandrel

BendPASSSEE NOTE BELOWPour Temperature 379°F Safe Heating

Temperature410°F

C. Cold Applied Emulsion Sealant:

1. The loop sealant shall be a single component asphaltic emulsion sealant designed to fill and seal inductive loop saw cuts.

2. Loop sealant shall be “Tri-American TA-500” or approved equal.

TEST PARAMETER LIMITS TEST METHOD

Residue by evaporation, weight percent

70 min ASTM D 2939

Ash content, weight percent 50 min ASTM D 2939

Firm set time, hours 4 max ASTM D 2939

Brookfield viscosity, Poise RVT

Spindle #3, 10 RPM at 75 ± 2 º

F

50 to 125 °F

Tensile strength, psi 20 min ASTM D 2523

Elongation, % 2.0 min ASTM D 2523

Flexibility No full depth cracks

ASTM D 2523 - SEE NOTE

BELOW

Resistance to water No blistering, re-emulsification or loss of adhesion

ASTM D 2939,

Alternative B

NOTE: Flexibility: Except air-dry specimens to constant weight at 75º ± 5º F and

50º ± 10º F relative humidity. Condition the mandrel and specimens for 2 hours at

75º ± 2º F before test.

3.3. Construction Requirements

A. Vehicular/Bike Loop Detector Sensors:

1. General: Vehicular loop detector sensors of the size and type specified on the Traffic

Signal Plan shall be installed in accordance with the locations shown on the Traffic

Signal Plan and the requirements of these specifications, EXHIBIT B.

2. Any change in loop detector sensor location or deviation in loop detector sensor installation not in accordance with these specifications must be approved by the

Engineer and documented by the Contractor on as-built signal plans.

3. The installation of the detectors shall be such that the operation shall not be affected by temperature changes, water, ice, rain, snow, chemicals, or electromagnetic noise.

B. Loop Detector Sensor Conductor Installation:

1. Loop placement will be as shown on the plans, EXHIBIT B.

2. The Contractor will mark loops in the field and the locations approved in writing by the COP before work on the loop may begin.

3. Slots and cores are to be saw cut and drilled into the final asphalt/concrete base course lift as shown in the COP Standard Details, EXHIBIT B.

4. To ensure that all saw cuts are true and straight a loop sensor layout shall first be made on the pavement surface.

5. Slots are to be ½” (one-half inch) wide and of sufficient depth to allow 2” (two inches) of sealant coverage.

6. Drill cores, located in corners and ends of center cuts, are to be 2 ½” (two and one-half inches) in diameter and 2 ½” (two and one-half inches) deep.

7. The sawed slot shall extend to the designated PVC conduit for each loop sensor.

8. Newer intersections will have the “Stub-Out" located in the travel lanes.

9. Older Intersections the “Stub-Out” will be at curb side locations for each approach equipped with detection loops.

10. Separate lead-in sawed slots extending from the loop to the stub-out conduit shall be cut for each loop sensor.

11. All water, asphalt and mud “debris slug” produced by the cutting of the saw Slots shall be vacuumed up prior to loop wire being installed.

12. Slots are to be blown out and dried before installation of wires.

13. Loop detector conductors will not be spliced.

14. Each loop is to be wound in the direction and number of turns indicated on the City of

Phoenix Details, EXHIBIT B.

15. Loop lead-ins from the loop to the junction box are to be wound at three turns per foot.

16. Twisted pairs will be taped full length from the exit of the sawed loop slot in the roadway to the connection with the shielded loop detector cable in the junction box.

17. The beginning conductor will be banded in the junction with the symbol “S”, and the loop identified by a number of taped rings as shown on the Plans, EXHIBIT B.

18. Each loop will be provided with a minimum of 6’ (six feet) of slack in the twisted pair of conductors at the junction box when measured from the top of the junction box.

