RFP 26_01 Traffic Signal_ Sign and Streetligh.pdf

REQUEST FOR PROPOSALS

RFP 26-01

TRAFFIC SIGNAL, SIGN AND STREETLIGHT

MAINTENANCE

REQUEST FOR PROPOSALS (RFP) 26-01

Traffic Signal, Sign and Streetlight Maintenance

The City of Dunwoody, hereinafter called the “City”, will receive sealed proposals for purchasing RFP 26-01 Traffic Signal, Sign and Streetlight Maintenance for Dunwoody and the City of Brookhaven. Service providers whose proposals meet the criteria established in the Request for Proposals, at the sole discretion of the City, may be considered for Contract award. The City may, by direct negotiation, finalize terms with the service provider who is selected for award based on proposals. The City reserves the right to reject any or all responses for any reason. Clarification of information may be requested by the City.

Work is to commence on or about April 1, 2026.

One signed original proposal, two copies and one electronic copy in pdf should be submitted in a sealed envelope clearly marked RFP 26-01, no later than 2:00pm on March 11, 2026. Proposals will not be submitted by facsimile or e-mail. Failure to submit the cost proposal in a separate, sealed envelope may result in your proposal being deemed non-responsive. At the time noted, all proposals received will be publicly opened and read. Any proposal received after the time and date specified for the opening of the proposals will not be considered but will be returned unopened.

Proposals are legal and binding when submitted.

Proposals must be addressed as follows: Purchasing Department City of Dunwoody 4800 Ashford Dunwoody Road Dunwoody, GA 30338

A Pre-Proposal Conference will be held at Dunwoody City Hall Council Chambers starting at 11am on February 10, 2026, at 4800 Ashford Dunwoody Road. The conference will include a review of the proposal documents, and a question-and-answer period. Attendance at the Pre-Proposal Conference is encouraged, but it is not mandatory. Attendees are expected to be familiar with the proposal documents and to provide the City with any questions regarding the proposal documents at the Pre-Proposal Conference or by the deadline for questions to be submitted.

Questions regarding proposals should be directed to purchasing@dunwoodyga.gov in a written format no later than 2 PM Tuesday, February 17, 2026.

The City, at its sole discretion, may short-list contractors that are deemed to best meet the City’s requirements, taking into consideration all criteria listed in the RFP. Negotiations may be conducted and may take place in person, via telephone or by teleconference with the most qualified firm as identified by the City or, if short-listing occurs, with all of the short-listed proposers.

Proposers that participate in the negotiations may be given an opportunity to submit their best and final offers. The City of Dunwoody requires pricing to remain firm for the duration of the contract.

Failure to hold firm pricing for the duration of the contract will be sufficient cause for the City to declare a proposal non-responsive.

John Gates Sticky Note Accepted set by John Gates

The contractor awarded the Contract must provide proof of liability insurance in the amount of one million dollars ($1,000,000.00), along with any other required insurance coverage and evidence of business or occupational license, as outlined in the Proposal Documents.

The City reserves the right to waive any informalities or irregularities of proposals, to request clarification or information submitted in any proposal, to request additional information from any proposer, or to reject any or all proposals, and to re-advertise for proposals. The City also reserves the right to extend the date or time scheduled for the opening of proposals.

Award, if made, will be to the responsible and responsive proposer submitting the proposal which is deemed by the City, in the sole discretion, to be the most advantageous to the City, price and other factors being considered.

To ensure the proper and fair evaluation of proposals, the City highly discourages any communication initiated by a proposer or its agent to an employee of the City evaluating or considering the proposal during the period of time following the issuance of the RFP, the opening of proposals and prior to the time a decision has been made with respect to the Contract award. An appropriate Purchasing employee of the City may initiate communication with a proposer in order to obtain information or clarification needed to develop a proper and accurate evaluation of the proposal. Any communication initiated by proposer during evaluation should be submitted in writing and delivered to the City of Dunwoody, Purchasing Office, 4800 Ashford Dunwoody Road, Dunwoody, Georgia 30338, or by e-mail to purchasing@dunwoodyga.gov. Unauthorized communication by the proposer may disqualify the proposer from consideration.

TABLE OF CONTENTS

PART ONE - BACKGROUND …………………………………………………………… 5

PART TWO - GENERAL SCOPE OF WORK ……………..…..………………………… 5

PART THREE – SPECIFIC SCOPE OF SERVICES………..……………….….………... 8

PART FOUR - PROPOSAL FORMAT ……………………………...…….………..……..11

PART FIVE - EVALUATION OF PROPOSALS …………….……….……….…….……12

PROPOSAL FORM …………………………………………………….……….…………13

INSTRUCTIONS TO PROPOSERS …………………………………….….….………….18

APPENDIX A Sample Contract and General Conditions ……………………..….…...….. 25

1. PART ONE – GENERAL INFORMATION

1.1. Purpose of Procurement

The Cities of Dunwoody and Brookhaven seek to select a Contractor to provide signal, sign and streetlight maintenance services. The term of the contract is anticipated to begin on April 1, 2026, and continue for three years with an additional one year extension at the Cities’ option. The contractor will enter into a standard contract with each city at the rates provided in the response.

