Scope_of_Work_and_Specifications_Final_Draft_05.01.25.docx

SCOPE OF WORK & SPECIFICATIONS

1.0 Description of Work

Contractor shall provide all materials, equipment, and labor to remove 7 existing scoreboards and replace with 7 new scoreboards at 3 park/field locations. Removal shall include, but not be limited to, disconnecting electrical connections, removing existing scoreboards (including supporting structures and footings), and legally disposing of them. Contractor shall install 7 new scoreboards and components as detailed herein. Contractor shall connect all new scoreboards to existing electrical. Contractor’s services shall include turn-key installation, inspections, and commissioning. Contractor shall provide products and services that meet or exceed those specified herein. The Contractor may utilize subcontractor(s) to perform a portion of the work, provided that the use of such subcontractor(s) has been pre-approved by the City, and that the total cost of all subcontractor services does exceed 50% of the contract amount.

City will provide the new scoreboards with top and bottom ID panels and obtain the necessary building permits prior to work starting. Contractor shall submit timely information to City as required to ensure compliance with permit requirements.

Contractor shall complete all work in accordance with the current California Building and Electrical Codes, information provided by the City’s scoreboard vendor, and the specifications and engineered plans provided in this IFB. The codes, regulations, and standards adopted by the State and Federal agencies having jurisdiction shall govern minimum requirements for this project. Where codes, regulations, and standards conflict with the Agreement, these conflicts shall be brought to the immediate attention of the City.

2.0 Park and Field Locations

2.1 Demolition

Contractor shall remove and legally dispose of all 7 existing scoreboards, including all supporting structures, mounting hardware and related components, and concrete footings. Refer to Attachment D – Demolition Plan by Location for additional details. Photos of existing site conditions are shown in Section 6.0. Contractor shall contact Underground Service Alert by calling 811 prior to beginning excavation or removal activities.

2.2 Existing Scoreboards and Footings

Existing scoreboards and supporting structures are visible at each location. Refer to Attachment D – Demolition Plan by Location for each individual site demolition plan. Photos of existing site conditions are shown in Section 6.0 below. The following table provides information that is observable from ground level. The size and depth of footings below ground level are unknown. Contractor shall provide full and complete removal regardless of footing size and/or depth. Contractor shall fill the holes left by the removal of existing footings with engineered slurry fill.

(1) Existing scoreboards are mounted opposite each other on shared columns.

2.3 New Scoreboard Footings and Supporting Structure

Refer to Attachment E - Engineering Drawings and Pre-Check Documents, for requirements The new scoreboards and footings shall be installed in locations approximately matching those of the existing scoreboards.

2.4 New Scoreboards and Interface Boxes to Install

The City will supply 7 new scoreboards, 7 top ID panels, seven 7 bottom ID panels, 7 interfaces with boxes, and all mounting hardware necessary to mount the scoreboards and ID panels to the Contractor as detailed in Attachment E – Engineering Drawings and Pre-Check Documents. Contractor shall install a City-provided Daktronics MX-1 outdoor rated interface box in equipment cage for each scoreboard. Proposed location for each interface is shown in Attachment F – Electrical Plan by Location.

Contractor shall pick up scoreboards, ID panels, and other supplied materials at the City of Milpitas Public Works Department Yard located at 1265 N. Milpitas Boulevard and distribute to each location as detailed in the table below. Contractor shall ensure that scoreboards, ID panels, and all other equipment are maintained in new, undamaged condition following pickup from City.

Daktronics Model BA2014 - https://www.daktronics.com/en-us/products/sports/BA-2014?model=BA-2014 Daktronics Model BA624 - https://www.daktronics.com/en-us/products/sports/BA-624?model=BA-624

2.5 Existing Electrical Conditions and Work Needed

The below table provides information regarding where existing scoreboards are energized, conduit type/size, observable wire size, and electrical work/materials that are needed at each location. Contractor shall utilize the existing breaker, underground conduit, and underground conductor at each location. Contractor shall disconnect all existing scoreboards and connect all new scoreboards. Refer to grounding detail (on page 2 of 5) in Attachment E - Engineering Drawings and Pre-Check Documents for additional requirements. Contractor shall provide all labor and materials as necessary for all new electrical connections including the labor and materials necessary per the “Work Required” column shown below and as further detailed in Attachment F – Electrical Plan by Location. Contractor shall comply with the current Uniform Building and Electrical Codes, as well as meet City building permit requirements.

Dixon Landing

Field 1 (Senior)

PNL2 - CKT#23

Single phase, 20 amp

#6 AWG, hot & neutral

#8 AWG electrical ground conductor

1” rigid metal and 1” liquid tight flexible metal Replace existing disconnect, replace existing conduit and liquid tight from disconnect to score board, install (1) ground rod.

#8 AWG electrical ground conductor

Field 3 (Minor)

PNL2 - CKT#1

#6 AWG, hot & neutral

#8 AWG electrical ground conductor

1” rigid metal and 1” liquid tight flexible metal Replace existing disconnect, install new conduit and liquid tight from disconnect to score board, install (1) ground rod

Replace two single gang weatherproof covers.

