Traffic_Signal_and_Signage_Maintenance_and_Repair.pdf

INVITATION TO BID

015-2022

TRAFFIC SIGNAL AND SIGNAGE MAINTENANCE AND REPAIR

City of Lake City

205 N. Marion Ave.

Lake City, FL 32055

RELEASE DATE: June 15, 2022

DEADLINE FOR QUESTIONS: June 30, 2022

RESPONSE DEADLINE: July 14, 2022, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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City of Lake City

INVITATION TO BID

Traffic Signal and Signage Maintenance and Repair

I. Introduction II. Instruction To Bidders

III. Scope of Work and Related Requirements IV. Terms and Conditions V. Pricing Proposal

VI. Vendor Questionnaire

Attachments:

A - Exhibit A

B - Exhibit B

C - Exhibit C

Invitation to Bid #015-2022 Title: Traffic Signal and Signage Maintenance and Repair

1. INTRODUCTION

1.1. Summary

INVITATION TO BID

015-2022

Sealed bids will be accepted by the City of Lake City, Florida until Thursday, July 14, 2022 at 2:00 pm, local time through the City’s e-Procurement Portal, ProcureNow. Any bids received after the above time will not be accepted under any circumstances. Any uncertainty regarding the time a bid is received will be resolved against the Bidder. Bids will not be accepted through any other means. Bid opening will be promptly at 2:02 pm in the City Council Chambers located on the 2nd floor in City Hall, at which time all bids will be publicly opened and read aloud for the purchase and installation of:

Traffic Signal and Signage Maintenance and Repair

Any deviation from the specifications must be explained in detail under “Clarifications and Exceptions”, as part of the Bidder's Response, and each deviation must be itemized by number and must specifically refer to the applicable specification paragraph and page. Otherwise it will be considered that items offered are in strict compliance with these specifications and the successful Bidder will be held responsible for meeting the specification.

All questions related to this ITB shall be submitted in writing through the ProcureNow Question/Answer

Tab via the City's e-Procurement portal, on or before, Question & Answer Submission Date by Question

& Answer Submission Time. Please include the section title for each question, if applicable, in order to ensure that questions asked are responded to correctly.

All questions must be in writing and directed to the Procurement Director. All questions will be answered in writing. Any answers which may alter the scope of work will be answered in the form of addenda. Any and all addenda must be acknowledged through the City's e-Procurement Portal. Deadline for receiving questions is Thursday, June 30, 2022 at 4:00 pm. Questions received after this date and time will not be considered.

Bidder may not withdraw his/her bid for a period of sixty (60) days following the opening of the responses.

The City of Lake City is exempt from State Use Tax, State Retail Tax and Federal Excise Tax. The bid price must be net, exclusive of taxes. Bidder’s proposal must be dated, signed by authorized representative, title, firm name, address, and telephone number.

Local Vendor Preference: City of Lake City Administrative Policy #18 states that the bid of a resident of

Columbia County, Florida will have a 5% preference over the bid submitted by any non-resident of

Columbia County. A resident is defined as an individual whose primary residence is within Columbia

County, Florida, a partnership whose principals are all residents of Columbia County, Florida, partnership or other business entity whose principal place of business is within Columbia County, Florida, or which maintains a full time business office open to the public within Columbia County, Florida. With these and http://secure.procurenow.com/lcfla other contributing factors the City Council reserves the right to award a bid or contract in the best interest of the City.

Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and city holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement

Department or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

Any Bidder desirous of protesting a bid for any reason must file a written notice of bid protest with the

City Manager’s office within 72 hours following posting of notice of intended award. All protest will be in writing stating the bid being protested and the specific reason of the protest. All protest will be signed by the Protestor and include all detail for a complete and thorough review. The decision of the City

Manager, after consultation with the City Attorney will be issued within five (5) working days of the receipt of the protest, unless additional time is agreed upon by all parties involved should circumstance warrant such a delay.

By submission of his/her bid, the Bidder certifies that:

A. The bid has been arrived at by the Bidder independently and has been submitted without collusion with any other vendor of materials, supplies, or equipment described in the Invitation to Bid.

B. The contents of the bid have not been communicated by the Bidder, his/her employees or agents, to his/her best knowledge and belief, to any person not an employee or agent of the

Bidder or his surety in any bond furnished herewith and will not be communicated to any such person prior to the official opening of the bids.

The City of Lake City reserves the right to accept or reject any/all bids and to award the contract in the best interest of the City of Lake City, Florida.

CITY OF LAKE CITY, FLORIDA

Paul Dyal

Interim City Manager

1.2. Background

the City of Lake City (the City) is looking for a Contractor to provide routine preventative maintenance and scheduled repair of traffic signal equipment, emergency response to repair traffic signal, street lights and lighted crosswalks, and other related equipment by duly trained and qualified personnel.

