HomeMy WebLinkAbout10 - Traffic Signal Maintenance AgreementCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 10
April 10, 2007
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Antony Brine
949 -644 -3329 or tbrine@city.newport- beach.ca.us
SUBJECT: TRAFFIC SIGNAL MAINTENANCE - APPROVAL OF PROFESSIONAL
SERVICES AGREEMENT WITH REPUBLIC ITS, INC.
RECOMMENDATION:
Approve a Professional Services Agreement with Republic ITS, Inc., of Novato,
California for annual maintenance of the City's traffic signal equipment at not to exceed
price of $210,000 per year. The term of the Agreement shall be for a period of one
year. The Agreement can automatically be extended for four additional one year terms
dependent upon an annual review. Authorize the Mayor and City Clerk to execute the
Agreement.
DISCUSSION:
For over 30 years, the City contracted with Peek Traffic for all traffic signal maintenance
services. During this period, all services were provided and invoices were paid on a
month -to -month basis. In 2005, Republic ITS purchased Peek Traffic and the City has
continued to contract on a month -to -month basis with Republic ITS for the last 2 years.
Without a well defined traffic signal maintenance agreement, it has become more
difficult to monitor the services provided, address technology changes, review
submitted invoices, and adequately budget for annual maintenance costs. To address
the current situation, Public Works staff prepared an extensive scope of work to fully
incorporate all anticipated services. Specific maintenance tasks are detailed, record
keeping requirements are outlined, and compensation terms are clearly defined.
Three firms were invited to submit proposals to provide annual maintenance services
for the City's 112 traffic signals. All three firms responded, Republic ITS, Team
Econolite, and Computer Service Company (CSC). A bid summary is attached.
Traffic Signal Maintenance — Approval of Professional Services Agreement with Republic ITS, Inc.
April 10, 2007
Page 2
Republic ITS offered the best unit prices as reflected in the representative table below:
Additionally, the proposals were independently reviewed to evaluate each firm's
qualifications, past experience on similar contracts, and availability. Republic ITS has
completed traffic signal maintenance services competently and professionally for the City
and for other local agencies in Southern California. Republic ITS is deemed the most
responsive contractor based upon the experience of its staff, bid prices, and the proposed
maintenance program. Upon selection, staff negotiated with Republic ITS to finalize the
bid costs for each specific task and equipment as outlined in the scope of work.
The maintenance services covered in the scope of work are separated under 1) routine
maintenance, and 2) extraordinary maintenance. Routine maintenance includes cleaning
equipment, visually inspecting and checking the operation of all equipment, checking
signal timing, and testing. Extraordinary maintenance includes repair or replacement of
failed equipment, repair of equipment damaged by vehicle accidents or vandalism,
refinishing or repainting of poles or cabinets, etc. The cost for extraordinary work varies
from year to year. These tasks are paid for on a time and material basis as required.
Annual maintenance costs will vary from year to year. The annual budget for routine
maintenance tasks can be fixed since they represent specified costs per intersection.
Total costs for extraordinary signal maintenance can only be estimated based on
previous years' experiences. For this reason, the contract is set up for a not to exceed
amount and terms will be reviewed annually. Using historical data, a not -to- exceed
amount of $210,000 for the first year has been established for this contract.
Environmental Review:
Categorically Exempt under Chapter 3, Article 19, Section 15301, Class 1 (c) of the
Title 14 California Code of Regulations. This exemption covers minor alteration of
existing public highways involving no expansion of an existing use.
Team Econolite
Republic ITS
Computer Service Co.
Routine Maintenance
$142,000/ ear
$105,0101 ear
$143,770/year
Replacement of safety lights
$75 /unit
$60 /unit
$85 /unit
Replacement of illuminated
street name sign lamps
$68 /unit
$75 /unit
$75 /unit
Replacement of std type E
detector loops
$550
$375
$350
Replacement of Walkman/
Hand pedestrian signal
$420
$190
$285
Material
and Parts Markup
20%
15%
15%
Equipment Service Truck
$27 /hour
$15 /hour
$30 /hour
Labor: Systems Technician
$89 /hour
$60 /hour
$65.75 /hour
Additionally, the proposals were independently reviewed to evaluate each firm's
qualifications, past experience on similar contracts, and availability. Republic ITS has
completed traffic signal maintenance services competently and professionally for the City
and for other local agencies in Southern California. Republic ITS is deemed the most
responsive contractor based upon the experience of its staff, bid prices, and the proposed
maintenance program. Upon selection, staff negotiated with Republic ITS to finalize the
bid costs for each specific task and equipment as outlined in the scope of work.
The maintenance services covered in the scope of work are separated under 1) routine
maintenance, and 2) extraordinary maintenance. Routine maintenance includes cleaning
equipment, visually inspecting and checking the operation of all equipment, checking
signal timing, and testing. Extraordinary maintenance includes repair or replacement of
failed equipment, repair of equipment damaged by vehicle accidents or vandalism,
refinishing or repainting of poles or cabinets, etc. The cost for extraordinary work varies
from year to year. These tasks are paid for on a time and material basis as required.
Annual maintenance costs will vary from year to year. The annual budget for routine
maintenance tasks can be fixed since they represent specified costs per intersection.
Total costs for extraordinary signal maintenance can only be estimated based on
previous years' experiences. For this reason, the contract is set up for a not to exceed
amount and terms will be reviewed annually. Using historical data, a not -to- exceed
amount of $210,000 for the first year has been established for this contract.
Environmental Review:
Categorically Exempt under Chapter 3, Article 19, Section 15301, Class 1 (c) of the
Title 14 California Code of Regulations. This exemption covers minor alteration of
existing public highways involving no expansion of an existing use.
Traffic Signal Maintenance - Approval of Professional Services Agreement with Republic ITS, Inc.
April 10, 2007
Page 3
Funding Availability:
There are sufficient funds available in the following account for this maintenance
agreement:
Account Description
Maintenance and Repair - Equipment
Prepared by:
Z.
Antony Brine, P
Pri ncipal Civil ri ineer
Account Number
5200 -8030
Total:
Submitted
Attachment: Bid Summary V
Professional Services Agreement
SSG. Badum
Works Director
Amount
$210,000
$210,000
EXHIBIT - BID SUMMARY
ITEMS
QUANTITY
YEARLY
TEAM E
Unit3S Sub -Tonal
REPUBLIC
it SS Sub-Twal
Unit SS
CSC
Sub -Tara!
1 Routine Maintenance fs,, Section ill:
s. Each signalized intersection for monthly tasks
112
12
$64.00
886,016.00
566.00
588,704.00
580.640.00
b. Each signalized intersection for three month tasks
112
4
588.00
539,414.00
51,792,00
$65.00
829.120.00
c. Each signalized intersection for six month tasks
112
2
$1,680.00
39.00
$2.016.00
365.00
514,560.00
d. Each signalized intersection for twelve month tasks
i. Each Battery Back -up System Test (per intersection)
62
1
$25.00
51,550.00
$558.00
$25.00
51.550.00
ii. Each Conflict MOnimr Test(per intersection)
112
1
579.00
$8,88.00
55,600.00
$75.00
$3,400.00
iii. Video Detection Camera Cleaning (per intersection)
2
1
$120.00
$65.00
5730.00
S125.00
$250.00
iv. EVP Optical Detector Lens Clearing (per intersection)
72
1
S4,464.00
$85.00
$6,120.00
$125.00
59,000.00
v. CCTV Camera Cleaning (per intersection)
2
1
$60.00
S120.00
$90.00
S125.00
525000
TOTAL
5142,22200
8103101000
578,770.00
CURRENT MONTHLY COMPARISON ONLY
112
12
556.61
$76,083.84
2 Extraordinary Malntenmce (see Seedon lIIj :
o. Replacement of safety lights (Per unit)
$75.00
585.00
b. Replacement of internally illuminated
street name sign lamps (per unit)
` <68C0
$75.00
S75.00
c. Replacement of vehicle indication
12 "Groan Ball
$154.0
SI70.00
5171.25
12" Drum A
5!15;01
$135.00
5137.80
12 " Yellow Ball
5; 0200
$110.00
5102.80
l2 "Yellow Arm.
