RFP 2026-0036-181 - Signal Equipment Installation.pdf

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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RFP # 2026-0036-181

Subject: Traffic Signal Equipment Installation

Due: September 25, 2026 at 2:00 PM

City of Cedar Park

Finance Department

450 Cypress Creek Road, Bldg. 2

Cedar Park, Texas 78613

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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450 Cypress Creek Rd. Bldg. 1

Cedar Park Texas 78613

Table of Contents

1. PROPOSER’S CHECKLIST

2. STANDARD TERMS AND CONDITIONS

3. SPECIAL CONDITIONS

3.1 Insurance

3.2 Damage Provision

3.3 Proposal Terms

3.4 Evaluation Criteria

3.5 Performance and Payment Bonds

3.6 Limit Award

3.7 Federal Terms and Conditions

4. SCOPE OF WORK

5. PRICING

6. DEMONSTRATION OF EXPERIENCE

7. LIST OF MACHINERY AND EQUIPMENT

8. VENDOR PROFILE

9. PROPOSAL RESPONSE FORM

10. REFERENCES

11. DEVIATION OR COMPLIANCE FORM

12. RELEASE AND INDEMNIFICATION

13. NON-COLLUSION ACKNOWLEDGEMENT

14. SUSPENSION OR DEBARMENT CERTIFICATE

15. COOPERATIVE PURCHASING

16. CONFLICT OF INTEREST AND QUESTIONNAIRE

17. DISCLOSURE OF INTERESTED PARTIES

18. W-9 FORM

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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1. PROPOSER’S CHECKLIST

☐ Provided Pricing structure if applicable.

☐ Demonstration of Experience form filled in.

☐ List of Machinery and Equipment form filled in, if applicable.

☐ Vendor Profile form filled in.

☐ Proposal Response Form **IMPORTANT** Failure to sign and return this form may result in immediate disqualification.

☐ References provided.

☐ Deviation or Compliance form filled in.

☐ Release and Indemnification form filled and signed.

☐ Non-Collusion Acknowledgement form filled and signed.

☐ Suspension or Debarment Certificate filled and signed.

☐ Cooperative Purchasing form filled and signed.

☐ Access latest Conflict of Interest Questionnaire here. Please fill out and return with submission. If no conflicts exist, write N/A on the “Name of Officer” line.

☐ Access latest W-9 form here. Please fill out and return with your submission.

Important Notes:

Question deadline is September 15, 2026 at 5:00 PM. Any questions submitted after this time will not be answered.

Questions should be submitted in writing via email to Eric Aiello at eric.aiello@cedarparktexas.gov.

Submissions should be submitted electronically on BidNet Direct.

Persons signing subsequent sections of the Proposal shall have the authority to sign the Proposal on

Proposer’s behalf and shall be an officer or person authorized to bind the entity they represent to this

Proposal.

If the City’s desired pricing format is NOT included in section 5 of this RFP, vendor may submit their own pricing page in addition to signing Section 5 of our RFP.

https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf https://www.irs.gov/pub/irs-pdf/fw9.pdf

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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This is a Request for Proposal

Date Issued: September 8, 2026

Subject: Traffic Signal Equipment Installation RFP. No.: 2026-0036-181

Due Date:

September 25, 2026

Time Due:

2:00 PM

Tentative Award Date:

November 2026

2. STANDARD TERMS AND CONDITIONS

2.1 General Description of Work – This RFP is for an indefinite deliverable/indefinite quantity

(IDIQ) agreement for the non-site specific installation and/or replacement of traffic signal equipment furnished by the City of Cedar Park, including detection sensors, connected vehicle roadside units, retroreflective signal head backplates, retroreflective signal head backplate border tape, L.E.D. blank-out signs, ATC traffic signal cabinets, vehicular signal heads, APS push button stations, internally illuminated street name signs (ILSN), and associated wiring in existing conduit..

2.2 This Request for Proposal (“RFP”) shall be on file in the City of Cedar Park Finance Department, from 8:00 a.m. until 5:00 p.m., Monday through Friday, and available to interested individuals and entities (“Proposers”) from the date issued until the due date and time.

2.3 All general information questions should be directly emailed to Eric Aiello at eric.aiello@cedarparktexas.gov.

2.4 Proposers are expected to examine all documents that make up this RFP. Proposers shall promptly notify the City of any omission, ambiguity, inconsistency, or error that they may discover upon examination of the RFP. The City assumes no responsibility for errors or misrepresentations that result from the use of incomplete proposals. READ THIS RFP

FULLY AND CAREFULLY. PROPOSALS SHALL BE COMPLETE UPON

SUBMISSION, INCLUDING ALL FORMS AND ATTACHMENTS REQUIRED

HEREIN. FAILURE TO STRICTLY COMPLY WITH THESE STATED TERMS OF

SUBMISSION MAY RESULT IN REJECTION OF THE PROPOSAL.

