EXHIBIT “A”

PROJECT DESCRIPTION AND REQUIREMENTS

1.0 DESCRIPTION OF WORK

A total of seven (7) existing scoreboards are to be removed in their entirety (footings, supporting structure and electrical connection) and replaced with (7) new scoreboards in their entirety (footings, supporting structure and electrical connection) at three park/field locations. Contractor will be responsible to provide all materials, equipment and labor to complete the work. However, the City will purchase and provide all seven (7) scoreboards with top and bottom ID panels to contractor. City will also obtain necessary City building permits prior to work starting.

2.0 SCOPE OF WORK

The City is accepting bids for the replacement of seven (7) city provided scoreboards at three (3) locations.

The selected Contractor will be responsible for the removal and legal disposal of the existing scoreboards, existing scoreboard supporting structure, existing scoreboard footings, installation of City provided new scoreboards and components detailed herein, connection to existing electrical, submittals, providing timely information for City to complete permitting process, turn-key installation, inspections and commissioning. Contractor shall evaluate their site access needs for all work required for each park/field location and incorporate into their bid.

2.1 Demolition

Contractor shall remove and legally dispose of all seven existing (7) scoreboards, including all supporting structures, mounting hardware and related components and concrete footings. Refer to Exhibit B – Demolition Plan for each individual site demolition plan. Photos of existing site conditions are shown in Section 6.0.

Parks/fields will remain accessible and playable to users during the construction timeline. Contractor shall install fencing and/or protective covers around any exposed footings or trenches that will be left unattended. Contractor shall divert pedestrian access to not allow park users near any work areas. Prior to excavation or removal, contractor is required to call Underground Service Alert at 811.

2.2 Existing Scoreboards and Footings

Existing scoreboards and supporting structures are visible at each location. Refer to Exhibit B – Demolition Plan for each individual site demolition plan. Photos of existing site conditions are shown in Section 6.0. The below table provides information that is observable from ground level. Information regarding size and depth of footings below ground level is not known. Contractor is responsible for full and complete removal regardless of footing size and/or depth. Contractor is to fill holes left from 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 Exhibit B - Engineering Drawings & Pre-Check (PC) Documents, for requirements. New scoreboards and footings are to be in the same approximate locations of the existing scoreboards.

2.4 New Scoreboards and Interface Boxes to Install

The City will supply seven (7) new scoreboards, seven (7) top ID panels, six (6) bottom ID panels, seven (7) interfaces with boxes and all mounting hardware necessary to mount the scoreboards and ID panels to the contractor supplied and installed scoreboard structures as detailed in Exhibit B – Engineering Drawings and Pre-check (PC) Documents. Daktronics MX-1 outdoor rated interface box to be installed in City provided (contractor installed) equipment cage for each scoreboard. Proposed location of interface is shown in Exhibit B – Electrical Plan for each location.

Contractor is responsible to pick up scoreboards, ID panels and other supplied materials at the City of Milpitas Public Works Department Corporation Yard located at 1265 N. Milpitas Boulevard and distributed to each location as detailed in the below table. Upon pickup, contractor is responsible to preserve scoreboards, ID panels and all other equipment in new, undamaged condition. Contractor is responsible for all scoreboard, ID panel and interface/box installations. Locations and new scoreboard / ID panel information is shown in the below table.

Park / Field Name

Link for Daktronics Model BA2014 - https://www.daktronics.com/en-us/products/sports/BA-2014?model=BA-2014 Link for 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 and wire size that is observable and electrical work/materials that are needed at each location. Each location will utilize the existing breaker, underground conduit and underground conductor. Contractor is responsible to disconnect all existing scoreboards and connect all new scoreboards. Refer to grounding detail (sheet 2 of 4) in Exhibit B - Engineering Drawings and Pre-Check (PC) Documents for requirements. Contractor is required to provide all labor and materials as necessary for all new electrical connections including the labor and materials necessary per the “Work Needed” column shown below and as detailed Exhibit B - Electrical Plan for each site location. All work is to be done per current Uniform Building and Electrical Codes and in compliance to City of Milpitas 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 Exhibit B – Electrical Plan for all electrical work needed at each site.