$96 no
5110.00
S102.80
12" Red Ball
S95,00 .'
598.00
596.80
12" Red Ar ow
°4:38590,
S98.00
396.80
8" Omen Ball
SJ60.00
$130.00
S81.00
6 "Yellow Ball
5121.00
5105.00
S71 CO'''
8" Red Ball
SI17.00
595.00
51:00
PV Red
5156.00
3110.00
575.00.
PV Grern
5262.00
5110.00
575.00.
d. Replacement of standard Type "E" detector loops,
including saw con, lead -in cable splicing and epoxy emulsion.
(4 or Less)
$550.00
5375.00
$350.00`:3'.
(more than 4)
$425.00
$325.00 '.
,
$325.00 .-
e. Replacement of Walk/Don't Walk pedestrian signal
to Type A LED module
5420.00
.5190.00
$285.00
f. Replacement of WaBwadHand pedestrian signal
to Type A LED module
$420.00
'5190.00
$285.00
S. Replacement of Count -down WallmiadHand pedestrian
signal to Ccont -do %v LED module
$420.00
5325.00
$355.00
h. Replacement of Pedestrim and Bicycle push buttons
with ADA approved burros and signs
$262.00
595.00
49115041104
i. Refinishing ofpedesuian beads and signal heads,
including frameworks per signalized
intersection, excluding controller and
electric service cabinets.
Pedestrian Head
570.00
545.00
Signal Head
$70.00
$58.00
„
j. Refinishing of va15c signal controller
cabinet or utility cabinet
Signal Controller Cabinet
MIMM
5850.00
5950.00
BUDGET244,510
Utility Cabinet
k Material and Pens: Supplier's invoices amount plus _ % markup.
20%
I. Labor (per hour):
Registered Civil Engineer Regular
$150.00
Engineering Technician Regular
$98.00
Engineering Technician Overtime
n/a
Tmf icSignal Maintenance Superintendent Regular
$98.00
Traffic Signal Maintenance Superintendent Overtime
S135.00
Traffic Signal Maintenance Superintendent Doubledme
5168.00
Transportation Systems Technician Regular
589.00
Transportation Systems Technician Overtmc
5120.00
Tmosportaton Systems Technician Doubletime
5155.00
Transportation System Electrician Regular
594.00
Transportation System Electrician
$125.00
Transportation System Electrician
$160.00
Traffic Signal Laborer Regular
580.00
Traffic Signal Laborer Overtime
5105.00
Traffic Signal Laborer Doubletime
S135,00
m. Equipment (per hour):
Pick- Up Truck
$18.00
Service Track
$27.00
Service Boom Truck
$36.00
WamrTmck
$80.00
Concrete Saw and Track
$130.00
Air Compressor Mch Tools
$32.00
da
$66.00
$95.00
o/a
S66.00
S95.00
n/a
$50.00
n/x
$40.45
560.65
n/a
$15.00
$30.00
$30.00
SERVICE AGREEMENT WITH
REPUBLIC INTELLIGENT TRANSPORTATION SERVICES, INC.
FOR MAINTENANCE AND REPAIR
OF CITY TRAFFIC SIGNAL SYSTEM
THIS AGREEMENT, entered into this day of April of 2007,
( "Commencement Date ") by and between the CITY OF NEWPORT BEACH, a
Municipal Corporation and Charter City ( "City"), and REPUBLIC INTELLIGENT
TRANSPORTATION SERVICES, INC., a California corporation located at 371 Bel
Marin Keys Boulevard, Suite 200, Novato, California, 94949 ( "Company"), is made with
reference to the following:
RECITALS
A. City is a municipal corporation duly organized and validly existing under
the laws of the State of California with the power to carry on its business as it is now
being conducted under the statutes of the State of California and the Charter of City.
B. The City currently operates and maintains 112 traffic signals within City
limits. For the past two years, Company has been maintaining and servicing the City's
traffic signals pursuant to an on -call service agreement.
C. In February 2007, City prepared a Request for Proposal (RFP) seeking
proposals for maintenance of all of the City's traffic signals and traffic control devices.
Company submitted the lowest bid among the firms that responded to the RFP.
D. City desires to engage Company to provide maintenance and repair
services for all traffic signal controllers, electrical or mechanical traffic control or traffic
devices, traffic signal poles and all other hardware, at all signalized intersections within
the City (hereinafter referred to as the "City's Traffic Signal Facilities ").
E. Company possesses the skill, experience, ability, background,
certification, and knowledge to provide the services described in this Agreement.
F. City has reviewed the previous experience and evaluated the expertise of
Company, and desires to retain Company to render traffic control repair and
maintenance services under the terms and conditions set forth in this Agreement.
G. Company acknowledges that City has relied upon Company's
representations and Company commits to faithfully perform the services required by this
Agreement and in accordance with the terms and conditions of this Agreement.
H. Company has examined the location of all proposed work, carefully
reviewed and evaluated the specifications relative to the type, common nature and
frequency of work to be performed, is familiar with all conditions relevant to the
performance of services and has committed to perform all work required for the price
specified in this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned as
follows:
1. TERM
Unless terminated earlier as outlined below, the term of this Agreement shall be
for five (5) years. The term shall commence within ten (10) working days of City Council
approval of this Agreement and upon receipt and approval of all required insurance.
City reserves the right to terminate the Agreement unilaterally at any time upon thirty
(30) days written notice to Company. Time is of the essence in the performance of
services under this Agreement.
2. SCOPE OF SERVICES
A. In compliance with all terms and conditions of this Agreement, Company
shall perform the services specifically described in, and in strict compliance with the
requirements of Exhibit A ( "Scope of Work "), which services may be referred to herein
as the "services" or "work" hereunder. City shall have the right to alter the frequency of
maintenance as necessary to ensure the highest industry standards of maintenance.
Payment shall be made according to the Unit Price Schedule attached hereto as
Exhibit B. All of the Exhibits are considered to be a part of, and are incorporated Into,
this Agreement by reference.
B. As a material inducement to the City entering into this Agreement,
Company represents and warrants that Company is a provider of first class work and
services and Company is experienced in performing the work and services
contemplated herein and, in light of such status and experience, Company covenants
that it shall follow the highest professional standards in performing the work and
services required hereunder and that all materials will be of good quality, fit for the
purpose intended. For purposes of this Agreement, the phrase "highest professional
standards" shall mean those standards of practice recognized by one or more first -class
firms performing similar work under similar circumstances.
3. COMPENSATION TO COMPANY
A. City shall pay Company for the services on a time and expense basis not
to exceed the sum of Two Hundred and Ten Thousand Dollars ($210,000.00) per
year ( "Contract Amount") in accordance with the provisions of this Section and the
Contract Unit Price Schedule attached hereto as Exhibit B.
B. Company shall submit monthly invoices to City describing the work
performed the preceding month. The bill shall include a brief description of the services
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performed and /or the specific task in the Scope of Work to which it relates, the date the
services were performed, the person who performed the services, the number of hours
spent on all work billed on an hourly basis, and a description of any materials and/or
equipment used in performing the services. City shall pay Company no later than thirty
(30) days after approval of the monthly invoice by City staff.
