City of Villa Rica

Request for Proposals (RFP)

ON-CALL TRAFFIC SIGNAL MAINTENANCE/REPAIRS

AND PREVENTATIVE MAINTENANCE SERVICES

7/30/2026

Fiscal Year 2027

REQUEST FOR PROPOSALS

The City of Villa Rica is soliciting sealed proposals from qualified contractors to provide On- Call Traffic Signal Maintenance/Repairs and Preventative Maintenance Services for all City-owned traffic signals and related Intelligent Transportation System (ITS) infrastructure.

The City is required to maintain the traffic signals located at Mirror Lake Blvd/Conners Road (including railroad crossing advanced warning system), Mirror Lake Blvd/Shoreline Pkwy, Liberty Road/Edge Road, and the traffic signals located at I-20/Liberty Road/Mirror Lake Blvd.

Qualified firms shall have demonstrated experience in maintaining, repairing, testing, and upgrading traffic signal systems in accordance with Georgia Department of Transportation (GDOT), Federal Highway Administration (FHWA), and Manual on Uniform Traffic Control Devices (MUTCD) standards.

The anticipated contract term is one (1) year with the option to renew for four (4) additional one-year periods upon mutual agreement.

1. INTRODUCTION

The City of Villa Rica maintains multiple signalized intersections throughout the City. The City seeks a qualified contractor capable of providing:

• Emergency traffic signal repairs

• Routine maintenance

• Preventative maintenance

• Conflict monitor testing

• Cabinet troubleshooting

• Signal timing support

• Detection system repairs

• Fiber and communication troubleshooting

• GPS clock maintenance

• LED signal maintenance

• On-call construction support

The successful proposer shall furnish all labor, equipment, vehicles, tools, supervision, testing equipment, traffic control, and incidental materials necessary to complete these services.

2. OBJECTIVE

The objective of this RFP is to establish a responsive and reliable contractor capable of maintaining the City's traffic signal infrastructure in a safe operating condition while minimizing equipment downtime.

3. SCOPE OF SERVICES

The selected contractor shall provide all labor, supervision, materials, transportation, testing equipment, and incidental items necessary to perform maintenance and emergency repairs.

Services include, but are not limited to:

A. Emergency Repairs

Respond to failures including:

• Red-red flash

• Dark intersections

• Knockdowns

• Vehicle damage

• Cabinet failures

• Power failures

• Detector failures

• Communication failures

• Flashing operation

• Malfunctioning pedestrian equipment

• UPS failures

• Fiber optic failures

Emergency response shall include diagnosis, temporary repairs, and permanent repairs.

B. Preventative Maintenance

Preventative maintenance shall occur a minimum of two (2) times annually for every signalized intersection.

Typical maintenance shall include:

Cabinets

• Clean cabinet interior

• Remove insects and debris

• Inspect ventilation

• Tighten terminals

• Inspect wiring

• Test cabinet grounding

• Verify cabinet seals

Controller

• Review event logs

• Verify timing plans

• Verify clock accuracy

• Check firmware

• Backup controller database

• Inspect power supply

Conflict Monitor

• Test operation

• Verify programming

• Document results

Detection

• Test all loops

• Test video detection

• Verify radar detection

• Check detector cards

Signal Heads

• Inspect visors

• Inspect mounting

• Clean lenses

• Verify LED operation

• Replace failed modules

Pedestrian Equipment

• Test pushbuttons

• Verify APS operation

• Verify countdown displays

• Inspect wiring

Poles and Mast Arms

• Inspect anchor bolts

• Inspect foundations

• Inspect handholes

• Inspect signs

• Inspect attachment hardware

Communication Equipment

• Fiber connections

• Ethernet switches

• Wireless radios

• Cellular modems

• Network devices

C. Annual Testing

The contractor shall perform:

• Conflict monitor testing

• Cabinet voltage testing

• Ground resistance testing

• Flash transfer testing

• Battery backup testing

• UPS testing

• Generator transfer (if applicable)

