RFQ 22-036

REQUEST FOR STATEMENTS OF QUALIFICATION FROM

QUALIFIED CONTRACTORS

RFQC #22-036

Traffic Signal, ITS, and Fiber Maintenance, Repair, and Installation Services

RESPONSE DUE DATE: February 28, 2022, 2:00 PM EST

The City of Sandy Springs (“City”) uses a procurement portal powered by Bonfire Interactive (“Bonfire”) for accepting and evaluating bids, statements of qualification, responses and proposals digitally, found by using the link below:

https://sandysprings.bonfirehub.com/projects/58635/

A response submitted (“Response”) in any other format (e-mail, paper, fax, mail, etc.) will not be accepted for any reason.

Please contact Bonfire at Support@GoBonfire.com for technical questions related to your registration or submissions.

You can also visit Bonfire’s help forum at bonfirehub.zendesk.com/hc.

There is a non-mandatory pre-submittal conference for this Request for Qualifications (“RFQC”). Questions should be directed in writing to Edward McAdoo III, City of Sandy Springs, Sr. Contract Specialist and Procurement Manager for this procurement, via e-mail at purchasing@sandyspringsga.gov or via the QA function in Bonfire. The deadline for submitting questions will be no later than 5:00 PM on February 17, 2022.

Information concerning this solicitation may be found electronically at:

https://sandysprings.bonfirehub.com/projects/58635/

The Bonfire website will contain this RFQC, any addenda, clarifications, schedule changes and other important information regarding the solicitation. Contractors submitting Responses (“Respondents”) should check these electronic pages daily.

The City reserves the right, among others, to reject all Responses and to waive technicalities and informalities, to make award in the best interest of the City, or to cancel this solicitation at any time for any reason.

mailto:Support@GoBonfire.com http://bonfirehub.zendesk.com/hc mailto:purchasing@sandyspringsga.gov

Table of Contents

QUALIFICATIONS LETTER AND CERTIFICATION

RESPONDENT’S RFQC CHECKLIST

SCHEDULE OF EVENTS

SECTION 1: RFQC INSTRUCTIONS

1.1 SINGLE POINT OF CONTACT

1.2 REQUIRED REVIEW

1.2.1 REVIEW RFQC

1.2.2 ADDENDA

1.2.3 FORM OF QUESTIONS

1.2.4 THE CITY’S ANSWERS

1.3 PRE-SUBMITTAL CONFERENCE

1.4 SUBMITTING A SEALED RESPONSE

1.4.1 ORGANIZATION OF RESPONSE

1.4.2 FAILURE TO COMPLY WITH INSTRUCTIONS

1.4.3 DEADLINE FOR RECEIPT OF RESPONSES

1.4.4 LATE SUBMISSIONS, WITHDRAWALS, AND CORRECTIONS

1.5 RESPONDENT'S CERTIFICATION

1.5.1 UNDERSTANDING OF SPECIFICATIONS AND REQUIREMENTS

1.5.2 RESPONDENT’S SIGNATURE

1.5.3 OFFER IN EFFECT FOR 180 DAYS

1.6 COST OF PREPARING A RESPONSE

1.6.1 CITY NOT RESPONSIBLE FOR PREPARATION COSTS

1.6.2 ALL TIMELY SUBMITTED MATERIALS BECOME PROPERTY OF THE CITY

SECTION 2: RECEIPT OF RESPONSES AND EVALUATION PROCESS

2.1 AUTHORITY

2.2 RECEIPT OF RESPONSES AND PUBLIC INSPECTION

2.2.1 PUBLIC INFORMATION

2.2.2 REVIEW OF RESPONSES

2.3 CLASSIFICATION AND EVALUATION OF RESPONSES

2.3.1 INITIAL CLASSIFICATION OF RESPONSES AS RESPONSIVE OR NONRESPONSIVE

2.3.2 DETERMINATION OF RESPONSIBILITY

2.3.3 EVALUATION OF RESPONSES

2.3.4 COMPLETENESS OF RESPONSES

2.3.5 OPPORTUNITY FOR INTERVIEW, DISCUSSION/NEGOTIATION, AND/OR ORAL PRESENTATION/PRODUCT

DEMONSTRATION

2.3.6 PRE-QUALIFIED LIST

2.4 CITY’S RIGHTS RESERVED

SECTION 3: SCOPE OF PROJECT/SPECIFICATIONS

3.1 PURPOSE AND SUMMARY OF PROCUREMENT

3.2 GENERAL INFORMATION

3.3 SCOPE OF SERVICES ........................................................................................................................ …12

