Part_G_Special_Conditions_and_H_Technical_Provisions.pdf

PART G

SPECIAL CONDITIONS

DESCRIPTION

Work under this contract will consist of annual site review and inspection of traffic systems to include traffic signalized intersections, school zone flasher warning systems, and flashing beacon devices. Work to be performed under this contract shall be inclusive of emergency call out (trouble shooting in the event of equipment malfunction, failure, or damage) and inspection of completed repairs.

NOTE: The Contractor shall provide in writing all questionable interpretation of the contract terms and conditions prior to the contract bid opening. After the bid opening, there shall be no ambiguity as to the contract interpretation as enforced by the Traffic Engineering Division Manager or designee.

1. All work performed under this contract shall be under the supervision of the Manager of the Orange County Traffic Engineering Division or designee, 4200 South John Young Parkway, Orlando, Florida, 32839-9205; Phone (407) 836- 7890.

2. The Contractor shall be responsible for Maintenance of Traffic (MOT) while working on or near roadways, and shall submit maintenance of traffic plans to the County for approval. The Contractor shall follow the current Orange County permitting practices (to include Maintenance of Traffic and Right of Way Permit).

At the discretion of the County, some permit fees may be waived. The MOT shall conform to the requirements of the most current edition of the “Manual on Uniform Traffic Control Devices (M.U.T.C.D.) for Streets and Highways.” and the Florida Department of Transportation’s Design Standards, Index 600 series. No lane closures shall be allowed during peak traffic periods with the exception of authorized emergency repairs. Payment for maintenance of traffic shall be included in the unit cost of each pay item and will not be paid separately.

3. The Contractor shall comply with the most current edition of the Accident Prevention Manual pertaining to employee safety and applicable Occupational Safety and Health Administration (O.S.H.A.).

4. Quantities listed herein are estimates only and are not purchased by the contractor, nor the county obligated to issue concurrent project work. All work will be ordered by the County’s Project Manager or designee in the form of a Delivery Order.

Delivery Orders are anticipated to be issued on a monthly basis. The Delivery Order will contain a start date and completion date that will be mutually agreed to between the County and the Contractor for each task authorization released under this contract. No work will begin until a Delivery Order has been issued to the Contractor with the exception of authorized emergency repairs.

5. A mandatory monthly meeting will be conducted by the County’s representative to review work accomplished and upcoming schedules. Either party may request and be granted an addi t ional conference upon request in a timely manner.

6. The County’s Project Manager or designee shall be entitled at all times to be advised at his/her request, as to the status of work being conducted by the Contractor and of the details thereof in the format he/she requires.

The Contractor will provide a schedule for a (2) two week period in advance as to the locations to be inspected. The Contractor will provide a weekly report summary of inspections to the County’s Project Manager or designee. The report shall include details on work performed per the Preventative Maintenance checklists or Work Report forms for each location. In addition, details of materials removed and replaced shall be listed, including make, model, and serial number (where applicable/available) for each part.

7. Should the Contractor fail to complete inspections on or before the date stipulated for completion on a Delivery Order, he/she will pay and/or the County may retain from the compensation otherwise to be paid to the Contractor, as liquidated damages, the sum of two hundred ($200) dollars for each consecutive work day after the date allowed by the Delivery Order until all inspections associated with the project are 100% complete.

As a courtesy to the Contractor, an email notification on liquidated damages to be assessed will be sent by the County's representative. Should the Contractor disagree with the assessed amount, the Contractor shall immediately contact the County's representative to discuss the reasons for disagreement. Time extensions will not be granted and will not be considered as part of the appeal. No revisions shall be made after the Contractor has received payment for any projects.

8. The Contractor shall supervise and direct the work efficiently with due care, skill and attendance. The Contractor shall be responsible to ensure that the inspection complies accurately with the specifications.

9. The Contractor shall provide competent, suitable and qualified personnel to perform the work as required by the specifications. The Contractor shall, at all times, maintain good discipline and order at the work site. All staff (including Supervisors) shall be required to perform all obligations and functions on County property in a professional and business-like manner and must wear uniforms identifying the company name or logo.

NOTE: The Project Manager may require in writing that the Contractor remove from County projects any of the Contractor’s personnel that the Project Manager determines to be incompetent, careless, or otherwise objectionable.

10. Due to congested traffic or unusual conditions, the Contractor may be required to remove his/her operation from the right-of-way and County property at the discretion of the County's representative. If the Contractor is required to remove his/her operation due to congested traffic, inclement weather (heavy rain, lighting, hail, tropical storm, hurricane, etc.) or other unusual conditions, the County will consider allowing an additional day be added to the performance period, otherwise no adjustment will be made to the performance period. The County's representative will determine and authorize such award after the Contractor makes a written request to the County’s representative within twenty-four (24) hours of being required to remove operations. Once approved, the County will modify the completion date, accordingly, for the project and will notify the Contractor. No time extensions are to be provided for projects that have not been started at the time adverse weather conditions are experienced or for those projects for which completion time has elapsed.

11. RESOURCE LIST – All bidders, as part of their submittal, shall provide a Resource

List. The Resource List shall contain the minimum components (including personnel and equipment) for each work crew available for use on Orange County projects under this contract.