D. Signal Timing Support

Services may include:

• Timing adjustments

• Coordination updates

• Time-of-day programming

• Detector sensitivity adjustments

• Special event timing

E. Construction Support

The contractor may be requested to provide:

• Temporary signal operation

• Signal shut-downs

• Signal relocations

• Temporary traffic control support

4. RESPONSE REQUIREMENTS

Emergency Calls

Contractor shall respond:

Priority Response Time Dark Intersection Within 1 hour Flash Operation Within 2 hours Knockdown Within 1 hour Other Malfunctions Within 4 hours

The contractor shall provide 24-hour emergency response, 365 days per year.

5. MATERIALS

The contractor shall maintain an adequate inventory of commonly used replacement parts including:

• LED signal modules

• Load switches

• Detector cards

• Conflict monitors

• Signal heads

• Push buttons

• Controller components

• Cabinet fans

• Power supplies

• Communication equipment

6. REPORTING

Following each service visit the contractor shall provide:

• Work order

• Date and time

• Personnel

• Equipment repaired

• Materials used

• Labor hours

• Test results

• Photographs (when applicable)

• Recommendations

Quarterly reports shall summarize:

• Calls received

• Response times

• Repairs completed

• Equipment trends

• Recommended improvements

7. CONTRACTOR QUALIFICATIONS

Minimum qualifications include:

• Five (5) years of traffic signal maintenance experience

• Experience with GDOT traffic signal systems

• Licensed electrical contractor (if applicable)

• IMSA Level II Traffic Signal Technician certification (minimum)

• OSHA safety training

• Valid business license

• Ability to provide 24-hour emergency service

Preferred qualifications include:

• IMSA Level III certification

• GDOT signal experience

• Fiber optic certification

• Traffic signal timing experience

8. INSURANCE

Minimum coverage:

Commercial General Liability: $1,000,000

Automobile Liability: $1,000,000

Workers Compensation:

Statutory Requirements

Professional Liability (if applicable):

$1,000,000

Umbrella Liability:

$2,000,000

9. PROPOSAL CONTENTS

Proposals shall include:

1. Cover Letter

2. Company Profile

3. Relevant Experience

4. References (minimum of five municipalities)

5. Staffing Plan

6. Emergency Response Plan

7. Equipment List

8. Certifications

9. Safety Program

10. Fee Schedule

11. Evaluation Criteria

12. Contract Term

13. City Rights

14. Submission Requirements

10. FEE SCHEDULE

The City is required to maintain the traffic signals located at Mirror Lake Blvd/Conners Road (including railroad crossing advanced warning system), Mirror Lake Blvd/Shoreline Pkwy, Liberty Road/Edge Road, and the traffic signals located at I-20/Liberty Road/Mirror Lake Blvd.

A. Provide hourly rates for:

• Project Manager

• Traffic Signal Technician

• Electrician

• Laborer

• Bucket Truck

• Service Truck

• After-Hours Service

• Weekend Service

• Holiday Service

Provide unit prices for commonly used materials.

B. Provide Total Annual Cost for Preventative Maintenance at 2x/year

11. EVALUATION CRITERIA

Criteria Points Qualifications 25 Experience 25 Staffing 15 Response Capability 15 References 10 Cost Proposal 10

Total: 100 Points

12. CONTRACT TERM

Beginning October 1, 2026, through September 30, 2027, with four (4) optional one-year renewals.

13. CITY RIGHTS

The City reserves the right to:

• Reject any or all proposals

• Waive informalities

• Request interviews

• Negotiate scope and fees

• Award in the City's best interest

14. SUBMISSION REQUIREMENTS

Proposals shall include:

• One (1) original

• Three (3) printed copies

• One electronic PDF copy

Submitted no later than:

Date: Thursday, August 20, 2026

Time: 12:00 pm

City of Villa Rica

Attn: Purchasing Department

571 West Bankhead Highway

Villa Rica, Georgia 30180

GEORGIA SECURITY AND IMMIGRATION CONTRACTOR AFFIDAVIT

Instructions:

Contractors must attest to compliance with the requirements of O.C.G.A. 13-10-91 and the Georgia Department of Labor Rule 300-01-02 by executing the Contractor Affidavit in accordance with the requirements of the Georgia Security & Immigration Compliance Act.

