RFQ 17D 260417-0274 Portable Traffic Signal System.pdf

State of Maine RFQ# 17A 260417*0274 Rev. 8/20/2025

STATE OF MAINE

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

OFFICE OF STATE PROCUREMENT SERVICES

RFQ # 17D 26041700000000000274

Portable Traffic Signal System

Quotations/Responses Due: 5/29/2026 not later than 4:00 p.m. local time

Note: All questions and responses must be provided via the State of Maine’s e-Procurement system: AdvantageME / Vendor Self Service (VSS). Questions can be submitted up to 48 hours prior to closure date and time. Not all questions will be answered.

General Instructions on Bidder Questions

It is the responsibility of each Bidder to examine the entire RFQ and to seek clarification by submitting questions through the Q & A List tab on the Solicitation page in the CGI Vendor Self Service (VSS). Any answers to questions will appear there as well. It is the vendor's responsibility to log in to view all questions and answers posted. Additional information obtained any other way will not be valid.

In the event that you must contact us for any other reasons than the Q & A previously mentioned, only the Buyer listed on the Solicitation page may be contacted from the time this RFQ is issued until award notification is made. No other person/State employee is empowered to make binding statements regarding this RFQ. Violation of this provision may lead to disqualification from the bidding process, at the State’s discretion.

Summary

For this competitive Request for Quotations (RFQ) process, the State of Maine Office of State Procurement Services (“OSPS”) is acting on behalf of the Department of Transportation (“Requesting Department”). OSPS and the Requesting Department seek quotations (also referred to as “bids” or “responses” herein) to provide the goods/services listed above. This document provides instructions and descriptions of requirements for this competitive process.

RFQ REQUIREMENTS

1. Purpose

The purpose of this RFQ is to create a Master Agreement (MA) contract permitting State Agencies to purchase the goods or services described in Appendix B on an as needed basis.

2. Essential Bid Documents

All bids should include the following documentation. The State reserves the right to request supplementary documentation to verify compliance with all bid specifications and requirements. The State may request proof of compliance at any time, which must be provided within forty-eight (48) hours. Failure to do so may result in the rejection of a bid.

• Appendix A: Bid Cover Page and Responsible Bidder Form

• Appendix B: Completed Specification Responses

• Appendix D: Municipality Political Subdivision and School District Participation

• Appendix E: Master Agreement Vendor Contact and Contract Signor Information

• Detailed Itemized Quote on Company Letterhead

• Product Data/Information Sheets: PDF Literature from the manufacturer for all items bid. Literature must include documentation that the bid meets or exceeds the posted specifications.

• Warranty Information

3. Contract Term

In addition to any mutually agreed upon delivery dates for purchases of goods, the contract resulting from this RFQ will have a term, or “Period of Performance”, during which the contract is considered to be in effect. The anticipated contract term is defined in the table below. Please note that the dates below are estimated and may be adjusted as necessary in order to comply with all procedural requirements associated with this RFQ and the contracting process. The actual start and end dates of the contract will be established by the completed and approved contract.

Contract Renewal: Following the initial term of the contract, OSPS, at their discretion, may opt to renew the contract for four (4) extension periods as defined below.

The term of the anticipated contract, resulting from this RFQ, is defined as follows:

Period Start Date End Date

Initial Period of Performance 06/01/2026 05/31/2027

Optional Extension Period #1 06/01/2027 05/31/2028

Optional Extension Period #2 06/01/2028 05/31/2029

Optional Extension Period #3 06/01/2029 05/31/2030

Optional Extension Period #4 06/01/2030 05/31/2031

4. Submitting a Quotation

a. Quotations Due: Quotations must be received no later than 4:00 p.m. Eastern

Standard Time (EST), on the date listed in VSS. Quotations received after the 4:00 p.m. deadline will not be accepted.

b. Submission Instructions: Bidders must submit their bids in the State of Maine’s electronic procurement system: Advantage “Vendor Self Service” (VSS). More information on this system can be found at the following internet link:

https://www.maine.gov/dafs/bbm/procurementservices/vendors/vendor-self-service-system

c. Multiple Quotations: Unless specifically prohibited in Section 1 of this RFQ, Bidders are permitted to submit multiple quotations for this RFQ, offering alternative items or pricing for the State of Maine to consider in its best value determination.

d. Withdrawal of a Quotation: Bidders are permitted to withdraw their own quotations up until the due date and time for receipt of quotations. To do so, a Bidder must enter the VSS system (as referenced above), identify and open their submitted quotation located in the Solicitation Responses tab, and click the “Withdraw” button found at the bottom of the screen. Quotations cannot be withdrawn after the due date and time for receipt of quotations.

e. Attachments: Any attachments provided with the Advantage VSS bid submission must be in MS Word, MS Excel, or Adobe (.pdf) format, unless otherwise specified in Section 1 of this RFQ. Vendors are encouraged to submit supporting documentation that aids the requesting department in understanding how the bid conforms to the requirements. The VSS attachment file size limit is 15Mb. Please contact the buyer for this RFQ if you must submit attachment files larger than this.

f. Vendor specifications: Unless otherwise stated in this RFQ document, limited specification information will be required upon submission of a bid in response to this RFQ. However, a Bidder’s response should include an affirmative statement that their bid complies with all requirements of this RFQ, unless the Bidder specifically addresses how its bid differs from the specifications, and why the differences should be deemed acceptable by the State.