2.5 All responses to this RFP shall be submitted on the attached response forms. Proposals must be received at City of Cedar Park Finance Department at or before 2:00 PM CT on September 25, 2026. Each Proposal must be properly identified with the subject title and date and time due.

Proposers should electronically submit through the Texas BidNet Direct website.

The City strongly prefers electronic submission of proposals through the Texas BidNet Direct website. However, the City will also accept on-time hard copy submissions delivered to the

Finance Department located at 450 Cypress Creek Rd. Bldg 1, Cedar Park, TX 78613.

FAXED, OR E-MAILED PROPOSALS AND/OR LATE SUBMISSIONS WILL NOT BE

ACCEPTED.

2.6 Hard copy submissions must be sealed and delivered to the Finance Department by the due date and time. Late submissions will be returned to Proposer unopened. Hard copy submissions must

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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2.7 All Proposals shall be addressed as shown below:

Request for Proposal: Traffic Signal Equipment Installation

Reference Number: 2026-0036-181

Due Date and Time: September 25, 2026 at 2:00 PM

2.8 During the pendency of this RFP, Proposer shall not contact any City staff except those designated herein this RFP or subsequent addendums or correspondence. Any questions or concerns should be addressed in writing to Eric Aiello at eric.aiello@cedarparktexas.gov at least 10 days prior to the due date of September 25, 2026. Please reference the above-designated RFP number and the line number being referenced. Non-compliance with this provision may result in rejection of the

Proposal. No phone calls related to RFP will be accepted.

2.9 Any material information provided one Proposer concerning this RFP shall be provided to all

Proposers via the Texas BidNet Direct website. An addendum will be issued if necessary.

Proposers that have not registered with Texas BidNet Direct will be responsible for checking for new information or addendums on the website.

2.10 All information required of the proposer, unless otherwise specified, must be completed on the forms provided by the City. Failure to sign the Proposal Response Form will disqualify Proposer.

Persons signing the Proposal shall have the authority to sign the Proposal on Proposer’s behalf and shall be an officer or person authorized to bind the entity they represent to this Proposal.

2.11 Each and every deviation from the terms, conditions, specifications, or performance requirements of this RFP shall be listed on the Deviation Form upon submission of your Proposal. Listing of deviations is an integral and required part of your Proposal. Any deviations not listed on the

Deviation Form upon submission of your Proposal will not become part of the contract awarded by the City pursuant to this RFP.

2.12 Proposals will be opened on September 25, 2026 at 2:00 PM CT at the City of Cedar Park Finance

Department. Proposals cannot be altered or amended after the deadline. Alterations made before opening must be signed by the Proposer or Proposer’s agent. No Proposal may be withdrawn after the date and time of opening without approval of the Purchasing Manager.

2.13 The City, in its sole discretion, may negotiate changes to any submitted Proposal, including price, after submitted Proposals have been opened.

2.14 The City reserves the right to accept and/or reject any and all submitted Proposals or any part thereof, waive immaterial errors, and award the contract to the proposer who provides the goods and services at the best value for the City.

2.15 The City shall be sole interpreter of the terms, conditions, specifications, and performance requirements of this RFP.

2.16 In case of a discrepancy between the unit price and the extended total for an item, the figure that is most advantageous to the City will apply. An opened Proposal may not be changed to correct any error by the Proposer or Proposer’s agent.

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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2.17 It is not the policy of the City to award a contract on the basis of price alone. The City reserves the right to award the contract to the Proposer with the Proposal that is determined to be the most advantageous to the City considering the relative importance of price and the other evaluation factors included in this Request for Proposals.

2.18 If, at any time, the successful Proposer fails to fulfill or abide by the terms, conditions, specifications, or performance requirements of this RFP, or any contract awarded and entered pursuant thereto, the City reserves the right to:

2.17.1 Purchase Traffic Signal Equipment Installation services on the open market and charge

Proposer the difference between its contract price and new contractor’s price;

2.17.2 Deduct charges from the successful Proposer the difference between its contract price and new contractor’s price;

2.17.3 Terminate any awarded contract without penalty on the City, by furnishing written notice of termination to Proposer, and select another Proposer and award a contract to its

Proposer pursuant to the terms thereof.

2.19 At the City’s sole discretion and convenience, the City may terminate any awarded contract without regard to cause without penalty, and pay for the authorized services provided to the date of termination.

2.20 If it is determined that any benefit to secure favorable treatment was offered, elicited, or provided by Proposer or Proposer’s employee, affiliate, representative, partner, subcontractor, or agent, to any officer or employee of the City, Proposer will be disqualified from consideration and/or the awarded contract will be terminated.

2.21 All goods, raw materials, and products provided pursuant to the awarded contract must be new and not used, shop worn, or reconditioned.

2.22 All work must be in compliance with and conform to any and all applicable state or local laws, ordinances, regulations, codes, rules, policies, and interpretations thereof.

