RFQ RRFBS Maintenance.pdf

REQUEST FOR QUALIFICATIONS WITH PRICE PROPOSALS

by Town of Davidson, NC for Maintenance and On- Call Repair Services for

Rectangular Rapid Flashing Beacons

Introduction: The Town of Davidson is soliciting bid responses from NCDOT-approved contractors specializing in traffic signal maintenance and repair services.

Project Description: The Town of Davidson has installed Rectangular Rapid Flashing Beacons at 17 intersections within our jurisdictional limits, with 2 more intersections to be installed this year, and 10 more intersections to be installed by 2030. The services required include both bi-annual preventative maintenance and on-call repairs. Major spare components such as control cabinets, light bars, signs, pushbuttons, poles, bases and pedestals will be stocked by the Town. Minor materials and labor to be furnished by the selected contractor. The Town proposes an initial contract period of 1 year, renewable for 2 additional 1-year periods, upon mutual consent of the Town and Contractor.

Project Schedule: The following are preliminary milestone dates for this project:

TASK DUE DATE

RELEASE OF RFQ September 19, 2025 PROPOSALS DUE Friday, October 24, 2025

FIRM SELECTION & NOTIFICATION Friday, November 7, 2025 CONTRACT AND NOTICE TO PROCEED Thursday, December 4, 2025

Proposal Content:

• Statement of Qualifications (one page): Include Contractor’s experience with similar contracts, capacity, certifications and resources available to service the Town

• Completed Cost Proposal

• Completed Attachments A & B

Proposal Submission: Submit one (1) electronic copy of the proposal, including Statement of Qualifications, Cost Proposal, Attachment A and Attachment B, by FRIDAY, OCTOBER 24, 2025, at 2 PM. No submittals will be accepted after this time. Submit Proposals to:

Town of Davidson Doug Wright, Project Manager dwright@townofdavidson.org

All questions regarding this package or project shall be emailed to Doug Wright at dwright@townofdavidson.org.

In order that the selection process is as objective as possible, do not contact any Town of Davidson officials other than noted above.

Evaluation: The town will generally evaluate proposals based on the following scoring:

• Statement of Qualifications 30%

• Cost Proposal 70%

Attachments:

• Attachment A: Contractor Information

• Attachment B: References

• Attachment C: Equipment List

• Attachment D: Map of Equipment Locations

• Attachment E: Manufacturer’s Preventative Maintenance Checklist mailto:jbouk@townofdavidson.org mailto:dwright@townofdavidson.org.

General Comments:

1: Any cost incurred by respondents in preparing or submitting a proposal for the project shall be the respondents’ sole responsibility.

2: Ownership of all data, materials and documentation originated and prepared for the Town of Davidson pursuant to the RFQ shall belong exclusively to the Town and be subject to public inspection in accordance with the Freedom of Information Act. Trade secrets or proprietary information submitted shall not be subject to public disclosure under the Freedom of Information Act; however, the respondent must invoke the protections of the appropriate section of the Code of North Carolina, in writing, either before or at the time the data or other materials are to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire document, line-item prices and/or total costs as proprietary or trade secrets is not acceptable and will result in rejection of the proposal.

3: The Town of Davidson reserves the right to reject any or all packages received or to request additional information as may be needed to determine qualifications.

3. Following the selection of a contractor by the Town of Davidson, a contract will be negotiated for services. If negotiations are unsuccessful with the first firm selected, a second firm will be selected, and negotiations initiated.

4. The firm must be licensed in North Carolina.

Attachment A

TOWN OF DAVIDSON

NORTH CAROLINA

REQUEST FORM

FOR

MAINTENANCE AND ON-CALL

SERVICES

Date:

Contractor Name:

Address:

Contact Person:

Phone #:

Email address:

Authorized Signee:

Print Name:

Print Title:

Cost Proposal

Town of Davidson

Maintenance and On-Call Repair Services for RRFBs

COMPANY NAME:

BIDDER'S NAME:

BIDDER'S SIGNATURE:

DATE:

Labor Rate, 8AM - 5PM, Mon-Fri

Bi-Annual Maintenance $ / YEAR

On-Call $ / HR

On-Call Response Time Hours

Materials Mark -Up %

EQUIPMENT LIST

Major Minor Power Controls Pushbutton Cabinet Number Closest Address Installed

1 Main Griffith Village Lane Solar 489 S Main St 2025 2 Main Eugenia AC Eltec non-APS 445 S Main St 2018 3 Main Walnut AC Tapco non-APS J-660515-1007 305 S Main St 2021 4 Main mid-block AC Tapco 120 S Main St 2023 5 Main Depot AC Tapco iNX 137 N Main St 2018 6 Main Glasgow AC Eltec Intellicross 439 N Main St 2018 7 Concord Baker AC Eltec 434 Concord Rd 2018 8 Concord D-Road AC 226 Concord Rd TBD 9 Concord Faculty AC Tapco Polara XAV2 400 Concord Rd 2021

10 Concord Thompson AC Tapco non-APS J-660515-1003 602 Concord Rd 2021 11 Concord St. Albans AC JSF 857 Concord Rd 2025 12 Concord Kimberly AC 111 Kimberly Dr TBD 13 Griffith Jackson AC Tapco Polara XAV2 J-660515-1005 221 Griffith St 2021 14 Griffith Watson AC Tapco Polara XAV2 J-660515-1011 221 Griffith St 2021 15 Griffith Spinnaker Cove AC JSF iNX 565 Griffith St 2025 16 Beaty Delburg AC Tapco Polara XAV2 J-660515-1001 382 Delburg St 2021 17 Beaty Magnolia AC Eltec Intellicross 553 Beaty St 2018 18 Davidson-Concord Rd Robert Walker Drive Solar Tapco 19283 Davidson-Concord Rd 2018 19 Davidson-Concord Rd Apollinaire Solar Tapco 20016 Davidson-Concord Rd 2018

Safe travels.