CONTRACTOR AFFIDAVIT AND AGREEMENT

(Failure to submit will render bid non-responsive You must use this form, you must be enrolled in this program, you must include your user ID #)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13- 10-91, stating affirmatively that the individual, firm, or corporation which is contracting with the City of Villa Rica has registered with and is participating in a federal work authorization program [Employment Eligibility Verification (EEV) / Basic Pilot Program, operated by the U.S. Citizens and Immigration Services Bureau of the U. S. Department of Homeland Security, in conjunction with the Social Security Administration (SSA)] in accordance with O.C.G.A. § 13-10-91. Further, the undersigned contractor states affirmatively that the individual, firm, or corporation contracting with City of Villa Rica will continue to utilize and participate in the EEV federal work authorization program throughout the term of this contract.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with City of Villa Rica, contractor will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. § 13-10-91 on the Subcontractor Affidavit provided in Rule 300-10-01-.08 or a substantially similar form provided by The City of Villa Rica. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the City of Villa Rica at the time the subcontractor(s) is retained to perform such service.

EEV / Basic Pilot Program User Identification Number

BY: Authorized Officer or Agent Date

(Contractor Name)

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE

ME ON THIS THE DAY OF

Note: As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the “EEV/Basic Pilot Program” operated by the U.S. Citizenship and Immigration Services Bureau of the U.S.

Department of Homeland Security in conjunction with the Social Security Administration (SS)

GEORGIA SECURITY AND IMMIGRATION SUBCONTRACTOR AFFIDAVIT

Instructions:

In the event that your company is awarded the contract for this project and will be utilizing the services of any subcontractor(s) in connection with the physical performance of services pursuant to this contract, the following affidavit must be completed by such subcontractor(s). Your company must provide a copy of each such affidavit to the City of Villa Rica with the contract documents executed.

All subcontractor affidavits(s) shall become a part of the contract, and all subcontractor(s) affidavits shall be maintained by your company and available for inspection by the City of Villa Rica City Council at any time during the term of the contract. All subcontractor(s) affidavits(s) shall become a part of any contractor/subcontractor agreement(s) entered into by your company.

SUBCONTRACTOR AFFIDAVIT

By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm, or corporation which is engaged in the physical performance of services under a contract with (name of contractor) on behalf of The City of Villa Rica has registered with and is participating in a federal work authorization program [Employment Eligibility Verification (EEV) / Basic Pilot Program, operated by the U.S. Citizens and Immigration Services Bureau of the U. S. Department of Homeland Security, in conjunction with the Social Security Administration (SSA)] in accordance with the applicability provisions and deadlines established in O.C.G.A. § 13-10-91.

20 .

Notary Public My Commission Expires:

EEV / Basic Pilot Program User Identification Number

BY: Authorized Officer or Agent Date

(Contractor Name)

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE DAY OF ,

20 .

http://www.accg.org/content.asp?contentid=1779 (Click on the link above for more information regarding the SAVE portion of the “Georgia Security & Immigration Compliance Act”)

Secure and Verifiable Documents:

http://law.ga.gov/vgn/images/portal/cit_1210/0/0/187421259Secur e%20and%2 http://www.accg.org/content.asp?contentid=1779 http://www.accg.org/content.asp?contentid=1779 http://law.ga.gov/vgn/images/portal/cit_1210/0/0/187421259Secure%20and%20verifiable%20document%20list%202012.pdf http://law.ga.gov/vgn/images/portal/cit_1210/0/0/187421259Secure%20and%20verifiable%20document%20list%202012.pdf