5. General Instructions

a. The Bidder must submit a cost quotation response that covers the goods and term of the contract, including any optional renewal.

b. The cost quotation shall include the costs necessary for the Bidder to fully comply with the contract terms and conditions and RFQ requirements.

c. Failure to provide the requested information may result in the exclusion of the quotation from consideration, at the discretion of OSPS.

d. No costs related to the preparation of the quotation for this RFQ or to the negotiation of the contract with the Department may be included in the quotation.

e. The State is exempt from the payment of Federal, State and local Taxes on articles not for resale. Please provide quotations that do not include these taxes. Upon application, an exemption certificate can be furnished by the State at the point of contract finalization.

https://www.maine.gov/dafs/bbm/procurementservices/vendors/vendor-self-service-system https://www.maine.gov/dafs/bbm/procurementservices/vendors/vendor-self-service-system

6. Quotation Evaluation and Selection

Evaluation of the submitted quotations shall be accomplished as detailed below:

a. State of Maine RFQs are evaluated on a Best Value basis. “Best Value” means that bids are assessed for compliance with all specifications, required purposes, delivery timelines, and the overall interests of the State. Once OSPS determines that a bid meets all specifications and requirements, the RFQ award will be made to the lowest-priced qualified Bidder.

b. By submitting a quote, bidders affirm compliance with both specifications and requirements. The State may request proof of compliance at any time, which must be provided within forty-eight (48) hours. Failure to do so may result in the rejection of a bid.

c. The State reserves the right not to make an award to the lowest price bidder when that bidder has documented poor performance, and/or a contract terminated or not renewed within the last five years.

d. At the discretion of OSPS, if a Bidder’s submission is deemed to not conform to the specifications listed in the RFQ, or otherwise not conform to the requirements of the RFQ, then that Bidder’s submission may not be considered for contract award.

e. In the event that no Bidder submission conforms to the specifications of this RFQ, then OSPS may choose not to make any award. Alternatively, OSPS may make an award to the Best Value Bidder whose specifications most closely meet the specifications of this RFQ. For example, if there are five specification requirements, and two responses are received with one Bidder meeting four requirements, and one bidder meeting three requirements, then OSPS, at its discretion, may make a contract award to the Bidder meeting four requirements.

f. If the specifications provided with this RFQ are of a technical nature, then OSPS’s RFQ Coordinator, at his or her discretion, may seek to use an evaluation team comprised of subject matter experts, end-users from the Requesting Department, or other State Department representatives. In such a case, the evaluation team will judge the merits of the quotations received in accordance with the best value criteria defined in the RFQ.

7. Negotiations

a. No Best and Final Offers: The State of Maine will not seek the best and final offer (BAFO) from any Bidder in this procurement process. All Bidders are expected to provide their Best Value pricing with the submission of their quotation.

b. OSPS reserves the right to negotiate with the successful Bidder to finalize a contract at the same rate or cost of goods and services as presented in the selected quotation. Such negotiations may not significantly vary the content, nature or requirements of the quotation or the RFQ to an extent that may affect the price of goods or services requested. OSPS reserves the right to terminate contract negotiations with a selected Bidder who submits a proposed contract significantly different from the quotation submitted in response to the RFQ.

c. In the event that an acceptable contract cannot be negotiated with the highest ranked Bidder, OSPS may withdraw its award and negotiate with the next highest ranked Bidder, and so on, until an acceptable contract has been finalized.

Alternatively, OSPS may cancel the RFQ, at its sole discretion.

TERMS AND CONDITIONS FOR RFQ AND CONTRACT

PART I GENERAL INFORMATION ON RFQs

A. Purpose and Background

The State of Maine (“State”) Department of Administrative and Financial Services (“Department”), Office of State Procurement Services (“OSPS”) acts as the purchasing agent on behalf of all Executive Departments and other agencies within State Government. For this competitive Request for Quotations (RFQ) process, OSPS is acting on behalf of the Requesting Department listed on the cover page. OSPS and the Requesting Department seek quotations (also referred to as “bids” or “responses” herein) to provide the goods/services as defined above in Section 1 of this document. This document provides instructions for submitting quotations, the procedure and criteria by which the Bidder(s) will be selected, and the contractual terms which will govern the relationship between the State and the awarded Bidder(s). Following Bidder selection and upon reaching a mutual agreement, the State and the selected Bidder will enter into a contract – taking the form of a State of Maine Master Agreement or Buyer Purchase Order (all generally referred to as “contract” herein), as applicable.

B. General Provisions

1. From the time the RFQ is issued until award notification is made, all contact with the State regarding the RFQ must be made through the RFQ Coordinator. No other person/State employee is empowered to make binding statements regarding the RFQ. Violation of this provision may lead to disqualification from the bidding process, at the State’s discretion.

2. Issuance of the RFQ does not commit the Department to issue an award or to pay expenses incurred by a Bidder in the preparation of a response to the RFQ. This includes attendance at personal interviews or other meetings and software or system demonstrations, where applicable.

3. All proposals must adhere to the instructions and format requirements outlined in the RFQ and all written supplements and amendments (such as the Posted Questions and Answers in the Vendor Self Service), issued by the Department. Bidders must include the required documents with their bid submission to enable the Department to evaluate whether the bid conforms with all posted specifications in Appendix B.