Currently the City maintains 30 signalized intersections, 17 intersection and School flashing lights, and

78 street lights from Marion Ave. and side streets, 64 Antique street lights from Olustee Park and parking lots, and 39 street lights in the Plantations Subdivision.

1.3. Contact Information

Karen Nelmes

Procurement Director

205 N. Marion Ave

Lake City, FL 32055

Email: nelmesk@lcfla.com

Phone: (386) 719-5818

Department:

Public Works

1.4. Timeline

Release Project Date June 15, 2022

Question Submission Deadline June 30, 2022, 4:00pm

Question Response Deadline July 1, 2022, 4:00pm

Proposal Submission Deadline July 14, 2022, 2:00pm mailto:nelmesk@lcfla.com tel:(386)719-5818

2. INSTRUCTION TO BIDDERS

2.1. Overview

The City of Lake City is accepting bids for The contractor will be required to maintain and repair all traffic signals, interconnected and monitored traffic signals, traffic signal systems (defined as central computer, cameras, message signs, communication devices, interconnect/network, vehicle, bicycle & pedestrian detection devices, traffic signal hardware and software, preemption devices, and uninterruptible power supplies, control devices (defined as intersectioncontrol beacons, traffic warning beacons, illuminated street name signs, pedestrian flashing beacons(i.e. school zone flashing beacons, pedestrian crossing beacons, and Rectangular Rapid Flashing Beacons), blank-out signs, travel time detectors, emergency/fire department signals, speed activated warning displays, and other types of traffic signals and devices specifically identified in Exhibit.

Bidders shall create a FREE account with ProcureNow by signing up at https://secure.procurenow.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic response.

2.2. Pre-Bid Meeting

There will be no pre-bid meeting associated with this project.

2.3. Submittal Deadline

Bids shall be submitted via the City's e-Procurement Portal, ProcureNow, no later than Thursday, July 14, 2022 at 2:00 pm. Late proposals shall not be accepted.

Bids must be submitted via the City's e-Procurement Portal, ProcureNow and may not be delivered orally, by facsimile transmission, or by other telecommunication or electronic means.

2.4. Questions

All questions related to this ITB shall be submitted in writing via the ProcureNow Question/Answer Tab via the City's e-Procurement portal, on or before, Friday, July 1, 2022 by 4:00 pm. All questions submitted and answers provided shall be electronically distributed via email to bidders following this solicitation on the City's e-Procurement Portal.

2.5. Addenda

Addenda notifications will be emailed to all persons on record as following this ITB.

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3. SCOPE OF WORK AND RELATED REQUIREMENTS

3.1. General Scope of Work

The contractor will be required to maintain and repair all traffic signals, interconnected and monitored traffic signals, traffic signal systems (defined as central computer, cameras, message signs, communication devices, interconnect/network, vehicle, bicycle & pedestrian detection devices, traffic signal hardware and software, preemption devices, and uninterruptible power supplies, control devices

(defined as intersection control beacons, traffic warning beacons, illuminated street name signs, pedestrian flashing beacons(i.e. school zone flashing beacons, pedestrian crossing beacons, and

Rectangular Rapid Flashing Beacons), blank-out signs, travel time detectors, emergency/fire department signals, speed activated warning displays, and other types of traffic signals and devices specifically identified in Exhibit A.

3.2. Bidder Qualifications

Bidder must have at least five full time employees that have a minimum of ten years experience maintaining traffic signal equipment.

Bidder must have at least two full time employees that have a minimum of ten years experience connecting hard wire interconnect cable to existing traffic signal equipment.

Bidder will have at least one full-time Florida licensed electricians employed and two available for emergency repairs 24 hours a day.

Bidder will have at leas one full-time that is an IMSA certified traffic signal technician level II or level III.

3.3. Required Response Time

The Contractor shall provide and maintain emergency service response of the City's Traffic signals, street lights, and lighted crosswalks and any of the critical devices that require immediate repair on a twenty-four (24) hour a day, seven (7) days per week basis, including all holidays.

Contractor will supply the City with a primary contact name and number and a back-up contact name and number for during business hours and after hours. Contractor shall respond to emergency calls in a time not to exceed two (2) hours unless, weather, traffic, and/or natural disaster conditions prevents them from doing so.

3.4. Equipment

Contractor technician must be equipped with all-necessary tools, equipment and inventory to perform maintenance and routine repair of failed traffic signals, flashing signals, school crossings and street lights.

Contractor must provide vehicle(s) to be used by the Contractor’s Technicians which shall be equipped with a permanently mounted arrow board; warning beacon/strobe lights; traffic cones; construction warning signs; a hydraulic bucket capable of reaching a height of at least twenty-eight (28) feet from the roadway surface; necessary computer laptop for programming, maintenance and testing of traffic signal controllers and various equipment; and communications equipment for dispatch. In addition, Contractor’s employee shall be required to have radio communication equipment for dispatch purposes.

At a minimum, this shall be a cellular phone capable of numeric and text messages with vibration alert.

