Traffic Signal Maintenance Throughout the City of Brea.pdf

CITY OF BREA – RFP TRAFFIC SIGNAL MAINTENANCE 0 of 55

CITY OF BREA

REQUEST FOR PROPOSALS NO. 26-02

Traffic Signal Maintenance Throughout the City of Brea

RFP DUE DATE:

November 12, 2026 BY 2:00PM, at the City Service Yard, 545 N. Berry St., Brea, CA 92821

RFP ADMINISTRATOR:

Eric Aulls, Public Works Manager erica@cityofbrea.gov

VIEW THIS SOLICITATION AT:

City of Brea: https://www.cityofbrea.gov/409/Bids-RFPs

Public Purchase: https://www.publicpurchase.com/gems/bid/bidView?bidId=217059

PQ BIDS: https://pqbids.com/ mailto:erica@cityofbrea.gov https://www.cityofbrea.gov/409/Bids-RFPs https://www.publicpurchase.com/gems/bid/bidView?bidId=217059 https://pqbids.com/

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TABLE OF CONTENTS PAGE

1) INTRODUCTION AND INSTRUCTIONS 3

2) PROPOSAL EVALUATION CRITERIA 5

3) TENTATIVE PROJECT SCHEDULE 6

4) TERMS AND CONDITIONS 6

5) SCOPE OF SERVICES 13

6) EXHIBIT A – SAMPLE AGREEMENT 29

7) EXHIBIT B – PAYMENT SCHEDULE 41

8) EXHIBIT C – INSURANCE REQUIREMENTS 47

9) EXHIBIT D – NONCOLLUSION DECLARATION FORM 50

10) EXHIBIT E – DECLARATION OF ELIGIBILITY TO CONTRACT 51

11) PROPOSAL CHECKLIST & FORMAT 54

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RFP INTRODUCTION,

INSTRUCTIONS, AND TERMS

AND CONDITIONS

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OBJECTIVE

The City of Brea (“City) is seeking proposals from qualified proposers interested in providing traffic signal maintenance throughout the City of Brea. These services will be provided on a scheduled basis as set forth in the Scope of Services. The objective of this Request for Proposals (“RFP”) is to identify the most qualified proposer(s) to provide these services over the course of the (3) three-years and six (6) months base contract term, with the option of four (4) additional one-year extensions. However, the City reserves the right to make multiple awards if doing so serves the best interest of the City. Depending on the department needs, final contract terms, including compensation and length of the agreement are subject to negotiation and final City approval.

BACKGROUND

The City of Brea was incorporated in 1917 as an oil and citrus center. The City operates under a council-manager form of government that includes five councilmembers and a City Manager.

Located in North Orange County, the City serves a population of approximately 47,000 residents and covers approximately 12 square miles.

Public Works is responsible for traffic signal maintenance throughout the City of Brea. The City maintains approximately fifty-three (53) City-owned signalized intersections and five (5) flashing beacon locations, together with the associated controllers, cabinets, detection, battery backup, communications, and fiber-optic network that support them. The City’s current traffic signal maintenance contract will expire December 31, 2026.

DEFINITIONS

- “City”: Refers to the City of Brea.

- “Request for Proposal” or “RFP”: Refers to this solicitation process wherein the City is seeking proposals for traffic signal maintenance services.

- “Proposal”: The formal response to this solicitation submitted to the City by a proposer.

- “Proposer”: Refers to the individual or business entity that is submitting a proposal to this

RFP.

- “Project”: The provision of traffic signal maintenance services as a result of this RFP.

- “Contractor”: Refers to the individual or business entity, if any, that is awarded a contract by the City as a result of this RFP process.

RFP REGISTRATION

This RFP will be managed through the City website, City Public Purchase Portal, and PQ Bids.

All proposers are required to register using the links below:

Public Purchase: Bid Notification, Government bids, Reverse Auctions and Procurement Tools for Government Agencies

Homepage New - PQBids https://www.publicpurchase.com/gems/browse/home https://www.publicpurchase.com/gems/browse/home https://pqbids.com/

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After registering, proposers can search for City projects and register for this specific project. Any and all updated, addenda, questions and answers, and changes to this RFP will be distributed through the Public Purchase Portal. Proposals will not be accepted from non-registered proposers.

QUESTIONS, ANSWERS AND ADDENDA TO RFP

Questions and Requests for Clarification Due Date: November 5, 2026 at 2: 00 PM

All questions and requests for clarification concerning this RFP must be made by the proposer via the Public Purchase Portal or PQ Bids and reference “RFP Traffic Signal Maintenance Throughout the City of Brea”. Any modification to this RFP will be made by written addendum posted on the City’s website accessible through the Public Purchase Portal. Any written addenda issued shall be incorporated into the terms and conditions of any resulting agreement. The City will not be bound by verbal representations concerning or affecting the requirements of this RFP.

Proposers shall acknowledge receipt of all addenda in their proposal.

SUBMITTAL INFORMATION

Proposal Due Date and Time: November 12, 2026 at 2: 00 PM at the City Service Yard, located at 545 N. Berry St., Brea, CA 92821. ELECTRONIC SUBMISSION WILL NOT

BE ACCEPTED.

It is the sole responsibility of the bidder to ensure that their proposal is submitted in-person only.