4. Bidders will take careful note that in evaluating a proposal submitted in response to the RFQ, the Department will consider materials provided in the proposal, information obtained through interviews/presentations (if any), and internal Departmental information of previous contract history with the Bidder (if any). The Department also reserves the right to consider other reliable references and publicly available information in evaluating a Bidder’s experience and capabilities.

5. The proposal must be signed by a person authorized to legally bind the Bidder and must contain a statement that the proposal and the pricing contained therein will remain valid and binding for a period of 180 days from the date and time of the bid opening.

6. The RFQ and the awarded Bidder’s proposal, including all appendices or attachments, will be the basis for the final contract, as determined by the Department.

7. Following announcement of an award decision, all submissions in response to this RFQ will be public records, available for public inspection pursuant to the State of Maine Freedom of Access Act (FOAA) (1 M.R.S. § 401 et seq.). State contracts and information related to contracts, including bid submissions, are generally public records per FOAA.

8. In the event that a Bidder believes any information that it submits in response to this RFQ is confidential, it must mark that information accordingly and include citation to legal authority in support of the Bidder’s claim of confidentiality. In the event that the Department receives a FOAA request that includes submissions marked as confidential, the Department shall evaluate the information and any legal authority from the Bidder to determine whether the information is an exception to FOAA’s definition of public record. If the Department determines to release information that a Bidder has marked confidential, it shall provide advance notice to the Bidder to allow them to seek legal relief.

9. The Department, at its sole discretion, reserves the right to recognize and waive minor informalities and irregularities found in proposals received in response to the RFQ.

10. If awarded a contract resulting from this RFQ, vendors shall be required to disclose, in writing and in accordance with applicable Maine law, any actual or potential conflicts of interest. Such disclosure must include any financial, professional, or personal relationships that could give rise to a conflict of interest or the appearance of a conflict of interest. Failure to disclose a known conflict or appearance of conflict may result in disqualification, contract termination, or other remedies as provided by law.

11. All applicable laws, whether or not herein contained, are included by this reference. It is the Bidder’s responsibility to determine the applicability and requirements of any such laws and to abide by them.

C. Eligibility to Submit Bids

Public agencies, private for-profit companies, and non-profit companies and institutions are invited to submit bids in response to State of Maine Requests for Quotations.

D. Delivery Terms

For the purchase of goods, OSPS and selected Bidder will decide upon a delivery date in accordance with the State’s requirements and the terms offered in the Bidder’s quotation.

Unless stated otherwise in Section 1 of this RFQ, all deliveries are expected with shipping terms of “Free on Board (FOB) – Destination”. The State intends for this to mean that all goods shall be priced in the bid response to include shipping charges, if any, to the State’s desired location. The “FOB – Destination” shipping term is also intended to mean that the State shall not bear any responsibility for the goods in question until the State takes possession of them at the destination point of delivery.

E. Alternate Bids and Approved Equals

When, in bid forms and specifications, an article or material is identified by using a trade name and catalog number of a manufacturer or vendor, the term “or approved equal,” if not inserted with the identification, is implied. Any Bidder that seeks to propose an alternate item https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.mainelegislature.org%2Flegis%2Fstatutes%2F1%2Ftitle1sec401.html&data=05%7C02%7CWJE.Allen%40maine.gov%7C667ee6f851c64355797808ddde8f4d20%7C413fa8ab207d4b629bcdea1a8f2f864e%7C0%7C0%7C638911429303325650%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=534d%2Bo%2BubICrkxaVhd4elUP9EkNKkv2npnVhlrAbLwk%3D&reserved=0 from what is specified in this RFQ should refer to State of Maine Statute 5 MRSA §1825-B, for “Bids, awards and contracts”, found here:

http://www.mainelegislature.org/legis/statutes/5/title5sec1825-B.html

F. Appeal of Contract Awards

Any person aggrieved by the award decision that results from this RFQ may appeal the decision to the Director of the Bureau of General Services in the manner prescribed in 5 MRSA § 1825-E and 18-554 Code of Maine Rules, Chapter 120 (found here: Chapter 120). The appeal must be in writing and filed with the Director of the Bureau of General Services, 9 State House Station, Augusta, Maine, 04333-0009 within 15 calendar days of receipt of notification of contract award.

If this RFQ results in the creation of a pre-qualified or pre-approved list of vendors, then the appeal procedures mentioned above are available upon the original determination of that vendor list, but not during subsequent competitive procedures involving only the pre-qualified or pre-approved list participants.

PART II CONTRACT ADMINISTRATION AND CONDITIONS

A. Contract Document

The successful Bidder will be required to execute a contract in the form of a State of Maine Buyer Purchase Order, Contract Agreement to Purchase Services or State of Maine Master Agreement.

The Terms and Conditions used with the aforementioned contract types may be found on the Office of State Procurement Services’ website at the following links:

BPO and MA Terms and Conditions

In the event that the State of Maine’s Standard Terms and Conditions or RFQ provisions do not otherwise cover contractual scenarios that are specific to the goods or services being purchased under this RFQ, then the State is willing to consider Bidder’s standard terms and conditions. Consideration or use of a Bidder’s standard terms and conditions shall only occur under the general agreement that in the event of a conflict, the State of Maine’s Standard Terms and Conditions and RFQ provisions shall take precedence.