All of the required equipment shall be properly maintained and functional twenty-four (24) hours a day, seven (7) days a week, including holidays.

The Contractor shall ensure that any vehicle used within the boundaries of the City where lane closures or work within the travel lanes is required shall be equipped with an arrow board, warning beacons/ strobe lights, the proper quantity and sized cones for a lane closure, and advance warning signs. All of the Contractor’s employees working within the boundaries of the City shall be equipped with a communications device capable of instant 2-way communications for extended periods of time with the

Contractor’s shop or with City staff.

The Contractor must possess, and have readily available in functioning order, all required tools, equipment, apparatus, facilities, and materials needed to perform all work necessary to maintain and repair the traffic signals, street lights, and lighted crosswalks in the City in compliance State of Florida standards and specifications. All excess materials and equipment in the Contractor’s inventory shall be the property and responsibility of the Contractor until such materials or equipment is used or installed in the City.

The Contractor shall furnish temporary beacons and other (portable) replacement equipment for nonoperational traffic signals. Contractor furnished temporary spare equipment shall be equivalent to the component being replaced in manufacture, make and model. The Contractor shall provide traffic control/lane closures that conform to Federal Highway Administration Manual on Uniform Traffic

Control Devices, (MUTCD).

The Contractor shall cooperate with the City in recalibrating traffic signal coordination timing and progression. The Contractor shall change the timing of traffic signal only upon the direction or advance written approval of the City. During emergency conditions, the Contractor shall assure full cooperation with the City and those employees of the City and other agencies as indicated.

3.5. Total Cost of Repairs - Scheduled

The Contractor shall investigate and determine the corrective requirements for each reported malfunction, failure or outage of the traffic signal system. The Contractor shall repair or replace equipment and components that have failed, deteriorated or malfunctioned from the normal operation of the traffic signal system. The equipment and components shall include, but are not limited to the following elements: Incandescent Lamps, Light Emitting Diode (LED) signal faces, Conflict Monitors, Internally Illuminated Street Name Sign Tubes, Signal Safety Lights, Load Switches, Detector Amplifiers, Transfer Switches, Flasher Switches, Breaker Switches, Ballasts, Starters, Sockets, Fuses, Fuse Holders, Photoelectric Cells, Signal and Safety Light Wiring in Poles, etc. No permanent change shall be done without prior approval of the City. Whenever equipment is removed, the City representative shall be notified by phone and email within twenty-four (24) hours, except weekends and holidays, where the

Contractor shall have until the next calendar day to notify the City representative.

The Contractor shall submit a proposal to provide the required traffic signal supplies, materials, and installed equipment for approval by the City prior to proceeding with installation. The City shall approve the sources of and prices for supplies, materials, and installed equipment prior to procurement.

Replacement supplies, materials, and installed equipment will be manufactured by a reputable supplier approved by the City. Such approval shall not prevent subsequent disapproval or rejection of supplies, materials, and installed equipment by the City if the quality is less than required by the Contract or otherwise unsatisfactory. If discounts by suppliers are available to the Contractor, they shall be credited to the City. If supplies, materials, or installed equipment is obtained from supply or source owned by or in part by the Contractor, the price will not exceed current wholesale price for such materials and installed equipment. The City reserves the right to furnish supplies, materials, and installed equipment required for performance of the work.

The City shall reimburse the Contractor for supplies, materials, and installed equipment used for permanent repairs, in an amount equal to the cost of the materials including an agreed mark-up price.

Reimbursement will occur only after supplies, materials, and equipment used have been installed. Until installation occurs, the Contractor shall own and be responsible for their inventory. When entire parts or equipment become obsolete or are deteriorated beyond repair, report such conditions to the City and provide satisfactory evidence that replacement is necessary.

Maintenance activities that require periodic replacement of minor parts will not require City approval.

Replacement of controllers and battery backup systems will require approval of City staff prior to replacement. The serial number of any unit removed will be recorded and the removed unit should be delivered to the City Public Works Department.

3.6. Unscheduled and Emergency Response work - Extra Work

The City may request that the Contractor perform unscheduled and emergency response work on the traffic signal system not covered by preventative maintenance and scheduled repair. This work shall be performed on a time and materials basis in accordance with the unit costs provided listed and or by a negotiated cost.

Unscheduled and emergency work includes, but is not limited to the following: Downed signal heads, poles, damaged controller and cabinet, damaged internally illuminated street name signs, damaged inductive loops, sensing elements, pedestrian push buttons, electroliers, pedestrian signal heads, wiring, and other operational equipment related issues. The Contractor shall repair, replace or otherwise render in good working order any and all defective parts of the traffic signal equipment with like make and model parts. Whenever equipment is removed, the City representative shall be notified by phone and email within twenty-four (24) working hours, except weekends and holidays, where the contractor shall have until the next calendar day to notify the City representative.