Pedestrian Crosswalk Systems

AC-POWERED SYSTEMS

Mechanical Status

SOLAR-POWERED SYSTEMS

Mechanical Status

Verify pole or post is sturdy Verify pole or post is sturdy

Verify signs and warning devices are securely mounted and oriented toward traffic

Verify signs and warning devices are securely mounted and oriented toward traffic

Verify AC breaker box is securely mounted Verify solar panel is securely mounted

Verify cabinet is securely mounted Verify cabinet is securely mounted

Clean front of signs Clean front of signs

Verify AC conduit is securely connected to cabinet Verify solar panel is aimed south and clear of debris

Verify door locks/closures are functional and lubricated Verify door locks/closures are functional and lubricated

Verify cabinet vents are clear of debris Verify cabinet vents are clear of debris

Verify pest control is present Verify pest control is present

Verify all conduits are sealed to prevent pests from entering cabinet

Verify all conduits are sealed to prevent pests from entering cabinet

AC-POWERED SYSTEMS

Electrical Status

SOLAR-POWERED SYSTEMS

Electrical Status

Record measured AC line voltage and verify it's within acceptable range Record battery type

Record measured resistance from neutral to ground and verify it's within acceptable range Record measured solar voltage

Record measured DC voltage without load connected Record measured battery voltage without solar panel connected

Record measured DC voltage with the load connected Record battery date (month/year)

Verify all LEDs illuminate Verify all LEDs illuminate

Verify all LEDs illuminate referencing system timing Verify all LEDs illuminate referencing system timing

Preventative Maintenance Checklist

Safe travels.

DETECTION / ALERTING CHECKS (IF EQUIPPED)

Thermal Sensors

Verify thermal sensor is securely mounted

Verify thermal image is clear and free of debris

Detection zones are placed and calibrated properly

Verify thermal zone detection via sensor’s software and confirm detection activates warning devices

DETECTION / ALERTING CHECKS (IF EQUIPPED)

Wireless Infrared Bollards

Verify bollards are securely mounted

Replace battery in each wireless bollard

Verify bollards’ or window is clean and free of debris

Verify detection of each bollard pair and activation of warning devices

DETECTION / ALERTING CHECKS (IF EQUIPPED)

Radar/Infrared Sensors

Verify sensors are securely mounted

Clean sensors’ detection lenses

Validate detection coverage area and adjust as needed

Verify a detection activates system

ACTIVATION CHECKS (IF EQUIPPED)

Push Buttons

Verify push button is securely mounted

Verify push button is operating as designed

Verify push button is properly powered

Verify push button properly activates warning devices

Pedestrian Crosswalk Systems

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© 2022 Traffic and Parking Control Co., Inc. | 5100 West Brown Deer Rd., Brown Deer WI 53223 | Phone (800) 236-0112 | FAX 800-444-0331 | TAPCOnet.com

ELTEC RRFB Maintenance

Check RRFB light bars for damage, vandalism, or dirt buildup on lenses.

Verify pedestrian pushbutton operation (button click, LED indicator if present).

Confirm signage visibility (clean reflective surfaces, ensure no obstructions).

Look for loose wires, conduit damage, or exposed connections.

Activate pushbutton and confirm both sides of crossing flash simultaneously.

Ensure correct flash pattern (WW+S wig-wag + simultaneous).

Verify automatic dimming at night (if enabled).

Clean solar panels with water and mild detergent to maximize efficiency.

Check for cracks, discoloration, or shading from vegetation.

Confirm panel mount and angle remain secure.

Inspect cabinet for insect nests, moisture intrusion, or corrosion.

Check louvers and drain holes are free of debris.

Verify charge controller LED indicators show correct state.

Test flasher unit operation for correct duration.

Inspect wireless radios (antennas secure, no corrosion).

Inspect battery terminals for corrosion; apply dielectric grease if needed.

Verify terminal boots are intact.

Check battery voltage (12.6V+ under load).

Confirm battery is secure in rack.

Annual

Confirm SAE J595 Class 1 light intensity is maintained.

Inspect housing powder coating for fading, corrosion, or damage.

Check pole anchors, bolts, and breakaway bases for rust, cracks, or looseness.

Tighten all mounting hardware.

Review system logs or conduct stress test with multiple activations per day.

Confirm system can support rated crossings (~350/day).

Record inspection results for warranty tracking.

Replace batteries proactively every 3–5 years.

Semi-Annual (Every 6 Months)

ELTEC RRFB_Maintenance_Checklist edit.pdf