Schedule A_Statement of Work.docx

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STATE OF MICHIGAN

Request For Proposal No.200000001496 University Region Signal Maintenance Livingston, Washtenaw and Monroe Counties

SCHEDULE A

STATEMENT OF WORK

CONTRACT ACTIVITIES

This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

BACKGROUND

The Michigan Department of Transportation (MDOT) University Region seeks a Contractor to provide Signal Maintenance Service.. The contract will be a one-year contract with three, one-year extensions if approved by the Project Manager. The anticipated contract effective date is May 20, , 2020 until May 19,t, 2021.

SCOPE

The work included in this contract shall consist of the complete maintenance and upkeep of the traffic signal system and inspection for the ITS system for Livingston, Washtenaw and Monroe Counties on a 24 hours a day, 365 days a year basis by a Michigan Department of Transportation (MDOT) prequalified Contractor for Electrical Construction (L) and Intelligent Transportation Systems (ITS) work. The Contractor shall supply all personnel, training, tools, equipment and any other needs necessary to maintain the system in a first-class operating condition at all times.

The Contractor shall promptly respond to all emergency calls regardless of the hour. Maintenance will be required for approximately 52 signalized intersections for Livingston County, 61 signalized intersection for Monroe County, 3 rest areas, 4 freeway lighting interchanges, and 6 weigh scale houses as shown in Schedule E. Locations identified above will include all controllers, internally illuminated case signs, pedestrian signals, traffic controls signals of all types, traffic signal poles, messenger or support cables, mast arms, in-pavement loop detectors for signal actuation, pedestrian push buttons, overhead lane designation signs, wiring and all other pertinent and related equipment existing at the time the contract is executed. The Contractor should reasonably maintain a sufficient inventory (supplied by MDOT) of signals, controllers, detectors and all incidental brackets, fittings, cables, illuminated signs, LED signal heads, etc. necessary for the completion of intersection repairs as may be required. Controllers and other major components furnished must be consistent (i.e., the same make and manufacturer) with signal equipment already in use and in operation on the system under MDOT jurisdiction.

The scope of service may be extended to additional counties in the University Region as needed. The additional counties include: Jackson, Hillsdale, Lenawee, Eaton, Clinton, and Ingham.

1. General Requirements The Contractor shall be aware of the conditions under which the required work is to be performed, the areas of work, obstacles which may be encountered, and all other relevant matters concerning the work required.

Unless stated otherwise, work under this contract shall be done in accordance with the currently published MDOT Standard Specifications for Construction.

web address: https://mdotjboss.state.mi.us/SpecProv/specBookHome.htm

The Contractor will be responsible for the cost and replacement of any damage as a result of performing contract activities.

The Contractor is directly and solely responsible for disposal of surplus and unsuitable material as stated within the currently published MDOT Standard Specifications for Construction, 205.03.P.2.

1.1. MMUTCD Compliance

The maintenance of traffic signals shall conform to MDOT’s Maintenance Work Zone Traffic Control Guidelines.

The successful contractor shall have a thorough knowledge of the Michigan Department of Transportation’s requirements for traffic signal installation and maintenance as specified in Par IV – Signals, Michigan Manual of Uniform Traffic Control Devices. The Contractor shall keep fully informed of any changes in said manual which affects traffic signal installation and maintenance.

1.2 Site Investigation

Bidders are notified to investigate and become familiar with conditions relating to the work to be performed according to the contract and specifications, and failure on the part of the bidder to investigate or inspect, will not be grounds for additional compensation under the terms, conditions and specifications of the bid proposal. Advance inquiry may be made to the MDOT Program Manager.

1.3 Traffic Control

The Contractor, in the course of doing normal signal maintenance or emergency repair work, shall place and maintain standard signs and barricades whenever necessary to protect the public and shall place and maintain during the time of darkness sufficient non-extinguishable lights as will effectively warn and safeguard the public against crashes. Traffic control devices shall conform to the current Michigan Manual of Uniform Traffic Control Devices. All such devices shall be furnished by the Contractor. All maintenance of traffic operations shall follow MMUTCD and MDOT guidance consistent with the operation.