The Contractor shall cover the cost of replacing any parts to the traffic signals. The City shall reimburse the Contractor for materials used for repairs, in an amount equal to the cost of the materials including an agreed mark-up price. Compensation for unscheduled and emergency work identified above will be paid at the hourly labor rates, vehicle and equipment rates included in this solicitation. Compensation for travel time shall be included in the payment for unscheduled or emergency work for those calls originating between 5:00 PM to 7:00 AM, for the actual travel time to the site, up to a two (2) hour maximum.

Contractor will notify the City representative in advance of any traffic signal deactivations (by phone and email) that may be required to provide the required services. Traffic signal deactivations shall not be scheduled without the approval of an authorized representative of the City. All traffic signal controller equipment shall be maintained as recommended by the manufacturer.

The Contractor at his own cost, shall place barricades, clean up debris, and properly dispose of damaged components.

Emergency calls that require replacement of parts or equipment will not require approval from the City before such replacements are commenced. The Contractor should have additional staff on-call incase the responding technician cannot handle emergency work alone.

Signal-on-flash, signal blackout not caused by a power outage, and any malfunction of pedestrian signals shall constitute an emergency.

Protocol for unscheduled and emergency work shall be as follows:

1. Maintain a single local telephone where an on-call technician can be reached at all times, twenty-four

(24) hours per day. This telephone number will be made available to all persons designated by the City.

2. At the time the on-call traffic signal technician is notified of unscheduled work or emergency by the

City, law enforcement agency or the 911 dispatch center, the technician will have the following response times:

a. Emergency and accident maintenance, replacement of burned out signal faces—2 hours.

b. All other signal maintenance---24 hours.

c. Safety lighting---48 hours.

The City representative or the law enforcement agency may extend the maximum response time for maintenance on a case-by-case basis if the signal remains operational in a satisfactory manner and the condition poses no immediate hazard to the public. Failure to meet the response time requirements by the Contractor shall be sufficient cause for the City to authorize maintenance to be completed by others and deduct the costs of said maintenance from payments due the Contractor. Repetitive failure shall be deemed sufficient cause for the City to terminate the contract.

3. Upon completion of the unscheduled emergency work, the technician is to contact the City representative and inform them that the work has been completed.

3.7. Maintenance Records

Contractor shall maintain an inventory list of the equipment in the controller cabinet at each location.

The inventory shall include the model, manufacturer, serial number, and quantity of each piece of equipment and installation date. The inventory list shall be continually updated and a copy shall be furnished to the County every six (6) months.

Contractor shall maintain a copy of the Preventative Maintenance (PM) Inspection Form approved by the County at each intersection. The PM checklist form shall be approved by the County at the beginning of each contract year. The PM checklist form shall be completely filled out during each routine maintenance inspection and during any time repairs are made to the controller or any related equipment in the controller cabinet or the signal equipment at the intersection (detector loops, pedestrian heads, signal heads, lenses, lamps and signal poles, etc.)

A printout of the signal control database shall be kept in each controller cabinet. Timing changes shall be indicated on the printout. Only the County’s representative shall authorize timing changes except that the Contractor may make changes required on a temporary basis due to maintenance operations or to maintain a satisfactory signal operation when there is a detection failure.

The Contractor shall provide a monthly activity report to the County by the fifteenth (15) working day of each month for the previous month. A monthly report generated shall be sent to the County with the monthly invoice. No payment will be made without submittal of the report. The report shall include:

a. Unscheduled and emergency response work: Time the service calls were received, time arrived at he intersection, the response time, nature of the problem, the number of hours spent for each repair, materials used, whether the activity is related to accident or vandalism, and a special listing of intersections with three or more calls in a month.

b. Preventative maintenance: Time and date the PM work was performed.

c. Pending repair list: Provide a monthly report of all pending repair work needed at each intersection.

The intersection name should be listed along with a description of the repair required, problem that created the repair, and lever of severity (high, medium or low).

3.8. Traffic Signal Preventative Maintenance

The following is a detailed breakdown of bi-annual and annual maintenance work to be performed.

6 -MONTH ROUTINE MAINTENANCE

Measure and record voltage in cabinet vs. service point

Clean and vacuum cabinet, Clean and/or replace filters

Check weather proof seals and lubricate door hinges and locks

Check operation of the fan.

Check Controller operations and timings with timing sheet

Check operation of Conflict Monitor (using approved field test methods)

Check detector operations

Check flash operations

Check load switch operations

Check terminals, breakers, and grounds

Manually record inspection date and time in controller cabinet and send written confirmation of 6-month maintenance with recommendations to City by intersection.

YEARLY ROUTINE MAINTENANCE (In addition to 6-month)

Inspect alignment, wiring, and mounting hardware of signal heads

Inspect Poles and mast arms for rust, cracks or other damage

Inspect anchor bolts for rust and nuts for tightness

Inspect mast arm bolts for rust and tightness

Check signal pole grounds

Check push buttons for proper operation

Check vehicle loops for exposed wires or foreign debris that could damage the loop wires

Check pull box structures and lids

Check splices

Check pull boxes for proper drainage

Treat and/or remove any nests found

Replace pest control as needed

Replace deteriorated or missing components and fastening hardware such as sockets, nuts, and bolts.