3.4 GENERAL MAINTENANCE AND REPAIR SERVICES REQUIRED………………………………………………………………

3.5 ON-CALL, AFTER-HOURS, AND EMERGENCY RESPONSE SERVICES……………………………………………………………13

3.6 INVENTORY MAINTENANCE AND ASSET MANAGEMENT………………………………………………………………………..14

3.7 ON-DEMAND CONSTRUCTION SERVICES……………………………………………………………………………………………15

3.8 MATERIALS AND EQUIPMENT………………………………………………………………………………………………………….15

3.9 SCHEDULED EQUIPMENT LIST………………………………………………………………………………………………………….15

3.10 PROJECT MANAGER FOR THE CITY…………………………………………………………………………………………………….16

3.11 NO LIMIT TO COMPETITION……………………………………………………………………………………………………………16

SECTION 4: RESPONDENT QUALIFICATIONS

4.1 CITY’S RIGHT TO INVESTIGATE

4.2 PREPARING RESPONSE

4.3 RESPONSE SUBMITTAL

4.3.1 DESCRIPTION AND RESOURCES OF RESPONDENT FIRM………………………………………………………………………….17

4.3.2 EXPERIENCE AND QUALIFICATIONS…………………………………………………………………………………………………..17

4.3.3 STATEMENT OF SUITABILITY FOR THIS PROJECT………………………………………………………………………………….. 19

SECTION 5: EVALUATIONS

5.1 INITIAL REVIEW

5.2 TWO-PHASE PROCUREMENT

SECTION 6: TERMS AND CONDITIONS

6.1 ADDITIONAL CONTRACT PROVISIONS AND TERMS

6.2 PERFORMANCE PRIOR TO CONTRACT EXECUTION

6.3 CONTRACT TERM

6.4 CONTRACT TERMINATION

6.5 SUBCONTRACTORS

6.6 GENERAL INSURANCE REQUIREMENTS

6.7 COMPLIANCE WITH WORKERS’ COMPENSATION ACT

6.8 COMPLIANCE WITH ILLEGAL IMMIGRATION REFORM AND ENFORCEMENT ACT

6.9 COMPLIANCE WITH LAWS

6.10 DRUG-FREE WORKPLACE

6.10.1 CERTIFICATION

6.10.2 PENALTIES

6.11 SUBSTITUTIONS AND CHANGE ORDERS

6.12 INVOICING AND PAYMENT

6.13 DELIVERIES

EXHIBIT A – CORPORATE CERTIFICATE FORM

EXHIBIT B – CONTRACTOR AFFIDAVIT UNDER O.C.G.A. §13-10-91

QUALIFICATIONS LETTER AND CERTIFICATION

(FAILURE TO INCLUDE THIS SIGNED QUALIFICATIONS LETTER AND CERTIFICATION MAY RESULT IN THE REJECTION OF YOUR

RESPONSE.)

By submitting a Response, the undersigned proposes to furnish and deliver any and all of the deliverables and services named in the attached RFQC 22-036 Traffic Signal, ITS, Fiber Maintenance, Repair and Installation Services (“Project”) for the City of Sandy Springs (“City”).

It is understood and agreed that the Response constitutes an offer, which when accepted in writing by the Purchasing

Division of the City’s Finance Department, and subject to the terms and conditions of such acceptance, will constitute a valid and binding contract between the undersigned and the City.

It is understood and agreed that the undersigned has read the City’s specifications shown or referenced in the RFQC and that this statement is made in accordance with the provisions of such specifications. By written signature on this

Response, the undersigned guarantees and certifies that all items included in this Response meet or exceed any and all such City specifications described in this RFQC. The undersigned further agrees, if awarded a contract, to deliver goods and services which meet or exceed the specifications. The City reserves the right to reject any or all Responses, waive technicalities, and informalities, and to make an award in the best interest of the City.

CERTIFICATION

The undersigned certifies that this Response is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a statement for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. The undersigned understands that collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards. The undersigned agrees to abide by all conditions of the RFQC and certifies that he/she is authorized to sign this Response for the Respondent. The undersigned further certifies that the provisions of O.C.G.A. § 45-10-20, et seq., have not been violated and will not be violated in any respect.

Authorized Signature for Respondent:

Date:

Print/Type Name and Title of Person Signing for Respondent: _

Print/Type Respondent Name Here:

RESPONDENT’S RFQC CHECKLIST

Critical Things to Keep in Mind When Responding to an RFQC for the City of Sandy Springs

1. Read the entire document. Note critical items such as: supplies/services required; submittal dates; number of copies required for submittal; contract requirements (e.g. bonding and insurance requirements); etc.

2. Note the Procurement Manager's name, address, phone numbers and e-mail address. This is the only person you are allowed to communicate with regarding the RFQC and is an excellent source of information.

3. Attend the pre-submittal conference, if one is offered. These conferences provide an opportunity to ask clarifying questions, obtain a better understanding of the Project, or to notify the City of any ambiguities, inconsistencies, or errors in the RFQC.

4. Take advantage of the “question and answer” period. Submit your questions to the Procurement Manager by the due date listed in the Schedule of Events and view the answers given in the formal “addenda” issued for the RFQC. All addenda issued for an RFQC are posted on the City’s website and will include all questions asked and answered concerning the RFQC.

5. Follow the format required in the RFQC when preparing your Response. Provide point-by-point responses to all sections in a clear and concise manner.

6. Provide complete answers/descriptions. Read and answer all questions and requirements.

Don’t assume the City will know what your company’s capabilities are or what items/services you can provide, even if you have previously contracted with the City.

Responses are evaluated based solely on the information and materials provided in your Response.

7. Use the forms provided, e.g. cover page, standard forms, etc.

8. Review the RFQC document again to make sure that you have addressed all requirements.

Your original Response must be complete.

9. Submit Response on time. Note all the dates and times listed in the Schedule of Events and within the document, and be sure to submit all required items on time. Late Responses will not be accepted.

This checklist is provided for assistance only and should not be submitted with the Response.