Submission must include two (2) copies of all required documentation and a flash drive that includes all required documentation, on the stated deadline at the City Service Yard, located at 545 N. Berry St., Brea, CA 92821. Proposals must be actually received by the City by the due date and time. Proposers experiencing Public Purchase or PQ Bids technical problems or requiring Portal assistance, should contact the Public Purchase Help Or PQ Bids Help. The submittal status of a proposal can be checked using the Public Purchase Portal]. The City is not responsible for technical problems arising due to connectivity or network issues. Prior to the RFP deadline, proposals may be modified or withdrawn by an authorized representative of the proposed by written notice to the Public Works Department.

PROPOSAL EVALUATION CRITERIA

The successful proposer will be the proposer whose proposal is deemed to provide the best value to the City. The City will evaluate proposals based on the following criteria:

1. Qualifications of the Firm: Technical experience in performing work of a similar nature, experience working with public agencies, strength and stability of the firm, and assessment by client references.

2. Proposed Team and Organization: Qualifications of proposed key personnel, logic of organization, and adequacy or labor commitment and resources to satisfactory perform the requested services and meet the City’s needs.

3. Detailed Work Plan: Thorough understanding of the City’s requirements and objectives, logic, clarity, specificity, responsiveness, and overall quality of work plan.

https://www.publicpurchase.com/gems/help/mainhelp.html?frame1=public/info.html&frame2=public/info_register.html https://pqbids.com/contact/

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4. Fee Schedule: Reasonableness of fees.

PROPOSAL EVALUATION CRITERIA

EVALUATION CRITERIA

MAXIMUM PERCENTAGE SCORE

Qualifications and Experience of the Firm

30%

Proposed Team and Organization

25%

Detailed Work Plan and Responsiveness to

RFP

25%

Fee Schedule

20%

Missing or incomplete submittal documentation may result in a proposal disqualification, being deemed non-responsive or penalized in the evaluation proposal. The City reserves the right to determine whether or not a proposal meets the specifications and requirements of this RFP and reject any proposal that, in the City’s opinion, fails to meet the detail or intent of the requirements. The City reserves the right to reject any and all proposals.

SELECTION PROCESS

An Evaluation Committee comprised of City staff, and that may include outside personnel, will review all responsive proposals. The Evaluation Committee will make a recommendation to the City’s Director of Public Works who will present a recommendation to the City Council for contract award, if any.

AWARD

The City may negotiate contract terms with any proposer prior to award, and expressly reserves the right to concurrently negotiate with two or more of the highest scoring proposers. However, any selection and award may be made without discussion with any proposer. Therefore, each proposal should contain the proposer’s most favorable terms and conditions.

Proposers who submit a proposal in response to this RFP shall be notified as to which proposer staff will recommend to the Council, prior to the award.

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PROJECT SCHEDULE

The following is a tentative schedule for the RFP process. Although the City will attempt to apply the necessary resources to maintain this schedule, the following are tentative dates, and the City reserves the right to modify this schedule as needed to accommodate the completion of this RFP process.

TENATIVE PROJECT SCHEDULE

RFP Published:

October 22, 2026

Questions from Proposer Due:

November 5, 2026 AT 2: 00 PM

Questions and Answers Posted by the City:

November 9, 2026

Proposals Due:

November 12, 2026 AT 2: 00 PM

Interview with the City Tentative Date:

November 16-19, 2026

Tentative Contract Award:

December 15, 2026

PROPOSAL FORMAT

Please refer to the Proposal Checklist and Proposal Format (located in this RFP) section for a comprehensive guide regarding the format of the proposal submittal.

TERMS AND CONDITIONS

1. ACCEPTANCE OF TERMS AND CONDITIONS

Submission of proposal indicates acceptance by the proposer of the terms, conditions and specifications contained in this RFP and in the Draft Agreement.

2. PRECEDENCE OF TERMS AND CONDITIONS

All terms and conditions of this RFP are incorporated by reference into the Draft Agreement. In the event of a conflict between the provisions of the RFP and the Draft Agreement, provisions of the Draft Agreement will govern.

3. PUBLIC RECORD

Each proposal and related submittals shall become the property of the City and public records subject to disclosure pursuant to the California Public Records Act once a written recommendation for award, if any, has been made to the City Council, this RFP process is terminated, or all proposals are rejected. DO NOT SUBMIT CONFIDENTIAL

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INFORMATION. Notices of confidentiality, trade secrets, or similar notifications will be disregarded.

4. LATE PROPOSALS

Proposals received after the proposal submittal deadline will be returned unopened.

Each proposer is responsible to ensure timely delivery of their proposal. The City assumes no responsibility for non-receipt of untimely delivery of any proposal.

5. VERBAL REPRESENTATIONS NOT BINDING

No verbal or written information which is obtained other than through this RFP or its addenda shall be binding on the City. Except as expressly provided herein for questions and requests for clarification, no City employee is authorized to interpret any portion of this RFP or give information as to the requirements of this RFP.

6. PROPOSAL VALIDITY

All proposals shall be held valid for a period of 90 days.

7. RIGHT OF REJECTION

The City reserves the right to: (1) Reject any and all proposals or any item or part thereof, and/or to waive any informalities or irregularities in any proposal or this RFP process;

and/or, (2) Terminate this RFP process at any time without prior notice.