Manually record inspection date and time in controller cabinet and send written confirmation of yearly inspection with recommendations to Columbia County by intersection.

SCHOOL CROSSINGS:

Contractor shall be responsible for scheduling changes to school crossing lights to include changes in daylight savings time, end of school year and beginning of school year. See Exhibit B for the crossings.

STREET LIGHTING - EXHIBIT C

See Exhibit A for a list of intersections and lights

*Note: All of these in Exhibit A must be serviced and maintained according to this contract.

3.9. Specifications

The City requires that the Contractor will provide monthly, quarterly, semi-annual, and annual

Maintenance on all signals, flashing beacons, and other related safety lighting and signage. Maintenance includes emergency, routine, and preventative work.

3.10. Code and Standards

Contractor must perform any repairs, maintenance and construction per the Florida Departments of

Transportation's (FDOT) Current Standard Specifications for Road and Bridge Construction. Contractor must be approved by FDOT prior to award of contract.

3.11. Contractors Responsibilities

Contractor shall maintain and operate the Traffic Signals and Devices in a manner that will ensure safe and efficient movement of highway traffic and that is consistent with maintenance practices prescribed by the International Municipal Signal Association (IMSA) and operational requirements of the Manual on

Uniform Traffic Control Devices (MUTCD).

Contractors responsibilities include but are not limited to the following:

A. preventive maintenance (periodic inspection, service, and routine repairs), restoration of services, B. and emergency maintenance (troubleshooting in the event of equipment malfunction, failure, or damage.

C. Restoration of services may include temporary poles and/or signals, stop signs or other methods to maintain traffic.

3.12. City's Responsibilities

The City will be responsible in connection for the work are as follows:

A. Provide Contractor with available information, reports, and other data in possession of or available to the City to assist Contractor in performing the scope of work herein described;

B. Provide a designated person to act as the City's authorized representative with respect to the work to be performed by Contractor

C. Upon presentment of a detailed invoice to the City from Contractor, pay contractor as follows:

3.13. Traffic Signage

• Install, maintain and replace all signage with in the City Limits excluding any signs on state maintained roadways.

• Build custom signs for City use at City facilities, parks and parking lots.

• Build and maintain event signage for all City Sponsored events

3.14. Inspections of Mast Arms

Mast arm structures will be inspected every sixty (60) months by FDOT. If any deficiencies exist that require preventative maintenance the contractor must complete them within ninety (90) days.

Preventative maintenance of the mast arm structures includes, but is not limited to, spot painting, cleaning, all wiring repair and replacement, graffiti removal, all signal related issues (including lighting, signs and connections), tightening of nuts, replacing missing or deficient bolts, replacement of missing cap covers or equivalent, replacement of missing or deficient access hole cover plates, repairing improper grounding, and repainting any painted mast arms installed after April 30, 2015.

3.15. Timing and Phasing Plan

The timing and phasing of the traffic signals must be in accordance with FDOT's timing and phasing plans, specifications, special provisions, FDOT's re-timing projects, and the Department's Traffic

Engineering Manual.

3.16. Traffic Signal Preventative Maintenance Inspections

Traffic signal preventive maintenance inspections: Traffic signals shall receive a comprehensive preventive maintenance inspection on at least 50% of all traffic signals annually, alternating the remaining 50% the following year. Preventive maintenance inspection shall include verification that all detection is working, the traffic signal is cycling properly , the ventilation system is functioning and filters are clean. Basic traffic cabinet maintenance shall also verify power feed voltages, verify that the vehicle and pedestrian indications are functioning properly, test the effective functioning of pedestrian push buttons, and check hinges and door locks. At least one (1) conflict monitor test shall be performed on

50% of traffic signals annually, alternating the remaining 50% the following year. Each test is to be documented and included in the annual report. The inspection report shall note location, date of inspection, and any items noted.

3.17. Safety

The Contractor shall be responsible for the safe conduct of his/her personnel during the execution of the work detailed herein. The Contractor shall meet or exceed the standards set for by the Occupational

Safety and Health Administration (OSHA) and requirements established by the Federal, State, and Local agencies. Should an unsafe condition be identified during the execution of this work, the Contractor will immediately suspend such activity until a safe method can be employed.

3.18. Employees

A. Contractor shall be responsible for the appearance of all working personnel assigned to the project. Personnel shall be clean and appropriately dressed at all times. Personnel must wear property identification at all times (company shirts, ID badges, etc.)