Other forms and contract documents commonly used by the State can be found on the Office of State Procurement Services’ website at the following link:

https://www.maine.gov/dafs/bbm/procurementservices/forms

B. Independent Capacity

In providing services and performing under the contract, the successful Bidder shall act independently and not as an agent of the State of Maine.

http://www.mainelegislature.org/legis/statutes/5/title5sec1825-B.html https://www.maine.gov/dafs/bbm/procurementservices/policies-procedures/chapter-120 https://www.maine.gov/dafs/bbm/procurementservices/policies-procedures/chapter-120

C. Payments and Other Provisions

The State anticipates paying the selected Bidder for goods and services received, on the basis of net 30 payment terms, upon the receipt of an accurate and acceptable invoice. An invoice will be considered accurate and acceptable if it contains a reference to the State of Maine contract number, contains correct pricing information relating to the contract, and provides any required supporting documents, as applicable, and any other specific and agreed-upon requirements listed within the contract that results from this RFQ.

The State of Maine reserves the right to pay for goods purchased through this solicitation by any of several available means, which include but may not be limited to check, EFT, and/or procurement card. Bidders are advised that state statute precludes sellers from imposing a surcharge on credit or debit card purchases (text follows):

“9-A MRSA §8-509 (1): A seller in a sales transaction may not impose a surcharge on a cardholder who elects to use a credit card or debit card in lieu of payment by cash, check or similar means.”

Appendix A

STATE OF MAINE

BID COVER PAGE

Bidder’s Organization Name:

Chief Executive - Name/Title:

Tel: Cell: E-mail:

Headquarters Street Address:

Headquarters City/State/Zip:

(provide information requested below if different from above)

Lead Point of Contact for Bid - Name/Title:

Tel: Cell: E-mail:

Street Address:

City/State/Zip:

By signing below Bidder affirms:

• This bid is compliance with both specifications and requirements. The State may request proof of compliance at any time, which must be provided within forty-eight (48) hours. Failure to do so may result in the rejection of a bid.

• This bid and the pricing structure contained herein will remain firm for a period of 180 days from the date and time of the bid opening.

• That no personnel currently employed by the Department or any other State agency participated, either directly or indirectly, in any activities relating to the preparation of Bidder’s proposal.

• That no attempt has been made or will be made by the Bidder to induce any other person or firm to submit or not to submit a proposal; and,

• The undersigned is authorized to enter into contractual obligations on behalf of the above-named organization.

Name: Title:

Authorized Signature: Date:

Responsible Bidder Form

By signing this document, I certify to the best of my knowledge and belief that the aforementioned organization, its principals, and any subcontractors are named in this proposal:

a. Are not presently debarred, suspended, proposed for debarment, and declared ineligible or voluntarily excluded from bidding or working on contracts issued by any governmental agency.

b. Have not within three years of submitting the proposal for this contract been convicted of or had a civil judgment rendered against them for:

i. fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a federal, state or local government transaction or contract.

ii. violating Federal or State antitrust statutes or committing embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property.

iii. are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or Local) with commission of any of the offenses enumerated in paragraph (b) of this certification; and

iv. have not within a three (3) year period preceding this proposal had one or more federal, state or local government transactions terminated for cause or default.

c. Have not entered into a prior understanding, agreement, or connection with any corporation, firm, or person submitting a response for the same materials, supplies, equipment, or services and this proposal is in all respects fair and without collusion or fraud. The above-mentioned entities understand and agree that collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards.

• Failure to provide this certification may result in the disqualification of the Bidder’s proposal, at the discretion of the Department.

To the best of my knowledge all information provided in the enclosed proposal, both programmatic and financial, is complete and accurate at the time of submission.

Name: Title:

Authorized Signature: Date:

Appendix B

DETAILED SPECIFICATIONS

Equivalent Bid Items: Equivalent items may be bid; however, all equivalent item bids MUST include documentation to prove equivalency. The final decision on equivalency will be determined by the requesting Department.

Master Agreement: The results of this bid process will be the creation of a Master Agreement

Contract (MA) that will allow all State of Maine Departments and Agencies to purchase the listed items as needed. The State reserves the right to add other similar items or commodities to the MA if it’s in the State’s best interest but does not obligate the State to purchase similar noncontracted items or commodities from the selected bidder.

Prices: Bid Price must be with shipping terms of “Free on Board (FOB) – Destination”. The

State intends for this to mean that all goods shall be priced in the bid response to include shipping charges, if any, to the State’s desired location. The “FOB – Destination” shipping term is also intended to mean that the State shall not bear any responsibility for the goods in question until the State takes possession of them at the destination point of delivery.

Price and Rate Guarantee Period: All quoted prices and rates must be guaranteed for and must remain firm for minimally one year of the initial contract period. Any approved price or rate adjustments must be held firm for minimally one year or the remainder of the contract period. Price adjustment requests must be made by the vendor at least sixty (60) days prior to the effective date. Requests for price adjustments must include sufficient documentation from the manufacture supporting the request. The price adjustment will not go into effect until the contract amendment has been fully approved by the State of Maine.

Quantity: All purchases will depend on the bid results and departmental budget. The State of

Maine reserves the right to negotiate the purchase of additional units at the bid price for six months after the award is officially made.

Estimated First Year Usage: MaineDOT expects to purchase two (2) units during the first year of the Master Agreement. Actual purchases will depend on funding and bid pricing. Usage in future years and by other State of Maine Agencies is unknown.