All protection and control devices within the areas of construction shall be considered as incidental to the protection of the public and no extra payment, therefore will be made. For purposes of this contact the area of construction shall be considered any area in which work is in such a stage that safe travel of the public is affected.

The occurrence of any accident/crash involving public use of the streets or sidewalks while the Contractor has work under progress where the person involved was walking or was operating a vehicle in a prudent manner shall be considered evidence of insufficient protection as herein prescribed.

The Contractor, as far as practical, shall keep the streets and grounds free of equipment, new material, rubbish, evacuated material and debris during progress of any work required.

Temporary crossings shall be provided and maintained by the Contractor for vehicular and pedestrian traffic during the construction of an improvement, including temporary roadways for the use of police, fire, schools, hospitals and driveways in use and alley returns. Such crossings and temporary roadways shall be provided at locations to such widths and lengths as directed by MDOT.

Maintenance Work Zone Traffic Control Guidelines can be found at the following link: https://www.michigan.gov/documents/zonecontrol_112912_7.pdf

Work Zones Maintaining Traffic Typicals can be found at the following link: https://mdotjboss.state.mi.us/TSSD/tssdHome.htm

1.4 Qualified Personnel

The MDOT certified Contractor shall have skilled maintenance personnel available to respond without undue delay for all emergency calls, including lamp failures. The work shall be overseen by a licensed master’s electrician and maintenance personnel should possess all required training and certification necessary to perform the work in this contract. When the contractor is given notice, personnel shall be available 24 hours a day, 365 days a year to make changes in timing, splits, off-sets, or flasher operation timing on individual controllers or a series of controllers.

The Contractor shall provide skilled maintenance for all components and existing traffic signal systems and further provide his personnel with adequate training to keep them well informed of new innovations, techniques, and equipment in the field of traffic signal control.

The Contractor shall be prequalified in the following:

Intelligent Transportation System (Master & Electrical License required) Electrical (Sections 819, 820 Standard Specifications) The Contractor shall personally supervise the work or shall have a competent person at the sites at all times to act for him.

1.5. Routine Maintenance Performance

In performing routine maintenance, the Contractor shall follow the checklist provided in Schedule C. Each task shall be performed annually and place particular emphasis on the following:

The height of signals shall be measured at least once a year and necessary adjustments made to ensure that all signals are at least sixteen and half (16 ½’) feet in height above the roadway. A written record shall be made indicating height, date checked, and any adjustment made.

The Contractor shall maintain the appearance of every traffic signal installation in a manner consistent with the Michigan Manual of Uniform Traffic Control Devices.

Routine inspection and cleaning of freeway lighting, rest area lighting, and other facilities may also be required but will be paid for as non-routine maintenance.

1.6 Non-Routine Maintenance

Routine maintenance work as outline above will be authorized by award of this contract to the successful Contractor. The Contractor will also perform emergency or non-routine work as authorized by the MDOT. No other work may be performed such as major maintenance except by authorization by the Michigan Department of Transportation.

The Contractor shall respond and repair all trouble calls. within 24 hours of official notification. Any trouble call that is deemed an emergency shall be responded to immediately.

The contractor is responsible to provide all required documentation as shown in Schedule D to the Michigan Department of Transportation with each billing.

1.7 Emergency Repair Work

It is understood and agreed that time is of the essence in respect to emergency repair work contemplated hereunder and the Contractor agrees to do all work covered by the Contract in conformity with the provisions set forth herein and to perform all work with all due diligence so as to complete any work required under this contact within the shortest, reasonable period of time. Emphasis shall be placed on work resulting from a traffic crash. Emergency repair work will be paid as Non-Routine maintenance and shall be completed immediately.

1.8 Major Maintenance

Major maintenance generally includes new signal installations and repair work where a major component is added or replaced at a location. This work is reviewed and paid for at the contracted rates for regular and overtime hours worked and to complete the repair. This rate includes all labor and equipment costs needed to complete the work. Except in emergency situations, all major maintenance repairs and installations shall require a written estimate and approval from the MDOT Project Manager.