SCHEDULE OF EVENTS

EVENT DATE

RFQC Issue Date ............................................................................................................ February 2, 2022

Deadline for Receipt of Written Questions ................................................ February 17, 2022 (5:00 PM)

Deadline for Posting Written Answers to City’s Website ........................................... February 23, 2022

Response Due Date .................................................................................... February 28, 2022 (2:00 PM)

Anticipated Pre-qualification Date ....................................................................................... March 2022

(All time references in this document are to be understood as local, Eastern Time, for the City of Sandy Springs, Georgia)

SECTION 1: RFQC INSTRUCTIONS

1.1 Single Point of Contact

From the date this Request for Qualifications (“RFQC”) is issued until a qualified contractor is selected, Respondents are not allowed to communicate with any staff (other than designee below (“Procurement Manager”)) or elected officials of the City regarding this procurement. Any unauthorized contact may disqualify the Respondent from further consideration. Contact information for the single point of contact is as follows:

Sr. Contract Specialist: Edward S McAdoo III Address: 1 Galambos Way

Sandy Springs, GA 30328 Telephone Number: 770-730-5600 E-mail Address: purchasing@sandyspringsga.gov

1.2 Required Review

1.2.1 Review RFQC: Respondents should carefully review this RFQC in its entirety including all instructions, requirements, specifications, terms and conditions and promptly notify the Procurement Manager, identified above, in writing or via e-mail of any ambiguity, inconsistency, unduly restrictive specification, or error which may be discovered upon examination of this RFQC.

1.2.2 Addenda: The City may revise this RFQC by issuing an addendum prior to its opening. Any addendum will be posted on the Bonfire website alongside the posting of the RFQC at https://sandysprings.bonfirehub.com/opportunities/58635. Addenda will become part of the procurement documents and subsequent contract. Respondents must sign and return any addendum with their Responses. Failure to respond in accordance with an addendum may be cause for rejection of a Response. In unusual circumstances, the City may postpone an opening in order to notify vendors and to give Respondents sufficient time to respond to an addendum.

1.2.3 Form of Questions: Respondents with questions or requiring clarification or interpretation of any section within this RFQC shall address these questions in writing or via e-mail to the Procurement Manager referenced above or in Bonfire on or before February 17, 2022 at 5:00 PM. Each question shall provide clear reference to the section, page, and item in question. Questions received after the deadline may not be considered.

1.2.4 The City’s Answers: The City will provide, no later than February 23, 2022, an official written answer to all questions received within the period stipulated under Section 1.2.3. The City’s response will be by formal written addendum. Any other form of interpretation, correction, or change to this RFQC will not be binding upon the City. Any formal written addendum will be posted on the City’s Bonfire website alongside the posting of the RFQC at https://sandysprings.bonfirehub.com/opportunities/58635 by the close of business on the date listed. Respondents must sign and return any addendum with their Response.

1.3 Pre-Submittal Conference

There is no pre-submittal conference scheduled for this solicitation.

mailto:purchasing@sandyspringsga.gov https://sandysprings.bonfirehub.com/opportunities/

1.4 Submitting a Sealed Response

1.4.1 Organization of Response: Each Response shall be prepared simply and economically, providing straightforward, concise delineation of the Respondent’s capabilities to satisfy the requirements of this RFQC. To expedite the evaluation of Responses, it is essential that Respondents follow the format and instructions contained herein.

Respondent shall place the following information on the outside, lower left corner of the Response submittal.

Request for Qualified Contractor #22-036 RFQC Closing Date: February 28, 2022

RFQC Closing Time: 2:00PM

Respondents shall organize their Responses in the following format:

A. Qualifications Letter and Certification – Respondent’s authorized representative(s) shall complete and sign the Qualifications Letter and Certification on page 4 of this RFQC and return it with the Response.

B. Statement of Qualifications – Respondent shall respond comprehensively and clearly to the requirements of Section 4 and shall include all documents, information, exceptions, clarifications, etc., as requested therein.

C. Supporting Information – Respondent shall include all requested documents and information.

D. Addenda – if any addenda have been issued, complete, sign and return the Addendum Acknowledgement (for each addenda issued) with the Response.

1.4.2 Failure to Comply with Instructions: The City may choose not to evaluate, may deem as non-responsive, and/or may disqualify from further consideration any Responses that do not follow this RFQC format, are difficult to understand, are difficult to read, or are missing any requested information.

1.4.3 Deadline for Receipt of Responses: All Responses must be received in Bonfire found by using the link below no later than 2:00 PM (EST), on February 28, 2022.

https://sandysprings.bonfirehub.com/opportunities/58635

Any Response submitted in any other format (e-mail, paper, fax, mail, etc.) will not be accepted for any reason.

1.4.4 Late Submissions, Withdrawals, and Corrections:

A. Late Response - Regardless of cause, late Responses will not be accepted and will automatically be disqualified from further consideration. It shall be the Respondent’s sole responsibility to assure delivery to the Purchasing Office by the designated time. Late Responses will not be opened and may be returned to the Respondent at Respondent’s expense or destroyed if requested by Respondent.

B. Withdrawal of Response - A Respondent requesting to withdraw its Response prior to the RFQC due date and time may submit a letter to the Procurement Manager requesting to withdraw. The letter must be on the Respondent’s letterhead and signed by an individual authorized to legally bind the Respondent.