2.23 Once a Proposal has been selected, items or processes may be substituted only by furnishing an equal or superior quality and/or grade product or process than originally specified at no additional cost to the City. Any such substitution shall be pre-approved by the City, and the acceptance of any such substitution shall be in the City’s sole discretion.

2.24 Any contract awarded pursuant to this RFP is only assignable, upon written consent of both parties, which consent shall not be unreasonably withheld.

2.25 The City is tax exempt under Tax Code, Subtitle E. SALES, EXCISE, AND USE TAXES, CHAPTER 151, section 151.309, as amended.

2.26 Invoices for partial payment must be approved in advance by the Purchasing Manager.

2.27 Proposer shall include a Material Safety Data Sheet (MSDS), if applicable.

2.28 Undisputed payments will be submitted to Proposer within thirty (30) days from receipt of original invoice.

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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2.29 Any contract awarded pursuant to this RFP shall be governed by the Uniform Commercial Code, if applicable. Wherever the “Uniform Commercial Code” is used, it shall be construed as meaning the Uniform Commercial Code as adopted in the State of Texas effective and in force on the date of any such agreement between the City and Proposer.

2.30 Trade secrets and confidential information contained in a proposal are subject to the Texas Public

Information Act. Pricing is not confidential information. Proposers who include information in a

Proposal that is legally protected as a trade secret or confidential information must clearly indicate the specific protected information by highlighting that information and marking it “Trade Secret” or “Confidential” at the appropriate place. The City will not be responsible for any public disclosure of the trade secret or confidential information if it is not marked as provided above. An awarded Proposal in its entirety is not confidential. If a request is made under the Texas Public

Information Act to inspect information designated as trade secret or confidential in a Proposal, Proposer shall, upon notification by the City, immediately furnish sufficient written reasoning as to why the information should be protected from disclosure in a timely manner to the Texas

Attorney General for final determination at the address below:

Office of the Attorney General

Open Records Division

P.O. Box 12548

Austin, TX 78711

Fax 512-463-2092

2.31 The obligations of the parties under a contract awarded through this RFP are primarily performable in Williamson County, Texas. Exclusive venue shall be Williamson County, Texas, and any contract awarded under this RFP shall be governed by the laws of the State of Texas.

2.32 The City may, at its option, offset any amounts due and payable under a contract awarded under this RFP against any debt (including taxes) lawfully due to the City from the successful Proposer, regardless of whether the amount due arises pursuant to the terms of the contract or otherwise, and regardless of whether or not the debt due to the City has been reduced to judgment by a court.

2.33 No member of the City Council or any City employee shall have any financial interests in the profits of any contract, service or other work performed by the Proposer(s) or personally profit directly or indirectly from any contract, purchase, sale or service between the City and any person or company.

2.34 TEXAS GOVERNMENT CODE/PROHIBITION OF BOYCOTT ISRAEL: Proposer verifies that it does not Boycott Israel and agrees that during the term of this Agreement will not Boycott

Israel as that term is defined in Texas Government Code Section 808.001/2270.001, as amended.

By signing a Proposal, the Proposer certifies that it does not boycott Israel and will not boycott

Israel during the term of this contract.

2.35 TEXAS GOVERNMENT CODE/PROHIBITION OF BOYCOTT FIREARMS AND

AMMUNITION INDUSTRIES: Senate Bill 19, Effective September 1, 2021, amended Subtitle

F, Title 10 of the Texas Government Code to add Chapter 2274 which prohibits a political subdivision of the State of Texas from entering into a contract with a company that discriminates

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

- 8 -against the firearms and ammunition industries. By signing below, Proposer certifies that it does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association as defined by Chapter 2274 of the Texas Government Code, and will not so discriminate during the term of the contract.

2.36 TEXAS GOVERNMENT CODE/PROHIBITION OF BOYCOTT ENERGY COMPANIES:

Senate Bill 13, effective September 1, 2022, amended Subtitle F, Title 10 of the Texas Government

Code to add Section 2274.002 which prohibits a political subdivision of the State of Texas from entering into a contract with a company that discriminates against energy companies. By signing a Proposal, the Proposer certifies that it does not boycott energy companies and will not boycott energy companies during the term of this contract.

2.37 The awarded contract is subject to the appropriation of funds by the City Council in the City’s budget adopted for any fiscal year for the specific purpose of making payments pursuant to the awarded contract for that fiscal year. The obligation of the City pursuant to the awarded contract in any fiscal year for which the awarded contract is in effect shall constitute a current expense of the

City for that fiscal year only, and shall not constitute an indebtedness of the City of any monies other than those lawfully appropriated in any fiscal year. In the event of non-appropriation of funds in any fiscal year to make payments pursuant to the awarded contract, the awarded contract may be terminated.

2.38 The Recipient, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78

Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that for any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award

2.39 At least a portion of this procurement is conditioned on the City receiving federal grant funds from the United States Department of Transportation through Williamson County from the Safe Streets and Roads For All grant. In the event that the City is a sub-recipient of the grant funds, such portion of this procurement will be subject to federal requirements for use of the Safe Streets and

Roads For All grant funds. Contractor agrees to comply with all federal requirements for use of the Safe Streets and Roads For All grant funds including those listed in Appendix A, attached hereto.