Cardoza

N/A

PNL PP – CKT#8

#10 AWG wiring

3/4” rigid metal and 3/4” liquid tight flexible metal Replace existing disconnect, install new conduit and liquid tight from disconnect to score board, install (1) ground rod, install one Christy box. (Christy box installation will require approx. 5’ long trench from the Christy box to the score board support). Repair exposed grounding conductor at the base of the scoreboard.

Milpitas Sports Center

Minor

PNL LS – CKT#1

1” rigid metal, 3/4” chase and 1/2” liquid tight flexible metal Replace existing disconnect, install new conduit and liquid tight from disconnect to score board. Install (1) ground rod.

Major

PNL LS – CKT#3

Senior

PNL LS – CKT#5

1” rigid meta, ½” liquid tight flexible metal Replace existing disconnect, install new conduit and liquid tight from disconnect to score board. Install (1) ground rod.

(1) Refer to Attachment F – Electrical Plan by Location for all electrical work required at each site.

Contractor shall install a City-supplied Dak Score/MX-1 interface box at each scoreboard site. Site of installations are shown in Attachment F – Electrical Plan by Location. Contractor shall install and wire each interface box and City-supplied equipment cage into the existing power supply. Contractor shall install equipment cage(s) approximately 10’ above grade and on the inside of the backstop(s) behind home plate. At Cardoza Field, Contractor shall locate the equipment cage under the building roof overhang of the Scorekeepers Building.

Contractor and City shall coordinate with Daktronics to have Daktronics (1) unpack, install, and test the control system at each site, (2) perform maintenance training during installation, and (3) perform final systems testing and commissioning.

2.6 Commissioning of Equipment

Contractor shall communicate and coordinate with Daktronics directly regarding commissioning the scoreboards/equipment. The cost of Daktronics providing commissioning will be at the City’s expense and include dispatching a Daktronics technician to each site for initial operation, testing, and addressing any questions from the Contractor and/or the City regarding operation of the equipment. Daktronics services will include setting up the radio settings on the Dak Score/MX-1 interface box for each scoreboard.

2.7 Contract Time

Contractor shall complete all work as specified within 75 calendar days from the City’s Notice to Proceed, provided there are no delays due to inclement weather or other factors beyond the Contractor’s reasonable control.

3.0 Permits

The City has coordinated the issuance of a no-fee building permit(s) for this project. Permit numbers and locations are as follows:

Contractor shall coordinate as required with and provide documentation as requested to the City Public Works and Building Departments to ensure compliance with permit requirements.

3.1 Inspections and Testing

Contractor shall coordinate inspections and testing with the City’s Building Department at 408-586-3240. Inspections are required for, but not limited to, the following:

· Complete removal of existing scoreboard foundations

· Engineered fill placement

· Electrical

· Concrete reinforcement placement

· Concrete placement

· Welding Testing is required for, but not limited to, the following:

· Concrete cast samples

· Concrete compression

· Shop material identification

3.2 Project Record Documents

Contractor shall maintain the following records, including revisions for the work specified herein:

· Contract Drawings

· Specifications

· Addenda

· Change orders and other modifications to the contract

· Review shop drawings, product data, and samples

· Field test records

· Inspection certificates

· Manufacturer's certificates Contractor shall store record documents separate from documents used for construction.

4.0 SPECIAL CONDITIONS

4.1 Access

Contractor shall coordinate access to City electrical rooms and other electrical facilities for construction purposes with the City before work is to start.

4.2 Master Key

Upon request, the City may, at its sole discretion, provide a master key for various electrical facilities to the Contractor. Contractor shall pay all expenses to re-key all affected City facilities if the master key is lost, stolen, or if any unauthorized party obtains a copy of the key or access to City facilities.

4.3 Maintaining Services

Contractor shall arrange with City in advance for any required interruption and/or periods of shutdown of public access, electrical service, lighting, or other utilities.

4.4 Maintaining Utilities

Contractor shall maintain in operation for the duration of Agreement, all drainage lines, storm drains, sewers, water, gas, electrical, and other utility service lines within working area.

4.5 Protection of Existing Structures and Utilities

The engineering drawings and marked up aerial photos show above-grade structures only. Locations of existing underground electrical, utility lines, and other installations in the work area are not known. Contractor shall locate potential existing installations before proceeding with excavation and other operations that could damage same; maintain them in service, where appropriate; and repair damage to them caused by Contractor’s performance of the work. Should damage occur to these existing installations, the cost of repair(s) shall be at the Contractor's expense and repaired to the City's satisfaction.

In the event that underground utilities are discovered in areas requiring excavation for new footings or electrical connections, the contractor must immediately notify the City. New scoreboards are to be installed generally in the same locations as the existing units; however, to avoid conflicts with existing utilities, the City reserves the right to make minor adjustments to the final placement of the new scoreboards, as necessary.

4.6 Utility Shutdowns and Interruptions

Contractor shall give the City a minimum of 3 days written notice in advance of any need to shut off existing utility services or to effect equipment interruptions.