Contractor is to install City supplied Dak Score/MX-1 interface box at each scoreboard site. Site of installations are shown in Exhibit B – Electrical Plan for each site. Each interface box and City supplied equipment cage is to be installed and wired into the existing power supply. The equipment cage(s) are to be installed approximately 10’ above grade and located on the inside of the backstop(s) behind home plate. At Cardoza Field, the equipment cage is to be located under the building roof overhang of the Scorekeepers Building.

Contractor and City will coordinate with Daktronics to unpack, set-up, hook-up, and test control system at each site as well as have Daktronics perform maintenance training during installation and for Daktronics to perform final systems testing and commissioning.

2.6 Commissioning of Equipment

Contractor shall contact and coordinate with Daktronics directly the commissioning of the scoreboards/equipment. The cost of Daktronics providing commissioning is at City expense and includes dispatching of a Daktronics technician to site for first time operation, testing, and addressing any questions the contractor and/or the City has regarding operation of the equipment. This will include setting up the radio settings on the Dak Score/MX-1 interface box for each respective field’s scoreboard.

2.7 Mandatory Pre-Bid Site Walk Meeting

Contractor is required to attend a mandatory pre-bid site walk meeting at XXX. Meeting location will start at Dixon Landing Park and then proceed to Cardoza Park and then Milpitas Sports Center fields.

To be considered a responsive bidder, Contractor is required to submit a completed Site Visit Certification (Exhibit D) with bid.

2.8 Contract Time

From date of Notice to Proceed and barring any inclement weather or other circumstances beyond the contractor’s control, the contractor shall diligently complete work within seventy-five (75) calendar days.

2.9 Schedule

Work can only occur on the following dates.

Cardoza

No restrictions

3.0 GENERAL REQUIREMENTS

The work of this contract consists of providing labor, materials, equipment and supplies necessary for the replacement of seven (7) scoreboards and three (3) park/field locations.

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 contract documents, these conflicts shall be brought to the immediate attention of the City.

All work shall be completed per the current California Building and Electrical Codes, the information provided by Daktronics and other manufacturers, specifications, and provided engineered plans.

Contractor shall possess a valid C-45 and C-10 Contractor’s License. If necessary, the City will allow C-10 electrical work to be subcontracted for the specification details that require this license.

Contractor shall furnish all labor and materials necessary to complete this project. Contractor shall always keep the site clean and safe. Contractor is responsible for the legal removal of all waste materials generated by this project at the contractor’s expense. Contractor is responsible to repair any of their incidental damage caused to the City’s infrastructure at their expense.

The Contractor is responsible for verifying all site conditions and all considerations shall be made in preparation of their bid. This specification is intended to be as detailed as possible; however, bidders shall not take advantage of omissions or oversights in this document. The successful bidder shall supply products or services that meet or exceed the requirements of this document.

The contractor shall perform, with its own organization, contract work amounting to at least 50 percent of the contract price.

3.1 Permits

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

The contractor will be fully responsible for providing all documentation requested by the City Public Works and Building Departments and to efficiently coordinate/comply with information necessary to issue permits and to comply with permit requirements.

3.2 Inspections and Testing

The contractor will be required to coordinate inspections and testing with the City Building Department at 408-586-3240. Inspections are required for, but not limited to:

· Complete removal of existing scoreboard foundations

· Engineered fill placement

· Electrical

· Concrete reinforcement placement

· Concrete placement

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

· Concrete cast samples

· Concrete compression

· Shop material identification Contractor shall be required to sign Special Inspection and Testing Agreement and Schedule (Exhibit C).

3.3 Project Record Documents

Contractor shall maintain the following record documents. Contractor shall record actual revisions to the work:

Contractor shall store record documents separate from documents used for construction.

3.4 Contractor Business License Verification

Proof of contractor City of Milpitas business license Is required.

3.5 Submittals

All contract documents should be reviewed for applicable provisions in this document.

Shop drawings include, but are not limited to, fabrication, erection, layout and setting drawings, and wiring and control diagrams. In addition, there are other drawings and descriptive data pertaining to materials, and methods of construction as may be required to show that the materials, equipment or systems and all positions conform to the requirement of the contract documents, including, without limitation, the Engineering Drawings and Pre-Check (PC) Documents.