8. RIGHT OF REJECTION OF LOWEST FEE PROPOSAL

The City has no obligation to make an award based solely on the lowest cost proposal.

Evaluation criteria in this RFP shall be used in the proposal evaluation process.

9. OBLIGATION TO AWARD

The City reserves the right to not award any contract as a result of this RFP, for any or no reason. The City reserves the right to award multiple contracts for this project if deemed TO BE IN THE City’s best interests.

10. PROPOSERS BEAR ALL COSTS

City shall not, in any event, be liable for any expenses incurred by any proposer in preparing a proposal and no such expenses shall be included in any proposal.

11. INDEMNIFICATION

By submitting a proposal, each proposer, at its own expense, without exception, and to the fullest extent permitted by law, agrees to and shall indemnify, defend and pay all damages, costs, expenses, including attorney fees, and otherwise hold the City, its elected officials, officers, employees, and agents (“City Parties”) harmless with respect to any and all claims, losses, and liabilities of any nature or kind, arising out of or in connection with proposer’s performance of the services required by this RFP.

The selected proposer(s) shall further defend and indemnify the City Parties with respect

CITY OF BREA – RFP TRAFFIC SIGNAL MAINTENANCE 8 of 55 all claims and liabilities arising out of, related to, or in connection with any and all protests asserted against the selected proposer(s) as a result of the City’s selection of such proposer(s).

12. INSURANCE REQUIREMENTS

The City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience insurer, coverage, or other special circumstances. If the existing policies do not meet the insurance requirements set forth herein, the Contractor agrees to amend, supplement, or endorse the policies to do so unless otherwise approved by the City’s risk manager.

Without limiting the indemnity provisions of this Agreement, the Contractor shall procure and maintain in full force and effect during the term of this Agreement, the following policies of insurance.

Minimum Scope and Limit of Insurance

12.1 Commercial General Liability (CGL) which affords coverage at least as broad as

Insurance Services Office “occurrence” form CG 00 01, including products and completed operations, property damage, bodily injury, and personal and advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

Products-Completed Operations: Contractor shall procure and submit to City evidence of insurance for a period of three (3) years from the time that all work under this Agreement is completed.

(HIGHER LIMITS MAY BE REQUIRED BASED ON EXPOSURE TO LOSS.)

(SOME AGREEMENTS MAY NOT REQUIRE PRODUCTS-COMPLETED

OPERATIONS)

12.2 Automobile Liability Insurance with coverage at least as broad as Insurance

Services Office Form CA 00 01 covering any auto (Code 1), or if Contractor has no owned autos, coverage for hired autos (Code 8) and non-owned autos (Code 9) with limit no less than $2,000,000 each accident for bodily injury and property damage.

(HIGHER LIMITS MAY BE REQUIRED BASED ON EXPOSURE TO LOSS.)

12.3 Worker’s Compensation as required by the State of California with statutory limits, and Employer’s Liability Insurance with a limit of not less than $1,000,000 per accident for bodily injury of disease.

12.4 Endorsements Insurance policies shall not be compliant if they include any limiting provisions or endorsement contrary to this Agreement, including but not limited to

CITY OF BREA – RFP TRAFFIC SIGNAL MAINTENANCE 9 of 55 restricting coverage to the sole liability of Contractor, excluding liability or excluding third party over actions. The following endorsements shall be provided to the City.

12.5 Additional Insureds: The City, its elected officials, officers, employees, volunteers, boards, agents, and representatives are to be covered as additional insureds in the commercial general and auto liability policies including liability and defense of suits or claims arising out of the work or operations performed by or on behalf of the Contractor including, materials, parts or equipment furnished in connection with such work or operations.

Commercial General Liability additional insured endorsements shall be at least as broad as ISO Form(s) CG 20 10 11 85; or both CG 20 26, and CG 20 37.

12.6 Primary and Non-Contributory: This insurance is primary to and will not seek contribution from any other insurance whether primary, excess, umbrella, or contingent insurance, including deductible, or self-insurance available to the City, its elected officials, employees, volunteers, boards, agents, and representatives as additional insureds.

The Commercial General Liability primary endorsements shall be at least as broad as ISO

CG 20 01 04 13.

Worker’s Compensation

12.7 Waiver of Subrogation: Any right of subrogation against the City, its elected officials, officers, employees, volunteers, boards, agents, and representatives shall be waived.

12.8 Insurance Obligations of Contractor: The City requires and shall be entitled to the

Contractor’s broader coverage and/or higher limits than the minimums shown above.

Any available insurance proceeds excess of the specified minimum limits of insurance coverage shall be available to the City. No representation is made that the minimum insurance requirements of this Agreement are sufficient to cover the obligations of Contractor under this Agreement.

12.9 Notice of Cancellation. Required of insurance policies shall not be cancelled or coverage reduced until thirty (30) days written notice of cancellation has been served upon the City, except then (10) days shall be allowed for non-payment of premium.

12.10 Waiver of Subrogation. Required insurance policies shall not prohibit Contractor from waiving the right of subrogation prior to loss. The Contractor shall waive all rights of subrogation against the indemnified parties and policies shall contain or be endorsed to contain such provision. This provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.