1.2. Background

Dunwoody has a population of over 50,000 people and covers a geographic area of over 13 square miles. The city maintains approximately 5,000 signs, 62 traffic signals, 3 pedestrian hybrid beacons, 20 flashing beacons, 9 radar speed display signs, 18 rectangular rapid flashing beacons (RRFBs) and 62 streetlights. The signal equipment consists of 332 cabinets and 2070 controllers with various detection technologies, CCTV cameras and fiber optic communications connecting 59 of the 60 signals to a traffic management center at city hall.

Brookhaven has a population of over 55,000 people and covers a geographic area of over 11.5 square miles. Brookhaven maintains approximately 4,600 signs, 54 traffic signals, 7 pedestrian actuated signals, 9 flashing beacons, 15 school flashing beacons, 9 rectangular rapid flashing beacons (RRFBs), 4 radar display signs and 200 streetlights. Nearly all the signal equipment has been upgraded to consist of 332 cabinets and 2070 controllers.

2. PART TWO - GENERAL SCOPE OF WORK

2.1. The selected contractor will be required to provide certified personnel, vehicles, equipment, and materials as necessary to maintain the traffic signals, signs, streetlights and related equipment. The selected firm must have the resources and abilities to install various traffic signal and streetlight poles, controller cabinets, vehicle detection, overhead and post mounted signs, and other associated equipment.

2.2. Minimum Qualifications

The contractor must meet the following minimum qualifications:

• Experience within the last 5 years providing traffic signal maintenance, sign maintenance and streetlight maintenance.

• At least one technician with an International Municipal Signal Association (IMSA) Level Two traffic signal field technician certification assigned to the contract and working under the supervision of a Level Three technician.

• At least one Level 1 Sign and Pavement Marking Technician assigned to the contract

• At least one Level 1 Roadway Lighting Technician or Electrical Contractor licensed in

Georgia assigned to the contract

In addition to these minimum qualifications, the contractor will be expected to provide adequate personnel to perform signal, sign and streetlight maintenance during normal business hours and on-call, after-hours service on an as needed basis. The contractor will provide crew(s) with the proper number of staff and equipment to perform the scope described herein. Adequate personnel must be provided to always meet safety requirements including personnel with traffic control certification. Equipment will be maintained in a clean and professional condition reflecting the cities’ high standards.

For all work provided, the Contractor will meet the following general requirements:

• Provide services under the direction of the Public Works Department for each city

• Comply with all OSHA and other applicable federal and state statutes, regulations and standards for workplace safety and all applicable laws regarding hazardous material.

• Complete work in accordance with the Georgia Department of Transportation technical standards and specifications and with the Manual of Uniform Traffic Control Devices (MUTCD) unless otherwise directed.

• Communicate with the Mayor, City Council and media services only through the Director of Public Works of each city, unless otherwise authorized.

• Dispose of all construction materials and other waste. Disposal will be in accordance with all applicable laws.

2.3. Working Hours

The contractor will maintain established weekday business hours for the purposes of city business.

The standard eight-hour workday does not include the contractor’s travel time to and from the city.

The contractor shall notify Public Works prior to performing non-emergency work outside of normal business hours. For emergency response, the contractor will provide a primary point of contacts(s) available on a twenty-four hour basis, seven days per week. The contractor must be able to have equipment and personnel mobilized and ready to work within 2 hours of notification of an incident.

2.4 Performance Evaluation

Contractor’s performance will be measured on the quality of work, professionalism and responsiveness. Responsiveness will be measured by the contractor’s ability to complete work orders based on the established work order priority schedule:

Priority 1: Complete within 24 hours.

Priority 2: Complete within 7 days.

Priority 3: Complete within 21 days.

Priority 4: As directed

Completed work orders must be entered into the cities’ work management system on a weekly basis.

2.5 Personnel

The Contractor will designate a project manager who will be the city’s primary point of contact.

The Contractor is expected to attract and retain highly qualified employees in the appropriate number to maintain the required level of service. Employees will be expected to maintain a professional appearance and be courteous in their interaction with the public. The Contractor will maintain and implement documented training programs throughout the term of the contract to guarantee that the contractor’s employees maintain applicable certifications. Any contactor employee that the City determines to be incapable of performing the services this scope of work requires is subject to removal from the Project. If removed, contractor shall replace the employee in a timely manner within (fourteen (14) calendar days) at no additional cost to the City.

Both Dunwoody Public Works and Brookhaven Public Works use the work management system, Cityworks, to initiate, track and report on maintenance activities. Work order tracking by the cities will be paperless. Work crew supervisors must have basic computer skills to access and use the cities’ work order software system. Training on use of the system and a user login for each city will be provided.

2.6 Equipment

Basic equipment, such as bucket trucks, sign trucks and traffic control equipment, essential to the performance of customary work in each service area, shall be included in the monthly lump sum rate. The Contractor should include in the proposal, a detailed list of equipment that will be utilized for this contract. The Contractor will be responsible for maintaining the equipment in satisfactory operating condition throughout the contract period. All fuel will be the Contractor’s responsibility.

The Contractor will maintain and account for any information, equipment, and property, which the City provides to the Contractor for use during the period of performance.

At least one member of each work crew must be equipped with a cell phone. Work crew supervisors must be provided with a device with internet access for use of the City’s work order management system.