0verifiable%20document%20list%202012.pdf

(Click on the above link for a list of acceptable “Secure & Verifiable Documents”)

PLEASE READ AND ATTACH APPROPRIATE DOCUMENT TO THE AFFIDAVIT AFTER

THIS PAGE

http://law.ga.gov/vgn/images/portal/cit_1210/0/0/187421259Secure%20and%20verifiable%20document%20list%202012.pdf http://law.ga.gov/vgn/images/portal/cit_1210/0/0/187421259Secure%20and%20verifiable%20document%20list%202012.pdf

Affidavit Verifying Status of Applicant for City Public Benefits

Pursuant to the Georgia Security and Immigration Compliance Act (O.C.G.A. § 50-36-1), effective July 1, 2007, every agency in the City of Villa Rica providing local public benefits is responsible for determining the immigration status of applicants for said benefits.

By executing this affidavit under oath, as an applicant for a City of Villa Rica, Georgia Occupation Tax Certificate, Alcohol License, Taxicab License, or other public benefit as referenced in O.C.G.A. § 50-36-1 I am stating the following with respect to my application for a City of Villa Rica Occupation Tax Certificate, Alcohol License, Taxicab License or other public benefit (circle one) for _____________________ [Name of natural person applying on behalf of individual, business, corporation, partnership, or other private entity]:

Company Name: ________________________________________________________

_______ I am a United States citizen;

OR

_______ I am a legal permanent resident 18 years of age or older or I am an otherwise qualified alien or non-immigrant under the Federal Immigration and Nationality Act 18 years of age or older and lawfully present in the United States.*

In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of Code Section 16-10-20 of the Official Code of Georgia.

Signature of Applicant Date

Printed Name

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

____ DAY OF ____________, 20 _ ____________________________________

Alien Registration number for non-citizens*

*Note: O.C.G.A. § 50-36-1(e)(2) requires that aliens under the Federal Immigration and Nationality Act, Title 8 U.S.C., as amended, provide their alien registration number. Because legal permanent Residents are included in the federal definition of “alien”, legal permanent residents must also provide their alien registration number. Qualified aliens that do not have an alien registration number may supply another identifying number below:

EQUAL EMPLOYMENT OPPORTUNITY (EEO) PRACTICE

EEO Plan: The successful Proposer will develop and implement an EEO policy that, as a minimum, will recruit, hire, train, and promote, at all levels, without regard to race, color, religion, national origin, sex, or age, except where sex or age is a bona fide occupational qualification.

EEO For Veterans/Handicapped: The successful Proposer will also provide equal employment opportunities for qualified disabled veterans, handicapped persons and veterans of the Vietnam Era.

EEO For Successful Proposer Programs: The successful Proposer, will ensure equal employment opportunity applies to all terms and conditions of employment, personnel actions, and successful Proposer-sponsored programs. Every effort shall be made to ensure that employment decisions, programs and personnel actions are non-discriminatory. That these decisions are administered on the basis of an evaluation of an employee's eligibility, performance, ability, skill and experience.

EEO Acquisitions: The successful Proposer will develop and implement a policy that will give equal opportunity to the purchase of various goods and services from small businesses and minority owned businesses.

Does the Proposer have the above EEO policy in place? Y N

If the answer to the above is no, will the Proposer have such a policy in place prior to commencing work on this project:

Y N

Statement of Assurance: The Proposer herein assures the City that it is in compliance with Title VI & VII of the 1964 Civil Rights Act, as amended, in that it does not on the grounds of race, color, national origin, sex, age, handicap, or veteran status, discriminate in any form or manner against employees or employers or applicants for employment and is in full compliance A.D.A.