C. This Agreement shall be governed by Section. 1770 of the California State
Labor Code and in accordance with the terms of the Southern California Master Labor
Agreement, which has established a prevailing rate of per diem wages to be paid in the
performance of this Agreement. The Director of Industrial Relations has ascertained the
general prevailing rate of per diem wages in the locality in which the work is to be
performed for each craft, classification, or type of workman or mechanic needed to
execute the contract. A copy of said determination is available by calling the prevailing
wage hotline number (415) 703 -4774, and requesting . one from the Department of
Industrial Relations. All parties to the contract shall be governed by all provisions of the
California Labor Code Relating to prevailing wage rates (Sections 1770 -7981 inclusive).
It shall be the sole obligation of the Company to comply with all labor laws, rules and
regulations including, but not limited to, the requirement to pay prevailing wages and the
City shall not be liable for any violation of any labor laws, rules and regulations.
4. WORKMANSHIP, SUPERVISION AND EQUIPMENT
A. All contract services shall be performed by competent and experienced
employees. To perform the services contemplated in this Agreement, Company shall
.provide at least one full -time Transportation Systems Electrician certified as a Level II
traffic signal technician by the International Signal Municipal Association (IMSA), and
certified by the State of California, Labor Code Section 3099 and 3099.2. Company
warrants that it shall employ or retain, at its sole cost and expense, all professional and
technical personnel necessary to properly perform contract services.
B. Company shall provide an Operations Manager to coordinate work with
the City Administrator (as defined in Paragraph 15) and ensure satisfactory
performance of all contract services. Company has designated Michael Hutchens to
be its Operations Manager under this Agreement. Contractor shall not remove or
reassign the Operations Manager or assign any new or replacement personnel to the
work to be performed under this Agreement without the prior written consent of City.
City's approval shall not be unreasonably withheld with respect to the removal or
assignment of non -key personnel.
C. The work force shall include a thoroughly skilled, experienced, and
competent supervisor who shall be responsible for ensuring that all employees adhere
to the specifications outlined in this Agreement and the exhibits hereto. Any order given
to supervisory personnel shall be deemed delivered to the Company. The supervisor
assigned must be identified by name to ensure coordination and continuity.
3
D. All Company personnel working under this Agreement shall be neat in
appearance when performing contract services. All Company personnel shall wear
identification badges or patches. Those employees working in or adjacent to traffic
zones shall wear orange vests.
E. All vehicles and equipment used in conjunction with the work shall be in
good working order and have appropriate safety guards. All vehicles shall bear the
identification of the Company.
5. LICENSES, FEES, PERMITS AND ASSESSMENTS
Company shall obtain at its sole cost and expense such licenses, permits and
approvals as may be required by law for the performance of the services required by this
Agreement. Company shall have the sole obligation to pay for any fees, assessments and
taxes, plus applicable penalties and interest, which may be imposed by law and arise from
or are necessary for the Company's performance of the services required by this
Agreement, and shall indemnify, defend and hold harmless City against any such fees,
assessments, taxes penalties or interest levied, assessed or imposed against City
hereunder.
6. FURTHER RESPONSIBILITIES OF PARTIES
Both parties agree to use reasonable care and diligence to perform their
respective obligations under this Agreement. Both parties agree to act in good faith to
execute all instruments, prepare all documents and take all actions as may be
reasonably necessary to cant' out the purposes of this Agreement. Unless hereafter
specified, neither parry shall be responsible for the service of the other.
7. INDEPENDENT CONTRACTOR
It is understood that City retains Company on an independent contractor basis
and Company is not an agent or employee of City. The manner and means of
conducting the work are under the control of Company, except to the extent they are
limited by statute, rule or regulation and the expressed temts of this Agreement.
Nothing in this Agreement shall be deemed to constitute approval for Company or any
of Company s employees or agents, to be the agents or employees of City. Company
shall have the .responsibility for and control over the means of performing the work,
provided that Company is in compliance with the terms of this Agreement. Anything in
this Agreement that may appear to give City the right to direct Company as to the
details of the performance or to exercise a measure of control over Company shall
mean only that Company shall follow the desires of City with respect to the results of the
services.
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8. TYPE AND INSTALLATION OF MATERIAL
A. Company shall use only the standard materials described in Exhibit A in
performing contract services. Any deviation from the materials described in Exhibit A
shall not be installed unless approved in advance by the City Administrator.
B. City reserves the right to purchase material or parts and make same
available to Company. City shall notify Company of its intention to do so seven (7) days
prior to Company's obligation to use City provided parts and /or materials. Company
shall secure, store, inventory, distribute and control all materials or parts provided to
Company by City. Company shall make all materials and inventory available to the City
upon request.
9. REPAIRIREPLACEMENT
A. The Company shall adopt reasonable methods during the life of this
Agreement to furnish continuous protection to the City's property, including traffic
signals and equipment or other components thereof to prevent losses or damages.
B. Company shall advise the City Administrator of any damage to City
equipment or property immediately upon becoming aware of the damage.
C. Company shall repair damaged equipment, controllers and other
equipment for the bid prices outlined in Exhibit B.
D. Company shall repair, at its sole cost and expense, any damage to City
equipment or property caused by Company or it agents, employees, representative or
officers.
E. Company shall, at its sole cost and expense, replace all materials and
equipment which requires replacement due to the failure of Company to properly
perform the services required by this Agreement or which has been damaged by the
acts of Company or its employees.
10. FAMILIARITY WITH WORK
A. By executing this Agreement, Company warrants that Company (a) has
thoroughly investigated and considered'the scope of services to be performed, (b) has
carefully_ considered how the services should be performed, and (c) fully understands
the facilities, difficulties and restrictions attending performance of the services under this
Agreement. Company warrants that Company has investigated the work sites and is
fully acquainted with the conditions there existing, prior to commencement of services
hereunder. Should the Company discover any latent or unknown conditions, which will
materially affect the performance of the services hereunder, Company shall immediately
5
inform the City of such fact and shall not proceed except at Company's risk until written
instructions are received from the City.
B. City and Company agree that City has made no representation regarding
the order or condition of any area or location for which Company is to provide services
or that the site or location of work will be free from defects, apparent or hidden, at the
commencement of, or at any time during the term of the Agreement.
11. HOLD HARMLESS
To the fullest extent permitted by law, Company shall indemnify, defend and hold
harmless City, its City Council, boards and commissions, officers, agents and
employees (collectively, the "Indemnified Parties ") from and against any and all claims
(including, without limitation, claims for bodily injury, death or damage to property),
demands, obligations, damages, actions, causes of action, suits, losses, judgments,
fines, penalties, liabilities, costs and expenses (including, without limitation, attorneys
fees, disbursements and court costs) of every kind and nature whatsoever (individually,
a Claim; collectively, "Claims "), which may arise from or in any manner relate (directly or
indirectly) to any work performed or services required by or provided under this
Agreement (including, without limitation, defects in workmanship and /or materials) or
Company's presence or activities while on City property (including the negligent and /or
willful acts, errors and /or omissions of Company, its principals, officers, agents,
employees, vendors, suppliers, Company's, subcontractors, anyone employed directly
or indirectly by any of them or for whose acts they may be liable or any or all of them).
Notwithstanding the foregoing, nothing herein shall be construed to require
Company to indemnify the Indemnified Parties from any Claim arising from the sole
negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity
shall be construed as authorizing any award of attorneys fees in any action on or to
enforce the terms of this Agreement. This indemnity shall apply to all claims and liability
regardless of whether any insurance policies are applicable. The policy limits do not act
as a limitation upon the amount of indemnification to be provided by the Company.
12. INSURANCE
Without limiting Company's indemnification of City, and prior to commencement
of work. Company shall obtain, provide and maintain at its own expense during the term
of this Agreement, a policy or policies of liability insurance of the type and amounts
described below and in a form satisfactory to City.