C. Correction of Response - If an obvious clerical error is discovered after the Response has been opened, the Respondent may submit a letter to the Procurement Manager within two (2) business days of opening, requesting that the error be corrected. The letter must be on the Respondent’s letterhead and signed by an individual authorized to legally bind the Respondent. The Respondent must present clear and convincing evidence that an unintentional error was made. The Procurement Manager will review the correction request and a judgment will be made. Generally, modifications to opened Responses for reasons other than obvious clerical errors are not permitted.

1.5 Respondent's Certification

1.5.1 Understanding of Specifications and Requirements: By submitting a Response, Respondent acknowledges an understanding of and agrees to comply with the specifications and requirements described in this RFQC.

1.5.2 Respondent’s Signature: All signatures required in the RFQC on behalf of a Respondent shall be signed in ink by an individual authorized to legally bind the business submitting the Response. Proof of authority of the person signing the Response shall be furnished upon request.

1.5.3 Offer in Effect for 180 Days: Except in rare cases as described in Section 1.4.4, a Response may not be corrected, withdrawn, or canceled by the Respondent for a 180-day period following the deadline for submission as defined in the Schedule of Events, or receipt of best and final offer, if required, and Respondent so agrees by submitting a Response.

1.6 Cost of Preparing a Response

1.6.1 City Not Responsible for Preparation Costs: The costs for developing and delivering a Response and any subsequent presentations of the Response as requested by the City are entirely the responsibility of the Respondent. The City is not liable for any expense incurred by the Respondent in the preparation and presentation of a Response.

1.6.2 All Timely Submitted Materials Become Property of the City: All materials submitted in response to this RFQC become the property of the City and are to be appended to any formal documentation, which would further define or expand any contractual relationship between the City and Respondent resulting from this procurement.

SECTION 2: RECEIPT OF RESPONSES AND EVALUATION PROCESS

2.1 Authority

This RFQC is issued under the authority of the City of Sandy Springs.

2.2 Receipt of Responses and Public Inspection

2.2.1 Public Information: During the opening of Responses, only the Respondent’s name will be published.

No other information will be disclosed at that time, nor shall the Responses be considered open record until after contract award by City Council. All information received in response to this RFQC, including copyrighted material, is deemed public information and will be made available for public viewing and copying shortly after Council award with the following four (4) exceptions: (1) bona fide trade secrets meeting confidentiality requirements that have been properly marked, separated, and documented; (2) matters involving individual safety as determined by the City; (3) any company financial information requested by the City to determine vendor responsibility, if clearly marked as such by the Respondent when submitted; and (4) other information subject to Constitutional protections.

2.2.2 Review of Responses: Upon opening the sealed Responses, the Procurement Manager will review the Responses and separate out any information that meets the referenced exceptions in Section 2.2.1 above, providing the following conditions have been met:

Confidential information is clearly marked and separated from the rest of the Response;

The Response does not contain any cost; and

An affidavit from a Respondent’s legal counsel attesting to and explaining the validity of the confidentiality claim is attached to each Response containing trade secrets or confidential information.

Information separated out under this process will be available for review only by the Procurement Manager, the Finance Director, and limited other designees. Respondents must be prepared to pay all legal costs and fees associated with defending a claim for confidentiality in the event of a “right to know” (open records) request from another party.

2.3 Classification and Evaluation of Responses

2.3.1 Initial Classification of Responses as Responsive or Nonresponsive: All Responses will initially be classified as either “responsive” or “nonresponsive”. Responses may be found nonresponsive at any time during the evaluation process if any of the required information is not provided or if the Response does not comply with the specifications described and required in the RFQC. Responses found nonresponsive may not be considered further.

2.3.2 Determination of Responsibility: The Procurement Manager will determine whether a Respondent has met the standards of responsibility. Such a determination may be made at any time during the evaluation process and through negotiation if information surfaces that would result in a determination of non-responsibility. If a Respondent is found not to be responsible, the determination must be in writing and made a part of the procurement file.

2.3.3 Evaluation of Responses: During the evaluation of Responses, the City reserves the right to request clarification of experience and references, if deemed necessary for a complete evaluation of Responses.

The City shall be the judge of the factors and will make the award in the best interest of the City.

2.3.4 Completeness of Responses: Selection and award will be based on the Respondent’s Response and criteria outlined in this RFQC. Responses may not include references to information located elsewhere, such as Internet websites or libraries, unless specifically requested. Information or materials presented by Respondents outside the formal Response or subsequent discussion/negotiation, if requested, will not be considered, will have no bearing on any award, and may result in the Respondent being disqualified from further consideration.

2.3.5 Opportunity for Interview, Discussion/Negotiation, and/or Oral Presentation/Product Demonstration: After receipt of all Responses and prior to determination of a pre-qualified list, the

City may initiate discussions with one or more Respondents should the City determine such discussions would clarify a Response or would otherwise be beneficial in evaluating Responses.

2.3.6 Pre-Qualified List: A list of qualified Respondents will be determined. Those pre-qualified firms will be eligible to bid on the next phase of the Project.

2.4 City’s Rights Reserved

While the City has every intention to develop a pre-qualified list of Respondents as a result of this procurement, issuance of the RFQC in no way constitutes a commitment to do so by the City. Upon a determination such actions would be in its best interest, the City, in its sole discretion, reserves the right to:

Cancel or terminate this procurement at any time. A notice of cancellation will be issued on the City’s website. If the procurement is cancelled, the City will not reimburse a Respondent for the preparation of its Response. Responses may be returned upon request if unopened;

Reject any or all Responses received;

Make a contract award based directly on the Responses received, determined to be in the best interest of the City, in its sole discretion;

Enter into further discussions with one or more Respondents;

Waive and/or amend any undesirable, inconsequential, or inconsistent provisions/specifications of this RFQC which would not have significant impact on any Response;

Not award if it is in the best interest of the City; or

Terminate any contract if the City determines adequate funds are not available.

