CITY OF MOUNTAIN VIEW FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT
Attention: Purchasing Division 500 Castro Street—Second Floor Mountain View, CA 94041 RFP No.: R14 TRAFFIC SIGNAL MAINTENANCE SERVICES
REQUEST FOR PROPOSAL (RFP)
Proposal Closing Date: April 1, 2014 at 4:00 p.m., Pacific Time
Subject: Furnish the City of Mountain View with Traffic Signal Maintenance Services, as may be required for a period of one (1) year from date of award, with options to renew for four (4) additional one (1) year periods, in accordance with the attached specifications.
Company ________________________________________
Name (PRINT OR TYPE)
Federal Tax I.D. No. _______________________________ Street Address ____________________________________ City _____________________________________________ State __________________ Zip Code _________________
Signature* Title Date *Authorized Signature: The signer declares under penalty of perjury that she/he is
Tel. No. ___________________ Fax No. _______________ E-Mail ___________________________________________
authorized to sign this document and bind the company or organization to the terms of this Agreement. The Proposal submittal and any other documents submitted in response to the foregoing shall form a part of and be construed with the purchase order/contract.
____________________________________________________________
ONLY AN ORIGINAL SIGNATURE WILL BE ACCEPTED
Cash discount terms ________% ________days. (Terms of less than 20 days will be considered as net 30 for proposal evaluation purposes.) The following addenda are acknowledged and incorporated in this submittal:
City of Mountain View Business License No. FOR QUESTIONS REGARDING THIS PROPOSAL, CONTACT: Tina Yoke, Purchasing and Support Services Manager Telephone: (650) 903-6296 • Fax: (650) 968-5472 E-mail:
[email protected]
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TABLE OF CONTENTS
I.
INTRODUCTION ................................................................................................................1
II.
BACKGROUND ...................................................................................................................1
III. SCOPE OF SERVICES .........................................................................................................2 IV. SUBMISSION OF PROPOSALS .......................................................................................12 V.
PROPOSAL FORMAT .......................................................................................................13
VI. SELECTION PROCESS AND CRITERIA……………………………………………...21 VII. TENTATIVE SCHEDULE……………………………………………………………….22 VIII GENERAL TERMS AND CONDITIONS ……………………………………………...24 IX
SUBMITTALS REQUIRED UPON PROVISIONAL AWARD …………………….. 32
Attachments:
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1.
List of Current Traffic Signals, Lighted Crosswalks, and Radar Speed Feedback Signs
2.
Sample City of Mountain View Contractor Services Agreement
I.
INTRODUCTION The City of Mountain View (City) is requesting proposals from qualified electrical firms/contractors (Contractor) to provide City-wide traffic signal, intersection safety light, lighted crosswalk, and radar speed feedback sign maintenance; preventive maintenance services; scheduled maintenance services; emergency response services; equipment replacement and upgrade; and related electrical work. The City desires to enter into an agreement for an initial period of one (1) year and then extend the contract on a yearly basis up to four (4) consecutive years after the initial one (1) year contract period. The scope of work, cost proposal schedules, Contractor selection process and other related items are described in this Request for Proposals (RFP).
II.