12. Qualifications – Orange County maintains traffic signals on state roads under an

FDOT Traffic Signal Maintenance and Compensation Agreement and provides an annual maintenance report. As such, all bidders shall provide documentation of FDOT qualifications and IMSA Signal Certifications as part of their submittal.

13. EQUIPMENT - The Contractor shall furnish all necessary equipment to satisfactorily perform the work required under this contract. The Contractor shall ensure all equipment used in the performance of the contract on County property is in good safe working order and properly maintained in order to protect the operator and the public.

All equipment used by the Contractor is subject to inspection by the County's Representative. Any equipment on site, which is deemed by the County's Representative to be inoperable, unsafe, or improper for desired use, shall be removed from the premises by the Contractor at his/her expense the same day of the County's determination. All equipment onsite (including pick-up trucks) shall be identified with the Company Logo.

The Contractor is required to use amber or amber / white combo flashing lights, back-up alarms, etc. on all equipment and his/her employees must be provided with the required Personnel Protective Equipment as required by O.S.H.A. and the County.

PART H

TECHNICAL PROVISIONS

The Contractor shall furnish all labor, equipment, supervision, quality control, tools, transportation, as well as pay for any applicable fees to complete the work specified in this contract. The Preventive Maintenance Inspection work performed shall consist of yearly (minimum) site reviews and inspection of traffic systems to include traffic signalized intersections, school zone flasher warning systems, and flashing beacon devices. Any needed repairs identified by the Contractor during the initial inspection may be repaired by others at the County’s discretion. However, the Contractor will be required to conduct after-repair inspections of components that the contractor had determined to be faulty during the initial inspection. Repair Labor shall include response to complaints, emergency repairs, and night work. Specialized signal related materials will be provided by the County. Contractor will provide incidental materials (electrical tape, cable ties, etc.)

The work shall conform to the contract specifications, Florida Department of Transportation’s (FDOT) latest edition of the Standard Specifications for Road and Bridge Construction, FDOT’s latest Design Standards, FDOT’s Minimum Specifications for Traffic Control Signals and Devices, and Federal Highway Administration’s (FHWA) Manual on Uniform Traffic Control Devices (MUTCD) and any applicable Orange County Specifications.

NOTE: Projects under this contract may consist of any single pay item or a combination of pay items.

1. The County is providing the following items:

a. Temporary Traffic Control (TTC) Requirements – Attachment 1

b. General Lane Closure Restrictions. These locations will be prohibited from lane closures during the hours indicated on the attached traffic signal location list - Attachment 2 (subject to change).

c. Current signal list – Attachment 3 (list subject to change)

d. Checklist document to be used for overhead traffic signal preventative maintenance inspection of traffic signals – Attachment 4.

e. Current list of school zone flasher locations – Attachment 5 (list subject to change).

f. Checklist document to be used during inspections of school zone flashers and flashing beacons – Attachment 6.

g. Work Order form – Attachment 7.

2. Orange County Traffic Engineering utilizes a special key and lock system for many maintained signal and ITS items for secure permitted access. Contractor will be required to request and renew the key(s) for qualified staff. Special key will be provided by Orange County at no cost however lost or stolen keys must be reported and replacement charges may be incurred.

3. To ensure quality control and document existing conditions, the contractor shall provide visual documentation prior to work commencement and after work is completed. Work task may require County authorization for items found needing immediate attention for repair.

4. The contractor will be responsible for completing the required work task documentation within Orange County’s electronic work order systems. Orange County will provide log-in access to the electronic work order system. The contractor is required to provide their own internet access to the County’s electronic work order system.

5. The work performed shall consist of but not be limited to performance of the following:

PREVENTATIVE MAINTENANCE INSPECTION:

a. Traffic Signalized intersections – Inspection of pole and or mast arm assemblies, spans, cables, signal heads, disconnects, mounting brackets, power services, conduit risers, etc. Locate, clean & paint in-ground pull boxes. Inspect illuminated street name signs and clean video devices to include CCTV domes and video detection camera lenses.

b. Flashers/Beacons - Inspection of sign/post/light/cabinet assemblies, interconnecting cables (where applicable) and associated hardware such as electrical power service and/or solar power system (solar panel, regulator, battery). Overhead signalized flashing beacons are considered under this category but will be recognized and compensated accordingly (see line items).

c. School zone flashers – Inspection of sign/post/light/cabinet assemblies, interconnecting cable (where applicable) and associated hardware such as electrical power service and/or solar power system (solar panel, regulator, battery). Overhead school zone flashers shall include the inspection of pole and or mast arm assemblies, spans, cables, signal heads, disconnects, mounting brackets, power services, conduit risers, etc.