A. Certificates of Insurance. Company shall provide certificates of insurance
with original endorsements to City as evidence of the insurance coverage required
herein. Insurance certificates must be approved by City's Risk Manager prior to
commencement of performance or issuance of any permit. Current certification of
insurance shall be kept on file with City's at all times during the term of this Agreement.
3
B. Signature . A person authorized by the insurer to bind coverage on its
behalf shall sign certification of all required policies.
C. Acceptable Insurers. All insurance policies shall be issued by an
insurance company currently authorized by the Insurance Commissioner to transact
business of insurance in the State of California, with an assigned policyholders' Rating
of A (or higher) and Financial Size Category Class VII (or larger) in accordance with the
latest edition of Best's Key Rating Guide, unless otherwise approved by the City's Risk
Manager.
D. Coverage Requirements.
L Workers' Compensation Coverage. Company shall maintain
Workers' Compensation Insurance and Employer's Liability Insurance for its
employees in accordance with the laws of the State of Califomia; however, in no
event shall the Employer's Liability Insurance be less than one million dollars
($1,000,000) per occurrence. Any notice of cancellation or non - renewal of all
Workers' Compensation policies must be received by City at least thirty (30)
calendar days (10 calendar days written notice of non - payment of premium) prior
to such change. The insurer shall agree to waive all rights of subrogation against
City, its officers, agents, employees and volunteers for losses arising from work
performed by Company for City.
ii. General Liability Coverage. Company shall maintain commercial
general liability insurance in an amount not less than one million dollars
($1,000,000) per occurrence for bodily injury, personal injury, and property
damage, including without limitation, contractual liability. If commercial general
liability insurance or other form with a general aggregate limit is used, either the
general aggregate limit shall apply separately to the work to be performed under
this Agreement, or the general aggregate limit shall be at least twice the required
occurrence limit.
iii. Automobile Liability Coverage. Company shall maintain automobile
insurance covering bodily injury and property damage for all activities of the
Company arising out of or in connection with work to be performed under this
Agreement, including coverage for any owned, hired, non -owned or rented .
vehicles, in an amount not less than one million dollars ($1,000,000) combined
single limit for each occurrence.
E. Endorsements. Each general liability, employer's liability and automobile
liability insurance policy shall be endorsed with the following specific language:
I. The City, its elected or appointed officers, officials, employees,
agents and volunteers are to be covered as additional insureds with respect to
liability arising out of work performed by or on behalf of the Company.
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ii. This policy shall be considered primary insurance as respects to
City, its elected or appointed officers, officials, employees, agents and volunteers
as respects to all claims, losses, or liability arising directly or indirectly from the
Company's operations or services provided to City. Any insurance maintained by
City, including any self - insured retention City may have, shall be considered
excess insurance only and not contributory with the insurance provided
hereunder.
iii. This insurance shall act for each insured and additional insured as
though a separate policy had been written for each, except with respect to the
limits of liability of the insuring company.
iv. The insurer waives all rights of subrogation against City, its elected
or appointed officers, officials, employees, agents and volunteers.
V. Any failure to comply with reporting provisions of the policies shall
not affect coverage provided to City, its elected or appointed officers, officials,
employees, agents or volunteers.
vi. The insurance provided by this policy shall not be suspended,
voided, canceled, or reduced in coverage or in limits, by either party except after
thirty (30) calendar days (10 calendar days written notice of non - payment of
premium) written notice has been received by City.
F. Timely Notice of Claims. Company shall give City prompt and timely
notice of claim made or suit instituted arising out of or resulting from Company's
performance under this Agreement.
G. Additional Insurance. Company shall also procure and maintain, at its
own cost and expense, any additional kinds of Insurance, which in its own judgment
may be necessary for its proper protection and prosecution of the work.
13. PROHIBITION AGAINST TRANSFERS OR ASSIGNMENT
A. Company may not assign any right or obligation of this Agreement or any
interest in this Agreement without the prior written consent of City. Any attempted or
purported assignment without consent of City shall be null and void. Company
acknowledges that these provisions relative to assignments are commercially
reasonable and that Company does possess special skills, abilities, and personnel
uniquely suited to the performance of Contract Services and any assignment of this
Agreement to a third party, in whole or in part, could jeopardize the satisfactory
performance of Contract Services. Company may not employ any subcontractors
unless specifically authorized by City.
Ell
B. The sale, assignment, transfer, or other disposition of any of the issued
and outstanding capital stock of Company, of the interest of any general partner or joint
venture which shall result in changing the control of Company, shall be construed as an
assignment of this Agreement.
14. RECORDS /REPORTS
A. All Company's books and other business records, or such part as may be
used in the performance of this Agreement, shall be subject to inspection and audit by
any authorized City representative during regular business hours.
B. No report, information, or other data given to or prepared or assembled by
Company pursuant to this Agreement may be made available to any individual or
organization without prior approval by City.
C. Company shall, at such time and in such form as City may require, provide
reports concerning the status or cost of services required by this Agreement.
D. Company shall complete a monthly activities report indicating work
performed the preceding month and submit this completed report to the City
Administrator on the 15"' day of the each month.
E. Company shall keep records and invoices in connection with its work to be
performed under this Agreement. Company shall maintain complete and accurate
records with respect to the costs incurred under this Agreement All such records shall
be clearly identifiable. Company shall allow a representative of City during normal
business hours to examine, audit, and make transcripts or copies of such records.
Company shall maintain and allow inspection of all work, data, documents, proceedings,
and activities related to this Agreement for a period of three (3) years from the date of
final payment under this Agreement.
15. ADMINISTRATION
This Agreement will be administered by the Public Works Department. Brad
Sommers shall be considered the City's Administrator and shall have the authority to
act for the City under this Agreement. The City Administrator or his/her authorized
representative shall represent the City in all matters pertaining to the services to be
rendered pursuant to this Agreement.
16. LABOR
A. Company shall conform to all applicable provisions of State and Federal
law including, applicable provisions of California Labor Code, and the Federal Fair
Labor Standards Act.
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B. Whenever Company has knowledge that any actual or potential labor
dispute is delaying or threatens to delay the timely performance of this Agreement,
Company shall immediately give notice to City, including all relevant information.
17. CONFLICTS OF INTEREST
A. The Company or its employees may be subject to the provisions of the
California Political Reform Act of 1974 (the "Act'), which (1) requires such persons to
disclose financial interest that may foreseeable be materially affected by the work
performed under this Agreement, and (2) prohibits such persons from making, or
participating in making, decisions that will foreseeable financially affect such interest.
The Company will provide a completed disclosure form noting the above. Company will
comply with the Act and relevant City Resolutions.
B. If subject to the Act, Company shall conform to all requirements of the Act.
Failure to do so constitutes a material breach and is grounds for termination of this
Agreement by the City. The Company shall indemnify and hold harmless the City for
any claims for damages resulting from the Company's violation of this Section.
18. NOTICES
All notice, demands, requests or approvals to be given under this Agreement
must be given in writing and will be deemed served when delivered personally or on the
second business day after the deposit thereof in the United States mail, postage
prepaid, registered or certified, addressed as hereinafter provided.
All notices, demands, requests or approvals from Company to City shall be
addressed to City at:
Public Works Department
City of Newport Beach
3300 Newport Boulevard
PO Box 1768
Newport Beach, CA 92658 -8915
All notices, demands, requests or approvals from City to Company shall be
addressed to Company at:
James Wagner, P.E.
Republic Intelligent Transportation Services, Inc.