19. Loops are to be sealed only after completion of successful testing.

20. Tests are to include the following:

a. Meggar Test – A 600 volt meggar test will show not less than 10 (ten) megohms resistance to ground.

b. Continuity – Loop circuit resistance is not to exceed 2 (two) ohms.

21. Successful completion of tests will be documented in writing by the COP.

22. After completion of successful testing, the loops are to be sealed.

23. Sealant is to be poured into the slots and drill cores and struck flush with the roadway surface. Excess sealant will be removed from the surface of the roadway.

24. The conduit entrance to the roadway will be sealed in accordance with the COP

Traffic Signal Details, EXHIBIT B.

C. Saw Cut Sealant:

1. The loop sensor conductors shall be permanently anchored in the sawed slot using the chosen method Hot / Cold applied component(s) emulsion sealant as specified.

2. The sealant shall completely surround the loop sensor conductors and fill the sawed slot to within 1/8 inch of the pavement surface.

3. Surplus sealant shall be removed from the road surface without the use of solvents.

4. Traffic lane closure shall remain in place until the sealant is set up; Contractor shall cleanup sealant tracking problems at no additional cost to the City.

5. The emulsion sealant shall be thoroughly mixed per the manufacturer’s recommendations.

6. The emulsion sealant may be poured directly from container or any other suitable applicator, applied into saw cuts.

D. Loop Detector Sensor Connection:

1. Each pair of loop sensor conductors entering the curb-side pull box shall be identified as to which loop it represents (i.e. inside lane, outside lane, through lane, or left turn lane) as per COP Standard Details, EXHIBIT B.

2. Each conductor pair shall also be marked to signify its winding direction, "S" for start and "F" for finish.

3. The loop sensor conductors shall be spliced to the shielded loop detector cables in the adjacent curb-side pull box.

4. Each loop shall be individually spliced to an individual twisted pair in the shielded loop detector home run cable to the Traffic Signal Cabinet.

5. All Splices between the Detector cable and the Shielded cable shall be soldered and water resistant heat shrink connectors must be used.

3.4. Measurements

A. Vehicular/Bike Loop Detector Sensors will be measured as a unit for each size of loop furnished and installed.

B. Irregular sized Loops will be measured by the Linear “Per Foot” of saw cuts furnished and installed.

C. Loop Lead in Cuts to the Stub Out locations will be calculated at a “Per” Foot cost separate from the Loop.

D. Conduit “Stub-Out” 90-degree elbow or roadside conduit repair shall be measured per repair.

E. Site is considered one (1) intersection regardless of how many approaches to that intersection work has to be performed.

3.5. Concrete Removal and Replacement Services

A. Removal and disposal of concrete materials such as but not limited to; sidewalk panels, corner radius curb and gutter, areas with ADA ramps and tactile strips.

B. Replacement of any concrete areas removed around conduit to properly replace Loop

Stub out conduit and the 90 degree fitting; to connect back into the underground signal system such as a pull box.

3.6. Barricading Procedures for Loop Cutting

The Contractor shall be responsible for implementing appropriate traffic control and barricading procedures during the installation and cutting of loops in accordance with City of Phoenix Right-of-Way (ROW) Traffic Barricade Manual (TBM) requirements.

Barricading Requirements:

A. Lane Closures for Loop Installation:

o When installing loops in any traffic lane, the Contractor shall implement a full barricade closure for the specific lane being worked on.

o All closures must be clearly marked with appropriate signage and devices in compliance with MUTCD and City of Phoenix standards.

B. Shadow Truck Usage for Home Run Cuts:

o When cutting home runs from the loop to the stub-out, the Contractor shall utilize a shadow truck equipped with an arrow board in each lane where cutting occurs.

o The shadow truck must be positioned to provide maximum protection for workers and to alert oncoming traffic.

C. Short-Duration Work (≤ 1 Hour):

o Per City of Phoenix ROW TBM guidelines, short-duration work lasting one hour or less may be performed using only a shadow truck with an arrow board, without requiring a full lane closure.

o The Contractor is responsible for ensuring that all short-duration work is executed safely and within the defined time limits.

o See Exhibit C for Short Duration setups per ROW TBM.