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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3. SPECIAL CONDITIONS

3.1 Insurance

The successful Proposer shall procure and maintain in force during the terms of any contract awarded pursuant to this RFP, at its own cost, the following minimum insurance coverage:

A. Workers’ Compensation and Employer’s Liability:

a. State of Texas: $1,000,000 Each Accident

b. Employer’s Liability: $100,000 Each Accident

$500,000 Disease-Policy Limit

$100,000 Disease-Each Employee

c. Waiver of Subrogation

B. Commercial General Liability:

a. Bodily Injury and Property Damage

General Aggregate Limit: $1,000,000

b. Personal and Advertising Injury Limit: $500,000

c. Each Occurrence Limit: $1,000,000

The policy shall be on an Occurrence Form and include the following coverage: Premises Operations;

Personal and Advertising Injury; Medical Payments; Liability assumed under an Insured Contract;

Independent Contractors; and Broad Form Property Damage. Coverage provided should be at least as broad as found in Insurance Services Office (ISO) form CG0001.

C. Commercial Automobile Liability Limits:

a. Bodily Injury and Property Damage

General Aggregate Limit: $1,000,000

b. Medical Payments: $5,000 Per Person

c. Uninsured/Underinsured Motorist: $100,000

Prior to the execution of any awarded contract by the City, the successful Proposer shall forward

Certificates of Insurance to the Purchasing Manager. The required insurance policies shall be procured and maintained in full force and effect for the duration of the awarded contract. Certificate Holder shall be the City of Cedar Park at 450 Cypress Creek Rd., Cedar Park, Texas 78613.

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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3.2 Damage Provision

If in performance pursuant to an awarded contract, successful Proposer, or Proposer’s employee, affiliate, representative, partner, subcontractor, or agent, damages the City’s real or personal property, Proposer shall compensate the City for the cost of repair or replacement, whichever the City determines is appropriate under the circumstances. In such event, the City will provide to successful

Proposer an invoice stating the actual cost of repairing or replacing the damaged property. Successful

Proposer shall provide payment of the invoiced amount within thirty (30) days of its receipt of said invoice. Should successful Proposer refuse to compensate the City for the damage incurred, said invoiced amount shall be withheld from the amount payable to successful Proposer for services rendered pursuant to the awarded contract. This provision does not waive or diminish the City’s right to pursue any and all legal remedies to collect for damages caused by Proposer, or Proposer’s employee, affiliate, representative, partner, subcontractor, or agent.

3.3 Proposal Terms

By signing and submitting a Proposal, Proposer agrees:

3.3.1 To hold this Proposal open for one hundred twenty (120) days after the Due Date for review of the Proposal.

3.3.2 That orders will be delivered, “F.O.B. Destination, Inside Delivery” within the time specified in the Proposal after receipt of order by fax, in-person, or by mail.

3.3.3 To furnish goods and services in strict compliance with the terms, conditions, specifications, and performance requirements of this RFP.

3.3.4 That payment(s) will only be made from an original invoice, not from any statement, and invoices for payment shall be submitted via e-mail to accounts.payable@cedarparktexas.gov or via mail, courier, or personal delivery to:

City of Cedar Park

Attn: Accounts Payable

450 Cypress Creek Rd. Bldg. 1

Cedar Park, Texas 78613

3.3.5 Invoices shall not include Federal Excise, State, or City sales taxes, as the City shall furnish a tax exemption certificate.

3.3.6 The City shall notify the successful Proposer of any contested invoice(s) in writing, and the City and successful Proposer shall mutually resolve such disputed invoice(s) within sixty (60) days of successful Proposer’s receipt of said notice of dispute.

3.3.7 The term of contract shall be for one year, beginning on the date of execution of the contract, and shall automatically renew for up to four (4) additional one (1) year periods.

mailto:accounts.payable@cedarparktexas.gov

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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3.4 Evaluation Criteria

Proposal responses will be graded on the following criteria to determine which proposer provides the goods and services at the best value for the City:

• Proposer’s Qualifications & Experience– 10%

• Evaluation of Product Features and Specifications – 40%

• Proposer’s Price – 50%

3.5 Performance and Payment Bonds

Texas Local Government Code Chapter 252, as amended, provides that for any contract for the construction of public works, a proposer must execute a bond that is: (a) in the full amount of the contract price, and (b) conditioned that the contractor will faithfully perform the contract; and (c) executed, in accordance with Texas Government Code Ch. 2253, as amended, by a surety company authorized to do business in the state.

Texas Government Code Ch. 2253, as amended, provides that a payment bond is required if the public works construction contract is in excess of $25,000 and is to be made for the full amount of the contract. A performance bond is required if the contract is in excess of $100,000 and is to be made for the full amount of the contract.