Major maintenance includes, but is not limited to the following activities:

Installation of new major components, i.e., signal heads including LED, pedestrian signal heads including LED, controllers, video detection equipment, cabinets, case signs, overhead signs, time based coordinators, messenger, steel poles, mast arms, wood poles, pedestals, conduit, uninterrupted power supply (UPS) units, and replacement or installation of new pavement loops.

Covering or uncovering of case signs or signal heads associated with construction activities at the direction of the MDOT Project Manager.

Installing, relocating or removing case signs, overhead signs, or signal heads and all associated cables and poles for construction as the direction of the MDOT Project Manager.

1.9 Coordination of Work

Unless specifically identified as work to be provided by the MDOT staff, the contractor shall supervise and furnish all labor, equipment, supplies, materials (except as otherwise noted herein), and perform satisfactorily the professional services at the frequencies and during the times as specified herein. The professional services shall include all functions normally considered a part of completing his work in a satisfactory manner.

1.10 Supervision by Contractor

The Contractor will supervise and direct the work of its employees. The Contractor will be solely responsible for the means, methods, techniques, sequences, and procedures of the professional services performed. The Contractor will appoint a Project Supervisor who shall have been designated in writing by the bidder at the time the Request for Proposal is submitted. The Project Supervisor shall have fully authority to act on behalf to the Contractor and all communications given to the Project Supervisor shall be as binding as if given to the Contractor. The Project Supervisor shall be present to the extent necessary so as to perform adequate supervision and coordination of the work.

2. Additional Traffic Control Devices The MDOT has the right to add new signals to the maintenance contract. The MDOT will notify the Contractor in writing when each new signal is installed in order that the location can be added to the maintenance contract. Each new location will be added at the unit price bid of the Proposal. The monthly increase together with the base bid will be paid to the Contractor for monthly traffic signal maintenance for the balance of the contract term.

3. Equipment and Materials The Contractor shall have all necessary equipment and tools to safely install and maintain traffic signals, traffic signal poles, inner-connect cable and all other signal equipment such as case signs, pedestrian signals, overhead lane designation signs and any other related equipment.

The MDOT shall have the right to inspect any material to be used in carrying out the terms of this contract.

The MDOT shall assume responsibility for all availability of any materials, equipment or components required under the contract. The MDOT shall be responsible for the quality and standards of all materials, equipment and components under this contract.

Materials, equipment, components or completed work supplied by the Contractor not complying may be rejected by the MDOT and shall be replaced by the Contractor at no cost to the MDOT.

MDOT shall supply materials listed below:

Traffic Signal Cabinet Traffic Signal Controllers Signal heads Case Sign Pedestrian heads Pedestrian inserts Pedestrian poles

4.. Contractor Staff

4.1 Key Personnel

The Contractor must appoint one individual, specifically assigned to State of Michigan accounts, that will respond to State inquiries regarding the Contract Activities, answering questions related to projects, etc. (the “Contractor Representative”).

The Contractor must notify the Contract Administrator at least 14 calendar days before removing or assigning a new Contractor Representative.

Bidder Response: Contractor Representative Employee Name:

Employee Telephone Number:

Employee Email

4.2. Work Hours

The Contractor must provide Contract Activities during the State’s normal working hours Monday – Friday, 6:00 a.m. to 6:00 p.m. EST, and possible night and weekend hours depending on the requirements of the project.

Bidder Response: Work Hours

4.3. Disclosure of Subcontractors

If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

The legal business name; address; telephone number; a description of subcontractor’s organization and the services it will provide; and information concerning subcontractor’s ability to provide the Contract Activities.

The relationship of the subcontractor to the Contractor.

Whether the Contractor has a previous working experience with the subcontractor. If yes, provide the details of that previous relationship.

A complete description of the Contract Activities that will be performed or provided by the subcontractor.

Bidder Response: Disclosure of Subcontractors

5. Record Keeping Documentation by the Contractor is required for the work completed under this contract. Detailed maintenance records on each individual signalized intersection shall be kept of all phases of cleaning, maintaining, repairing, etc. A “Traffic Signal Trouble Report” and “Job Report” shall be completed and submitted by the Contractor for any maintenance activity and emergency repair work. The record shall include date, time and the work performed. It shall include a listing of all equipment, parts replaced, including lamp bulbs. Such records along with invoices (if any) shall be filed monthly with the MDOT Project Manager. Report forms are included in Schedule D.