Delivery Locations: The vendor must deliver to any State of Maine facility. The resulting MA will be open to all Departments to use however the primary user will be Department of

Transportation. The exact addresses will be provided to the selected bidder.

Award: The State anticipates making one award. The State reserves the right to make multiple or no award. The award will be made to the bidder with the lowest total bid, which best meets the posted specifications.

Using Departments/Agencies: MaineDOT is the requesting department however all State of Maine Agencies will be permitted to use the resulting Master Agreement Contract.

Delivery and Inspection: The requested items will be inspected after delivery. If shipment is deemed unacceptable the delivery will be refused and will be returned at the risk and expense of the selling vendor.

Delivery Date: After the master agreement is awarded, departments will submit delivery orders to purchase the items on an as needed basis. Delivery days After Receipt of Order

(ARO) may be factored into the bid award decision.

TECHNICAL REQUIREMENTS:

CYBERSECURITY AND PROHIBITED TECHNOLOGIES.

Through the execution of this contract, the Provider certifies that the aforementioned organization, its principals and any subcontractors named in this Contract:

1. is not a foreign adversary business entity, https://www.maine.gov/oit/prohibited-technologies, Title 5 M.R.S. §2021 (3); and

2. is not on the list of prohibited companies or does not obtain or purchase any information or communications technology or services included on the list of prohibited information and communications technology and services https://www.maine.gov/oit/prohibited-technologies, Title 5 M.R.S. §2030-B.

Contracts entered into by a state agency in violation of Title 5 M.R.S. §2030-B are void. A person who executes this contract in violation of this section commits a civil violation for which a fine may be adjudged in an amount that is twice the amount of this contract or $250,000, whichever is greater, (Title 5 M.R.S., §2030-A).

https://www.maine.gov/oit/prohibited-technologies https://www.maine.gov/oit/prohibited-technologies https://legislature.maine.gov/statutes/5/title5sec2021.html https://www.maine.gov/oit/prohibited-technologies https://legislature.maine.gov/statutes/5/title5sec2030-B.html https://legislature.maine.gov/statutes/5/title5sec2030-B.html https://legislature.maine.gov/statutes/5/title5sec2030-A.html

Specifications

INTENT

The purpose and intent of this specification is to describe a Portable Traffic Signal system that shall be trailer mounted. Each unit will be self-contained and consist of two (2) signal heads per trailer. One signal head shall be mounted on an overhead mast arm capable of extending over the travel lane. The other signal head shall be mounted on a vertical upright.

COMPLETENESS

The price quoted in any proposal submitted shall include all items of labor, materials, and other costs necessary to fully complete the manufacture and delivery of Portable Traffic Signal system pursuant to these specifications.

Any part or detail which makes the Portable Traffic Signal system complete and ready for service shall not be omitted, even though such part or detail is not mentioned in these specifications.

CONFORMITY

All parts not specified shall be manufacturer’s best quality and shall conform in materials, design, or workmanship to the best practice known in the Portable Traffic Signal industry. All parts shall be new and in no case, will used, reconditioned or obsolete parts be accepted. The parts on all Portable Traffic Signal provided by the manufacturer should be interchangeable.

INSTRUCTIONS FOR COMPLETING TECHNICAL SPECIFICATION SHEET

Please complete the checklist for technical specifications set forth below. Electronically enter responses directly into the text-enabled fields next to each specification, including actual dimensions when applicable. Each Bidder must indicate whether it can meet the technical specifications by inserting an “X” next to each specification. The “X” will demonstrate that the Bidder’s offering meets the technical specification. If a Bidder cannot meet a technical specification, then the Bidder must give an explanation for each exception and for equipment that is not available or that will be dealer installed. All explanations must be provided in detail on separate pages along with the justification as to why the alternative equipment or deliverables will be as good as the equipment or deliverables described in the detailed specifications for desired items. A copy of the vendor specification proposal must be provided. Following these instructions is essential for proper bid evaluation.

If a Bidder fails to provide requested information or if information on a quote is found to be false or misleading, the quote will be rejected as unresponsive.

The award will be made on a best value basis to the vendor that either meets or most closely meets the specifications, while taking price and delivery into consideration.

It is understood that all specifications are minimums. Equivalent bid specifications may be considered. To have an “Equivalent Bid Specification” evaluated, the bidder must provide specifications and details for all specifications bid as “Equivalent Bid Specification.” Bids missing this information may be rejected.

The following abbreviations must be used: X Standard or as specified

N/A Not Available

DI Dealer Installed

EQ Equivalent Bid Specification

1.0 TRAILER RUNNING GEAR Abbreviation

Actual

Dimension Notes

1.1 Trailer axle shall be at a minimum of 3,500

lb. Torflex Suspension with EZ Lube spindles or equivalent.

1.2 Tire Size: ST205/75R15 Ply: Load Range C

(minimum).

1.3 The tire shall be Bridgestone/Michelin

preferred or equivalent bid specification.

1.4 Trailer wheels shall be automotive style with

baked on white powder coat paint.

1.5 Trailer shall have a spare tire and wheel the

same as on unit.

1.6 The unit shall come equipped with a 2-5/16”

inch ball with adjustable heights from 18” inch to minimum 26” inch.

