RFB Special Provisions.pdf

RFB.SP.VI.2025 Page 1

SPECIAL PROVISIONS

(Special Instructions and Technical Specifications)

Special Provisions are deemed to be part of these Bid Specifications and shall supersede any conflicting term, requirement or condition in the Bid Specifications.

INTENT: To obtain pricing agreements for traffic control and safety, units, parts, supplies and equipment. These items will be used to repair traffic signals and to provide for roadway safety for the general public, as well as work zone safety.

PRODUCT LINES: The Contracting Entity recognizes that the product lines of the successful Bidders may change during the term of the contract. New product lines may be added, and existing product line(s) may be replaced provided they are equal to or greater quality than the product line(s) they are replacing. However, the discount bid must remain the same throughout the term of the pricing agreement.

BID CATEGORIES: The City is requesting bidders to provide a discount that will remain firm throughout the term of the agreement, including renewal periods with the understanding that individual items of prices may fluctuate. Traffic control and safety units, parts, supplies and equipment are defined by the general characteristic of the categories listed below.

CATEGORIES: A general list is provided. Bidders are expected to provide any and all additional traffic related items they carry. The list below is only a sample of some frequently used products.

• Adhesives and Applicators

• Barricades - Type III Barricades, Type II Barricades

• Component Parts and Wire, including but not limited to, 2,5,7,9,12,14 conductor, specialized 6 conductor for radar installation, Ethernet patch cable

• Traffic Cones, including but not limited to, 18”, 28”, 36” Retroreflective Traffic Cones, 42”

Retroreflective Grabber Cones, Retroreflective Traffic Barrels

• Traffic Control Battery Backup Systems to include assembled battery units or Capacitor battery backup.

• Flexible Delineators

• Guide Posts

• Measuring Wheels

• Object Markers

• Other Hardware Assemblies

• Pavement Maintenance Supplies

• Pavement Markers

• Pavement Marking, including but not limited to, Spray Tips, Spray Guns, Hoses, Pavement

Marking Tape, Retroreflective Glass Beads, Steel Shot Beads for pavement marking removal, Water Based Pavement Marking Paint, Paint Agitator, Paint Pump

• Post Drivers & Pullers

RFB.SP.VI.2025 Page 2

• Preformed Thermoplastic, bulk alkyd thermoplastic

• Detection to include Radar, Cameras, GPS, Opticom, Pre-emption (emitters, detector, wiring, etc)

• Replacement Batteries, including rechargeable AA, AAA, C, D SIZES

• Replacement Battery Backup Batteries- Deep Cycle, Lithium Carbon, All Weather or Marine, 12 & 24 volt

• Replacement Modular Communication Devices (Modems, Switches, Antennae, and Cables)

• Sign parts, not limited to, but including parts such as blanks, octagons, stands and roll-up signs

• Signals and Accessories, including but not limited to, Backplates with Retroreflective border, Visors, Ped Heads, Astro Brackets, LED Signal Light, Filters

• Stencils, including pavement marking stencils

• Traffic Buttons, Ped Push Buttons including ADA, VOICE, Standard, non-talking

• Traffic Signal Mounting Assemblies

• Trafficware or Equivalent Cabinets and internal parts to include Controllers, repair and replacement parts and supplies

• Locks-Mechanical and High Security

• Warning Flashers and Cabinets to include school flasher cabinets and assemblies

• WAVETRONIX (or equivalent) radar detection

• No Traffic (or equivalent) Radar / Camera detection

• LED Flashing Signs, including stop, speed limit, warning, etc.