The bonds are to be executed and delivered to the City prior to being recommended for award of the

Contract. The bonds must be executed by a corporate surety or sureties authorized to do business in the state of Texas. For unit price contracts, the total contract price shall be estimated and calculated by multiplying the estimated quantities to the Proposer’s unit proposal price.

If the public works contract is less than $100,000, the performance bond will not be required as long as the contract provides that payment is not due until the work is completed and accepted by the City.

3.6 Limit Award

The City’s intent is to award a contract for all work described in the Request for Proposals to one proposer. The City reserves the right to award multiple contracts for portions of this work to others, based on the proposals submitted, if doing so provides the best value to the City of Cedar Park.

Alternatively, the City may, at its option, award by line item as opposed to awarding the entire proposal to the same vendor.

3.7 Federal Terms and Conditions

The City anticipates that this procurement may be funded in whole or in part with federal financial assistance awarded through the U.S. Department of Transportation, Federal Highway

Administration’s Advanced Transportation Technology and Innovation (ATTAIN) grant program and/or through the U.S. Department of Transportation Safe Streets and Roads for All (SS4A) grant program. If federal funds are used for any portion of the resulting contract, the Contractor shall comply with all applicable federal laws, regulations, grant terms and conditions, and requirements, including but not limited to 2 CFR Part 200, 2 CFR Part 1201, the applicable SS4A grant agreement, FHWA ATTAIN grant agreement and program requirements and, any requirements included in the

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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City’s subaward agreement with the pass-through entity (SS4A), and the federal contract provisions provided with this RFP in Attachment A.

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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4. SCOPE OF WORK

4.1 Purpose

The City of Cedar Park Public Works Department is soliciting proposals from qualified service providers (Proposers) to establish an Agreement for on-call non-site specific installation and/or replacement of traffic signal equipment furnished by the City of Cedar

Park, including detection sensors, connected vehicle roadside units, retroreflective signal head backplates, retroreflective signal head backplate border tape, L.E.D. blank-out signs, ATC traffic signal cabinets, vehicular signal heads, APS push button stations, internally illuminated street name signs (ILSN), and associated wiring in existing conduit. Materials required will be furnished by the City; in the event that the City does not have the necessary materials and the Contractor furnishes the materials, the City will pay no more than 5% above the Contractor’s cost for the materials as verified on the Contractor’s invoices and/or receipts.

4.2 Work Objectives

Work performed under the Agreement will have three broad objectives:

a. Provide for the safety of people and property.

b. Install new traffic signal and street light equipment as directed in a safe, timely, and correct manner.

c. Install traffic signal equipment as required for completion of federal grant projects. As such, minimum work quantities depend on the availability of federal funding and are not guaranteed, and Proposers shall meet all federal requirements to perform work on federally-funded projects, as detailed elsewhere in this solicitation.

4.3 Applicable Standards and Regulations

a. All work shall be done in a thorough and professional manner in accordance with the

Agreement documents, specifications, and acknowledged industry standards, including but not limited to:

• The most current revision of the Texas Manual on Uniform Traffic Control

Devices (TMUTCD)

• The most current version of relevant Texas Department of Transportation

(TxDOT) standard details

(https://www.dot.state.tx.us/business/standardplanfiles.htm)

• The most current version of the TxDOT Standard Specifications for Construction and Maintenance of Highways, Streets, and Bridges

• The most current TxDOT Departmental Material Specifications (DMS)

(https://www.txdot.gov/business/resources/materials/material-specifications.html) https://www.dot.state.tx.us/business/standardplanfiles.htm https://www.txdot.gov/business/resources/materials/material-specifications.html https://www.txdot.gov/business/resources/materials/material-specifications.html

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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• The most current City of Cedar Park Roadway Illumination Detail https://www.cedarparktexas.gov/DocumentCenter/View/500/Roadway-

Illumination-Street-Light-Detail-PDF

• The most current revision of the National Electric Code

b. The City reserves the right to amend the Contract to add, remove, or change these standards to comply with federal, state, and local statutes, new industry best-practices, or for any reason the City deems necessary.

c. Any material, method, or procedure specified by reference to a specific standard or specification, such as a commercial standard, federal or state specification, industry or government code, trade association code or standard, or other similar standard, shall comply with the requirements in the latest revision thereof and any amendments or supplements thereto.

d. The code, specification, or standard referred to, except as modified in the specifications, shall have full force and effect as though printed in the Agreement. Such specifications and standards are not furnished to Proposers, since Proposers are required to be familiar with these requirements. The City shall furnish upon request information as to how copies of the specifications and standards referred to may be obtained.

4.4 Proposer’s Qualifications

a. In order to be considered for Contract award, the Proposer must be able to demonstrate that they currently provide, or have provided, Traffic Signal Equipment Installation

Services that are similar in scope to the services specified in this RFP. The Proposer must have at least five references documenting previously performed Traffic Signal Equipment

Installation Services. References shall be provided on a separate reference sheet.