2.7 Materials

Materials used in the performance of the work will be either purchased directly by each city or reimbursed as a pass-through cost with no markup and no sales tax added. Backup documentation will be provided with all invoices for all pass-through costs for which there is not a unit rate established in the contract. All materials and equipment included on monthly invoices must reference a work order number.

The Contractor will also be responsible for estimating quantities, obtaining competitive pricing, arranging for delivery in a timely manner and providing for storage. Whenever practical, arrangements will be made for the City to pay for material directly. Reimbursement for materials will not include items that are incidental to the work such as work gloves and safety supplies. The contractor will maintain a stock of common replacement parts including controllers, power supply, conflict monitors, relays, switches, lamps, pedestrian buttons, stop signs, yield signs and in-pavement pedestrian crossing signs.

2.8 Health and Safety

The contractor must report any accidents or property damage to the city immediately.

2.9 Billing

The contractor will enter into an individual contract with each city and each city will be responsible for payment for the services provided only within that city. Separate monthly invoices will be submitted to each city for the services and materials provided to that city. Monthly billing will be based on the contract unit rates for the actual services and materials provided.

3. PART THREE - SPECIFIC SCOPE OF SERVICES

3.1. Traffic Signal Maintenance

The table below shows the approximate number of traffic signal facilities maintained by each city.

Item Dunwoody Brookhaven Traffic Signals 62 54 Pedestrian Activated Signals 3 7 Overhead Flashing Beacons 4 9 School Flashers 16 15 RRFB’s 18 9 Radar Speed Display Signs 9 4

Maintenance activities of the Contractor will include but are not limited to:

• Replacing signal lamps

• Repairing pedestrian push buttons

• Troubleshooting, repairing and replacing signal equipment

• Troubleshooting and replacing inductive loop and video detection

• Replacing damaged cabinets and signal poles

• Marking signal communication lines in response to 811 utility locate ticket requests

• Troubleshooting and repairing signal fiber communications

• Setting clocks on school zone flashers and radar feedback signs at the beginning and end of school year

• Installation of new/replacement school flashers, radar speed display signs, and RRFB’s

• Traffic Control- Provide traffic control in accordance with the Manual on Uniform Traffic

Control Devices (MUTCD) as needed in conjunction with the contractor’s maintenance activities

• Emergency Response, when necessary, for requests such as signals in flash, damaged signal equipment, etc.

These activities will typically be assigned through work orders or after-hours emergency calls.

Additionally, the contractor will be expected to perform routine maintenance and inspection activities for each signal location. Ground inspections will typically be scheduled semi-annually and aerial inspections annually. Inspections will consist of the following at a minimum:

• Preventive Maintenance (PM) checklist Form: Maintain a copy of the Preventive Maintenance Checklist Form approved by the City at each traffic signal. The PM Checklist Form will be completely filled out during each maintenance inspection and during any time repairs are made to the traffic signal controller or any related equipment in the controller cabinet or the signal equipment at the intersection (detector loops, pedestrian heads, signal heads, lenses, lamps and signal poles, etc.).

• Controller Cabinet Mounting: Check the snugness of the nuts on the traffic signal cabinet anchor bolts, tighten, if necessary, being sure not to distort the cabinet door opening by over tightening.

• Controller Cabinet Foundation Seal: If standing water or evidence of water is present inside the bottom of the cabinet, check the seal between the bottom of the foundation for deterioration, and report the need to reseal the cabinet foundation as necessary.

• Door Gaskets: Check all door gaskets on the controller cabinet, service cabinet and any other enclosures for evidence of moisture or deterioration. Report the need to completely replace any gaskets showing signs of leaking or deterioration.

• Cabinet Vents: Check the vents in both the cabinet door and above the door, or at the top of the cabinet to ensure that they are free of any foreign material. Air Filter: Vacuum, wash, replace or knock out any dust accumulated in air filters. Take appropriate action based on the condition of the filter.

• Cabinet Fan: Verify that cabinet fans(s) operate properly with a minimum of noise.

• Thermostat: Verify that the cabinet fan thermostat is set at 96 degrees.

• Interior Light: Verify the proper operation of the cabinet’s interior light.

• Door Panel Harnesses: Check the harnesses leading from the main panel and auxiliary panels on the cabinet door to ensure they are not being pinched and do not bind against the cabinet door. Adjust, if necessary.

• Hinges and Locks: Check the free movement of all doors, latching assemblies and locks on the controller cabinet, service cabinet and any other enclosures. Use a minimum of oil or spray lubricant and remove any excess.

• Vacuum Cabinet: Blow or brush off shelves, terminal blocks and components and thoroughly vacuum the interior of the cabinet.

• Insect or Rodent Infestation: Check for signs of ants, wasps or other insects or rodents within the cabinet. Use appropriate insect traps or powders if any positive findings are discovered.

More serious problems will be reported to the City.

• Cabinet Grounding: Using appropriate equipment, check annually the resistance between AC and ground.

• Service Connections: Verify the neutral, ground and power connections are secure in the controller and service cabinets.

• Plug-In Components: Check that each plug-in component (rack mount detectors, relays, load switches, etc.) fits tightly and securely. Ground Fault Receptacle: Verify the proper operation of the “Test” and “Reset” buttons on GFCI type outlets.