SECTION 3: SCOPE OF PROJECT/SPECIFICATIONS

3.1 Purpose and Summary of Procurement

The City is seeking submissions from highly qualified Contractors to provide all personnel, all items from the scheduled equipment list, and services necessary to provide Traffic Signal, Intelligent Transportation System (ITS), and Fiber Maintenance, Repair, and Installation Services for the City. Services provided by the successful Respondent in this procurement (“Contractor”) shall be managed and directed by the City. The Contractor shall have current registration with GDOT as a Prequalified Contractor or Registered Subcontractors for the following work classes:

647: Traffic Signal Installation 935: Fiber Optic System

3.2 General Information

The City operates and maintains an Advanced Traffic Management System (ATMS) comprised of a Traffic Management Center (TMC) and the following field infrastructure:

132 Traffic Signals

17 Flashing Beacons

43 miles of aerial and underground communications fiber

119 Uninterrupted Power Supplies

95 CCTV PTZ cameras

189 Glance roadside cellular devices

50 Radar Speed Feedback Signs (RSFS)

27 Vehicle Approach Warning Flashers (VAWF)

44 Bluetooth Sensors

Network Switches

Overhead Internally-Illuminated Street Name Signs (IISNS)

LED Stop Signs

Rapid Rectangular Flashing Beacon (RRFB) Signs

In 2021, the City completed its fourth major expansion of adaptive signal timing deploying Siemens SCOOT, which now is in operation at 91 signalized intersections. The City utilizes a combination of detection devices to support signal operations including loops, magnetometers, radar, and video detection. In addition, the City has implemented Traffic Signal Preemption for Fire and Emergency response with Applied Information Glance units.

The City maintains a signal shop and warehouse at Trowbridge which is used for housing City-owned signal equipment as well as testing and programming signal devices.

The selected Contractor shall provide office space and restroom facilities for its personnel and Contractor-owned equipment.

3.3 Scope of Services

The Traffic Signal, ITS, and Fiber Maintenance, Repair, and Installation Services include, but are not limited to the following:

Troubleshooting, repairing and replacing signal equipment.

Restoring signal stop and go operations.

Troubleshooting and replacing inductive loop, video, radar, and magnetometer detection.

Troubleshooting and repairing and relocating signal fiber communications.

Replacing damaged cabinets and signal poles.

Replacing signal lamps.

Repairing accessible pedestrian push buttons.

Setting clocks on school zone flashers and radar feedback signs.

Installing new/replacement school flashers, radar speed display signs, and RRFBs.

Providing signal and fiber locates.

Providing Traffic Control for maintenance activities when signal is in flash, dark, lane closure, or road closure is required to perform work.

Providing Emergency Response and after-hours services to include but not limited to: signals in flash, signals dark, damaged signal equipment, etc.

All work performed under this contract shall meet GDOT standards and details as specified in the Standard Specifications, Construction of Transportation Systems and Construction Standards, latest editions and manufacturer requirements.

The Contractor will conform to the Manual on Uniform Traffic Control Devices (MUTCD) and the State of Georgia Department of Transportation standards for traffic control. All construction signs and devices will be maintained in good condition and meet the latest GDOT and MUTCD requirements. All flaggers must be certified for flagging and maintain proof of that certification on their person during flagging operations. Traffic control will include flagging, lane closures, lane shifts, and provide safe areas and/or adequate safety for pedestrians through the work zone. The Contractor must maintain a safe work zone for their employees and for pedestrian and vehicular traffic at all times.

3.4 General Maintenance and Repair Services Required

A. Traffic Signals

Provide traffic signal maintenance services to stop and go traffic signals, school zone flashing beacons and miscellaneous flashing beacons and electronically driven traffic control devices.

Provide site inspections, signal locates, and markings for underground signal runs and equipment.

Provide regular preventative maintenance (PM) services including repairing, adjusting, aligning signal heads for proper vehicular and pedestrian traffic and installation, cleaning inside control cabinets, removing dust, foreign material, and changing air filters in accordance with the City’s PM checklist. PM inspections shall be conducted at all traffic signals twice annually and documented.

Repair or install components of the signal system. This may include, but is not limited to, the detection systems, signal controller, signal cabinet, span wire, mast arms, signal heads, and pedestrian facilities.

Perform Utility Coordination to include requesting and confirming utility locates as required by Georgia Law. This will includes all traffic signal equipment and communication infrastructure. The Contractor shall be responsible for making all arrangements with public or private utility companies to ensure underground and overhead clearances connect, and reconnect power and act as construction liaison when needed.

B. Intelligent Transportation Systems (ITS)

Provide ITS device maintenance and repair services.

Provide regular preventative maintenance (PM) services for City ITS devices in accordance with the City’s PM checklist. PM inspections shall be conducted annually.

C. Fiber and Utility Coordination - Provide fiber location services and National Joint Use Notification

System (NJUNS) relocations for ITS equipment.