References provided shall be current and not from an immediate family member of

Proposer, any employee of Proposer, or any employee of the City. The City will be the sole judge as to whether the services performed for the references are similar to the scope of services contained herein, and whether the Proposer is capable of performing such services.

b. The Proposer shall have been regularly engaged in providing the services stated in this

Scope of Work for a minimum of three (3) consecutive years within the last five (5) years.

c. Prior to award of a Contract, the City of Cedar Park reserves the right to inspect the

Proposer’s current place of business to evaluate equipment condition, capabilities, staff experience, training, and storage capabilities as they relate to the performance of this

Contract.

d. The Proposer shall employ a master electrician licensed with the Texas Department of

Licensing and Regulation (TDLR) who has at least five (5) years’ experience in the construction and repair of traffic signals, or a TDLR-licensed journeyman electrician who has at least ten (10) years’ experience in traffic signal construction and repair, to oversee traffic signal & street light repair & installation work.

https://www.cedarparktexas.gov/DocumentCenter/View/500/Roadway-Illumination-Street-Light-Detail-PDF https://www.cedarparktexas.gov/DocumentCenter/View/500/Roadway-Illumination-Street-Light-Detail-PDF

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e. Minimum Resource Requirements:

The City will require acceptable evidence of the prospective Proposer’s ability to obtain required resources. This shall be a commitment or explicit arrangement in existence at the time of a site-visit by the City of the Proposer’s facility, to rent, purchase, or otherwise acquire the needed equipment, personnel, or other resources to adequately perform the

Scope of Work, including but not limited to:

• Bucket Truck or Aerial Lift: Minimum of one (1) bucket truck or aerial lift required o Minimum 35-foot reach required; 50-foot reach preferred

• Boom Truck or Hydraulic Truck Crane: Minimum of one (1) boom truck or hydraulic truck crane, or ability to lift signal equipment with bucket truck, required

Attach a list of the equipment Proposer has which meets the Minimum Resource

Requirement described herein.

4.5 Standard of Performance for the Successful Proposer (the “Contractor”)

a. The Contractor shall furnish all labor, tools, equipment, safety equipment, traffic control, supervision, transportation, insurance, and all other ancillary items/services necessary to complete the assigned work orders in strict accordance with the provisions of the

Contract. The work shall be performed at the locations specified in each work order. The

Contractor shall coordinate their performance of the services with the City.

b. The Contractor’s performance shall be in accordance with the most current standards as stated in this solicitation, as well as any other current standard prevailing in the traffic signal and street light industries. The Contractor shall be required to perform and complete the Traffic Signal Equipment Installation services described in the Contract in a thorough, professional, and safe manner. All tools, equipment, machinery, supplies, traffic control, and other items considered primary, secondary, or incidental to the performance of services under the Contract shall be included in the proposed prices. The

Contractor shall employ individuals skilled in their respective trades. Any person the City may deem incompetent or disorderly shall be promptly removed by the Contractor and not allowed to work on a City project.

4.6 Assignment of Work

a. The Contractor shall be notified of a work order by email. The Contractor shall confirm via email receipt of the work order within one (1) business day of notification being sent.

The services described on the work order shall be completed within the time period specified in the work order and agreed upon by both the City and the Contractor.

b. Tasks to be completed on a work order may include, but will not be limited to:

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• Removal of existing video imaging vehicle detection system (VIVDS) camera and installation of new City-furnished hybrid video/radar detection sensor in its place utilizing existing 3-conductor cable.

• Installation of City-furnished connected vehicle roadside unit (RSU), including installation of City-furnished Ethernet cable between the RSU and the signal cabinet in existing conduit.

• Removal of existing signal head backplate and installation of City-furnished retroreflective signal head backplate in its place.

• Installation of retroreflective signal head backplate border tape on existing signal head backplate, including cleaning and preparing the backplate and installing the tape in accordance with the tape manufacturer’s instructions.

• Installation of City-furnished L.E.D. blank-out sign on signal pole or signal mast arm, including installation of City-furnished 5-conductor signal cable between the blank-out sign and signal cabinet in existing conduit.

• Removal of existing signal cabinet and installation of City-furnished ATC traffic signal cabinet, including disconnection and re-connection of all field wiring.

• Removal and/or installation of City-furnished vehicular signal heads and/or pedestrian signal heads utilizing existing signal cable and/or new City-furnished signal cable between the signal head and the signal cabinet in existing conduit.

• Removal of existing pedestrian push button and installation of City-furnished

APS push button station utilizing existing 2-conductor detector cable and installation of City-furnished 4-conductor signal cable between pedestrian signal head and push button.

• Removal of existing internally illuminated street name signs (ILSN) and installation of a new City-furnished ILSN utilizing existing power conductors.