1.7 Shall have minimum of two (2) 3/8” inch

grade 80 safety chains with slip safety hooks with OHSA approved spring loaded safety latches.

1.8 The unit shall come with exterior fenders

made from Power coated or be galvanized coated with electrostatic paint process.

2.0 STRUCTURAL Abbreviation

Dimension Notes

2.1 Frame rails shall be 3/16” inch formed and

tubular steel frame minimum.

2.2 Mast support post shall be tubular steel.

2.3 Mast shall be combined formed and tubular

steel structure.

2.4 Boom shall be tubular steel structure with

galvanized extension.

2.5 Fenders shall be weld or bolt on style and

have support to prevent vibration and cracking.

2.6 Battery box shall be designed with a positive

hold open.

2.7 Control box shall be designed with a positive

hold open.

2.8 Solar panel frames shall be removable and

lockable, able to accommodate multiple size panels, designed to overlap for compact shipping.

2.9 Solar panel frame brackets shall include

UHMW polyurethane linings for easier deployment if using a sliding design.

3.0 PAINT Abbreviation

Dimension Notes

3.1 All metal shall be free of rust and mill scale

and prepared (bead blasted) for primer and finish paint coat.

3.2 A two (2) part primer shall be applied to

prepared metal surface to the minimum thickness of 3-5 mils dry.

3.3 Paint shall be applied to a thickness of 5-7

mils dry.

3.4 All paint and primers must be lead-free.

3.5 The trailer shall have corrosion preventative

compound undercoating.

3.6 One (1) spray can of touch-up paint.

3.7 Unit paint code required.

4.0 ELECTRICAL Abbreviation

Dimension Notes

4.1 Exterior lighting to include marker lamps, stop and turn signals, license plate light and bracket, all lights must be rubber mounted

LED. Exterior lights must conform to ICC wiring and have stop/taillights independent of directional lights (see wiring diagram attached for details).

Circuits Code # Marking Color Code Ground 1 W White

Clearance, Side Marker

Identification

Lamps

2 BK Black

Left Turn & Hazard Signal

3 Y Yellow

Top Lamps & Anti-Lock

Devices

4 R Red

Right Turn Signal & Hazard Signal

5 G Green

Tail, Rear Clearance Marker, &

Plate Lamps

6 BR Brown

Auxiliary Circuit

7 BL Blue

4.2 Taillights and marker lights shall not be

mounted to the fenders.

4.3 The trailer shall be wired for ICC and shall

include two taillights on each side.

4.4 All exterior trailer wiring to be run in

suitable weather resistant loom or conduit which terminates in a weatherproof junction box on the tongue of the trailer.

4.5 The trailer umbilical which leads to the truck

light socket should terminate with a seven

(7) prong male plug and the part number is

(PHI 15730). This plug shall have round pins not the flat RV type and begin at the weather-tight junction box.

4.6 All wire splices shall be either soldered or

barrel connected and covered with automotive type shrink tubing (Scotch type wire connections and/or electrical tape are not acceptable in any application).

4.7 All wiring must be protected by wire loom

and be weatherproof, soldered connections and heat shrink wrap must be used on all wiring.

4.8 All wiring and hoses shall be mounted, routed and fastened in a professional manner to prevent chafing, rubbing, etc.

4.9 Electric brakes required on both axles, to

include emergency break-away system.

5.0 ACCESSORIES Abbreviation

Dimension Notes

5.1 Each trailer should have a removable or

lockable self-storing tongue.

5.2 Each trailer shall be equipped with a lifting

ring that is integral to the PTS trailer and structurally sufficient to facilitate the lifting and placing of a fully equipped PTS trailer.

5.3 Each trailer shall have four (4) stabilizer

jacks with 2½” square pin positioned, telescoping, galvanized drop leg with zinc-plated 6” x 8” steel foot plate. Vertically installed on 84” front to rear dimension and

79” side to side dimension. Lifting ring to facilitate lifting and placing the PTS trailer as required.

6.0 SIGNAL HEAD Abbreviation

Dimension Notes

6.1 The portable traffic sign (PTS) trailer shall

be capable of accommodating a vertical upright and a horizontal mast arm. The overhead signal should provide a minimum clearance of 17 feet; 6 inches measured from the bottom of the signal head to the surface of the road.

7.0 WIND LOAD Abbreviation

Dimension Notes

7.1 The trailer and all mounted equipment shall

conform to the wind load requirements (90 mph minimum) as described in AASHTO

Standard Specifications for Highway Signs, Luminaries and Traffic Signals 4th edition.

Conformance to the AASHTO Standard

Specification shall be verified by a reputable independent source. A certificate of compliance endorsed by a Registered

Professional Engineer with the supporting

Engineering Study shall be made available upon request. No additional ballast shall be used to meet the requirements of the

AASHTO Standard Specification.

8.0 TRANSPORT TRAILER Abbreviation

Dimension Notes

8.1 PTS trailers should be manufactured to

accommodate the option of transporting two

(2) signal trailers with one (1) vehicle.

8.2 The PTS trailer should be equipped in such a

manner as to provide legal transport on the public highway system. Each signal trailer shall be equipped with four (4) stabilizing/leveling jacks, one on each corner of the trailer.

9.0 SIGNAL HEADS/DISPLAY Abbreviation

Dimension Notes

9.1 The PTS shall meet the physical display and

operational requirements of conventional traffic signals as specified in Part IV of the

Manual on Uniform Traffic Control Devices

(MUTCD).