• Work Zone Safety, including but not limited to, Safety Road Flares, Speed Humps, Vinyl Flags

• Fall arrest harness and lanyard

• Avery Denison Brand Traffic Sign Sheeting, including but not limited to, High Intensity

Prismatic Sheeting,

• Avery Denison Brand Standard and Anti-Graffiti laminate

• Avery Denison Brand Printer Maintenance Supplies and Consumables

• Traffic Signal Poles, Street and Decorative Light Poles, Mast Arms, and associated safety, security, and stabilization appurtenances

• Painting Equipment and Supplies, including but not limited to, Walk-behind paint machines,

• Stand-Alone thermoplastic applicator machines, Thermoplastic Handcarts, Stand-alone

• Thermoplastic Hand Carts, and Extrusion Dies

• Speed Abatement

• Traffic Signs and all related items, examples include but not restricted to, blanks of various metals and poles

Items furnished under this pricing agreement shall conform to the manufacturer's specifications and shall perform the functions for which they were designed and manufactured. The discount bid represents the minimum discount, and the vendor may provide a greater discount based on the details of the order. Any additional cost savings will be passed directly to the ordering department.

FEDERAL MANDATED CHARGES: Federal mandated charges (such as hazmat) and cost recovery fees, such as shop fees, incidental consumables etc. are only allowed under this agreement

RFB.SP.VI.2025 Page 3 if a list of fees are included with this bid. A price range for these fees may be submitted with the bid and quotes should not reflect fees greater than these amounts.

GUARANTEE: All bidders shall guarantee that the materials they propose to furnish shall be in accordance with the manufacturer's specifications and shall perform the function for which they were designed and manufactured. The vendor shall provide all standard manufacturers’ warranties and guarantees, and or exchange policies for defective items purchased under the contract.

SALE/PROMOTIONAL ITEMS: In the event of a conflict between the price of the pricing agreement price and the sale or promotional price the lesser of the two shall prevail.

VOLUME DISCOUNT: Departments are encouraged to request special pricing for volume orders.

VENDOR LOCATIONS: If applicable, upload an attachment that has the following information:

number and location(s) of local stores and regional distribution center(s), .

REBATE PROGRAM: Please attach any information about your rebate program, if applicable.

CONTRACT QUALITY CONTROL: Upload an attachment that describes the quality control processes in place to ensure proper contract pricing is being provided to City departments and Trusts.

WEBSITE: Standard and Custom website retailers will provide the website URL and the discount to be taken from the pricing shown on the website. If a website requires a username and/or password, provide this information. If applicable, upload an attachment that explains any exemptions to the discounts on your website.

DISCOUNTS, CATALOGS, AND PRICELISTS: Websites are preferred, but if not available, upload a catalog or pricelist. If applicable, upload an attachment that explains any exemptions to the discounts to your catalog or pricelists in the line items. If discounts vary by brand, manufacturer, or type of product, this information must be submitted with the bid.

Bidders shall state a percentage discount off their established price list or catalog and identify the name and date of each price list or catalog they are bidding.

If a website or price list is not included with the bid response, the vendor may be required to submit the price list page of the item(s) being purchased when requested by City staff to verify discount percentages.

RFB.SP.VI.2025 Page 4

1. WARRANTY

A. The Bidder warrants that at the time of delivery, all Bid Items furnished under this

Pricing Agreement will be free from defects in material and/or workmanship and each Bid Item will conform to the Bid Specifications and all other requirements of this Pricing Agreement.

B. Bidders must furnish with their bid one copy of their warranty applicable to the Bid Items to be furnished.

C. Bidder agrees that it alone is responsible for ensuring that Bid Items furnished to the Contracting Entity at the time of delivery and inspection meet all manufacturer warranties even if Bidder is not the manufacturer. If the Bidder is not the manufacturer and the Contracting Entity determines that the Bid Items furnished by Bidder do not meet the manufacturer’s warranty, Bidder alone is responsible for working with the manufacturer to promptly obtain Bid Item replacements for the Contracting Entity that meet all applicable warranties or in the alternative, refund Contracting Entity’s payment for said Bid Items. The election of remedies shall be at the sole discretion of the Contracting Entity.

D. This warranty shall be in addition to any other rights of the Contracting Entity established or implied by contract and/or in equity or at law.

E. All warranties shall start on the date of acceptance of the Bid Items and will be for the full term of said warranty.

VOLUME DISCOUNT: Departments are encouraged to request special pricing for volume orders.