B. All personnel of the Contractor shall be considered to be, at all times, the sole employees of the

Contractor, under the Contractor’s sole direction, and not an employee or agent of the City of

Lake City. The Contractor shall supply competent and physically capable employees and the City of Lake City may require the Contractor to remove any employee it deems careless, incompetent, insubordinate or otherwise objectionable and whose presence on city property is not in the best interest of the City of Lake City. The City of Lake City shall not have any duty to implement or enforce such requirements.

C. Contractor shall assign an “on-duty” supervisor who speaks and reads English.

D. Contractor shall have its employees refrain from the use of tobacco products in the City’s buildings or grounds. Tobacco use will be allowed in designated areas only.

E. Contractor shall be solely responsible for receiving all materials and equipment at site.

3.19. Disposal of Waste

The successful Contractor shall be responsible for the daily disposal of all waste materials, debris, and any and all excess materials, containers, etc. at an off-site location in accordance with local, state and federal regulations. The City dumpsters are not to be used by the Contractor. Disposal of waste materials shall be in a proper manner in accordance with all environmental guidelines and regulations.

3.20. Warranty

A. The Contractor agrees that the goods furnished under any award resulting from this solicitation shall be covered by the most favorable commercial warranties the Contractor gives any customer for such goods and that the rights and remedies provided therein are in addition to and do not limit those available to the City of Lake City by any other clause of this solicitation. A copy of this warranty shall be furnished with the bid. At a minimum, all work shall be guaranteed by the Contractor against defects resulting from the use of inferior materials, equipment or workmanship for one (1) year from the date of final acceptance of the entire project by the City of Lake City in writing.

B. The Contractor warrants that, unless otherwise specified, all materials and equipment incorporated in this solicitation and under the contract shall be new, in first class condition, and in accordance with the ITB documents. The Contractor further warrants that all workmanship shall be of the highest quality and in accordance with contract documents and shall be performed by persons qualified at their respective trades. Defects discovered during the warranty period shall be corrected by the Contractor to the City of Lake City’s satisfaction.

4. TERMS AND CONDITIONS

4.1. Licenses/Qualifications

All Contractor's must be qualified and licensed under the laws, rules and regulations of the State of

Florida and the City of Lake City, Florida to perform the work required by these contract documents.

Contractor’s qualifications including equipment to be used for this project will be subject to review and approval by the City prior to award.

4.2. Insurance

A. Without limiting Contractor's indemnification, it is agreed that the successful Contractor will purchase at their expense and maintain in force at all times during the performance of services under this agreement the following insurance. Where specific limits are shown, it is understood that they must be the minimum acceptable limits. If successful Contractor's policy contains higher limits, the City of Lake City will be entitled to coverage to the extent of such higher limits.

Certificates of Insurance must be furnished to the City naming the City of Lake City as additional insured. These certificates must provide a ten (10) calendar day notice to the City in the event of cancellation, non-renewal or a material change in the policy.

B. Statutory Workers Compensation insurance as required by the State of Florida.

C. Commercial General Liability insurance to provide coverage of not less than $1,000,000.00 combined single limit per occurrence and annual aggregates where generally applicable and must include premises-operations, independent contractors, products/completed operations, broad form property damage, blanket contractual and personal injury endorsements.

D. Business Vehicle/Umbrella Liability insurance with a minimum limit of $300,000 per occurrence, and $1,000,000 for all claims arising out of the same incident or occurrence, for property damage and personal injury. Notice, these limits may change according to Florida law and the protections afforded to the City pursuant to sovereign immunity for liability.

4.3. Indemnity

Successful contractor will indemnify and hold Owner and Owner’s agents harmless from any loss, cost, damage or injury sustained by any persons (s) as a result of the actions of employees or officers of the

Contractor, subcontractors or suppliers.

4.4. Liquidated Damages

In the event the bidder is awarded the contract and fails to complete the work within the time limit or extended time limit agreed upon, liquidated damages will be paid to the City of Lake City at the sum of

$Discussion needed per day for all work awarded under the contract until the work has been satisfactorily completed and accepted by the City.

4.5. Schedule

A. Upon receipt of all required documents a Notice to Proceed will be issued.

B. The successful Contractor must complete all work within Annual Contract calendar days after delivery of equipment.

4.6. Special Conditions

A. Extended time may be allowed for the completion of this project due to inclement weather.

B. Decisions to allow days added to the contract due to inclement weather will be based upon weather records as recorded with the State of Florida, Division of Forestry located in Lake City, Florida and approved by the City of Lake City Project Manager.

C. In the event additional days are awarded the contractor must notify the City of Lake City

Procurement department at the beginning of work stoppage and each succeeding day until work can be safely resumed.

4.7. Contract/Award

A. The successful Contractor will execute the contract within ten (10) calendar days following issuance of Notice of Award. Upon receipt of required documents, a Notice to Proceed will be issued.