The City will supply all new scoreboards, top/bottom ID panels, interface boxes with mounting hardware and equipment cages for interface boxes. Scoreboards will be Daktronics Model BA2014 and BA624. All scoreboards will be operated using the DAK Score App. Contractor is required to coordinate any needed information from Daktronics. The Northern California Field Sales representation is Brett Robinson (510-579-4431); email: Brett.Robinson@daktronics.com. No submittals are required for Daktronic equipment.

Shop drawings, product data, and other items (not including scoreboards) shall be submitted to the City.

Contractor shall certify on submittals for review that submittals conform to contract requirements. In event of any variance, contractor shall specifically state in transmittal and on shop drawings, portions vary and require approval of a substitute.

3.6 Submittal Schedule

Contractor shall prepare its proposed submittal schedule that is coordinated with the its proposed construction schedule and submit both to the City within ten (10) days after the date of the Notice to Proceed. Contractor's proposed schedules shall become the project construction schedule and the project submittal schedule after each is approved by the City.

Contractor is responsible for all lost time should the initial submittal be rejected, marked "revised and resubmit", etc.

All Submittals shall be forwarded to the City by the date indicated on the approved submittal schedule, unless an earlier date is necessary to maintain the construction schedule, in which case those submittals shall be forwarded to the City so as not to delay the construction schedule.

3.7 Shop Drawings

If contractor requests to deviate from provided title sheets with demolition and electrical plans, engineering plans and precheck (PC) documents (Exhibit B), contractor shall submit one reproducible transparency and six (6) opaque reproductions of all proposed changes. The City will review and return the reproducible copy and one (1) opaque reproduction to contractor.

In any proposed deviations to contract documents and prior to commencing installation of any work, the contractor shall submit and receive approval of all drawings, descriptive data, and material list(s) as required to accomplish work.

Shop drawings shall consist of dimensioned plans and elevations and must give complete information, particularly as to attachments, openings, structural interferences, etc.

Contractor shall coordinate these composite shop drawings and installation layouts in the field between itself and its subcontractor(s) for proper relationship to the work, the work of other trades, and the field conditions.

3.8 Review and Resubmission Requirements

The City will arrange for review of submittals and shop drawing(s) and return to Contractor as provided below within twenty-one (21) days after receipt or within twenty-one (21) days after receipt of all related information necessary for such review, whichever is later.

One (1) copy of product or materials data will be returned to Contractor with the review status.

Contractor shall revise and resubmit any submittal and/or shop drawing(s) as required. Such resubmittals will be reviewed and returned in the same manner as the original within fourteen (14) days after receipt thereof or within fourteen (14) days after receipt of all related information necessary for such review.

Contractor may proceed with any of the work covered by submittal or shop drawing upon its return if designated as no exception taken, or revise as noted, provided the contractor proceeds in accordance with the City’s notes and comments.

Contractor shall not begin any of the work covered by a submittal or shop drawing designated as revise and resubmit or rejected, until a revision or correction thereof has been reviewed and returned to contractor.

Neither the review nor the lack of review of any submittal and/or shop drawing shall waive any of the requirements of the contract documents or relieve contractor of any obligation thereunder.

City’s review of shop drawings does not relieve the contractor of responsibility for any errors that may exist. Contractor is responsible for the dimensions and design of adequate connections and details and for satisfactory construction of all the work.

4.0 SPECIAL CONDITIONS

4.1.1 Access

Access to the City electrical rooms other electrical facilities for construction purposes, must be coordinated with the City before work is to start.

4.1.2 Master Key

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

4.1.3 Maintaining Services

The contractor is advised that work is to be performed in spaces regularly scheduled for public use. Interruption and/or periods of shutdown of public access, electrical service, lighting, or other utilities shall be only as arranged in advance with the City.

4.1.4 Maintaining Utilities

The contractor shall maintain in operation during duration of contract, drainage lines, storm drains, sewers, water, gas, electrical, and other utility service lines within working area.

4.1.5 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 area of the work 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 the performance of the work. Should damage occur to these existing installations, the costs of repair shall be at the contractor's expense and made to the City's satisfaction.