371 Bel Marin Keys Blvd., Suite 200
Novato, CA 94949
Phone: 415- 884 -8400
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19. TERMINATIONIDEFAULT
A. In the event Company fails or refuses to timely perform any of the
provisions of this Agreement in the manner required or if Company violates any
provisions of this Agreement, Company shall be deemed in default. If such default is
not cured within a period of two (2) working days, or if more than two (2) working days
are reasonable required to cure the default and Company fails to give adequate
assurance of due performance within two (2) working days after Company receives
written notice of default from City, City may terminate the Agreement forthwith by giving
written notice. City may, in addition to the other remedies provided in this or authorized
by law, terminate this Agreement by giving written notice of termination.
B. This Agreement may be terminated at anytime, without cause by City
upon thirty (30) days written notice. Upon termination, City shall pay to Company that
portion of compensation specified in the Agreement that is earned and unpaid prior to
the effective date of termination. The Company may only terminate the Agreement in
the event of nonpayment by the City. In the event of nonpayment by the City, Company
shall give the City thirty (30) days written notice thereof and the City shall have fifteen
(15) working days to cure the alleged breach.
C. In addition to, or in lieu of, remedies provided in this Agreement or
pursuant to law, City shall have the right to withhold all or a portion of Company's
compensation for contract services if, in the judgment of the City Administrator, the level
of maintenance falls below appropriate maintenance standards and /or Company fails to
satisfactorily perform contract services. City shall have the right to retain funds withheld
until the City Administrator determines that the contract services are performed as well
and as frequently as required by this Agreement.
20. COMPLIANCE WITH ALL LAWS
All services rendered hereunder by Company shall be provided in accordance
with all ordinances, resolutions, statutes, rules, and regulations of the City and any
Federal, State or local governmental agency having jurisdiction in effect at the time
service is rendered.
21. WAIVER
A waiver by City of any breach of any term, covenant or condition contained
herein shall not be deemed to be a waiver of any subsequent breach of the same or any
other term, covenant or condition contained herein whether of the same or a different
character.
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22. INTEGRATED CONTRACT
This Agreement represents the full and complete understanding of every kind or
nature whatsoever between the parties and all preliminary negotiations and agreements
of whatsoever kind or nature are merged in this Agreement. No verbal agreement or
implied covenant shall be held to vary the provisions hereon.
23. AMENDMENTS
This Agreement may be modified or amended only by a written document
executed by both Company and City and approved as to form by the City Attorney.
24. SEVERABILITY
If any term or portion of this Agreement is held to be invalid, illegal, or otherwise
unenforceable by a court of competent jurisdiction, the remaining provisions of this
Agreement shall continue in full force and effect.
25. CONTROLLING LAW AND VENUE
The laws of the State of California shall govern this Agreement and all matters
relating to it and any action brought relating to this Agreement shall be adjudicated in a
court of competent jurisdiction in the County of Orange.
26. INTERPRETATION
The terms of this Agreement shall be construed in accordance with the meaning
of the language used and shall not be construed for or against either party by reason of
the authorship of the Agreement or any other rule of construction that might otherwise
apply.
27. EQUAL OPPORTUNITY EMPLOYMENT
Contractor represents that it is an equal opportunity employer and it shall not
discriminate against any subcontractor, employee, or applicant for employment because
of race, religion, color, national origin, handicap, ancestry, sex or age.
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IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on
the day and year first written above.
APPROVED AS TO FORM:
By
Aaron C. Harp
Assistant City Attorney
ATTEST:
LaVonne Harkless, City Clerk
CITY OF NEWPORT BEACH
A Municipal Corporation
By:
Steve Rosansky, Mayor
City of Newport Beach
COMPANY: REPUBLIC ITS
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Print Name:
Title:
(Corporate Officer)
0
Print Name:
Title:
(Corporate Financial Officer)
E usersVCAT /shared0onna SiglTratfic Signal Maintenance Contract.doc
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List of Exhibits
Exhibit A Scope of Work
Exhibit B Contract Unit Price Schedule
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EXHIBIT A
SCOPE OF WORK
CITY OF NEWPORT BEACH
TRAFFIC SIGNAL MAINTENANCE AGREEMENT
SECTION I: GENERAL
A. SERVICES TO BE PROVIDED
COMPANY shall famish all labor, equipment, materials and supervision to perform the routine
repair and replacement, emergency repair and preventative maintenance of all of the City of Newport
Beach's ( "CITY') Traffic Signal Facilities, as defined herein. Traffic Signal Facilities shall be defined
as all traffic signals, traffic signal controllers, electrical or mechanical traffic control or traffic devices,
traffic poles and all other hardware, at all signalized intersections within City limits.
I SEEK, I "l . 17if7.S
COMPANY shall provide its services to the CITY between the hours of 7:30 AM and 5:00 PM
under the pay rates outlined in the Contract Unit Price Schedule attached to the Agreement as Exhibit B.
All extraordinary maintenance work performed outside these specified hours and on holidays shall be
paid according to the overtime rates listed in Exhibit B.
COMPANY shall maintain a local telephone number where COMPANY staff can be reached
twenty -four (24) hours a day to provide maintenance and repair services as requested by the CITY,
including the replacement of burned -out vehicle indications, adjustment of turned signal heads, repair of
controller malfunctions or any damage creating a public hazard. This telephone number shall be made
available to all persons designated by the CITY, and CITY shall be notified immediately of any changes
to the number.
C. QUALIFICATIONS AND PERSONNEL REQUIREMENTS
COMPANY shall have available and readily accessible all required tools, equipment, apparatus,
facilities, and materials to perform all work necessary to maintain the City's Traffic Signal Facilities in
good working order and condition at all times. Company shall also employ adequate skilled labor to
perform the work in a professional and workmanlike manner. All work shall be performed in
accordance with the current City of Newport Beach Standard Plans and Section 86 of the Standard
Specifications for the State of California, Department of Transportation, "Greenbook" Standard
Specifications for Public Works Construction, International Signal Municipal Association (IMSA).
To perform the services contemplated herein, COMPANY shall employ at least one full -time
Transportation Systems Electrician certified as a Level II traffic signal technician by the IMSA, and
certified by the State of California, Labor Code section 3099 and 3099.2. The COMPANY shall provide,
upon execution of the Agreement, certifications for all other Transportation Systems Technicians
working in the CITY.
COMPANY shall have on hand at all times the minimum specified equipment and spare traffic
controllers as listed below for as- needed replacements:
• Multisonics 820A VMS 330 compatible NEMA controllers with current revision (at least
three);
• Econolite ASC /3 -2100 NEMA controllers (at least one);
• Econolite 2070L controllers loaded with ASC/3 -2070 software (at least one); and
• 170E controllers complete with Caltrans standard C -8 module (at least three).
COMPANY shall have available adequate skilled personnel and proper lab testing facilities to
perform inspection of new and existing controller assemblies, including controller units, auxiliary
equipment, and traffic control appurtenances.
D. RESPONSE TIMES
At COMPANY'S sole cost and expense, COMPANY shall utilize and maintain mobile
communications that are compatible with the CITY's Nextel phone/radio equipment to facilitate
communication between the CITY and COMPANY.
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COMPANY shall respond immediately to emergency calls when directed by the CITY, and
dispatch the qualified personnel and equipment to reach the site within thirty (30) minutes of notification.
Emergency calls shall include, but are not limited to, a total blackout of traffic signals at any intersection,
or any other conditions that create an immediate hazard to persons or vehicles, as defined by the CITY.
In all other circumstances, COMPANY shall respond to a call within sixty (60) minutes. The
replacement of burned -out vehicle indications and internally illuminated street name sign lamp need not
be on an emergency basis if there are at least two (2) indications still operative for each direction of
travel. Such replacement shall be handled as soon as possible in a routine manner within a 48 -hour
period. COMPANY's qualified personnel and service truck shall at all times be equipped with proper
tools and materials to respond to all calls, including emergency calls.