All traffic control and barricading activities must be conducted by trained personnel and must comply with all applicable local, state, and federal regulations.

3.7. Payment

The accepted quantities of detectors measured as provided above will be paid for at the contract unit prices. Payment for Vehicular, Bike and Irregular sized loop detector sensors shall be full compensation for the work, including all saw cuts, loop detector sensor wire, sealant, stub-out and testing, traffic control and any incidentals for completed installations of detectors.

3.8. Method of Scheduling

The Ordering Department shall designate authorized personnel to coordinate services with the

City and the Contractor. Coordination may be initiated via email request. Upon receiving a service request, the Contractor shall provide a best-estimate quote for the prescribed work.

The Ordering Department will initiate the procurement process by creating a Service

Confirmation linked to the agreement, based on the Contractor’s estimate.

Upon completion and verification of the work, the Contractor shall submit a revised, itemized final quote reflecting actual time, materials, and services rendered. The Ordering Department shall update the Service Confirmation accordingly and generate a Purchase Order (PO) for invoicing.

All final invoices must be submitted within ten (10) business days of project completion. The

Department shall review and verify the invoice within five (5) business days of receipt. If discrepancies arise between the estimated and final invoiced amounts, both parties shall engage in good faith discussions to resolve the matter within five (5) business days.

Supporting documentation, including time logs, material receipts, and service reports, may be required to substantiate the final invoice.

Failure to follow the ordering and invoicing procedures outlined herein may result in delayed payment or non-payment for unauthorized work.

3.9. Final Inspection Certification and Request for Payment

A. Notification of Completion

Upon completion of all work outlined in the approved Scope of Work (SOW), including any authorized change orders, the Contractor shall notify the Street Transportation Department authorized approver that the project is ready for final inspection.

B. Final Inspection Process

The Street Transportation Department authorized approver will coordinate a final inspection with the Contractor to assess the completed work and determine whether the project meets all contractual requirements.

1. Final Inspection and Request for Payment Form

Inspection of the materials and any deficiencies will be identified during the Final

Inspection; Street Transportation staff will generate a notice to cure. The Contractor shall be responsible for correcting all listed items and must notify the department staff upon completion to schedule a follow-up inspection focused solely on the list.

2. Certification of Completion

If the department staff determines that all work—including items from the SOW, approved change orders, additional materials, traffic control changes, and any other items—has been satisfactorily completed, they will sign the Final Inspection

Certification and Request for Payment form (see Exhibit C). The Contractor will then be formally notified that the project is complete and may proceed with submitting a final invoice.

C. Invoice Review and Payment

Upon receipt of the Contractor’s invoice, Street Transportation staff will review the submission for accuracy and completeness. Payment will be processed in accordance with City policies and procedures following successful verification.

4. Standard Terms and Conditions

4.1. Definition of Key Words Used in the Solicitation

Shall, Will, Must: Indicates a mandatory requirement. Failure to meet these mandatory requirements may result in the rejection of Offer as non-responsive.

Should: Indicates something that is recommended but not mandatory. If the Offeror fails to provide recommended information, the City may, at its sole option, ask the Offeror to provide the information or evaluate the Offer without the information.

May: Indicates something that is not mandatory but permissible.

For purposes of this solicitation, the following definitions will apply:

“A.R.S.” Arizona Revised Statute

“Buyer” or “Procurement Officer” City of Phoenix staff person responsible for the solicitation.

The City employee or employees who have specifically been designated to act as a contact person or persons to the Contractor, and responsible for monitoring and overseeing the

Contractor's performance under this contract.

"City" The City of Phoenix

"Contractor" The individual, partnership, or corporation who, as a result of the competitive process, is awarded a contract by the City of Phoenix.

"Contract” or “Agreement" The legal agreement executed between the City of Phoenix, AZ and the Contractor.

“Days” Means calendar days unless otherwise specified.