4.7 Preservation of Turf, Fencing and Softscape

Five of the existing scoreboards to be removed and replaced are in dirt areas adjacent to fencing and shrubs. Contractor shall take all measures to protect all existing permanent fencing from damage and fully preserve softscape improvements possible. Two of the existing scoreboards to be removed and replaced are in turf areas within the minor/major fields of the Milpitas Sports Center. Contractor shall fill holes left from removal of existing footings with engineered slurry fill. Contractor shall closely coordinate with City and submit a plan to City on how the turf and existing irrigation system will be preserved and protected during all work activities.

4.8 Work in Public Areas

Contractor shall minimize any disruption to public use up to, and including, rescheduling specific work activities, at no additional cost to City.

4.9 Temporary Construction Fencing

Contractor shall develop and submit for City review and approval, a site layout, including temporary construction fencing layout around the entire area of work. Contractor shall install temporary construction fencing per City-approved site layout plan.

4.10 Storage of Material, Equipment, and Site Security

Contractor shall not store materials or equipment on private or public property or within street right-of-way without prior written permission from the City.

Contractor’s equipment shall be removed from private or public property or street right-of-way and placed in Contractor’s designated storage area at the end of each workday. Project sites are subject to access by the public and are subject to vandalism. Contractor shall provide all security measures necessary to secure stored materials, equipment, and to protect construction areas. City is not responsible for items lost, damaged, or stolen from said areas or for injuries to the public due to unsafe conditions.

4.11 Disruption to Traffic

Contractor shall make all efforts not to disrupt the enjoyment of the public’s use of the park and field locations. All parks and fields shall remain open and accessible to visitors during the construction period. Contractor shall install fencing and/or protective covers around or over any exposed footings or trenches that will be left unattended. Contractor shall divert pedestrian access to keep park visitors away from work areas.

4.12 Work Hours

Contractor shall perform all work during City staffed hours, which is typically Monday-Friday 7:00am to 4:00pm Pacific Time. At the City’s discretion exceptions can be made to accommodate scheduling constraints upon 24 hours’ notice.

5.0 Identifying and Reporting of Discrepancies

The Contractor shall notify the City in writing immediately upon discovery of any discrepancies, conflicts, or inconsistencies between the provided drawings, specifications, and related materials in comparison and actual field conditions. The Contractor shall not proceed with any work impacted by such discrepancies until the City has issued written direction authorizing such work.

5.1 Construction Schedule Requirements

Within ten (10) calendar days following the issuance of the Notice to Proceed, the Contractor shall submit for City approval:

· A proposed Construction schedule; and

· A coordinated schedule identifying all required submissions.

Upon the City's approval, these schedules shall constitute the official project schedules. The Contractor shall be responsible for submitting all required documentation in accordance with the approved Schedule.

5.1.2 Construction Date Restrictions

Contractor shall adhere to the following date restrictions for performing the work:

Cardoza

No restrictions

5.2 Shop Drawings and Review Process

5.2.1 General Review Process

The City will review and return all Contractor proposed revisions of shop drawings within twenty-one (21) calendar days of receipt, or within twenty-one (21) calendar days after receipt of all information necessary for a complete review, whichever is later. One (1) copy will be returned to the Contractor with the indicated review status.

The Contractor may proceed with the work associated with submittals marked:

· “No Exception Taken”; or

· “Revise as Noted,” provided the work is executed in full compliance with the City's notes and comments.

The Contractor shall not proceed with any work related to submittals marked:

· “Revise and Resubmit”; or

· “Rejected,” until revised submittals have been reviewed and approved by the City.

5.2.2 Shop Drawing Requirements

If the Contractor proposes any deviation from the Demolition plans, Electrical plans, Engineering plans, or Pre-Check Documents attached herein, the Contractor shall submit:

· One (1) reproducible transparency, and

· Six (6) opaque copies of all proposed changes.

The City will review and return the reproducible transparency and one (1) opaque copy to the Contractor with the review status.

No installation of any work requiring a deviation from the provided drawings, specifications, and related materials shall begin without prior submission to and written approval from the City. Such submissions must include all applicable drawings, descriptive data, and material lists necessary to accomplish the proposed Work.

Shop drawings shall consist of fully dimensioned plans and elevations and must include comprehensive information, especially regarding attachments, openings, structural interferences, and any other elements relevant to field conditions and coordinated installations. The Contractor shall coordinate these composite shop drawings and installation layouts in the field, both internally and with subcontractors, to ensure proper integration with the Work of other trades and compliance with existing conditions.

6.0 PHOTOS OF EXISTING SITE CONDITIONS

Dixon Landing ParkDixon Field 1

Dixon Field 2

Dixon Field 3

Cardoza Softball Field Sports Center Major/Minor Field

Milpitas Sports Center Senior Field image1.jpeg image2.jpeg image3.jpeg image4.jpeg image5.jpeg image6.jpeg image7.jpeg image8.jpeg image9.jpeg image10.jpeg image11.jpeg image12.jpeg image13.jpeg image14.jpeg image15.jpeg image16.jpeg image17.jpeg image18.jpeg image19.jpeg image20.jpeg image21.jpeg image22.jpeg image23.jpeg