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12.11 Evidence of Insurance. All policies, endorsements, certificates, and/or binders shall be subject to approval by the City as to format and content. These requirements are subject to amendment or waiver only if approved in writing by the City. The City reserves the right to require complete, certified copies of all required insurance policies including endorsements required by these specifications, at any time. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf. At least fifteen (15) days prior to the expiration of any such policy, evidence of insurance showing that such insurance coverage has been renewed or extended shall be filed with the City. If such coverage is cancelled or reduced, Contractor shall, within ten (10) days after receipt of written notice of such cancellation or reduction of coverage, file with the City evidence of insurance showing that the required insurance has been reinstated or has been provided through another insurance company or companies.

12.12 Deductibles. Deductibles must be declared to and approved by the City. The City may require Contractor to purchase coverage with lower retention or provide proof of availability to pay losses and related investigations, claim administration, and defense expenses within the deductible amount. The policy language shall provide, or be endorsed to provide, that the deductible may be satisfied by either the name insured or the City.

12.13 Contractual Liability. The coverage provided shall apply to all obligations assumed by Contractor under the provisions of this Agreement, including indemnification.

12.14 Failure to Maintain Coverage. The Contractor agrees to suspend and cease all operations hereunder during such time as the required insurance coverage is not in effect and evidence of insurance has not been furnished to the City. The City shall have the right to withhold any payment due until the Contractor has fully complied with the insurance provisions of this Agreement. If the Contactor’s operations are suspended for failure to maintain required insurance coverage, Contactor shall not be entitled to any extension of time due to such suspension.

12.15 Acceptability of Insurers. Each such policy shall be provided by a company or companies with a current A.M. Best’s rating of no less than A: VII and authorized to do business in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any State or federal law. Any other rating must be approved in writing by the City.

12.16 Claims Made Policies. Claims made policies are not acceptable.

12.17 Excess Umbrella Liability Policies. If any excess or umbrella liability policies are used to meet the limits of liability required by this Agreement, then said policies shall be “following form” of the underlying policy coverage, terms, conditions, and provisions and shall meet all the insurance requirements stated in this Agreement, CITY OF BREA – RFP TRAFFIC SIGNAL MAINTENANCE 11 of 55 including, but not limited to the additional insured, primary and non-contributory and waiver of subrogation requirements stated herein. No insurance policies or self-insurance maintained by the City, whether primary, reinsurance or excess and which also apply to a loss covered hereunder, shall be called upon to contribute to a loss until Contractor’s primary and excess/umbrella liability policies are exhausted.

12.18 Insurance for Subcontractors. Contractor shall be responsible for causing subcontractors to purchase the same types of limits of insurance in compliance with the terms of this Agreement, including adding the City, etc. as additional insureds, providing primary and non-contributory coverage and waiver of subrogation to the subcontractor’s policies.

13. COMPLIANCE WITH ALL APPLICABLE LAWS

By submitting a proposal, each proposer agrees that if awarded a contract as a result of this RFP, they will at all times comply with any and all applicable local, State and federal laws, statutes and regulations including, but not limited to, the California Labor Contractor Joint Liability law (as applicable, Labor Code Section 2810.3, et seq.); and Labor Code Sections 1720 through 1861 for services constituting “public works”, as defined (addressed further herein.) Proposer declares that it shall comply with all local, state and federal laws relating to permits, and business licensing.

14. INCLUSIVE PROPOSAL PRICING

Proposal pricing shall include any and all applicable licenses, insurance coverage, endorsements, and if necessary, any wage compliance deemed necessary to perform the services required by this RFP. The City will not be responsible for reimbursing contractors for any charges not included in the proposal pricing that are incurred in satisfying these requirements.

15. SUBCONTRACTOR/JOINT VENTURES

Where two or more proposers desire to submit a single proposal in response to this RFP, they must do so on a prime-subcontractor basis rather than as a joint venture. City intends to contract with a single firm and not with multiple firms doing business as a joint venture.

16. PREVAILING WAGE

Certain labor categories under this project may be subject to prevailing wages as identified in t California Labor Code Sections 1720 through 1861. For services constituting “public works” as defined in Labor Code Section 1720, Contractor and its sub-contractors shall comply with all requirements of Labor Code Sections 1720 through 1861, including payment of prevailing wages. It is required that all persons providing services that are “public works” be paid not less than the basic hourly rates of pay and fringe benefits as shown in the current minimum applicable wage schedules. Contractors and their sub-contractors must use the current wage schedules applicable at the time the work is in progress.

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SCOPE OF SERVICES

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OBJECTIVE:

To provide Traffic Signal Maintenance throughout the City of Brea.

CONTRACT TERM:

Three-years and six (6) months base term, with option of four (4) one-year per period extensions

SCOPE OF SERVICES:

1. General: The Contractor shall furnish all tools, equipment, apparatus, facilities, labor, services and material and perform all work necessary to maintain in a good and workmanlike manner traffic signal facilities at the locations listed herein.

This maintenance shall be extended to include future signal installations at the unit contract price. The Contractor may be required to assist in the final inspection of new installations per hour bases being paid at the rate for a Signal Maintenance Superintendent.

All work performed or equipment or parts supplied by contractor shall be subject to the inspection and approval of City, its Director of Public Works or is authorized representative.