• Removal and/or installation of City-furnished static sign on signal pole or mast arm.

c. All work shall be completed at the direction of City staff, including adjustments to location and aim of installed equipment. Only adjustments that require complete removal and relocation of newly-installed equipment will be paid for as an separate installations, provided that the equipment was installed incorrectly as a result of instruction from the

City. Minor adjustments and major adjustments/relocations due to the Contractor’s error will not be paid as separate installations.

d. If there is inclement weather or extenuating circumstances during the work period, the

City may extend the time period in which the work is to be completed. All extensions shall be in writing and signed by the City.

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e. If, during the course of services, the Contractor finds that any work order cannot be completed, the Contractor must notify the City with an explanation of the why the work cannot be completed within 24 hours.

f. All work performed under this Contract shall be for infrastructure owned and/or operated and maintained by the City. The Contractor shall not perform any other work under the

Contract on infrastructure that is not owned and/or operated and maintained by thy City.

It is the Contractor’s responsibility to confirm the address/location with the City and to ensure employees assigned to the work order perform the work at the correct address/location.

g. Chain of custody shall be documented for all City-furnished materials and equipment.

Equipment shall be installed the same day the Contractor acquires it from the City;

equipment that cannot be installed the same day the Contractor acquires it from the City shall be returned to the City by the end of the business day.

4.7 Performance of Work

a. The Contractor shall only work Monday- Friday between the hours of 8:00 a.m. and 5:00 p.m. and shall follow the City of Cedar Park’s holiday schedule, unless prior approval is obtained in writing from the City.

b. Work shall be performed on City property and easements, which may include street and utility rights of way, alleys, esplanades, parkways, and other City properties and on State

ROW when traffic signals are located in State ROW. Private property shall not be entered unless a signed waiver has been obtained by the City from a property owner to allow access.

c. The Contractor shall provide the City with the name and cellular phone number of the

Foreman, Superintendent, or other appropriate Single Point of Contact (SPOC) for each work order. The Foreman, Superintendent, or SPOC shall be on-call during the hours of operation and shall be able to speak, read, and write English.

d. The Contractor shall not perform work of any kind if there is a reasonable possibility of damaging vehicles, private property, or public property or causing injury or death to bystanders or workers. The Contractor shall be held liable for all damage to vehicles, private property, or public property and injuries or death to bystanders or workers caused during the execution of a work order. The Contractor shall maintain Insurance Liability coverage.

e. Any vehicle which may interfere with the work shall be moved by the owner of the vehicle. If a vehicle impedes the start of work, the Contractor shall attempt to notify the owner of the vehicle no less than three (3) documented times over a three (3) day period

(once per day). If the owner cannot be notified, the Contractor must notify the City of the failed notification attempts. The City will then proceed with notifying the owner of the vehicle. After notifying the owner, the City will reissue the work order and the Contractor shall confirm receipt of the reissued work order via email within one (1) business day of notification being sent. The Contractor shall then complete the services described in the

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f. All damages to vehicles and property of any kind and injuries to persons, shall be reported to the City within four (4) hours of the occurrence.

g. The Contractor agrees that while performing work within the City right of way and easements, it shall be the duty and responsibility of the Contractor and all of its subcontractors to be familiar with and comply with all applicable OSHA requirements that pertain to the job function.

h. The Contractor shall obtain all necessary permits and shall furnish and install all construction signs, pavement markings, barricades, and all other safety controls for the duration of each work order. All forms of traffic control must be compliant with the

Texas Manual on Uniform Traffic Control Devices (TMUTCD). The City may determine that work orders resulting from an emergency, as defined by the City, may be performed without permits. Under no circumstances shall the Contractor assume permits are not required. The City shall notify the Contractor in writing, by work order, when an emergency has been declared by the City and permits are not required. The Contractor shall have a certified traffic control person available at all times during any work which requires a permit/placement of traffic control devices within the right-of-way. The City’s

Standard Details for Traffic Control should be used in all areas that apply. Reference the

City’s website for additional information on the City’s Standard Details for Traffic

Control.

i. No compensation will be made to the Contractor for work and materials involved in maintaining barricades, signs, pavement markings, warning devices and lights, nor for providing any other incidental items necessary for traffic control which employs the use of the City’s approved Standard Details for Traffic Control. However, for non-standard traffic control where a signed and sealed Traffic Control Plan is deemed required by the

City, the Contractor shall utilize a State of Texas licensed professional Engineer to prepare a signed and sealed Traffic Control Plan, approved by the Director of Public

Works, prior to commencing work. Copies of invoices and payment supporting actual costs for engineering services are required to be submitted by the Contractor. The City will not provide compensation without submission of invoices and payment receipts supporting actual cost.

j. For non-standard traffic control where a certified peace officer is required to control traffic, the City must approve use of the peace officer(s) prior to commencing work.

Copies of invoices and payment supporting actual costs for traffic control by certified peace officer(s) are required to be submitted by the Contractor. The City will not provide compensation without submission of invoices and payment receipts supporting actual cost.

k. Prior to commencing work, or in the case of a changing work site condition, the

Contractor shall immediately report to the City in writing by email any adverse conditions that will affect the performance of the Contractor in execution of the work order.