B. Award shall be made to the most responsive responsible bidder.

4.8. Payment

Payment will be based on: (a) City’s acceptance of work, and (b) submitted evidence, if requested by the

City, that all payrolls, materials, bills, and indebtedness connected with the work have been paid. The

City may withhold an amount as may be necessary to pay such claims for labor and services rendered and materials involved with the work. Payment to Contractor will be made within thirty (30) calendar days of receipt of invoice, assuming there are no contested amounts with the invoice.

4.9. Or Equal

Any manufacturers’ names, trade names, brand names or catalogue numbers used in the specifications are for the purpose of describing and establishing general performance and quality levels. Such references are not intended to be restrictive. Bids are invited on these and comparable brands or products provided the quality of the proposed products meet or exceed the quality of the specifications listed for any item. All requests for “or equal” consideration must be received prior to the deadline for receiving questions.

4.10. Experience/References

Bidders must provide a statement of qualifications and include with their proposal a minimum ofthree

(3)references for similar project in the last Three (3) years. The list of references must be submitted as a part of the bidder response as provided within the vendor questionnaire. All reference materials provided become the property of the City of Lake City and also become public record.

4.11. Change Orders

A. Notify the City of Lake City of any conditions in the project area that are not addressed within the specifications that may require a change order.

B. Change orders to the scope of work or additional work requested by the City of Lake City must be in written form and initiated by the Contractor.

C. All changes or additions will be approved by the City of Lake City prior to work being initiated.

4.12. Addendum

It will be the sole responsibility of the bidder to contact the Purchasing Department prior to submitting a bid to determine if any addenda have been issued, to obtain such addenda, and to acknowledge addenda with their bid. Failure to submit acknowledgement of any addendum that affects the bid price is considered a major irregularity and will be cause for rejection of the bid.

4.13. Required Documents

The enclosed documents must be executed and returned with bid proposal or the proposal may be considered non-responsive. (Conflict of Interest Statement, Disputes Disclosure Form, Drug Free

Workplace Certificate, Non-Collusion Affidavit of Proposer, References, Public Entity Crime Statement and E-Verify Affirmation Statement.

4.14. Public Entity Crime

Public Entity Crimes – Section 287.133 (3) (n) of the Florida Statutes requires that a vendor/contractor submit a sworn statement concerning Public Entity crimes. Bidders are required to submit the enclosed form with their bid, failure to do so may be reason for rejection of bid.

4.15. Employment Eligibility Verification (E-Verify)

In accordance with State of Florida, Office of the Governor, Executive Order 11-116 (superseding

Executive Order 11-02; Verification of Employment Status), in the event performance of this Agreement is or will be funded using state or federal funds, the CONTRACTOR must comply with the Employment

Eligibility Verification Program(“E-Verify Program”) developed by the federal government to verify the eligibility of individuals to work in the United States and 48 CFR 52.222-54 (as amended) is incorporated herein by reference. If applicable, in accordance with Subpart 22.18 of the Federal Acquisition Register, the CONTRACTOR must (1) enroll in the E-Verify Program, (2) use E-Verify to verify the employment eligibility of all new hires working in the United States, except if the CONTRACTOR is a state or local government, the CONTRACTOR may choose to verify only new hires assigned to the Agreement; (3) use

E-Verify to verify the employment eligibility of all employees assigned to the Agreement; and (4) include these requirement in certain subcontracts, such as construction. Information on registration for and use of the E-Verify Program can be obtained via the internet at the Department of Homeland Security Web site: http://www.dhs.gov/E-Verify.

4.16. Public Record

The Owner is a public agency subject to Chapter 119, Florida Statutes. The Contractor shall comply with

Florida’s public records law. Specifically, the Contractor shall:

A. Keep and maintain public records required by the public agency to perform the service.

B. Upon request from the public agency’s custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law.

C. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the public agency.

D. Upon completion of the contract, transfer, at no cost, to the public agency all public records in possession of the contractor or keep and maintain public records required by the public agency to perform the service. If the contractor transfers all public records to the public agency upon completion of the contract, the contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the contractor keeps and maintains public records upon completion of the contract, the contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the public agency, upon request from the public agency’s custodian of public records, in a format that is compatible with the information technology systems of the public agency

IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA

STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT (386) 719-5826 OR (386) 719-5756, CITYCLERK@LCFLA.COM, CITY CLERKS OFFICE, 205 N MARION AVE., LAKE CITY, FL, 32055.

4.17. Payment And Performance Bonds

Payment and performance bonds are not a requirement of this bid.

4.18. Additional Information

The City of Lake City reserves the right to request any additional information needed for clarification from any Bidder for evaluation purposes.