9.2 Signal Heads shall have three (3) 12” LED

indications, conforming to ITE Specification

“Vehicle Traffic Control Signal Heads” and

NEMA Standards TS1 and TS2. Signal heads shall be equipped with visors which extend beyond the signal head a minimum of

10”.

9.3 The signal heads shall have the ability to

accommodate back plates and rotate horizontally 180º.

9.4 The overhead signal shall have a minimum

clearance height of 17’ measured from the bottom of the green indication to the road surface.

9.5 The lower signal head shall be mounted to a

vertical upright at a minimum height of 8’ measured from the bottom of the green indication to the road surface.

10.0 POWER Abbreviation

Dimension Notes

10.1 Each PTS Trailer shall be equipped with

AGM batteries sufficient to operate the signal for a minimum of 30 days at 72º without charging.

10.2 The charging system shall include 440 watts

(minimum) of solar collection capability and an onboard battery charger capable of being used with a 120V AC power source.

10.3 The system should also include an onboard

monitoring system capable of regulating and providing a visual display of the battery voltage and solar input.

11.0 LIFT SYSTEM Abbreviation

Dimension Notes

11.1 Each PTS trailer should be equipped with a

hydraulic lift system sufficient to raise and lower the vertical upright and horizontal mast arm to and from the operation position.

11.2 The Lift System shall not utilize cables in

any manner to raise or lower the vertical upright and horizontal mast arm.

12.0 OPERATIONAL Abbreviation

Dimension Notes

Each PTS should be equipped with an operating system having the following capabilities:

12.1 All PTS trailers shall be equipped with a

malfunction management unit (MMU) conforming to NEMA performance standards, a controller capable of operating the PTS system in a fixed time, traffic actuated or manual control mode.

12.2 Fixed time mode operation option shall

include the ability to provide a minimum of five (5) automatic signal timing changes within a 24-hour period.

12.3 The operating system shall have the ability

to control a minimum of seven (7) traffic phases.

12.4 Programmable green times from 1 second to

999 seconds and red times from 1 second to

999 seconds in 1 second increments shall be required.

12.5 The ability to facilitate minimum/maximum

green time programming in the traffic actuation mode in a manner that will extend the green times in predetermined programmable segments as required.

12.6 The operating system shall have the

capability of facilitating standby modes of red, red flash and yellow flash mode.

12.7 The operating system shall be capable of

facilitating traffic actuation with true presence capability.

12.8 The operating system shall have the

capability of interfacing with a remote monitoring system (RMS) capable of reporting signal location, battery voltage/battery history and system default.

12.9 The RMS should include a password-

protected website viewable from any computer with internet capability.

12.10 In the event of a system default, the RMS

shall provide specific information concerning the cause of the system default

(e.g. - red lamp in the upper signal head of signal 1).

12.11 The RMS shall be equipped with a

mechanism capable of immediately contacting a minimum of three (3) previously designated individuals via text messaging upon a default.

12.12 The running program operating the PTS

shall be available and viewable through the

RMS website at all times. The RMS shall maintain a complete history of the operating system in each signal including operating hours and events and the location of the PTS trailer.

12.13 The manual control mode shall not allow the

operator to interrupt the preprogrammed all red clearance times in a manner that would create a conflict.

12.14 The system should have a minimum of two

(2) forms of manual operation. One (1) form shall be a wireless handheld remote with a minimum range of one half mile.

12.15 The wireless handheld remote shall be

capable of providing the operator with a confirmation when a wireless command has been accepted by the signal controller.

12.16 The confirmation of a wireless command

shall be in the form of visual, audible or vibration of the wireless handheld remote.

12.17 The system should also be equipped with a

hardwire module having a 25’ (minimum) cable capable of operating the system in manual mode from any signal within the system.

12.18 The operating system shall have an

integrated mechanism capable of recording system malfunction, including date and time of system failure.

12.19 This information shall be available in a

printable format.

12.20 The operating system shall be capable of

accommodating a pre-emption system with optical activation which provides a priority green phase in the direction of appropriately equipped approaching emergency vehicles.

12.21 The operating system shall have the

capability to allow the PTS to be connected to and controlled by a standard NEMA controller.

12.22 The operating system shall be equipped with

diagnostic capabilities in the event of a system default.

12.23 The system shall have the capability of

identifying the default in a manner that will expedite the return to full operational mode.

13.0 ACTUATION Abbreviation

Dimension Notes

13.1 The PTS system shall be available with

traffic actuation capabilities.

13.2 Acceptable traffic actuation systems shall

include vehicle presence sensors that combines a CMOS camera and a video detector in a single unit.

13.3 Acceptable PTS systems should be the

TRIFCAM Wide and have the capability of detecting vehicles over multiple lanes operated with true presence actuation.

14.0 COMMUNICATION Abbreviation

Dimension Notes

14.1 PTS systems operated in the fixed time

mode may be operated independently free of hardware or radio communication.

However, the PTS must conform to the default requirements.

14.2 PTS systems operated in the actuation or

manual mode shall communicate via hardware connection or wireless radio link communication.

14.3 If the hardwire communication is utilized the

communication cable shall be deployed in a manner that will not intrude in the direct work area of the project or obstruct vehicle and pedestrian traffic.