3.5 On-Call, After-Hours, and Emergency Response Services

The Contractor shall act as first responder to after-hour calls and shall provide on-call emergency services in regards to inoperable traffic signals within a maximum response time of two (2) hours. This service shall be required 7 days per week, 52 weeks per year. After-hours are considered to be any weekday outside of normal daily work hours, all day Saturday and Sunday, and City-observed Holidays. The two (2) hour response time begins when the contractor is first contacted by a City representative. The Contractor is required to respond to the on-call City representative within 15 minutes of the call. The minimum qualifications for a Technician providing on-call services is IMSA Traffic Signal Field Technician Level II.

The City may require pre-staging staff in preparation and during emergency operations. The Contractor shall be prepared to provide additional crews for after-hours and emergency operations services. The Contractor shall be able to provide specialized equipment for rebuilding damaged traffic signals, mast arms and poles.

The Contractor must abide by OSHA standards including eight-hour rest periods between shifts. The maximum allowable shift is sixteen hours.

A minimum of two (2) hours will be paid for an On-Call/After Hours or Emergency Signal Technician call-out. The crew size for call-outs shall be agreed upon by the City’s representative and the Contractor supervision. The anticipated number of call-outs per month is 12.

The Contractor shall provide services for daily and after-hours emergency response for the following, but not limited to:

Signal in flash

Signal dark

Conflicting signal displays

Any signal malfunction that requires officers to direct traffic (excluding special events with a planned outage)

Red ball or Red arrow out

Yellow ball or yellow arrow out

Green arrow out

Any signal display out due to cabinet damage

Any signal display out due to internal component failure

Signal head or hanger damage

Span wire damage

Strain pole damage

Mast arm or pole unit damage

Overhead sign or hanger damage

Any sign, wiring, or signal display hanging lower than the required minimum height

Any other hardware or signal component malfunction determined to require an emergency response

Generator deployment and operations during use

3.6 Inventory Maintenance and Asset Management

The Contractor shall provide inventory maintenance and asset management support as follows:

Coordinate with City staff to maintain appropriate level of equipment for daily maintenance services.

Keep and update the City’s asset database with updates as equipment is replaced or installed.

Coordinate with City staff to perform an annual inventory audit of signal equipment at the Trowbridge Warehouse.

Properly dispose of and decommission waste materials and equipment.

3.7 On-Demand Construction Services

The Contractor shall be able to provide on-demand signal construction services for the following, but not limited to:

Traffic Signal Installation

Modify Signal Phasing

Detection Loops and Magnetometers

Internally Illuminated Street Name Signs

Small Fiber Runs and Splicing

Furnish and Install Vehicle Approach Warning Flashers (VAWF), Radar Speed Feedback Signs (RSFS), Rectangular Rapid Flashing Beacons (RRFB), and Pedestrian Hybrid Beacons (PHB)

Special Events

The City may acquire other services from the Contractor; however, no charges shall be authorized without written authorization from the City prior to such cost being incurred. Separate cost proposals for On-Demand Construction Services will approved by the City prior to each project. This work would be performed and invoiced outside of this Contract.

3.8 Materials and Equipment

A. City-Owned Equipment and Materials - The City is responsible for purchasing and warehousing of signal maintenance and repair equipment. The Contractor shall coordinate with City staff on maintaining a suitable inventory of such equipment. The City shall provide a traffic signal workbench for testing, assembling, and programming signal equipment prior to installation at its Trowbridge Warehouse. The City will provide ancillary equipment (such as a forklift) for Contractor use at the Trowbridge Warehouse. The City will provide one (1) tablet with data service plan for use in the administration of work orders through the City’s work order database.

B. Contractor-Owned Equipment and Materials - The Contractor shall provide all vehicles, tools, and scheduled equipment necessary to provide Traffic Signal, ITS, and Fiber Maintenance, Repair and Installation Services for the City under this contract and as detailed in Section 2: Scope of Services.

At a minimum, the Contractor shall provide scheduled equipment for daily and emergency use as follows:

3.9 Scheduled Equipment List

A. Proper equipment necessary to install and remove signals in a timely manner.

B. A minimum of two (2) bucket trucks to meet the following specifications:

45-foot working height

Front and rear arrow boards

Amber safety lighting that is visible for at least 500 feet from all angles of the vehicle

Open bed for storage and debris removal

GPS locator device with City access for GPS tracking

City logo with Call Center Telephone Number

C. A minimum of one (1) standard service pickup truck to meet the following specifications:

Utility body

Amber safety lighting that is visible for at least 500 feet from all angles of the vehicle GPS locator device with City access for GPS tracking

City logo with Call Center Telephone Number

D. Equipment for installing signal cabinets, mast arms, and poles.

E. Equipment for signal and fiber utility locates.

F. Tools and equipment for performing routine tasks.

G. Tools for tree/bush trimming for limbs up to five inches in diameter.

H. Traffic control equipment to establish work zones.

No Contractor or personal equipment or vehicles shall be stored at the Trowbridge Warehouse overnight.

3.10 Project Manager for the City

The Contractor will report to the designated Public Works Project Manager for the City (“CPM”). The CPM will be a representative of the City on the Project and will be the Contractor’s point of contact for all communications with the City and its consultants. The CPM shall have authority to act on behalf of the City as defined in the Contractor’s contract with the City, including matters relating to performance of contract requirements, timely performance, changes to the work, and quality of the work. The Contractor agrees to take direction from the CPM, and to make all Project documentation available upon request.