E.
1. Each Intersection: At each intersection; COMPANY shall maintain a permanent record
of service for the intersection equipment including, but not limited to, vehicle and pedestrian timing,
detectors, interconnect equipment, pre - emptive control, or similar equipment. COMPANY shall
maintain a separate record at each intersection detailing monthly maintenance and repairs of controller
and related equipment, which shall be in English and legible.
2. Office Records: COMPANY shall maintain a complete record of all laboratory repairs to
controllers, which shall show all parts or components repaired or replaced including serial numbers and
item descriptions. Each service truck in the field shall keep a daily record, which covers the time
chargeable to the CITY pursuant to the Agreement in each twenty-four (24) hour period. This record
shall include the date and time of day the work was performed at each intersection, the description of
work performed and the name of the technician that performed the work.
3. Activities ReR: A monthly activities report shall be included with all monthly invoices
to the CITY Traffic Engineer by the fifteenth of each month. The report shall include a complete record
of all work performed on the CITY'S Traffic Signal Facilities during the previous month. The report
shall include:
• The location of each separate service,
• The date and approximate time of the service,
• The reason for the service,
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• . Whether the service was routine or an emergency,
• Who called in the request for service,
• The name of the technician(s) performing the service, and
• The number of hours spent for each service.
At the CTI'Y's discretion, the CITY may call a meeting to review the performance and activities
of the COMPANY.
F. NEW TRAFFIC SIGNAL INSTALLATIONS
COMPANY shall maintain any additional traffic signals and appurtenant devices as they are
installed or become a part of the maintenance requirements of the CITY, at the bid prices set forth in
Exhibit B. In the event that notification is made of a new installation other than at the beginning of a
monthly period, the unit cost will be prorated from the day the COMPANY is notified of the need for
maintenance of the new equipment.
G. TRAFFIC SIGNAL CONTROL EQUIPMENT
COMPANY shall repair, replace, or otherwise render in good working order any and all
defective parts of the traffic signal control equipment with like make and model parts as the need arises
except as agreed upon by the CITY.
Whenever equipment is replaced or removed from the controller cabinet, the CITY shall be
notified by phone within 24 hours or the next working day. Non - essential, non -safety related equipment
shall be replaced within fourteen (14) calendar days after notifying the CITY. Essential, safety- related
equipment shall be replaced immediately.
COMPANY agrees to notify the CITY Traffic Engineer, or his designated representative, in
advance of any planned signal tum -off orturn -on. Such notice shall be given at least forty-eight (48)
hours in advance. At the CITY's discretion, a Police officer's presence may be required prior to said
turd -off or turn -on.
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H. WARRANTY SERVICE
During the period of warranty for new equipment installations, COMPANY shall contact the
manufacturer regarding any defective or malfunctioning equipment and coordinate between the
manufacturer, installing Contractor and the CITY regarding any warranty service. The COMPANY
shall notify the CITY of any delays in response by the manufacturer or installing Contractor and the
details of each incident.
I. TRAFFIC CONTROL
COMPANY shall provide safe and continuous passage for pedestrian and vehicular traffic at all
times. All work area traffic control devices, including warning lights, signs, flares, barricades,
delineators, detours and other facilities for the sole convenience and direction of public traffic shall be
furnished and maintained by the COMPANY. All traffic control shall conform to, and be placed in
accordance with the latest edition of the "Work Area Traffic Control Handbook" (WATCH) manual.
Flashing arrow boards shall be furnished and maintained by the COMPANY, and be placed on all
vehicles during any lane closure.
A minimum of one 10 -foot wide travel lane in each direction shall remain open on Local and
Secondary roadways. (Local roadways are defined herein to have two lanes of traffic, while Secondary
roadways have four.) On Arterial roadways (which have between four and six lanes), a minimum of two
travel lanes in each direction shall remain open. All existing left -turn pockets shall be maintained
whenever feasible.
No lane closures on an Arterial roadway will be permitted between the hours of 7:00 a.m. and
9:00 am. or 3:00 p.m. and 6:00 p.m., unless an emergency exists and such a closure is necessary to
safeguard the traveling public. Separation between travel lanes, channelization, and delineation of the
maintenance area shall be accomplished by the use of delineators and/or cones spaced as recommended
by the WATCH manual.
Each vehicle used to place and remove components of a traffic control system on multi -lane
highways shall be equipped with a flashing arrow board, which shall be in operation when the vehicle is
being used for placing, maintaining or removing said components. Flashing arrow boards shall be in
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place before implementing lane closure(s). When maintenance is complete, all traffic control signs,
barricades, delineators, or similar equipment, shall be immediately removed from the site. -
J. EMERGENCY RESPONSE
For the emergency repair of a signal, the following procedure of traffic control shall apply:
1. COMPANY shall dispatch qualified personnel and equipment to reach the site within
thirty (30) minutes. The COMPANY'S vehicles shall carry traffic cones, flashing arrow boards, traffic
warning signs, and similar devices, which shall be used when directing traffic during an emergency
and/or when deemed necessary by the signal technician, the CITY Traffic Engineer, or his designated
representative. COMPANY shall conform to the WATCH Manual (latest edition) as dictated in the
TRAFFIC CONTROL section of this Scope of Work.
2. If no police officer is present and temporary STOP and STOP AHEAD signs have been
set up, the COMPANY shall set up more traffic warning and control devices, if deemed necessary, and
proceed to repair the signal. After the signal is back in operation, the COMPANY shall remove all of
the temporary traffic control devices and promptly return those devices, if owned by the CITY, to the
City Yard.
3. If a police officer is at the intersection when the COMPANY arrives, the COMPANY
shall quickly examine the signal, evaluate the situation, and discuss it with the police officer. If the
repair will only take a few minutes, the police officer may stay to continue to direct traffic while the
COMPANY repairs the signal. If the repair will take longer than the officer can wait, the COMPANY
shall immediately set up STOP and STOP AHEAD signs and all other necessary warning devices and
relieve the police officer.
SECTION II:
ROUTINE MAINTENANCE
COMPANY shall provide a program of continuing comprehensive maintenance designed to
eliminate or reduce the incidence of malfunctions, promote the safety of the motoring public, reduce
complaints, and extend the useful life of the equipment. All work listed below shall be included in the
lump sum bid per intersection for routine maintenance as set forth in Exhibit B. Any item that shall be
C7
repaired or replaced, above what is specified, may be invoiced as extraordinary maintenance as specified
in Section III.
In carrying out the task described as routine maintenance, the COMPANY shall promptly notify
the CITY of any conditions of the traffic signal equipment that present a hazard to the motoring public
or to pedestrians, or affect the signal timing or coordination.
In addition to the maintenance items listed below as routine, the COMPANY shall make the
following minor repairs if discovered during the routine maintenance:
• Replace malfunctioning pedestrian/bicycle push button.
• Replace missing pedestrian/bicycle push button plate.
• Replace missing pole access covers.
• Attend to exposed wiring.
• Replace malfunctioning pedestrian indication.
These items shall only be repaired or replaced at this time if staff, equipment, and materials are
already at the site for the routine maintenance. Replaced materials shall be billed at prices detailed in
the Contract Unit Price Schedule attached to the Agreement as Exhibit B. Time and equipment usage
for these repairs shall be considered part of the routine maintenance.
The program shall include, but not be limited to, the following:
A. MONTHLY MAINTENANCE
COMPANY shall perform a monthly inspection of each signalized intersection at which time the
following tasks shall be completed:
1. Clean cabinet, including vacuuming inside the cabinet and removing any foreign
materials or debris inside and outside the cabinet. Inspect cabinet air filter and replace as
necessary (the cabinet filter shall be replaced every six months).