2. Equipment Required: Contractor shall be equipped with spare parts sufficient to return a defective signal to operation following ordinary trouble calls. In those cases where a controller or component must be repaired, the Contractor shall install a substitute controller or component of its own while repairing the defective unit. The substitute controller shall match the existing controller — either an Econolite ASC/3 or a Trafficware Scout (980 ATC). Econolite ASC/3 controllers shall operate in full traffic-actuated mode under the City’s Econolite Centracs central system, and Trafficware Scout controllers under the City’s Trafficware/SynchroGreen central system. Prior to award of the contract, the Contractor shall provide evidence (by serial number) that it has three (3) Econolite ASC/3 controllers and three (3) Trafficware Scout controllers available for use as substitutes. In addition, the Contractor shall keep on hand at least one (1) spare conflict monitor and one (1) spare battery-backup inverter for every twenty-five (25) intersections maintained.

Minimum Qualifications. All emergency and field response shall be performed by, or under the direct on-site supervision of, a technician holding a current IMSA Traffic Signal Technician Level III certification and a current State-mandated National Electrical Contractor (NEC)

CITY OF BREA – RFP TRAFFIC SIGNAL MAINTENANCE 14 of 55 certification. The project manager assigned to this contract shall hold, at a minimum, a current IMSA Traffic Signal Technician Level II certification. The Contractor shall maintain in-house, as direct employees of the Contractor and not as subcontractors, (a) a Network Technician proficient in managed Ethernet switch configuration, IP addressing and VLANs, NTCIP, and controller communications with the City’s central systems; and (b) a Fiber Optic crew qualified in single-mode splicing, termination, OTDR testing, and repair of the City’s interconnect fiber.

The Contractor shall certify in its proposal that these positions are staffed by its own employees.

Evidence of the required certifications shall be provided prior to award and maintained throughout the term.

Response Time. For Priority 1 calls (signal dark, all-red or flash, conflicting indications, knockdown, or any condition creating a public hazard), the Contractor shall have qualified personnel and equipment on-site within sixty (60) minutes of notification, twenty-four (24) hours per day, every day of the year. This sixty (60) minute standard applies uniformly to all Priority 1 responses.

Communications and Network Maintenance. The Contractor shall diagnose and restore communications faults between field controllers and the City’s central systems (Econolite Centracs and the Trafficware/SynchroGreen adaptive system), including fiber-optic interconnect, managed Ethernet switches, SFP and media converters, serial-to-Ethernet converters, and controller communication ports across the City’s three communication hubs. First-tier connectivity diagnosis and restoration of NTCIP communications shall be provided on an on-call basis under routine maintenance. Physical repair or replacement of fiber, network switches, and associated electronics — including splicing, termination, and OTDR testing — shall be performed as extraordinary maintenance and billed at the labor and materials rates in Exhibit B.

Conflict Monitor / MMU Testing. The Contractor shall test and certify each intersection’s conflict monitor annually. The City’s fleet includes both CMU units (TS1 cabinets) and MMU units (TS2 cabinets); the Contractor shall be equipped to test and certify both, and shall provide written certification to the City for each unit.

Battery Backup Systems. The Contractor shall inspect and load-test each battery backup system (BBS) semi-annually and replace batteries at manufacturer-recommended intervals or upon a failed load test. During initial mobilization the Contractor shall inventory and confirm BBS presence and condition at each cabinet.

LED Signal Modules. All signal indications are LED (red, yellow, and green). Upon failure of an LED module the Contractor shall replace it with a new LED module of matching type;

installation of temporary incandescent fixtures is not permitted.

Routine Monthly Maintenance

The Contractor shall perform the following at each maintained intersection once per calendar month unless otherwise noted.

Air Filter. Clean or replace cabinet air filters at least every six (6) months and note replacement in the monthly report.

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Cabinet Exterior. Remove posters, signs and graffiti; check interior and exterior for corrosion and treat and paint as needed.

Cabinet Fan and Thermostat. Verify the cabinet fan operates properly with minimal noise and that the fan thermostat is set at 100°F.

Cabinet Grounding and Service Connections. Using a megger, check AC-to-ground resistance; verify neutral, ground and power connections are secure at least every six (6) months.

Cabinet Vents. Ensure the door and top vents are free of foreign material.

Signal Monitor (CMU/MMU). Verify time and date on the CMU or MMU. Test and certify every conflict monitor annually with an automated tester and keep the printed report in the cabinet (satisfies the Conflict Monitor/MMU Testing provision above).

Connectors. Check all connectors for security and corrosion and apply dielectric grease every six (6) months.

Cabinet Mounting and Foundation Seal. Check anchor-bolt snugness; inspect and reseal the cabinet-to-foundation seal and confirm a weep hole at the low point.

Controller Operation. Place vehicle and pedestrian calls on each phase to verify the controller services every active phase.

Detection Setup and Operation. Verify loop and detector identification and mapping to the correct phase; confirm vehicle and pedestrian detection (loops, video, push buttons) and adjust or repair as needed.

Door Gasket and Panel Harness. Inspect and replace deteriorated gaskets; verify the door-panel harness is not pinched or binding.

Equipment Displays and Indicators. Verify all controller, CMU/MMU, load-switch and flasher displays and indicators function properly.

Flash. Verify flash-transfer relays, a flash rate of 50–60 pulses per minute, balanced on/off states, and correct flash colors.

Ground Fault Receptacle. Verify GFCI “Test” and “Reset” operation.