3.11 No Limit to Competition

No specification implied or expressed is intended to limit competition. The specifications contained herein are intended as a guide for the goods and services on which contractors are to submit a Response. These requirements and other specifications are not designed to prevent any contractor from submitting a Response. All equipment should comply with the requirements within a generally acceptable range.

SECTION 4: RESPONDENT QUALIFICATIONS

4.1 City’s Right to Investigate

The City may conduct such investigations as deemed necessary to determine the ability of the Respondent to provide the supplies and/or perform the services specified.

The City reserves the right to use any information or additional references deemed necessary to establish the ability of the Respondent to perform the requirements of this procurement.

4.2 Preparing Response

Responses are limited to thirty (30) pages or less using a minimum of an 11-point font. The transmittal letter will not count as part of the page limit. Any exhibits, affidavits, or other enclosure information called for may be included in an appendix and will not count toward the page limit. Submittals that include qualifications of more than one firm shall not exceed the page limits. Such submittals shall be prepared with careful consideration to the limit. Each Response shall be prepared simply and economically, to provide a straightforward and concise delineation of Respondent’s capabilities. Fancy colored displays, and promotional materials are not desired. Emphasis must be on completeness, relevance, and clarity of content. To expedite the review of submittals, it is essential that Respondents follow the format and instructions outlined below. The content of all Responses must be categorized and numbered as outlined below, and responsive to all requested information.

4.3 Response Submittal

The Respondent shall submit the following information as its Response:

4.3.1 Description and Resources of Respondent Firm

A. Provide basic information: Firm name, address, name of primary contact, telephone number, fax number, e-mail address, and company website (if available). If the firm has multiple offices, the qualification statement shall include information about the parent company and branch office separately. Identify office from which Project will be managed and this office’s proximity to the Project site. Provide form of ownership, including state of residency or incorporation, and number of years in business. Is the Respondent a sole proprietor, partnership, corporation, limited liability corporation (LLC), joint venture, or other structure. For joint venture entities that have not undertaken at least two (2) projects together, each firm should submit its qualifications separately. Joint submittals are subject to the same submittal page limit.

B. Briefly describe the history and growth of Respondent firm(s). Provide general information about the firm's personnel resources, including disciplines and numbers and classifications of employees, and locations and staffing of offices.

C. List the firm’s annual average revenue for the past five (5) years, provide the firm’s current ratio

(current assets/current liabilities) and supply main financial and banking references. (If the parent company’s financial resources are not available to the office that will perform the contract, only the financials of the office with the prospect of a contract with the City should be provided).

D. Has the firm been involved in any litigation in the past five (5) years? Describe the firm’s experience with litigation with owners, subcontractors and/or architects. List any active or pending litigation and explain. List any claims against Respondent firm or against owners where your firm is named.

E. Has the firm or member thereof ever been removed from a contract or failed to complete a contract as assigned? Has the firm ever refused to sign a contract at the original bid amount submitted?

F. The Respondent firm MUST have all the necessary, valid and current licenses to do business in the

State of Georgia as issued by the respective state boards and government agencies responsible for regulating and licensing the services to be provided and performed. Applicable copies should be attached.

4.3.2 Experience and Qualifications

A. Provide professional qualifications and description of experience for proposed Project team including, at a minimum, the following: Principal in Charge, Project Manager and Crew Leader.

Firm’s Project Manager shall have at least ten (10) years signal maintenance and construction experience or equivalent and be certified as an IMSA Traffic Signal Field Technician Level III. It is expected that the Project Manager have working knowledge of the Manual on Uniform Traffic Controls (MUTCD), latest edition, and accepted traffic engineering standards and practices such as those set forth by the Georgia Department of Transportation (GDOT), and the International Municipal Signal Association (IMSA) for signal operations, maintenance, repair, and construction.

The Project Manager shall be the primary point of contact for daily work with City staff. The Project Manager shall provide daily on-site Project management and be responsible for scheduling crew work and preparing a weekly written schedule for upcoming work tasks and work orders and meet with City staff on a weekly basis to review work orders. The Project Manager shall track and monitor work orders in the City-managed work order database. Please provide the resume and work experience. (At this stage, firms may list more than one person qualified and available for the Project).

B. The Contractor shall provide four (4) Signal/ITS Maintenance Technicians daily to comprise two (2) work crews consisting of a skilled crew leader and crew assistant to perform signal maintenance and installation. The skilled crew leaders shall have a minimum of three (3) years of experience as it relates to signal maintenance and should be at minimum an IMSA certified Traffic Signal Field Technician Level II. The crew assistance shall be at a minimum a Level I IMSA certified Signal Technician. Please provide the resume and work experience for the crew leaders and crew assistant.

C. The Contractor shall conduct background checks, ensure valid driver’s license, perform drug testing, and provide flagger training, and all other OSHA required training for staff. The Contractor shall provide documentation of staff requirements upon request

D. Describe no more than five (5) and no fewer than three (3) projects, in order of most relevant to least relevant, which demonstrate the firm's capabilities to perform the Project described in this RFQC. The firm shall have at least five (5) years’ experience on projects of similar scope and complexity as this Project. For each project, the following project information shall be provided:

Project name, location, dates during which services were performed, and photograph of project.

Brief description of project and physical description including delivery method, site area, environmental issues, traffic impediments, etc.

Project owner’s contact name, phone number and e-mail address.