“Chief Procurement Officer” The contracting authority for the City of Phoenix, AZ, authorized to sign contracts and amendments thereto on behalf of the City of Phoenix, AZ.

“Employer” Any individual or type of organization that transacts business in this state, that has a license issued by an agency in this state and employs one or more employees in this state.

Employer includes this state, any political subdivision of this state and self-employed persons. In the case of an independent contractor, employer means the independent contractor and does not mean the person or organization that uses contract labor. (A.R.S. 23-211).

“Offer” Means a response from a Supplier, Contractor, or Service Provider to a solicitation request that, if awarded, binds the Supplier, Contractor, or Service Provider to perform in accordance with the contract. Same as bid, proposal, quotation or tender.

“Offeror” Any Vendor, Seller or Supplier submitting a competitive offer in response to a solicitation from the City. Same as Bidder or Proposer.

“Solicitation” Means an Invitation for Bid (IFB), Request for Proposal (RFP), Request for

Quotations (RFQ), Request for Qualifications (RFQu) and request for sealed Offers, or any other type of formal procurement which the City makes public through advertising, mailings, or some other method of communication. It is the process by which the City seeks information, proposals, Offers, or quotes from suppliers.

“Suppliers” Firms, entities or individuals furnishing goods or services to the City.

“Vendor or Seller” A seller of goods or services.

4.2. City’s Vendor Self-Registration and Notification

Vendors must be registered in the City’s Procurement Portal at https://procurement.opengov.com/portal/phoenix to respond to solicitations and access procurement information.

Vendors must also be registered in the City’s procurePHX Self-Registration System at https://www.phoenix.gov/procure prior to contract execution.

The City may, at its sole discretion, reject any offer from an Offeror who has not registered.

4.3. Business in Arizona

The City will not enter contracts with Offerors (or any company(ies)) not granted authority to transact business, or not in good standing, in the state of Arizona by the Arizona Corporation

Commission, unless the Offeror asserts a statutory exception prior to entering a contract with the City.

4.4. Contract Interpretation

A. Applicable Law: This Contract will be governed by the law of the State of Arizona, and suits pertaining to this Contract will be brought only in Federal or State courts in

Maricopa County, State of Arizona.

B. Contract Order of Precedence: In the event of a conflict in the provisions of the

Contract, as accepted by the City and as they may be amended, the following will prevail in the order set forth below:

1. Federal terms and conditions, if any

2. Special terms and conditions

3. Standard terms and conditions

4. Amendments

5. Statement or scope of work

6. Specifications

7. Attachments

8. Exhibits

9. Instructions to Contractors

10. Other documents referenced or included in the Solicitation

C. Organization – Employment Disclaimer: The Agreement resulting hereunder is not intended to constitute, create, give rise to or otherwise recognize a joint venture agreement or relationship, partnership or formal business organization of any kind, and https://procurement.opengov.com/portal/phoenix https://www.phoenix.gov/procure the rights and obligations of the parties will be only those expressly set forth in the agreement. The parties agree that no persons supplied by the Contractor in the performance of Contractor’s obligations under the agreement are considered to be City’s employees and that no rights of City civil service, retirement or personnel rules accrue to such persons. The Contractor will have total responsibility for all salaries, wage bonuses, retirement, withholdings, workmen’s compensation, occupational disease compensation, unemployment compensation, other employee benefits and all taxes and premiums appurtenant thereto concerning such persons, and will save and hold the City harmless with respect thereto.

D. Severability: The provisions of this Contract are severable to the extent that any provision or application held to be invalid will not affect any other provision or application of the contract which may remain in effect without the invalid provision or application.

E. Non-Waiver of Liability: The City of Phoenix as a public entity supported by tax monies, in execution of its public trust, cannot agree to waive any lawful or legitimate right to recover monies lawfully due it. Therefore, any Contractor agrees that it will not insist upon or demand any statement whereby the City agrees to limit in advance or waive any right the City might have to recover actual lawful damages in any court of law under applicable Arizona law.