6. Meetings The Contractor must attend the following meetings:

· Pre-Bid Meeting.

· The Contractor will be required to attend a Kick-off meeting within 2 weeks of the contract effective date.

· The Contractor will attend an annual coordination meeting to review project and contract activities.

· The State may request other meetings as it deems appropriate.

7. Project Plan The Contractor will carry out this project under the direction and control of the Agency. The Contractor will create and submit a project plan annually to present to the Project Manager for review. The plan must include signals last date of service, resources required, process for addressing issues/changes, log of non-routine work.

8. Acceptance

8.1. Acceptance, Inspection and Testing

Acceptance occurs when the MDOT Program Manager or designee inspects and approves the completed work.

8.2. Final Acceptance

Final acceptance occurs when MDOT makes payment for the work.

9. Security The Contractor’s staff may be required to make deliveries to or enter State facilities. The Contractor must: (a) explain how it intends to ensure the security of State facilities, (b) whether it uses uniforms and ID badges, etc., (c) identify the company that will perform background checks, and (d) the scope of the background checks. The State may require the Contractor’s personnel to wear State issued identification badges.

Bidder Response: Security

10. Pricing, Invoice and Payment Requirements

10.1 Pricing

The bid amount is to include the cost associated with maintaining each signal and associated hardware/software needed and to be indicated on the Schedule B, Pricing.

All parts and materials shall be documented as a direct expense and itemized on the invoice.

MDOT will not be responsible for any damage or repair occurred during performance of the listed contract activities.

10.2. Payment Methods

The method of payment for routine maintenance of traffic signals shall be by job report approved by the MDOT Project Manager.

Non-routine repair work shall be invoiced as detailed elsewhere in these specifications and paid as “non-routine signal maintenance regular” or “non-routine signal maintenance overtime” as authorized on the monthly invoices.

The State will make payment for Contract Activities via Electronic Funds Transfer (EFT).

As required by MCL 18.1283, the Contractor must electronically register with the State at https://sigma.michigan.gov/webapp/PRDVSS2X1/AltSelfService to receive EFT payments.

10.3. Invoice Requirements

Copies of time sheets containing name of employees, date and hours worked on major maintenance and emergency repair work shall be submitted with the invoice. Components purchased by the bidder for emergency repair and major maintenance work are reimbursable upon receipt of a copy of a supplier’s invoice. These components will be paid for at cost plus 5% surcharge for administrative costs to the Contractor. The Contractor shall also submit equipment warranties furnished by the manufacturer.

All invoices submitted to the State must include: (a) date; (b) delivery order; (c) quantity; (d) description of the Contract Activities; (e) unit price; (f) shipping cost (if any); and (g) total price.

All parts and materials shall be documented as a direct expense and itemized on the invoice.

Invoices are to be emailed to the MDOT Program Manager, Stephanie Palmer at PalmerS@michigan.gov

The State will make payment for Contract Activities via Electronic Funds Transfer (EFT).

As required by MCL 18.1283, the Contractor must electronically register with the State at https://sigma.michigan.gov/webapp/PRDVSS2X1/AltSelfService to receive EFT payments.

11. Liquidated Damages Late or improper completion of the Contract Activities will cause loss and damage to the State and it would be impracticable and extremely difficult to fix the actual damage sustained by the State. Therefore, if there is late or improper completion of the Contract Activities the State is entitled to collect liquidated damages as described in Section 108.10 of the Standard Specifications for Construction.

12. Performance Bonds Bidder is to provide performance bonds for each individual project that exceeds $50,000. Creation and acceptance of performance bonds will be subject to review and approval from the MDOT, Construction Section.

Bidder is to indicate that they have Read and Agree without exceptions OR has Read and list exceptions with reasons.

The Bidder has read AND agrees to the following specifications/requirements:

Check All that Apply

Schedule A – Statement of Work

Bidder Name:

If Contractor takes exception to any portion of the Schedule A, Statement of Work, provide detail of exception (s) in Response Box, below.

Bidder Response – Exception to Schedule A, Statement of Work.

Bidder Name:

Rev. 2/2019