Hinges and Locks. Verify free movement of doors, latches and locks and lubricate lightly.

Insect Infestation. Check for and remediate ants, wasps or other insects in the cabinet.

Interconnect / Communications. Check all communications equipment (switches, media and serial converters, modems) for proper operation; repair or replace fiber and copper interconnect as extraordinary work with prior City approval (coordinate with the Communications and Network Maintenance provision above).

Interior Light. Verify the cabinet interior light and starter.

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Online Status and Time Clock. Verify the intersection is online to the City’s central system (Centracs or Trafficware/SynchroGreen) and that the controller time clock is accurate.

Intersection Timing. Confirm controller timing against the City’s central master database; use cabinet timing sheets only when a controller is replaced and coordinate download with City Traffic Engineering.

Intersection Records. Ensure as-builts, cabinet wiring diagrams, manuals, timing sheets and the log book are present and current in the cabinet.

Plug-in Components. Verify detectors, relays and load switches seat tightly in their sockets.

Preemption Devices. Test EVP and preemption devices for proper operation.

Switches. Verify operation of all switch positions and exercise the test and stop-time switches.

System Telemetry. Verify telemetry on the controller display.

Terminal Connections. Check terminal-screw tightness at least every six (6) months.

Vacuum Cabinet. Vacuum shelves, terminals, components, the police panel and the vents.

Battery Backup System. Test and document total battery voltage monthly; activate the BBS for at least ten (10) minutes quarterly and document; date replacement batteries and keep an age record per intersection; report deficiencies promptly.

CCTV Cameras. Clean CCTV camera lenses and housings and verify image and pan/tilt/zoom operation every three (3) months, including Police Department-owned cameras and strands at signalized intersections.

Video Detection. Clean and verify operation of video detection cameras (e.g., Iteris) every six

(6) months.

Intersection Walk-Around. Inspect all approaches — poles, mast arms, heads and indications, pedestrian signals and push buttons, signs, loop sealants and pull-box covers; align heads; re-seal cracked loop sealant; report missing or damaged signs and equipment for extraordinary replacement.

Signs. Clean and adjust traffic-control signs as routine work; report and, under extraordinary maintenance, repair or replace damaged or missing signs and push-button plates on mast arms or poles.

Controller Assembly. Keep all controller assemblies in good working order and report obsolete or unsalvageable assemblies to the City for replacement as extra work.

Before Leaving Intersection. Verify detector test switches are normal and the stop-time switch is in auto/normal; record work in the cabinet log book; correct safety deficiencies immediately.

Electrical Service. Clean the customer section of the Type II/III electrical service pedestal semi-annually and document.

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Additional Requirements

Signal Timing. At no time shall the Contractor change signal timing without the approval of the City Engineer or authorized representative. Placing one or more phases temporarily on recall due to a detection malfunction is not a change in timing and is not a repair — it is a temporary measure pending repair — and shall be reported per the Notification provision below.

Notification. The Contractor shall report any substitution, removal, or operational change of a controller or component, including placing a phase on recall, to the City by telephone within one

(1) hour, or within one (1) hour of the next business day if made after hours. For emergency substitutions, the Contractor shall notify the City by telephone and email within 24 hours of the next working day.

Placing Signals on Flash. The compensation schedule shall include a fixed price for a call-out to place a signal on flash with barricades and stop signs and to later return it to normal operation.

Monthly Maintenance Reports. The Contractor shall submit monthly per-location summary reports of all activity (routine, extraordinary, and emergency) for each maintained location — including the date and time the call was received, arrival, and completion; the nature of the malfunction and action taken; and any Police accident report number — within ten (10) days after month-end. Invoices will not be paid until the summary report is received.

Maintenance Records. The Contractor shall keep a current, permanent log at each cabinet and provide copies within two (2) working days upon request.

Traffic Control. All traffic control shall conform to the current MUTCD (California Supplement) and the Work Area Traffic Control Handbook (W.A.T.C.H.). At least one twelve-foot (12′) travel lane shall remain open in each direction, and closures shall be limited to City-approved time periods. The Contractor shall also comply with Section 7-10 of the Standard Specifications for Public Works Construction (“Green Book”), latest edition and supplements, and shall provide all barricades, pedestals, and other means necessary for public safety and traffic control; flasher units on barricades shall use a 12-volt system. Failure to provide required traffic control will be charged to the Contractor at the City’s actual cost, but not less than $50 per location per day.

Traffic Signal Turn-On / Turn-Off. The Contractor shall provide at least 48 hours’ notice to the Police Department and the City before any scheduled turn-on or turn-off, place temporary stop signs while the signal is in red flash, and shall not proceed without a police officer present unless authorized.

Salvage and Ownership. City-furnished materials and materials incorporated in the work are the property of the City. Salvaged or damaged equipment becomes the property of the Contractor unless the City directs otherwise.

Warranty. The Contractor shall guarantee work against defective material or workmanship for one (1) year (excluding acts of God, sabotage, and vandalism). Battery-backup batteries carry a one-year full-replacement warranty, prorated thereafter over a three-year service life.

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Types of Signals. Bid prices for routine and extraordinary maintenance apply to all controller types now in the City or installed during the term of the contract.