(Firm's Name)

(Authorized Signature)

(Title) (Date)

Legal and Character Qualifications

Convictions: Has the Proposer (including parent corporation, if applicable) or any principal ever been convicted in a criminal proceeding (felonies or misdemeanors) in which any of the following offenses were charged?

a Fraud b Embezzlement c Tax Evasion d Bribery e Extortion f Jury Tampering g Anti-Trust Violations h Obstruction of justice (or any other misconduct affecting public or judicial officers’ performance of their official duties i False/misleading advertising j Perjury k Conspiracy to commit any of the foregoing offenses

Civil Proceedings: Has the Proposer or any principal ever been a party, or is now a party, to civil proceedings in which it was held liable for any of the following?

a Unfair/anti-competitive business practices b Consumer fraud/misrepresentation c Violations of securities laws (state and federal) d False/misleading advertising e Violation of local government ordinance

License Revocation:

Has the proposer or any principal ever had a business license revoked, suspended, or the renewal thereof denied, or is a party to such a proceeding that may result in same?

Responses: If "yes" is the response to any of the foregoing, provide Information such as date, court, sentence, fine, location, and all other specifics for each "yes" response.

Principals: The full names and addresses of persons or parties interested in the foregoing bid, as principals, are as follows:

NAME ADDRESS

References: The Bidder lists below work he has done of similar nature as this solicitation, as references that will afford the City opportunity to judge as to experience, skill, business standing, and financial ability.

CONTACT PHONE

PERSON TITLE NUMBER/EMAIL

OATH

(To be submitted)

State of Georgia

City of Villa Rica

I, (name of individual), solemnly swear that in the procurement of the contract for On-Call Traffic Signal Maintenance/Repairs & Preventative Maintenance Services, that neither I, nor any other person associated with me or my business, corporation or partnership, has prevented or attempted to prevent competition in the bidding or proposals of said project or from submitting a bid or proposal for this project by any means whatever.

Lastly, I swear that neither I, nor any other person associated with me or my business, Corporation or partnership has caused or induced any other bidder or proposer to withdraw his/her bid or proposal from consideration for this project.

Said oath is filed in accordance with the requirements set forth in O.C.G.A. § 36- 91-21 (e).

This day of , 20___.

Name of Party

Corporate or Partnership Name

Sworn to and subscribed before me this _____day of ______, 20___.

NOTARY PUBLIC

(SEAL)

STATEMENT OF INSURANCE COVERAGE

This is to certify that (Insurance Company)

(Insurance Co. Address) has issued policies of insurance, as identified by a policy number to the insured name below, and that such policies are in full force and effect at this time.

Furthermore, this is to certify that these policies meet the requirements described in the General Conditions of this project; and it is agreed that the insurer will endeavor, if allowed by the policy, to provide the Owner thirty (30) calendar days’ notice of nonrenewal, cancellation, or termination of the coverage. Such notice shall be delivered to:

City of Villa Rica, Georgia, City Manager, 571 W Bankhead Hwy, Villa Rica, Georgia, 30180

It is further agreed that the City of Villa Rica City Council shall be named as an additional insured on the Contractors policy.

1. Insured:

2. Project Name:

3. Policy Numbers(s):

DATE:

(INSURANCE COMPANY)

ISSUED AT:

(AUTHORIZED REPRESENTATIVE)

ADDRESS:

NOTE: Please attach Certificate of Insurance form to this page (Attach any endorsements)

PART F

DRUG FREE WORKPLACE CERTIFICATION

In order to have a drug- free workplace, a business shall:

Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of controlled substances is prohibited in the workplace and specifying the actions that shall be taken against employees for violation of such prohibition.

Inform employees about the dangers of drug abuse in the workplace, the business’s policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

As a condition of working on the commodities or contractual services then under bid, the employee shall notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any State, for a violation occurring in the workplace no later than five (5) days after such conviction.

Impose a sanction on or require satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee’s community, by any employee who is so convicted.

Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

As the person authorized to sign this statement, I certify that this firm complies fully with the above requirements.

Company Name

Authorized Signature

Title Date:_____________________

REQUEST FOR PROPOSALS