Provide any written letters of reference/recommendation about the firm’s performance on the reference project, including statements addressing the level of service and the quality of the construction.

List the names and roles of proposed team members identified in 4.3.2A above, if any, who participated in these projects.

Work performed in the last five (5) years with a total project cost over $750,000.00

4.3.3 Statement of Suitability for this Project: Provide a statement or specific information that may serve to differentiate the firm from other firms in suitability for the Project. Suitability may include, but is not limited to, the firm’s fit to the Project and/or needs of the City, any special or unique qualifications for the Project, current and projected workloads, the proximity of office to Project location, and any techniques or methodologies offered by the firm that may be particularly suitable for this Project type.

SECTION 5: EVALUATIONS

5.1 Initial Review

All Responses received will be reviewed by the Procurement Manager to ensure that all administrative requirements of the RFQC have been met, such as all documents requiring a signature have been signed and submitted. Failure to meet these requirements may be cause for rejection. All Responses that meet the administrative requirements will be turned over to an evaluation committee selected by City management (“Evaluation Committee”) for further evaluation.

5.2 Two-Phase Procurement

Responses will be evaluated on a pass/fail basis by the City and its authorized representatives. After initial review described above, the City will evaluate the Responses including without limitation, experience, references, and other data and information relating to Respondents’ qualifications. The City will determine which Respondents meet the criteria stated in the RFQC and will determine which Respondents will be invited to submit a bid in the second phase of this procurement.

SECTION 6: TERMS AND CONDITIONS

Additional terms and conditions for this procurement are set forth below. Respondents should notify the City of any terms and conditions that either preclude them from responding to the RFQC or add unnecessary cost. This notification must be made by the deadline for receipt of written/e-mailed questions or with the Respondent’s Response. Any requests for material, substantive, important exceptions to the standard terms and conditions will be addressed by formal written addendum issued by the Procurement Manager.

6.1 Additional Contract Provisions and Terms

This RFQC, including all RFQC documents and any addenda, the Response and associated bid, including any amendments, any clarification question responses, shall be included by reference as part of the contract upon award. In the event of a dispute as to the duties and responsibilities of the parties under the contract, the contract, along with any attachments prepared by the City, will govern in the same order of precedence as listed in the contract.

6.2 Performance Prior to Contract Execution

The Contractor shall not begin performance of the Project prior to the execution of a formal written contract by the City and the Respondent. Any Respondent beginning performance prior to the execution of the contract shall be deemed to be proceeding at the Respondent's risk, and shall not be entitled to any compensation for such performance. In addition, the City reserves the right to withdraw or cancel the contract award.

6.3 Contract Term

The contract term under this procurement shall be for one (1) year with the option to renew for an additional four

(4) years, in accordance with the requirements of the contract. Services under this contract will commence on July 1, 2022.

6.4 Contract Termination

The City may terminate, by written notice to the Contractor, any resulting contract without cause. The City must give notice of termination to the Respondent at least thirty (30) days prior to the effective date of termination.

6.5 Subcontractors

The Contractor will be the prime contractor, if a contract is awarded, and shall be responsible, in total, for all work of any subcontractors. All subcontractors, if any, must be listed in the Response. The City reserves the right to approve all subcontractors. The Contractor shall be responsible to the City for the acts and omissions of all subcontractors or agents and of persons directly or indirectly employed by such subcontractors, and for the acts and omissions of persons employed directly by the Contractor. Further, nothing contained within this document or any contract documents created as a result of any contract award derived from this RFQC shall create any contractual relationships between any subcontractor and the City.

6.6 General Insurance Requirements

Within (10) days of notice of contract award, and at all times that a contract is in force, the Contractor shall obtain, maintain and furnish the City certificates of insurance from licensed companies doing business in the State of Georgia with an A.M. Best Rating A-10 or higher and acceptable to the City covering:

A. Workers’ Compensation and Employer’s Liability Insurance. Workers’ Compensation Insurance in compliance with the applicable Workers’ Compensation Act(s) of the state(s) wherein the work is to be performed or where jurisdiction could apply in amounts required by statutes. Employer’s Liability Insurance, with limits of liability of not less than $3,000,000 per accident for bodily injury or disease.

B. Commercial General Liability Insurance, including contractual liability insurance, product and completed operations, personal and advertising injury, and any other type of liability for which the contract applies with limits of liability of not less than $1,000,000 each occurrence / $3,000,000 policy aggregate for personal injury, bodily injury, and property damage. Commercial General Liability Insurance shall be written on an “occurrence” form.

C. Automobile Liability Insurance with limits of liability of not less than $1,000,000 per accident for bodily injury and property damage if automobiles are to be used in the delivery of or in the completion of services and work or driven onto the City’s property. Insurance shall include all owned, non-owned and hired vehicle liability.

D. Umbrella Insurance with limits of liability excess of Employer’s Liability Insurance, Commercial General Liability Insurance and Automobile Liability Insurance in the amount of not less than $3,000,000.

E. Contractors’ Pollution Legal Liability and/or Asbestos Legal Liability and/or Errors and Omissions (if project involves environmental hazards) with limits not less than $1,000,000 per occurrence or claim, and $2,000,000 policy aggregate.

F. Professional (Errors and Omissions) Insurance for Professional Services and for all Design/Build Projects with limits of liability of not less than $3,000,000 per occurrence or claim / $3,000,000 policy…