Additions and Deletions. Additional signals shall be maintained at the same unit price within ten (10) days of written notice, prorated for a partial month; deleted signals shall reduce the invoice at the same unit price.

Night Inspection. Once per month the Contractor shall perform a night inspection of intersection safety lighting and illuminated street name signs at signalized intersections for proper operation and deliver the written record within 48 hours. The cost is included in routine maintenance.

Extraordinary Maintenance. Extraordinary work (damage from collisions, vandalism, age or failure, etc.) includes replacement of poles and mast arms, signal heads, LED modules, cabinets, interconnect cable, controller assemblies, illuminated signs, and detector loops, and signal painting. LED modules shall be replaced with new LED modules (never incandescent).

Extraordinary work requires prior City authorization except in emergencies and is paid at the Exhibit B labor and equipment rates, with materials at the Contractor’s documented cost plus the bid markup (not to exceed 15 percent); labor is calculated to the nearest half hour and salvage is credited.

A. Compensation for Routine Maintenance The City agrees to pay the Contractor monthly for the routine maintenance work covered under this contract. Payment will be made monthly upon presentation of a monthly statement to the City based o the amount bid per intersection. The contractor agrees to accept in full said compensation for all services rendered, labor, materials, equipment, overhead and profit under routine maintenance.

B. Routine Maintenance The price bid for routine maintenance shall include but not be limited to the following services. The routine maintenance schedules provided in this section shall not preclude or limit the contractor’s responsibility for performing, at the required time intervals, all other routine maintenance items required by these specifications.

Contractor shall notify the Director of Public Works at least 24 hours in advance of relamping or painting at each intersection so that inspection of these operations can be implemented.

In the event of additions or deletions to the City’s signal system maintenance inventory, the routine maintenance schedule will be amended as required to incorporate t he changes. This amendment will be forwarded to the Contractor and shall immediately become a part of these specifications and contract.

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i. Repair and Replacement: Contractor shall replace or repair any and all defective parts of the signal system or flashing beacon which cause the failure of malfunction, as the occasion arises, such as the signal controller, interconnect, flashers, all burnout types, detector loops, push buttons, sensing units and wiring system, etc. unless the failure or malfunction in the category of extraordinary maintenance as defined in these specifications.

ii. Lens Maintenance: Contractor shall clean, polish and inspect all lenses and reflectors on a scheduled basis not less than once per year (indications are LED and are not routinely relamped). At this time, all broken or deteriorated parts will be replaced or changed as necessary, signal heads aligned, mast arm-mounted street name signs adjusted, and optically-programmed signal heads adjusted.

iii. Emergency Services: Contractor shall maintain a 24-hour day emergency service for the replacement of burned out lamps or controller malfunctions, or any damage creating a public hazard. The intersections where said traffic signals are located shall be regularly patrolled by the Contractor or his representatives. The Contractor shall repair parts, replace parts and lamps, and otherwise keep the traffic signals in good working condition. The Contractor shall maintain a local telephone where he can be reached 24-hours per day; this telephone number to be made available to all persons designated by the City. The Contractor shall make immediate service calls on an emergency basis provided that there are at least (2) two indications still operative for each direction of travel. Such replacement shall be handled as soon as possible in a routine manner.

All labor, materials, equipment, travel, and parts for routine emergency service under paragraphs 1 through 6 shall be included in the price bid, per intersection, per month and no extra compensation will be allowed.

C. Extraordinary Maintenance

i. Extraordinary Maintenance Provisions

1. Definitions. The failure or malfunction of the signal system may be considered as extraordinary maintenance if it is mainly caused by any of the following:

a. Acts of God

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b. Civil Disorder

c. Vehicle Collision

d. Vandalism

e. Excavation or resurfacing of the street

f. Obsolescence

2. The following items shall be considered extraordinary work regardless of cause:

a. Upgrading work or installation, as directed by the City

b. Detector replacement in streets

c. Adjustment, relamping or repair of intersection safety lighting and their photoelectric cells

d. Painting of signal heads and visors, back plates and controller cabinets

e. Damage to underground conduit and/or writing therein including signal interconnect

f. Video detection system components

g. Repair/replacement of traffic signal standards

h. Pedestrian heads and modification kits

i. Contractor shall maintain City-owned direct underground interconnect cable and conduit which extends from the master computer located in the Civic Center to all signalized intersections.

3. Notification: The Contractor shall contact the Director of Public

Works, or their representative, regarding any extraordinary maintenance work and seek his prior approval before the work is scheduled.

4. Emergencies: The Contractor shall respond immediately to emergency calls such as a total blackout, when directed by the City, and dispatch the qualified personnel and equipment to reach the site within sixty (60) minutes under normal circumstances.

For emergency repairs of a signal which is completely blacked-out, the following procedure for Traffic Control shall apply. The Contractor shall take direction on appropriate traffic control measures as follows: if a Police Officer is present, the Contractor shall follow the direction of the Police Officer; if no Police Officer is present but a Fire Department representative is present, the Contractor shall follow the direction of the Fire Department representative; and if no City emergency-response representative is

CITY OF BREA – RFP TRAFFIC SIGNAL MAINTENANCE 21 of 55 present, the Contractor shall follow the procedure below and take all measures necessary to provide appropriate traffic control for the duration of the emergency:

a. The Contractor shall dispatch qualified personnel and equipment to reach the site within sixty (60) minutes, under normal circumstances. The Contractor’s vehicle shall carry portable “Stop” signs, barricades, cones, etc.

b. If no police officer is present, and temporary “STOP” signs have been setup when the Contactor arrives at the site, the Contractor shall setup more traffic warning and control devices, if deemed necessary, and proceed to repair the signal. After the signal is back in operation, the Contractor shall remove all of the temporary traffic control devices and return those devices owned by the City to the Service Yard.