6. MEASUREMENTS AND PAYMENT

EA = Each

NOTE: Pay Items 1 through 6 is for Inspection Only. Repairs will be done by others.

a. Pay Item 1 - Preventative Maintenance Inspections - Signalized intersection “overhead” items, poles, mast arms, signals, cable, pedestrian assemblies, overhead detection and preemption. Maintenance to be performed as shown per checklist on Attachment 2 – Payment for this item shall be full compensation for all labor, and incidentals necessary for the inspection before and after repairs. Unit price will be per location.

b. Pay Item 2 - Preventative Maintenance Inspections - School Zone Flasher

Assembly – post mount/side of road to be performed as shown per checklist on Attachment 4 – Payment for this item shall be full compensation for all labor, and incidentals necessary for the inspection before and after repairs. Unit price will be per location.

c. Pay Item 3 - Preventative Maintenance Inspections - School Zone Flasher

Assembly – overhead to be performed as shown per checklist on Attachment 2 – Payment for this item shall be full compensation for all labor, and incidentals necessary for the inspection before and after repairs. Unit price will be per location.

d. Pay Item 4 - Preventative Maintenance Inspections - Flashing Beacon Assembly

- post mount/side of road as shown per checklist on Attachment 4 - Payment for this item shall be full compensation for all labor, and incidentals necessary for the inspection before and after repairs. Unit price will be per location.

e. Pay Item 5 - Preventative Maintenance Inspections - Flashing Beacon Assembly -overhead as shown per checklist on Attachment 4 - Payment for this item shall be full compensation for all labor and incidentals necessary for the inspection before and after repairs. Unit price will be per location.

PN = Per Night

a. Pay Item 6 – Preventative Maintenance Inspections - Nighttime Work – Payment for this item shall be used to compensate the contractor for extra costs to perform work at night as a result of restrictions on daytime work. It shall not be used if the contractor decides to perform night work for his own convenience. The contractor must obtain approval from Orange County prior to utilizing this pay item. Nighttime work is any work completed between 6:30 PM – 6:30 AM.

HR = Hour

a. Pay Item 7 – Repair Labor - Signal Complaints - Payment for this item shall be paid at the contract unit price per hour. Payment shall include full compensation for response to signal complaints and may include minor repairs to restore safe and efficient signal operation. Any repairs estimated to cost more than $5,000 require special authorization by the County Representative. All work shall be documented on the work order form per Attachment 5 and submitted.

b. Pay Item 8 – Repair Labor - School Zone Flasher and Flashing Beacon Complaints

– Payment for this item shall be paid at the contract unit price per hour. Payment shall include full compensation for response to school zone flasher and flashing beacon complaints and may include minor repairs to restore safe and efficient flasher operation. Any repairs estimated to cost more than $500 require special authorization by the County Representative. All work shall be documented on the work order form per Attachment 5 and submitted.

c. Pay Item 9 – Repair Labor - Emergency Repairs – Payment for this item shall be paid at the contract unit price per hour to compensate the contractor for extra cost to perform emergency work on short notice to stabilize, repair or replace traffic signal equipment damaged by traffic crash or natural or man-made disasters. The contractor must obtain approval from Orange County prior to utilizing this pay item.

The Contractor shall initiate emergency repairs by reporting to the site within two hours of notification by the County representative. All work shall be documented on the work order form per Attachment 5 and submitted.

d. Pay item 10 – Repair / Replace Labor – Rectangular Rapid Flashing Beacon /

Electronic Speed Radar Sign – Payment for this item shall be paid at the contract unit price per hour. Payment shall include full compensation for response to Rectangular Rapid Flashing Beacon / Electronic Speed Radar Sign complaints and may include minor repairs to restore safe and efficient operation. Any repairs estimated to cost more than $500 require special authorization by the County Representative. All work shall be documented on the work order form per Attachment 5 and submitted.

EA = Each

a. Pay item 11 - Repair / Replace concrete foundation for electronic sign/ flasher.

Payment for this item shall be paid at the contract unit price per location to compensate the contractor for extra cost to perform work to repair or replace electronic sign / flasher concrete foundation equipment damaged by traffic crash or natural or man-made disasters. The contractor must obtain approval from Orange County prior to utilizing this pay item.

7. FINAL INSPECTION FOR PAYMENT - Upon written notice from the Contractor that all work associated with the project and restoration is 100% complete. The Contractor shall submit a final invoice for services provided.

The Contractor will be required to submit with the final invoice for each project, the project checklist and/or signal/flasher work report, electronic work order systems and effective final release or waivers of lien from the Contractor and all sub-Contractors which performed services for the Contractor pursuant to the contract documents. The Contractor is required to submit this information and the final invoice no later than two weeks (14 calendar days) after final inspection and acceptance has been made. Final invoices shall be mailed to the Fiscal Division at 4200 S. John Young Pkwy, Orlando, FL 32839. Failure to comply with proper invoicing requirements may result in termination of this contract.

PERFORMANCE ISSUES - The County shall hold the Contractor responsible for meeting all the Contractor's obligations. If performance issues arise, the Contractor shall be responsible for providing a written corrective action plan within two (2) working days from notice. Failure to provide a satisfactory corrective action plan, or failure to comply with any instructions, corrective action plan, and/or an agreed plan, may result in issuance of a Notice to Cure.

7. FINAL INSPECTION FOR PAYMENT - Upon written notice from the Contractor that all work associated with the project and restoration is 100% complete. The Contractor shall submit a final invoice for services provided.