• Intersection Records: Ensure that all intersection cabinet wiring diagrams are present and up to date.

• Controller Operation: Manually place vehicle and pedestrian calls on each phase through the cabinet test switches or the controller keypad, to verify controller servicing of each active phase.

Check controller logs for any faults that have occurred and make note for the file. Verify signal timing is current with timing sheet in cabinet. Confirm controller time and dates are correct.

(Especially after daylight savings time change).

• Conflict Monitor/Malfunction Management Unit: Verify time and dates are correct in any CMU/MMU with an internal clock.

• Detector Operation (inductive loops): Verify the detection zones for each detector by observing the turn-on of the appropriate detection indicator as a vehicle passes over the detector loop(s).

Check also that a call is placed on the correct controller phase.

• Detector Operation (video detection): Verify camera operation by monitoring the vehicle call on the video controller unit. Also, verify the calls going to the detector call page in the controller.

• Equipment Displays and Indicators: Verify that all LED and LCD displays and indications on all cabinet equipment are working properly.

• Pre-Emption Devices: Test any pre-emption devices for proper operation.

• System Telemetry: Check the operation of telemetry on controller display and phone modem, if equipped, located in the cabinet. Report any malfunction immediately.

• Battery Back-Up System: Check battery backup display for AC IN, UPS OUTPUT, and

INVERTER indications. All should be on when utility power is supplied to the cabinet. Also, check battery level and load level displays. Test batteries quarterly. Make note if either is out of range. Keep records of events recorded and total battery run time between maintenance checks to help indicate problem intersections. Check all battery connections to ensure they are clean and secure.

• Safety Lighting (Night Check): Institute a routine nighttime check of safety lights and illuminated street name signs at all signalized intersections and submit a report and an estimate for any repairs necessary to the City for approval.

• Intersection Walk-Around:

o General: Remove any easily removable, unauthorized signs, stickers and posters and note any graffiti existing on signal poles or equipment. Notify City of any graffiti observed on traffic signal equipment.

o Signal Heads: Verify that all vehicle and pedestrian heads properly display all indications and he signals are not damaged. Verify the alignment of all heads to the intended direction.

Verify that all back plates, visors, doors and signal heads are visibly secure. Report any landscaping that restricts the view of signal heads to the City (Signal heads should be visible from 250 feet).

o Pedestrian Equipment: Check all pedestrian push buttons (and bicycle push buttons where provided) and signals by hand to ensure that they are securely mounted and operating properly. Replace damaged or malfunctioning buttons with larger size ADA type buttons as necessary. Internally illuminated street name signs (IISNS): Verify that the IISNS is adequately connected to frame, clamp and brackets, and no panel is broken or missing.

o Check all detector loops for sealant deterioration, exposed wire, etc.

o Check all pull boxes for structural defects, insect or rodent infestations, and properly secured lids.

o Report significant areas of rust on cabinet exterior and signal poles to City staff.

• Uninterrupted Power Supply (Back-Up) System: 1. Load test all batteries and record on paper and with silver marking pen on each battery the date and load test results. 2. Perform 15-minute test. 3. Verify bypass switch is operating properly 4. Verify unit is set for 50% fully operational and 50% red flash. 5. Inspect and test battery charging system.

• Video Detection System Where Applicable: Insure proper operation, clean video detection camera lens as needed.

• Signal Lenses and Signs: Clean and polish all signal lenses and reflectors, align all signal heads and adjust all mast arm mounted street name signs.

• Terminal Connections: Test, annually, or following any wiring repair, each terminal screw by backing off slightly then retightening to confirm that it is secure.

• Verify timing charts to controllers. If they are not correct contact City staff to verify differences.

In performing these traffic signal maintenance and repair activities, the contractor shall log ALL access to the traffic signal and cabinet in the logbooks provided in each cabinet. When responding to a flash event or signal failure, the contractor shall review the conflict monitor and controller and log the specific conflict and or error message(s) in the logbook.

3.2. Street Sign Maintenance

Dunwoody maintains approximately 5,000 street signs on 150 centerline miles of roadway.

Brookhaven maintains approximately 4,600 street signs on 120 centerline miles of roadway.

Maintenance activities of the Contractor will include sign installation, cleaning, reposting, and replacement; as well as graffiti removal from signs, traffic signal cabinets and poles. The contractor will be responsible for coordinating utility location in accordance with Georgia law.

3.3. Streetlight Maintenance

Dunwoody maintains 62 streetlights along Ashford Dunwoody Road and on the portion of the Perimeter Center Parkway bridge over I-285 in Dunwoody. Brookhaven maintains the remainder of the streetlights on the Perimeter Center Parkway bridge over I-285 in Brookhaven and pedestrian streetlights along Buford Highway.

The contractor will be expected to replace bulbs and maintain, repair, and replace streetlight equipment including poles as needed.

4. PART FOUR - PROPOSAL FORMAT

4.1. One signed original proposal, two copies and one electronic copy in PDF should be submitted in a sealed envelope. To aid in thorough and consistent review, the proposal shall be organized and labeled as described below.