F. Parol Evidence: This Agreement is intended by the parties as a final expression of their agreement and is intended also as a complete and exclusive statement of the terms of this agreement. No course of prior dealings between the parties and no usage in the trade will be relevant to supplement or explain any term used in this Contract.

Acceptance or acquiescence in a course of performance rendered under this contract will not be relevant to determine the meaning of this Contract even though the accepting or acquiescing party has knowledge of the nature of the performance and opportunity to object.

4.5. Contract Administration and Operation

A. Records: All books, accounts, reports, files and other records relating to the contract will be subject at all reasonable times to inspection and audit by the City for five years after completion of the contract. Such records will be produced at a City of Phoenix office as designated by the City. Confidentiality will be maintained, and City will not violate any proprietary or other confidentiality agreements Contractor has in place.

B. Discrimination Prohibited: Contractor agrees to abide by the provisions of the Phoenix

City Code Chapter 18, Article V as amended. Any Contractor, in performing under this contract, will not discriminate against any worker, employee or applicant, or any member of the public, because of race, color, religion, sex, national origin, age or disability nor otherwise commit an unfair employment practice. The supplier and/or lessee will take action to ensure that applicants are employed, and employees are dealt with during employment without regard to their race, color, religion, sex, or national origin, age or disability and adhere to a policy to pay equal compensation to men and women who perform jobs that require substantially equal skill, effort and responsibility, and that are performed within the same establishment under similar working conditions. Such action will include but not be limited to the following: Employment, promotion, demotion or transfer, recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training; including apprenticeship. The supplier further agrees that this clause will be incorporated in all subcontracts with all labor organizations furnishing skilled, unskilled and union labor, or who may perform any such labor or services in connection with this contract. Contractor further agrees that this clause will be incorporated in all subcontracts, job-contractor agreements or subleases of this agreement entered into by supplier/lessee.

C. Equal Employment Opportunity and Pay: In order to do business with the City, Contractor must comply with Phoenix City Code, 1969, Chapter 18, Article V, as amended, Equal Employment Opportunity Requirements. Contractor will direct any questions in regard to these requirements to the Equal Opportunity Department, (602)

262-6790.

1. For a Contractor with 35 employees or fewer: Contractor in performing under this

Agreement shall not discriminate against any worker, employee or applicant, or any member of the public, because of race, color, religion, sex, national origin, age, or disability, nor otherwise commit an unfair employment practice. The Contractor will ensure that applicants are employed, and employees are dealt with during employment without regard to their race, color, religion, sex, national origin, age, or disability. Such action shall include but not be limited to the following: employment, promotion, demotion or transfer, recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training;

including apprenticeship. The Contractor further agrees that this clause will be incorporated in all subcontracts related to this Agreement that involve furnishing skilled, unskilled and union labor, or who may perform any such labor or services in connection with this Agreement. Contractor further agrees that this clause will be incorporated in all subcontracts, Contractor agreements or subleases of this agreement entered into by supplier/lessee.

2. For a Contractor with more than 35 employees: Contractor in performing under this Agreement shall not discriminate against any worker, employee or applicant, or any member of the public, because of race, color, religion, sex, national origin, age, or disability, nor otherwise commit an unfair employment practice. The Contractor will ensure that applicants are employed, and employees are dealt with during employment without regard to their race, color, religion, sex, national origin, age, or disability, and shall adhere to a policy to pay equal compensation to men and women who perform jobs that require substantially equal skill, effort, and responsibility, and that are performed within the same establishment under similar working conditions.

Such action shall include but not be limited to the following: employment, promotion, demotion or transfer, recruitment or recruitment advertising, layoff or termination;

rates of pay or other forms of compensation; and selection for training; including apprenticeship. The Contractor further agrees that this clause will be incorporated in all subcontracts with all labor organizations furnishing skilled, unskilled and union labor, or who may perform any such labor or services in connection with this contract.