If underground utilities exist in areas requiring excavation for new footings or new electrical connection, contractor is to immediately notify the City. New scoreboards are be located generally in the same locations as the existing scoreboards however, to avoid conflicts with existing utilities the City has the discretion to nominally shift new scoreboard location(s) as necessary.

4.1.6 Utility Shutdowns and Interruptions

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

4.1.7 Preservation of Turf, Fencing and Softscape

Five (5) of the existing scoreboards to be removed and replaced are in dirt areas adjacent to fencing and shrubs. Contractor is to protect all existing permanent fencing from damage and preserve softscape improvements to the maximum extent possible. Two (2) of the existing scoreboards to be removed and replaced are in turf areas within the minor/major fields of the Milpitas Sports Center. Contractor is to fill holes left from removal of existing footings with engineered slurry fill. Contractor is to closely coordinate with City and submit a plan on how turf and the existing irrigation system will be preserved/protected during all work activities.

4.1.8 Work in Public Areas

By submitting its bid, contractor affirms that work may be performed during use of public facilities. Contractor agrees to cooperate to the best of its ability to minimize any disruption to public use up to, and including, rescheduling specific work activities, at no additional cost to City.

4.1.9 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.

4.2.0 Storage of Material and Equipment and Site Security

Contractor shall not store materials or equipment on private or public property or within street right-of-way without written permission shall be submitted to City prior to contractor moving materials or equipment onto site.

Contractor’s equipment shall be removed from private or public right-of-way and placed in the contractor’s designated storage area at the end of each workday. The project sites are subject to access by the public and are subject to vandalism.

Contractor shall be responsible for providing all security measures necessary to secure stored materials and 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.

4.2.1 Disruption to Traffic

By submitting a proposal, contractor acknowledges work will be occurring at active park/field locations. Contractor shall make all efforts to not disrupt the enjoyment of the public use at the various park / field locations.

4.2.2 Work Hours

All work shall occur during City staffed hours, which is typically Monday-Friday 7:00AM -4:00PM. However, exceptions will be made to accommodate scheduling constraints from the City.

4.2.3 Project Manager

The Project Manager for this project is Eddie Clements – Senior Public Works Lead; eclements@milpitas.gov; (408) 690-6841.

5.0 Bid Item Measurement and Payment

Payment shall be per unit specified and shall be considered full compensation for mobilization, furnishing all materials, equipment, labor, safety, traffic controls, cleanup and all work incidental thereto.

All park/field locations:

Refer to Exhibit B – TITLE SHEETS (with Demolition & Electrical Plans), ENGINEERING DRAWINGS & PRE-CHECK (PC) DOCUMENTS, for installation work.

Refer to Scope of Work, Section 2.4 New Scoreboards to Install, for installation work.

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

BID TABLES

Dixon Landing Park (Field 1, 2 & 3)

Cardoza Park (Cardoza Park Field)

Milpitas Sports Center (Senior, Major & Minor)

(1) Existing small scoreboards are mounted opposite each other on shared columns. New small scoreboards will be mounted opposite each other on new shared columns

EXHIBIT “B”

TITLE SHEET (with Demolition and Electrical Plans), ENGINEERING DRAWINGS & PRE-CHECK (PC) DOCUMENTS

EXHIBIT “C”

SPECIAL INSPECTION AND TESTING AGREEMENT AND SCHEDULE

EXHIBIT “D”

SITE VISIT CERTIFICATION

TO BE EXECUTED BY BIDDER AND SUBMITTED WITH PROPOSAL

PROJECT: Scoreboards Replacement Project

Check option that applies:

_____ I certify that I visited the site of the proposed work and became fully acquainted with the conditions relating to construction and labor. I fully understand the facilities, difficulties, and restrictions attending the execution of the work under contract.

_____ I certify that (Bidder's representative) visited the site of the proposed work and became fully acquainted with the conditions relating to construction and labor. The Bidder's representative fully understood the facilities, difficulties, and restrictions attending the execution of the Work under contract.

Bidder fully indemnifies the City of Milpitas, its Engineer, and all of their respective officers, agents, employees, and consultants from any damage, or omissions, related to conditions that could have been identified during my visit and/or the bidder's representative’s visit to the site.

I certify under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

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