4.2. The technical proposal should be submitted in a sealed envelope in the following format.

COVER LETTER – A transmittal letter signed by the appropriate company officer that includes the RFP number, company name, address, phone number, email address, and the name of a primary contact person.

MANAGEMENT PLAN – Provide a summary of the proposed plan to manage and execute the scope of work. The plan should describe the number of people/crews that will be available and the plan for covering emergency work. Identify any subcontractors that will be utilized on the contract.

PERSONNEL – Provide information on supervisory personnel to be assigned to this contract.

Identify any applicable certifications held by personnel to be assigned to the contract.

SIMILAR EXPERIENCE – List and describe recent experience similar to the scope of services outlined in the RFP. Provide the name and phone number for 3 references that are familiar with the proposer’s capabilities.

REQUIRED FORMS

Note: COST PROPOSAL FORM shall be submitted in a sealed envelope separate from the Technical Proposal.

ADDITIONAL INFORMATION – Each proposer may, but is not required to, include additional information not provided otherwise (such as promotional literature, white papers, etc.). Note that these materials may or may not be reviewed by all evaluators and will not be part of the official evaluation except to the extent they support qualifications and experience.

5. PART FIVE - EVALUATION OF PROPOSALS

5.1. The City’s staff will review all proposals submitted and reserves the right to short-list proposers for further consideration. The City, in its discretion, may award the Contract to the responsible and responsive proposer submitting the proposal which is deemed to be the most advantageous to the City, price and other factors being considered.

5.2. The City will evaluate proposals based on the following criteria when determining which proposal is most advantageous to the City:

5.2.1. Management Plan and Approach: The proposal should demonstrate that the contractor’s approach will provide the most effective delivery of the requested services.

5.2.2. Contractor Qualifications: The proposal should demonstrate that the contractor has the equipment, personnel and experience to perform the requested services.

5.2.3. Pricing: After consideration of the above criteria, the value of each proposal will be compared against the other qualified proposals.

* * * * * * * END OF PROPOSAL SPECIFICATIONS * * * * * * *

PROPOSAL FORM

REQUEST FOR PROPOSALS (RFP) 26-01

Traffic Signal, Sign and Streetlight Maintenance

The undersigned, as Proposer, hereby declares that this Proposal is in all respects fair and submitted in good faith without collusion or fraud. Proposer represents and warrants to the City that: (i) except as may be disclosed in writing to the City with its Proposal, no officer, employee or agent of the City has any interest, either directly or indirectly, in the business of the Proposer, and that no such person shall have any such interest at any time during the term of the Contract should it be awarded the Contract; and (ii) no gift, gratuity, promise, favor or anything else of value has been given or will be given to any employee or official of the City in connection with the submission of this Proposal or the City’s evaluation or consideration thereof.

The Proposer further represents that it has examined or investigated the site conditions, if necessary, and informed itself fully in regard to all conditions pertaining to the place where the work is to be done; that it has examined the Contract Documents and has read all Addendum(s) furnished by the City prior to the opening of the Proposals, as acknowledged below, and that it has otherwise fully informed itself regarding the nature, extent, scope and details of the services to be furnished under the Contract.

The Proposer agrees, if this Proposal is accepted, to enter into the written Contract with the City in the form of Contract attached (properly completed in accordance with said Proposal Documents), and the Contract Documents for RFP 26-XX Traffic Signal, Sign and Streetlight Maintenance, and to furnish the prescribed evidence of a valid business license, insurance, and all other documents required by these Contract Documents. The Proposer further agrees to commence work and to perform the work specified herein within the time limits set forth in the Contract Documents, which time limits Proposer acknowledges are reasonable.

The undersigned further agrees that, in the case of failure or refusal on its part to execute the said contract, provide evidence of specified insurance, a copy of a valid business or occupational license and all other documents required by these Contract Documents within ten (10) business days after being provided with Notice of Intent to Award the contract (or such earlier time as may be stated elsewhere in these Proposal Documents), the Proposal award may be offered by the City to the next ranked Proposer, or the city may re-advertise for Proposals, and in either case the City shall have the right to recover from the Proposer the City’s costs and damages including, without limitation, attorney’s fees, to the same extent that the City could recover its costs and expenses from the Proposer under Section 9 of the Instructions to Proposers if the Proposer withdrew or attempted to withdraw its Proposal.

The Proposer further agrees, if it fails to complete the work according to the Specification within the scheduled time or any authorized extension thereof, that damages may be deducted from the Contract price otherwise payable to the Proposer.

Acknowledgement is hereby made of the following Addendum(s) received since issuance of the Contract Documents (identified by number)

Addendum No. Date Addendum No. Date Addendum No. Date

Company Name: _________________________________________________________________

It shall be the responsibility of each Proposer to visit the City Purchasing Department’s website to determine if addendum(s) were issued and, if so, to obtain such addendum(s). Failure to acknowledge an addendum above shall not relieve the Proposer from its obligation to comply with the provisions of the addendum(s) not acknowledged above.

Work is to commence on or about April 1, 2026.

The City of Dunwoody requires pricing to remain firm for the duration of the initial term of the contract.

Failure to hold firm pricing for the initial term of the contract will be sufficient cause for the City to declare bid non-responsive.