If a police officer is present, and temporary “STOP” signs have been setup when the contractor arrives, the Contractor shall quickly examine the signal, evaluate the situation and discuss it with the police officer. Of the repair will take only a few minutes, the police officer may stay to continue to direct traffic while the Contractor repairs signal. Is the repair will take longer than the officer can wait, the Contractor shall immediately setup temporary “STOP” signs and all other necessary warning devices and relieve the police officer. Routine (non-emergency) service requests shall be responded to within twenty-four (24) hours. The Contractor shall maintain a 24-hour telephone number available to the City and the Police Department, shall obtain a Police accident report number when applicable, and may place a malfunctioning intersection in all-red flash pending repair.

D. Method of Payment

Upon receipt of an itemized invoice within 30 days of completion of work, City shall compensate the Contractor for such repairs required beyond the scope of routine maintenance as follows:

i. Materials: The City shall pay to the Contractor for materials in extraordinary maintenance the Contractor’s cost from the supplier, plus the markup (not to exceed 15 percent) specified in the Contractor’s bid

CITY OF BREA – RFP TRAFFIC SIGNAL MAINTENANCE 22 of 55 proposal. All materials and parts shall be new or have the approval of the Director of Public Works, if otherwise.

The City has the right to inspect the Contractor’s records to verify any material costs used in extraordinary maintenance.

ii. Direct Labor: Contractor shall present with his monthly invoice a record of hours spent in extraordinary maintenance of traffic signals and appurtenances per intersection. The City shall pay the Contractor for such hours of extraordinary maintenance at the rates specified on the Contractor’s bid proposal. Said hourly rates shall be the total cost to the City. Rates shall include all compensation for wages, profit, overhead, and any fringe benefits such as employer payments to, or on behalf of, workmen for health and welfare, insurance, workmen’s compensation pension, vacation, sick leave or any local, State, Federal, or union tax or assessment.

iii. Equipment: The City shall pay the Contractor for equipment used in extraordinary maintenance on a per hour basis as specified in the Contractor’s bid proposal.

The Contractor’s listing of per hour equipment rates shall constitute total rates to be paid by the City when specified equipment is used. No additional payments of any kinds shall be paid for equipment except as specified on the Contractor’s bid proposal of per hour rates.

No additional compensation shall be paid for transporting the equipment to or from the jobsite.

E. Signalized Intersections Contractor shall maintain all City owned and operated traffic signals, and the signal facilities as defined herein at the following fifty-three (53) locations:

The locations listed are those in service as of the date of this RFP; the number is approximate and may increase during the term. The Contractor shall maintain all City-owned and operated traffic signals for the duration of the contract, including those added after award, in accordance with the Additions and Deletions provision of this Scope of Services.

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No. Intersection Controller Comm

1 State College Blvd @ Elm Street Econolite ASC/3 Fiber

2 State College Blvd @ Mall South Trafficware Scout (980

ATC)

Copper (future fiber)

3 State College Blvd @ Mall Center Trafficware Scout (980

ATC)

Copper (future fiber)

4 State College Blvd @ Mall North Trafficware Scout (980

ATC)

Copper (future fiber)

5 State College Blvd @ Birch Street Trafficware Scout (980

ATC)

Fiber

6 State College Blvd @ Financial Commons Trafficware Scout (980

ATC)

Fiber

7 State College Blvd @ Avocado St / Tracks @ Brea

Trafficware Scout (980

ATC)

Fiber

8 State College Blvd @ Lambert Road Trafficware Scout (980

ATC)

Fiber

9 State College Blvd @ Balsa Ave Econolite ASC/3 Fiber

10 State College Blvd @ Cliffwood Ave Econolite ASC/3 Fiber

11 Central Avenue @ Brea Blvd / State College Econolite ASC/3 Fiber

12 Central Avenue @ Tamarack Avenue Econolite ASC/3 Fiber

13 Central Avenue @ Site Drive Econolite ASC/3 Fiber

14 Central Avenue @ Berry Street Econolite ASC/3 Fiber

15 Central Avenue @ Steele Drive Econolite ASC/3 Fiber

16 Central Avenue @ Puente Street Econolite ASC/3 Fiber

17 Lambert Road @ Puente Street Econolite ASC/3 Fiber

18 Lambert Road @ Delta Street Econolite ASC/3 Fiber

19 Lambert Road @ Berry Street Econolite ASC/3 Fiber

20 Lambert Road @ Tamarack Avenue Econolite ASC/3 Fiber

21 Lambert Road @ Brea Boulevard Econolite ASC/3 Fiber

22 Lambert Road @ Cliffwood Ave Econolite ASC/3 Fiber

CITY OF BREA – RFP TRAFFIC SIGNAL MAINTENANCE 24 of 55

23 Lambert Road @ Pointe Drive Econolite ASC/3 Fiber

24…