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l. The Contractor shall remove barriers, signs, and other Contractor material and equipment from the project site at the completion of the work order.

m. All vehicles and equipment belonging to the Contractor, its employees, and its subcontractors, shall have identification with the company’s name and phone number, along with the company’s insignia, so that the operator’s identity may be verified. The sign must be no smaller than 12 inches tall by 12 inches wide, placed on the driver and passenger side doors.

n. The Contractor shall ensure that workers have completed all applicable OSHA specification or other training needed to perform their job assignment. Training topics applicable to the scope of the current project may include, but are not limited to, scaffold, fall protection, cranes, excavation, electrical safety, tools, concrete and masonry construction, steel erection, operation of motor vehicles, and mechanized equipment.

o. Inspections may be made periodically by the City during and following assignments to monitor performance.

p. Under no circumstances, while performing work for the City, shall the Contractor or an employee thereof solicit work from other clients or perform work for other clients.

Employees observed doing so shall not be permitted to continue working on work orders issued under this contract. If the Contractor is observed engaging in such activities, the contract is subject to immediate termination.

4.8 Site Clean-up

a. At the end of each work day, the Contractor shall be responsible for cleaning the site and all grounds that it has occupied of all rubbish, debris, and spoils. All parts of the work shall be left in a neat, orderly, and presentable condition. The removal of all rubbish, debris, and spoils generated as a result of the Contractor’s work under this contract will be the responsibility of the Contractor. No debris, rubbish, or spoils will be allowed to remain in or on any roadways or ROW at any time.

b. In all industrial, residential, commercial, park, and similarly maintained areas, all grass, gravel, and garden areas shall be left “fan-rake-clean.” All driveways, walkways, roads, curbs, patios, and other asphalt, concrete, stone, and similar surfaces, shall be “broom-clean” when the site is vacated at the end of each shift and at the end of each day.

c. Once each work order is complete and the worksite is ready for inspection, the Contractor shall notify the City by phone or in writing. The City will make the necessary inspection.

If it is found the work has been properly performed and completed in accordance with all terms of this Contract, the work shall be accepted and the invoice approved.

d. The City shall have the right to perform, or have performed, inspections of all places where work is undertaken in connection with this Contract.

e. Removed equipment shall be returned to the City upon request. All other removed equipment shall be properly disposed of by the Contractor.

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4.9 Damage to City Forest and City Property

a. Damages to trees, shrubbery, and other features will result in an assessment of liquidated damages. Contractor shall report to the City, within two (2) hours of occurrence, any damage done by Contractor’s employees to City or private property. Damage to property or loss of vegetation shall be repaired or replaced by the Contractor at no cost to the City and within a period of time that is satisfactory to the City.

b. Evaluation for liquidated damages as related to trees, shrubbery, and other features shall be based on the most current edition of Guide for Plant Appraisal, Council of Tree &

Landscape Appraisers, 10th Edition, or as most recently revised. Copies are available through the International Society of Arboriculture, 270 Peachtree Street NW, Suite 1900, Atlanta, GA 30303 or www.isa-arbor.com.

c. Damaged turf areas will be leveled and re-sodded, and all horticultural plantings damaged beyond repair will be replaced. Damage to structures, utilities, signs, light fixtures, landscape furniture, or other City property will be fully and completely repaired or replaced at the Contractor’s expense. It is understood that all damage caused by workmen engaged in work under this Contract will be repaired by the Contractor without delay, and at its sole cost and expense. Repair work will be carried out by skilled workmen acceptable to the City or designee, and all repair and replacements must be approved by the City prior to final payment.

4.10 Utilities

a. The Contractor shall be responsible at its own cost for any and all work, expense, or special precautions caused or required by the existence or proximity of utilities encountered in performing the work. The Contractor shall open a Texas811 ticket to have utilities marked at least 48 hours in advance of any digging, excavating, trenching, boring, or drilling, and the Contractor shall attempt to contact all utility owners who do not adequately mark their utilities nor respond that their utilities are clear. Any damage to existing utility lines, both known and unknown, shall be repaired at the expense of the

Contractor.

b. All workers working in the vicinity of utility lines will be fully briefed and instructed in safe working procedures appropriate to the type of utility on or near the work site. The

Contractor’s site supervisor(s) in charge of any group or groups shall be fully aware of the safety procedures to be followed in case of an accident involving utility lines.

c. Under no circumstances shall the Contractor perform work near high voltage transmission or distribution lines. If the Contractor is performing work near high voltage transmission or distribution lines, all work shall cease and the Contractor must notify the

City immediately. The Contractor shall not resume work in the vicinity of high voltage transmission lines without written authorization from the City.

4.11 Equipment

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a. All safety equipment required by OSHA, Federal, State, or local guidelines shall be in place and in proper operating condition at all times. OSHA must approve all safety equipment for the purpose for which it is being used.