Termination for Cause: The City may terminate this agreement for cause upon ten days prior written notice to the Contractor of the Contractor’s default in the performance of any term of this agreement. Such termination shall be without prejudice to any of the City’s rights or remedies by law.

Termination for Convenience: The City may terminate this agreement for its convenience at any time upon 30 days written notice to the Contractor. In the event of the City’s termination of this agreement for convenience, the Contractor will be paid for those services actually performed. Partially completed performance of the agreement will be compensated based upon a signed statement of completion to be submitted by the Contractor, which shall itemize each element of performance.

Termination for fund appropriation: The City may unilaterally terminate this Agreement due to a lack of funding at any time by written notice to the Contractor. In the event of the City's termination of this Agreement for fund appropriation, the Contractor will be paid for those services actually performed.

Partially completed performance of the Agreement will be compensated based upon a signed statement of completion to be submitted by the Contractor which shall itemize each element of performance.

COST PROPOSAL FORM

BASIC SERVICES

DESCRIPTION UNITS STANDARD

RATE

AFTER

BUSINESS

HOURS RATE

Signal Technician and Bucket Truck

Hourly Rate

Signal Technician and Vehicle Hourly Rate

Signal Assistant Hourly Rate

Sign Crew with equipment Hourly Rate

Loop Installation – 6’x6’ Each

Loop Installation – 6’x40’ Each

SIGNAL MATERIALS

DESCRIPTION UNITS RATE

Pedestrian Push Button Each

Green LED, Ball Each

Yellow LED, Ball Each

Red LED, Ball Each

Green LED, Arrow Each

Yellow LED, Arrow Each

Red LED, Arrow Each

Incandescent Ball Each

Incandescent Arrow Each

Streetlight Bulb High Pressure Sodium Each

Streetlight Bulb Metal Halide Each

Streetlight Bulb LED Each

Streetlight Ballast Each

Note: The cost of installation of signal material is included in the scope of the basic services daily/hourly rates. Rates shown here will used for reimbursement of the cost of materials only.

Materials not listed will be billed as a pass through expense with no markup.

SUPPLEMENTAL SERVICES

Description Units Rate

Traffic Control, flagging Hourly

Traffic Control, flagging (overtime) Hourly

Lane Closure Daily

SPECIALTY EQUIPMENT

Description Units Rate

Variable Message Board Daily

Portable Generator Hourly

EQUIPMENT LIST

Provide a complete list of the type, model and age of heavy equipment expected to be used regularly by the maintenance crews on this contract (e.g. trucks, excavation equipment etc. Only include equipment that is expected to be available and not fully committed to other projects.

Equipment Type Model Age Number

Also list other applicable power tools and equipment owned by the contractor.

Legal Business Name

Federal Tax ID

Address

Does your company currently have a location within the City of Dunwoody? Yes____ No____

Representative Signature

Printed Name

Telephone Number

Fax Number

Email Address

INSTRUCTIONS TO PROPOSERS

1. INTENT

It is the intent of these Instructions to establish guidelines for the proper completion of the Proposal Forms and Contract Documents. Please read all Instruction paragraphs.

2. GENERAL

2.1 The City’s goal is that all the terms and conditions stated in the Proposal Documents will constitute the terms of the final Contract between the City and the successful Proposer, without significant or material change to such terms or conditions. Exceptions to any of the terms of the agreement to which a Proposer will not or does not agree must be presented by the proposer in writing as provided in this section and directed to: purchasing@dunwoodyga.gov. Such exceptions must be specific, and the Proposer must state a reason for each exception and propose alternative language, if appropriate. The purpose of the exception process is to permit the City to correct, prior to the opening of the proposals, any technical or contractual requirement, provision, ambiguity or conflict in the solicitation and related documents, which may be unlawful, improvident, unduly restrictive of competition or otherwise inappropriate. Any corrections will be made via an addendum issued prior to the submission deadline. Unless timely submitted as an exception and amended with an addendum, any such ambiguity, conflict or problem shall be resolved in favor of the City of Dunwoody. Proposers shall not substitute entire agreements or sets of terms and conditions but discuss separately each term or condition that they take exception to or desire to change.

2.2 If the successful Proposer intends to provide any services through another company, the successful Proposer must serve as the City’s prime Contractor and shall have full responsibility to the City for all obligations under the Contract.

2.3 Any anticipated increases in Proposer's costs during the initial term of the Contract must be reflected in its prices set forth in its Proposal. The City shall not be obligated to renegotiate or increase any price for any work during the initial term of the Contract based on a Proposer's mistake or miscalculation of prices, underestimation of costs, or for any other reason. All of the Proposer's overhead costs, including, but not limited to, costs of travel and insurance coverage, shall be included in such Proposer's prices listed in its Proposal.

2.4 The Contract, if awarded, shall not be construed to create unto the Contractor any exclusive rights with respect to any of the City’s requirements. The City may in its sole discretion award any additional or similar services to any third party, or if the Contract is for the provision of services, the City may elect to perform all or a portion of the services by its own employees.

3. ENVIRONMENTAL SUSTAINABILITY

The City of Dunwoody is committed to environmental sustainability. The City believes we have a unique opportunity to further expand our leadership in the area of environmentally preferable purchasing, and through our actions, elicit changes in the marketplace. By further incorporating environmental considerations into public purchasing, the City of Dunwoody will positively impact human health and the environment, remove unnecessary hazards from its operations, reduce costs and liabilities, and improve the environmental quality of the region. As such the City encourages the incorporation of environmental sustainability into proposals.