14.4 If the radio link communication option is

utilized, clear line of sight must be maintained between PTS units, and the radio system shall conform to the applicable

Federal Communication Commission requirements and all applicable state and local requirements.

15.0 COMPATIBILITY Abbreviation

Dimension Notes

15.1 The PTS system shall be compatible with the

pedestal mount portable traffic signal system in the Maine Department of Transportation fleet.

15.2 The systems should have the capability to

operate within the same signal system.

16.0 DEFAULT Abbreviation

Dimension Notes

16.1 PTS systems shall have the capability of

reverting to a red, red flash or yellow flash mode upon system default.

16.2 The default setting shall be red flash unless

otherwise stated in the project specifications.

16.3 Upon default, the PTS system shall

immediately contact a minimum of three responsible individuals via the RMS as described in the Operational Requirements section of this specification.

17.0 VANDALISM PROTECTION Abbreviation

Dimension Notes

17.1 It should be supplied with a vandal-proof

battery box compartment.

17.2 Locking panel for compartment(s) are

acceptable.

18.0 WARRANTY Abbreviation

Dimension Notes

18.1 Manufacturer’s standard warranty will

apply.

18.2 Terms and conditions of warranty must be

provided with bid proposal (Warranty must be clearly defined and all components covered must be clearly listed and identified).

18.3 Manufacturer’s warranty will start with

MaineDOT in-service date.

18.4 In-Service Date: Warranty on Portable

Traffic Signal (not placed in service immediately because of time lag due to installation of components, special equipment, seasonal usage or other delays) shall be warranted from the date the vehicle is the actual placed in service. MaineDOT

Fleet Services Augusta shall notify the vendor in writing of "in service" date.

18.5 During the term of the manufacturer's

warranty, MaineDOT Fleet Services reserves the right to perform any and all warranty "in house" to meet operational needs or demand with the exception of Portable Traffic Signal and axle rebuild or repair unless pre-authorization by vendor. Fleet Services will recover all parts and labor cost as allowed by manufacturer's flat rate manual. O.E.M parts may be supplied at no cost by the manufacturer or dealer or may be purchased by Fleet Services on the open market to meet operational demand. Any and all defective parts will be returned to the manufacturer or dealer upon request.

18.6 Vendor should be 100% responsible for all

repair costs to include parts and labor during the warranty period.

19.0 MANUALS & SOFTWARE Abbreviation

Dimension Notes

19.1 Two (2) complete operator’s manuals per

unit shall be supplied (CD’s are acceptable).

19.2 Two (2) complete Shop repair manuals per

unit shall be supplied (CD’s are acceptable).

19.3 Two (2) complete parts manuals per unit

shall be supplied (CD’s are acceptable).

20.0 TRAINING Abbreviation

Dimension Notes

20.1 Training for Operation and Maintenance

personnel to be provided by the Portable

Traffic Signal manufacturer, shall include a minimum of 4 hours of training to take place within State of Maine DOT Regions. This training may be videotaped by MaineDOT for future use by MaineDOT trainers.

20.2 Any and all training must be performed by a

factory-certified trainer and not by sales personnel.

20.3 All manufacturer training programs being

offered, shall be defined in detail, include a written proposal of what those programs will entail and shall be submitted with bid packet.

21.0 GENERAL Abbreviation

Dimension Notes

21.1 All pinch points and danger areas shall be

clearly marked.

21.2 Successful bidder shall provide Portable

Traffic Signal line sheets.

21.3 Equipment shall be fully inspected, serviced, fully assembled, and ready to work upon delivery.

21.4 It is known that these specifications are a

minimum and that bids will be evaluated based on price, warranty, manufacturer’s performance data, delivery schedule, parts availability and other items deemed appropriate.

21.5 12.5 Bidders to supply a detailed specification sheet with their bid proposals listing exactly what is being offered (not a reference to a web site) and to certify that they have service facilities in Maine, staffed with trained service technicians and stocked with repair parts for the equipment which is bid. Failure to provide this information may cause the bid to be rejected. MaineDOT reserves the right to reject any and all bids.

21.6 All hardware installed shall not obstruct any

lubrication points.

21.7 All hardware installed shall not obstruct or

interfere with any Portable Traffic Signal component or system.

21.8 All safety, warning and instructional decals

must be properly displayed and appropriate for application.

21.9 Maine DOT Fleet Services reserves the right

to pre-inspect the portable traffic signal before delivery.

21.10 Exceptions to specifications shall be listed

on a separate paper and noted as exceptions and submitted with bid proposal. If exceptions are not listed as such it shall be considered that the vendor will comply with all specifications as listed.

21.11 Equipment offered must comply with

applicable Federal and State of Maine laws.

21.12 Upon delivery of unit(s), all necessary

paperwork such as Certificate of Origin, dealer's certificate and invoices shall accompany unit(s).

21.13 All bidding proposals will include shipping

and delivery to: Maine Department of

Transportation Fleet Services, 66 Industrial

Dr., Augusta, ME 04330.

22.0 SERVICE Abbreviation

Dimension Notes

22.1 Maine DOT’s objective is to have the vendor

provide warranty and service at facilities that are as close as possible to localities where the Portable Traffic Signal will be used. To that end, Maine DOT desires that the vendors will have warranty and service facilities located within 75 miles of each division headquarters, Scarborough, Augusta, Dixfield, Bangor and…