2. Check timing of individual signal phases and integral timing circuits for the correct
operations per the timing sheet.
3. Check timing of yellow (clearance) intervals on all phases by stopwatch per the timing
sheet.
4. Check and set, if necessary, the controller's digital time clock to National Bureau of
Standards time.
5. Check all detector units, loops, and pedestrian/bicycle push buttons for correct operation.
6. Visually inspect the signal conflict monitor for correct operation.
7. Visually inspect all relays, clocks, dials, switches, and similar equipment. Make routine
adjustments or minor repairs, if necessary.
8. Walk the intersection observing signal poles, signal heads, traffic control signs,
pedestrian signals, illuminated street name signs, vehicle and pedestrian detectors, or
other such equipment, to ensure that all are in a safe and working condition, and remove
any foreign materials or debris from the area.
9. The batteries in the Battery Backup Systems for the traffic signal shall be inspected for
battery post corrosion, battery voltage, loose terminals, and tripped tattle tails.
B. THREE -MONTH MAINTENANCE
Battery Backup units shall have the batteries tested by an analyzer (SOC140 Battery
Analyzer or equivalent) that will test impedance within one minute. The printed results shall be
maintained in each cabinet for reference of the battery performance. The COMPANY shall notify the
CITY of non - operable or low output batteries within 24 hours.
2. The cabinet door locks and pad locks shall be lubricated with graphite lubricant or the
equivalent, and maintained in good working order. Any missing or damaged locks shall be reported to
the CITY in a timely manner.
C. SIX -MONTH MAINTENANCE
Once every six months, COMPANY shall perform a night drive throughout the CITY's limits
noting any malfunctioning equipment, including, but not limited to, photocells, illuminated street name
sign (ISNS) lamps, vehicle indications, pedestrian indications, and safety lighting. The list of
malfunctioning equipment shall be submitted to the CITY Traffic Engineer within ten (10) working days
from the completion of the night drive unless the malfunctioning equipment poses a public hazard, in
which case, COMPANY shall notify the CITY immediately. The list of equipment to be repaired or
replaced shall by approved by the CITY prior to repair and/or replacement of the equipment. A separate
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list of malfunctioning safety lights shall also be tracked and submitted to the CITY. The night drive
shall be scheduled with the CITY prior to commencement.
D. YEARLY MAINTENANCE
Once a year, the following items shall be performed:
Battery Back -Up System: The traffic signal battery back -up system shall be checked by
electrical bypass for appropriate operation per the manufacturer's specifications. The CITY shall
approve the schedule prior to the commencement of work.
2. Conflict Monitor: The conflict monitors shall be tested once per calendar year using the
MT -180 or equivalent conflict monitor tester. COMPANY shall create a report for each test conducted.
A replacement monitor, of like kind, shall be furnished by COMPANY and installed into the cabinet to
monitor the intersection while the test is being conducted. Any conflict monitor that does not pass the
test shall be repaired or replaced and billed to the CITY as extraordinary maintenance.
3. Video Detection Camera: The video detection camera lens at the following two (2)
intersections shall be cleaned according to the manufacturer's specifications. In addition, the cameras'
alignment shall be checked and adjusted to obtain the proper sight level at each location.
• San Miguel Drive at Port Sutton/Yacht Coquette (four cameras)
• Bison Ave at Bayswater (1 camera)
4. Emergency Vehicle Pre - emotion (EVP): The optical detector lens shall be cleaned
according to the manufacturer's specification at all signalized intersection throughout the CITY,
including signals operated and maintained by CALTRANS.
5. CCTV Cameras: The CCTV camera housing and lens at the following two (2)
intersections shall be cleaned according to the manufacturer's specifications. The cameras are scheduled
to be installed in mid - summer, 2007.
• MacArthur Boulevard at Vilaggio
• MacArthur Boulevard at San Miguel Drive
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E. AIR FILTERS
COMPANY shall replace the air filter elements, in all traffic signal and battery back -up cabinets
so equipped, every six (6) months. All filter elements in all cabinets shall be replaced within four (4)
months after the commencement of the term of the Agreement.
F. COMPENSATION FOR ROUTINE MAINTENANCE
CITY shall compensate COMPANY monthly at the unit bid price per signalized intersection as
outlined in Exhibit B. The prices set forth in Exhibit B are all - inclusive and shall be considered full
compensation to COMPANY for all labor, materials, equipment, overhead, and profit. CITY reserves
the right to inspect COMPANY'S work and withhold payments for work not performed according to the
routine maintenance outlined in this Scope of Work.
SECTION III:
EXTRAORDINARY MAINTENANCE
COMPANY shall provide maintenance beyond routine maintenance, as defined in Section II, as
outlined herein. The repaired or replaced items may be billed as extraordinary maintenance. The
program shall include, but not be limited to, the following:
A.
Extraordinary maintenance shall consist of the following:
1. Repair of a failed or malfunctioning signal system caused by vehicle collision, vandalism,
civil disorder, windstorm, natural disasters, street construction, or excavation.
2. Repair and/or replacement of safety lighting at signalized intersections.
3. Repair and.or replacement of internally illuminated street name sign lamps.
4. Replacement of vehicle indications.
5. Minor upgrading or installations as directed by the CITY.
6. Repair and/or replacement of loop detectors, DLCs, or conduit as required.
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7. Replacement of pedestrian indications.
S. Repainting of signal equipment as directed by the CITY.
9. Maintenance of warning devices (i.e. flashing beacons).
10. Maintenance of sign bridge lighting.
11. Installation of regulatory or warning signs on signal mast -arm or standard.
B. NOTIFICATION
COMPANY shall contact the CITY Traffic Engineer, or his representative, regarding any
extraordinary maintenance work needed and seek his approval before the work is scheduled.
COMPANY shall notify the CITY by telephone at least four (4) hours in advance before commencing
such work, except in emergencies and/or when injury to persons or property may result without a
quicker response.
C. COMPENSATION FOR EXTRAORDINARY MAINTENANCE
CITY shall compensate COMPANY for repairs required beyond the scope of routine
maintenance on a time and materials basis as follows:
1. Materials: CITY shall pay COMPANY for all materials used in extraordinary
maintenance of traffic signals and appurtenances as outlined in Exhibit B. CITY shall have the right to
inspect the COMPANY'S records to verify any material costs used in extraordinary maintenance.
2. Direct Labor: COMPANY shall compensate COMPANY for all hours spent in
performing extraordinary maintenance. CITY shall pay COMPANY for such hours at the rates
specified in Exhibit B.
3. Equipment: CITY shall pay for equipment used in extraordinary maintenance on a per
hour basis as set forth in Exhibit B. The 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 kind shall be
paid for the equipment. No additional compensation shall be paid for transporting the equipment to or
from the job site.
COMPANY shall submit an itemized invoice within thirty (30) days of completion of the
extraordinary maintenance work. The invoice shall include the following:
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1.. An itemized list of all materials used in performance of the work, including the pre- and
post mark -up costs.
2. A list of all personnel who performed the work, including their position or title, their
billing rate, and the hours of labor performed.
3. A list of all equipment used for the work, including hours of usage.
CITY shall compensate COMPANY for the extraordinary maintenance work within 30 days of
receipt and approval of the invoice by City staff.
D. REPAIR AND REPLACEMENT
COMPANY shall repair or replace any and all defective parts of the signal system which cause
signal failure or malfunctions, as the occasion arises, including but not limited to, the controller, detector
amplifiers, push buttons, relays, master controllers, interconnect, indications, flashers, detector loops,
safety lights, illuminated street name sign panels and lamps, and wiring system.