4. EXAMINATION OF PROPOSAL/CONTRACT DOCUMENTS

All prospective Proposers shall thoroughly examine and become familiar with the Proposal package and carefully note the items which must be submitted with the Proposal. (These Instructions to Proposers, the Request for Proposal, the Proposal Forms, the Proposals and the Sample Contract are referred to herein as the "Proposal Documents" or “Contract Documents.") Submission of a Proposal shall constitute an acknowledgment that the Proposer has read and understands the Proposal Documents. The failure or neglect of a Proposer to receive or examine any Proposal Document shall in no way relieve it from any obligations under its Proposal or the Contract. No claim for additional compensation will be allowed which is based upon a lack of knowledge or understanding of any of the Contract Documents or the scope of work.

5. ADDENDUM(S)-CHANGES WHILE PROPOSING

Other than during the Pre-Proposal Conference, the City shall not be required to provide to any Proposer verbal interpretations as to the meaning of any portion of the Proposal Documents.

Requests for interpretation, clarification or correction of Proposal Documents, forms or other material in this Proposal Package should be made in writing and delivered to the City, Purchasing Office, 4800 Ashford Dunwoody Road, Dunwoody, Georgia 30338, or by e-mail to purchasing@dunwoodyga.gov prior to the deadline stated in the solicitation . Responses by the City to a request by a Proposer for clarification or correction will be made in the form of a written Addendum. The Addendum may be electronically downloaded by visiting the City web site at http://www.dunwoodyga.gov. However, prior to submitting its response, it shall be the responsibility of each Proposer to visit the City website to determine if addendum(s) were issued and, if so, to obtain such addendum(s).

6. PREPARATION OF PROPOSALS

6.1 Each proposer shall furnish all information required by the proposal form or document. Each proposer shall sign the proposal and print or type their name on the schedule. An authorized agent of the company must sign the proposal.

6.2 All proposals shall be submitted in a sealed envelope, bearing on the outside the name of the Proposer, address, and the Purchasing RFP Number. One original, two paper copies and one electronic copy (PDF) on a USB drive shall be included.

Proposals shall be submitted no later than 3:00 p.m. on December 6, 2021to the following address:

City of Dunwoody Purchasing 4800 Ashford Dunwoody Road Dunwoody, Georgia 30338

6.3 If an award is made, the completed Proposal Forms shall constitute a part of the Contract Documents and will be incorporated in the final Contract between the City and the successful Proposer. All blank spaces in the Proposal Forms should be filled in legibly and correctly in ink or type.

6.4 All Proposals shall contain the name and business address of the individual, firm, corporation, or other business entity submitting the Proposal and shall be subscribed by either the individual, a general partner, a member of a member-managed LLC, a manager of a manager-managed LLC, or an authorized officer or agent of a Corporation or business entity, and should be properly witnessed or attested.

7. DELIVERY OF PROPOSALS

7.1 All Proposals shall be submitted pursuant to the terms outlined in these Instructions to Proposers. Any Proposals received after the time and date specified in the solicitation document for the opening of the Proposals will not be considered, but will be returned unopened.

7.2 Each Proposer’s response shall be at the sole cost and expense of the Proposer and such Proposer shall have no right or claim against the City for costs, damages, loss of profits, or to recover such costs, damages, or expenses in the event the City exercises its right to reject any or all Proposals or to cancel an award pursuant to a provision hereof for any reason.

8. COMMUNICATIONS REGARDING EVALUATION OF PROPOSALS

To ensure the proper and fair evaluation of Proposals, the City highly discourages any oral communication initiated by a Proposer or its agent to an employee of the City evaluating or considering the Proposal during the period of time following the issuance of the solicitation document, the opening of Proposals and prior to the time a decision has been made with respect to the Contract award. An appropriate Purchasing employee of the City may initiate communication with a Proposer in order to obtain information or clarification needed to develop a proper and accurate evaluation of the Proposal. Any communication initiated by Proposer during evaluation should be submitted in writing and delivered to the City of Dunwoody, Purchasing Office, 4800 Ashford Dunwoody Road, Dunwoody, Georgia 30338, or by e-mail to purchasing@dunwoodyga.gov. Unauthorized communication by the Proposer may disqualify the Proposer from consideration.

9. WITHDRAWAL OF PROPOSALS

No Proposal may be withdrawn after it is submitted unless the Proposer makes a request in writing and such request is confirmed as received prior to the time set for opening of Proposals.

No Proposal may be withdrawn after the scheduled Proposal opening time for a period of sixty

(60) days. Any Proposer withdrawing or attempting to withdraw its Proposal prior to the expiration of the sixty (60) day period shall be obligated to reimburse the City for all its costs incurred in connection with such withdrawal or attempted withdrawal including, without limitation, any increased costs for procuring the goods or services from another Proposer or all costs of advertising and re-procuring the goods or services, and all attorneys’ fees, in addition to payment of City’s other damages. Proposer’s submission of a Proposal shall be deemed the Proposer’s acknowledgment of an agreement to the provisions of this Section.