5. PRICING PROPOSAL

TRAFFIC SIGNAL MAINTENANCE AND REPAIR

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Bi-Annual Traffic Signal Maintenance, per intersection 1 per intersection

2 Annual Traffic Signal Maintenance, per intersection 1 per

Intersection

3 Bucket Truck 1 Hourly Rate

4 Parts Mark-up Percentage 1 %

Unscheduled Hourly Repairs

5 Technician 1 Hourly Rate

6 Laborer 1 Hourly Rate

Emergency Repairs (between 5pm - 7am)

7 Technician - After hours 1 Hourly Rate

8 Laborer - After hours 1 Hourly Rate

TOTAL COST PREVENTATIVE MAINTENANCE AND REPAIRS

Line Item Description Quantity Unit of

Measure Unit Cost Total

9 Preventative Maintenance and

Scheduled Repairs 1 Lump Sum

TOTAL

6. VENDOR QUESTIONNAIRE

6.1. References*

As per the Terms and Conditions, please provide the company name, address, contact person, telephone number and length of time services, using the following format, of at least three (3) client/customer references.

*Note: only list those client/customers in which a similar type of equipment/product of scope of work/service was provided.

Company Name: ____________________________________________

Address:___________________________________________________

Business Phone #:___________________________________________

Contact Person:_____________________________________________

Email: ____________________________________________________

Length of time services provided:_______________________________

*Response required

6.2. Title and Organization*

Please provide your title and organization's name.

*Response required

6.3. Local Office*

Please provide the city and state for your local office. If you do not have a local office, please type "N/A".

*Response required

6.4. Principal Office*

Please provide the city and state for your Principal Office.

*Response required

6.5. Conflict of Interest Statement*

A. The above named entity is submitting a Bid for the City of Lake City 015-2022 described as

Traffic Signal and Signage Maintenance and Repair.

B. The Affiant has made diligent inquiry and provides the information contained in the Affidavit based upon his/her own knowledge.

https://secure.procurenow.com/portal/lcfla/projects/19768?section=149885

C. The Affiant states that only one submittal for the above proposal is being submitted and that the above named entity has no financial interest in other entities submitting proposals for the same project.

D. Neither the Affiant nor the above named entity has directly or indirectly entered into any agreement, participated in any collusion, or otherwise taken any action in restraints of free competitive pricing in connection with the entity’s submittal for the above proposal. This statement restricts the discussion of pricing data until the completion of negotiations if necessary and execution of the Contract for this project.

E. Neither the entity not its affiliates, nor anyone associated with them, is presently suspended or otherwise ineligible from participation in contract letting by any local, State, or Federal Agency.

F. Neither the entity nor its affiliates, nor anyone associated with them have any potential conflict of interest due to any other clients, contracts, or property interests for this project.

G. I certify that no member of the entity’s ownership or management is presently applying for an employee position or actively seeking an elected position with the City of Lake City.

H. I certify that no member of the entity’s ownership or management, or staff has a vested interest in any aspect of the City of lake City.

I. In the event that a conflict of interest is identified in the provision of services, I, on behalf of the above named entity, will immediately notify the City of Lake City.

☐ Please confirm

*Response required

6.6. Disputes Disclosure Form*

Please select all that pertain to your organization. To answer yes, click on the options that pertain to your organization.

Select all that apply

☐ Has your firm or any of its officers, received a reprimand of any nature or been suspended by the

Department of Professional Regulations or any other regulatory agency or professional association within the last five (5) years?

☐ Has your firm, or any member of your firm, been declared in default, terminated or removed from a contract or job related to the services your firm provides in the regular course of business within the last five (5) years?

☐ Has your firm had against it or filed any request for equitable adjustment, contract claims, bid protest, or litigation in the past five (5) years that is related to the services your firm provides in the regular course of business?

☐ None

*Response required

6.7. Disputes Disclosure Form - Explanation*

If you answered yes for any in the previous question, state the nature of the request for equitable adjustment, contract claim, litigation, or protest, and state a brief description of the case, the outcome or status of the suit and the monetary amounts or extended contract time involved. If you selected none, please type "N/A".

*Response required

6.8. Disputes Disclosure Form - Acknowledgement*

I hereby certify that all statements made are true and agree and understand that any misstatement or misrepresentation or falsification of facts shall be cause for forfeiture of rights for further consideration of this proposal for the City of Lake City.

☐ Please confirm

*Response required

6.9. Drug Free Workplace Certificate*

I, the undersigned, in accordance with Florida Statute 287.087, hereby certify that, as an authorized signatory on behalf of our organization, publishes a written statement notifying that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the workplace named above, and specifying actions that will be taken against violations of such prohibition.

• Informs employees about the dangers of drug abuse in the work place, the firm’s policy of maintaining a drug free working environment, and available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug use violations.

• Gives each employee engaged in providing commodities or contractual services that are under bid or proposal, a copy of the statement specified above.

• Notifies the employees that as a condition of working on the commodities or contractual services that are under bid or proposal, the employee will abide by the terms of the statement and will notify the employer of any conviction of, plea of guilty or nolo contender to, any violation of Chapter 1893, of any controlled substance law of the State of Florida or the United

States, for a violation occurring in the work place, no later than five (5) days after such conviction, and requires employees to sign copies of such written (*) statement to acknowledge…