COMPANY shall provide the CITY with a document tracking log that lists the equipment
removed from the cabinet for repair. This tracking log shall include, but not be limited to, information
pertaining to time, date, original location, reason for removal, and description of equipment with serial
number. This log shall be included in the activities report invoice as a line item status of all removed
equipment.
COMPANY shall supply the CITY with a complete record of all laboratory repairs to controllers,
detectors, conflict monitor units, or other similar equipment, showing all parts or components repaired
or replaced including serial numbers and item description. The record shall be attached to the
equipment when returned to the CITY.
E. VEHICLE INDICATIONS AND LIGHTING
COMPANY shall furnish and.replace all vehicle LED indications as needed for signals and
warning flashers.
CITY currently has a large storage of Dialight LED vehicle indications for the COMPANY to
utilize on an as needed basis. All LED vehicle indications shall be certified by the Caltrans testing
laboratory. The CITY will accept Dialight or Gelcore brand LED vehicle indications (or CITY
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approved equal). The COMPANY shall honor all existing low or nonfunctional LED for warranty
replacement. Any lens obstructed by dirt or debris shall be cleaned immediately.
Fluorescent ISNS lamps shall be F72T2 Cool White Fluorescent lamps meeting the requirements
of ANSI STD. C78. All Inductive Lamps shall be replaced according to manufacture specifications.
The ISNS panels shall be wiped clean of dirt and debris when the lamps are replaced. Safety lighting
shall only be repaired as approved by the CITY.
F. LOOP DETECTOR REPLACEMENT
COMPANY shall clean and fill deteriorated loop detector saw cuts with epoxy as necessary.
Once it is determined by the CITY and the COMPANY that the saw cut or DLC has deteriorated to a
point that applying more epoxy is insufficient, the detector shall be replaced at the price stated in Exhibit
B.
Traffic signal loop detectors shall be installed per Caltrans Standard Plans ES -5A and ES -513 and
shall be Type E spaced ten feet apart, and shall extend one foot into the crosswalk. The exact location of
the loop detector shall be approved by the CITY. The loop wire shall be Type 2 and the loop detector
lead -in cable shall be Type B. All loop sealant shall be Hot -Melt Rubberized Asphalt Sealant.
G. PEDESTRIAN SIGNALS
COMPANY shall replace all Walkman/Hand pedestrian signal modules as they become
inoperative with Type A LED module with a plastic housing and stainless steel hardware with bronze
terminal compartments. The LED Count -down pedestrian indications shall be replaced in kind. If
replacement is necessary, the CITY shall compensate COMPANY pursuant to the unit price as specified
in Exhibit B.
Walk/Don't Walk pedestrian signal lamps as they become inoperative shall be updated to Type
A LED module (Walkman/Hand) or approved equal. The pedestrian signal installation shall be replaced
at the price stated in Exhibit B.
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H. REFINISHING OF SIGNAL EQUIPMENT
As directed by the CITY, traffic signal equipment shall be repainted on an as needed basis, in
conformance with State standards. Utility cabinets shall be painted with a white vinyl finish coat and
pre - treatment vinyl wash primer.
SECTION IV•
ADDITIONAL WORK
A. REQUEST FOR ADDFFIONAL WORK
City may from time to time request that COMPANY provide additional work and services not
related to the Routine or Extraordinary Maintenance detailed in this Scope of Work. Such work must be
authorized in advance by the CITY, and shall be provided by COMPANY on a time and materials basis
pursuant to the billing and material rates set forth in Exhibit B.
B. COMPENSATION FOR ADDFFIONAL WORK
Within thirty (30) days of completion of the work, COMPANY shall submit an itemized invoice
for the Additional Work that shall include the following:
1. A list of all materials used in performance of the work, including the pre- and post mark-
up costs.
2. A list of all personnel who performed the work, including their position or title, their
billing rate, and the hours of labor performed.
3. A list of all equipment used for the work, including hours of usage.
CFTY shall compensate COMPANY for the additional work within 30 days of receipt and
approval of the invoice by City staff.
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14
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CONTRACT UNIT PRICE SCHEDULE
TRA FMC SIGNAL MAINTENANCE ITEMS
Routine Maintenance (see Section ff)-
a. Each signalized intersection for monthly tasks $ (06 • Lump Sum
b. Each signalized intersection for three month tasks $d ° —° Lump Sum
C. Each signalized intersection for six month tasks $ 9 • °� Lump Sum
d. Each signalized intersection for twelve month tasks
i. Each Battery Back -up System Test (per intersection) $ cl , oo Lump Sum
fl. Each Conflict Monitor Test (per intersection) $ 570. 01 Lump Sum
iii. Video Detection Camera Cleaning (per intersection) $ Lump Sum
iv. EVP Optical Detector Lens Cleaning (per intersection) $ Lump Sum
v. CCTV Camera Cleaning (per intersection) $ 'fi`"<. &.o Lump Sum
Extraordinary Maintenance {see Section LT.-
a. Replacement of safety lights (per unit)
b. Replacement of internally illuminated
street name sign lamps (per unit)
C. Replacement of vehicle indication
12" Green BaIVArrow
12" Yellow Baftuow
12" Red Ball/Arrow
8" Green Ball
8" Yellow Ball
8" Red B all
Programmable Visibility Indication
$ (Co.' Lump Sum
$ o° Lump Sum
$ /70 $ /3S PerUmt
PerUnit
$� $ %$ %° Per Unit
$ /34
Per Unit
$
105-V Per Unit
$ 9S. Per Unit
d. Replacement of standard Type "E" detector loops,
including saw cut, lead-in cable splicing and epoxy emulsion.
(4 or Less)
(more than 4)
Page 14 of 16
Per Unit
$ 375. "�?Perunit
$ 325, Per Unit
CONTRACT UNIT PRICE SCHEDULE
TRAFFIC SIGNAL MAINTENANCE ITEMS
e.
Replacement of Walk/Don't Walk pedestrian signal
Overtime
Per Hour
to Type A LED module
$ 190
Per Unit
f.
Replacement of Walkman/Hand pedestrian signal
$ 7f
Traffic Signal Maintenance
to Type A LED module
$ /y d
Per Unit
g.
Replacement of Count -down Walkman/Hand pedestrian
Transportation Systems Technician
$��
$
signal to Count -down LED module
$ -xg's"
Per Unit
h.
Replacement of Pedestrian and Bicycle push buttons
$ 6O
with ADA approved buttons and signs
$
Per Unit
i.
Refinishing of pedestrian heads and signal heads,
including frameworks per signalized
intersection, excluding controller and
electric service cabinets.
Pedestrian Head
$ '1�9_'
Per Unit
Signal Head
$ ✓
Per Unit
j.
Refinishing of traffic signal controller
cabinet or utility cabinet
Signal Controller Cabinet
$ LSD
Per Unit
Utility Cabinet
$ F4 D Per Unit
k
Material and Parts: Supplier's invoices amount plus /Sr- % markup.
1.
Labor:
Regular Time
Overtime
Per Hour
Per Hour
Registered Civil Engineer
$/-.f -0
$
Engineering Technician
$ 7f
Traffic Signal Maintenance
Superintendent
$ 7e
Transportation Systems Technician
$��
$
Transportation System Electrician
$ 44
$ !'�
Traffic Signal Laborer
$ 41V
$ 6O
CONTRACT UNIT PRICE SCHEDULE
TRAFFIC SIGNAL MAINTENANCE ITEMS
m. Equipment: Rate Per Hour
Pick -Up Truck $�
Service Truck $ % r
l
Service Boom Truck $
Water Truck
IConcrete Saw and Truck $ ;7V
Air Compressor with Tools $�
Crane $�
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