10. DISQUALIFICATION OF PROPOSERS

10.1 Any of the following causes may be considered as sufficient for the disqualification of a

Proposer and the rejection of its Proposal:

10.1.1 Submission of more than one Proposal for the same work, or participation in more than one Proposal for the same work as a partner or principal of the Proposer, by an individual, firm, partnership or corporation, under the same or different names, or by Proposers which are affiliates, either at the time of submittal, or at the time of award. For purposes of this section, the term “affiliates” means firms, partnerships, corporations or other entities under common control;

10.1.2 Evidence of collusion between or among Proposers;

10.1.3 Evidence, in the opinion of the City, of Proposer(s) attempting to manipulate the Proposal pricing for its own benefit (e.g. pricing resulting in a failure of the City’s ability to enforce the Contract or impose the remedies intended following breach by Contractor);

10.1.4 Being in arrears on any of its existing contracts with the City or in litigation with the City or having defaulted on a previous contract with the City;

10.1.5 Poor, defective or otherwise unsatisfactory performance of work for the City or any other party on prior projects which, in the City's judgment and sole discretion, raises doubts as to Proposer's ability to properly perform the work;

or

10.1.6 Any other cause which, in the City's judgment and sole discretion, is sufficient to justify disqualification of Proposer or the rejection of its Proposal.

10.2 The City has adopted a policy which addresses, among other things, the obligations of the City's employees with respect to interest in business entities, unauthorized compensation and acceptance of gifts. Please be aware that any act by a Proposer that could cause a City employee to violate the policy is sufficient cause for the denial of the right of the Proposer to propose on any contract or sell any materials, supplies, equipment, or services to the City for a period of time that is determined by the City Manager.

11. REJECTION OF IRREGULAR PROPOSALS

A Proposal may be considered irregular and may be rejected if it is improperly executed, shows omissions, alterations of form, additions not called for, unauthorized conditions, or limitations, or unauthorized alternate Proposals, , Contract references, other certificates, affidavits, statements, or information required to be included with Proposals, including, but not limited to, the Proposer's prices, or contains other irregularities of any kind.

12. NOTICE OF INTENT TO AWARD CONTRACT

Unless all Proposals are rejected, a Notice of Intent to Award is anticipated to be provided within ninety (90) days from the opening of Proposals to the responsible and responsive Proposer submitting the Proposal deemed to be most advantageous to the City, price and other factors being considered.

13. CONTRACT REFERENCES

13.1 All Proposers shall furnish the City with the company name, address, contact person, and telephone number of at least three (3) entities (preferably a firm other than the City) for which they have supplied similar services as requested in this Proposal during the past three (3) years.

The information should be submitted on the provided Contract References page with the knowledge that the City will use the data for reference purposes. The City does check references and requires the Proposer to notify the reference, verify contract information, and obtain permission from the reference before completing the form.

14. EXECUTION OF CONTRACT

14.1 The Proposer to whom the Notice of Intent to Award is given shall, within ten (10) business days of the date of the Notice of Intent to Award, execute and/or deliver the following to the City: the Contract, a copy of the Proposer’s valid business or occupational license, and all other documents and information required by the Contract Documents. All of the above documents and information must be furnished and the Contract Documents executed by Proposer, and delivered to the City, before the Contract will be executed by the City.

14.2 A Proposer's failure to timely fulfill its obligations under this section shall be just cause for withdrawal of such Notice of Intent to Award. In such case, a Notice of Intent to Award may then be issued to the next ranked Proposer or all Proposals may be rejected and the Contract re-advertised. In such event, the City shall be entitled to receive its damages and costs, including, but not limited to, its attorneys’ fees caused by or in connection with a Proposer’s failure to fulfill its obligations under this paragraph. A Proposer's liability for failing to timely fulfill the obligations stated in this paragraph shall be the same as for withdrawing its Proposal (see Section 9).

14.3 The Contract shall not be binding upon the City until it has been executed by the City and a copy of such fully executed Contract is delivered to the Contractor. The City reserves the right to cancel the award without liability to any Proposer at any time before the Contract has been fully executed by the City and delivered to the Contractor. Accordingly, the Contractor is hereby warned that it should not commence performance or incur costs or expenses in connection with the Contract obligations until it has been delivered a final, fully executed copy of the Contract.

15. GEORGIA SALES TAX

The City is a governmental agency and a political subdivision under Georgia law. Purchases by the City under this Contract are exempt from sales tax: A City tax exempt number is not required for a municipality. No purchase made by any entity is qualified to be exempt other than those made directly by the City. The City's sales tax exemption does not apply to goods or services purchased or consumed by a Contractor for which the Contractor is deemed to be the ultimate consumer in connection with the fulfillment of its Contract obligations, and the City shall have no liability for such taxes.

16. SUBCONTRACTS

16.1 Nothing contained in these Contract Documents shall be construed as creating any contractual relationship between any subcontractor and the City.

16.2 The Contractor shall be fully responsible to the City for the acts and omissions of a subcontractor and of persons employed by said subcontractor to the same extent that the Contractor is liable to the City for acts and omissions of persons directly employed by it.

17. FAMILIARITY WITH LAWS

All Proposers and the Contractor are presumed to be familiar with…