BACKGROUND The City operates and maintains eighty-four (84) traffic signals, including two (2) pedestrian signals with various types of controllers, two (2) lighted crosswalks, and thirty-four (34) radar speed feedback signs. Refer to Attachment 1 for the locations of current traffic signals, lighted crosswalks, and radar speed feedback signs (Electrical System) to be maintained throughout the City as part of this contract. The selected Contractor’s experience and personnel must provide quality services in a timely and cost-effective manner to the City to adequately and safely maintain the Electrical System. Maintenance includes, but is not limited to, upkeep of electrical power supplies and conductors; performance of routine maintenance to hardware, software, and fixtures; recommending equipment upgrades and modifications as necessary; and providing monthly reports to the City identifying services performed for maintenance, replacements, and/or repairs and timing changes at all the locations. Existing Traffic Signal controllers are Naztec TS2; Econolite ASC 8000 and D2004, 170 E, and 170; Multisonics 820, 820A, 911, and Basic 11; EPAC 300 Eagle; Transyt 1800 EL; Honeywell 290; Traconex 390 and Eco ASC/2, etc. Local Interconnect Systems exist on Shoreline Boulevard with Time of Day Traffic Signal Timing Plans. A real-time “InSync” Adaptive Traffic Signal System exists along Grant Road, provided by Rhythm Engineering. The equipment for the two (2) lighted crosswalks was provided by Silicon Constellations System and Spot Devices. The radar speed limit signs are of various types and were supplied, generally, by Speed Check and Fortel. The selected Contractor will be required to have qualified and experienced traffic technicians that have demonstrated experience with traffic signals, intersection
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safety lights, lighted crosswalks, and radar speed feedback signs and related electrical work. The assigned personnel shall also have the ability to troubleshoot and diagnose problems with all the traffic signal-related electrical and operational systems, including setting and changing traffic signal timing and timing plans provided by the City. The total amount of work available will be a function of routine preventative maintenance plus the amount of work that is required due to normal wear and tear, collision damage, vandalism, and other factors that may result in the need for emergency response services. Contractor shall regularly assign technicians to the City as necessary to provide preventative maintenance services, respond to calls from the City, and to respond to emergency response services. Regular service hours shall be 7:00 a.m. to 4:00 p.m., Monday through Friday. After-hours service will be any work/service performed on weekends, holidays, or between 4:00 p.m. and 7:00 a.m., Monday through Friday. III. SCOPE OF SERVICES A.
General The Contractor shall provide routine preventative maintenance services (PM), scheduled maintenance services, and emergency response services to traffic signal equipment, safety lights, lighted crosswalks, radar speed feedback signs, and other related equipment and fixtures (Electrical Systems) by duly trained and qualified personnel. All work performed or equipment or parts supplied by the Contractor shall be subject to inspection and approval by the City. Any inability to provide PM may result in Contractor being subjected to liquidated damages. The Contractor shall use an Online Maintenance System (on-line system) with free access to designated members of the City staff. The entire system should be a real time system and core functionality should include (1) maintaining and updating Preventative Maintenance Check List, (2) Asset and Equipment Management (Inventory of all equipment) and (3) Work Orders and Maintenance Requests. Contractor shall train City staff on the online system and customize it subject to City needs as mutually agreed upon and appropriate. The City reserves the right to negotiate the cost proposal submitted by the Contractor. The contract will include final negotiated rates (established rates) and the contract may not include the original rates and fees submitted by the Contractor as part of its cost proposal.
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Compensation to the Contractor shall be paid based on the established rates in the contract between the City and the Contractor. Compensation for routine preventative maintenance services and scheduled maintenance services will be paid in accordance with Schedules A and B respectively. Compensation for emergency response services will be paid at the straight time hourly labor rate, vehicle and equipment rate in accordance with Schedule C or as negotiated between the City and the Contractor on a caseby-case basis. Overtime will only be paid if authorized by the City or provided in an emergency situation. Compensation for equipment used for permanent repairs shall be paid in an amount equal to the cost of the equipment plus agreed-upon/negotiated mark-up. During an emergency, only such work will be done as to alleviate the emergency situation. All nonemergency work shall be done during normal working hours (7:00 a.m. to 4:00 p.m., Monday through Friday). For any and all work and services not covered by the Cost Proposal, the Contractor shall submit a cost proposal to the City prior to performing the work, for approval by the City. At the end of the initial one (1) year contract period, and each anniversary thereafter, the established rates included on Schedules A, B, and C, may be increased or decreased in direct proportion to the increase or decrease in the Consumer Price Index for Urban Wage Earners and Clerical Workers (CPI-W) for the San Francisco/San Jose area as published by the Bureau of Labor Statistics. The Contractor shall submit to the City revised Schedules A, B, and C and supporting Construction Cost Index information for any requested changes thirty (30) days prior to the contract anniversary date. An increase or decrease shall be subject to mutual agreement between the City and the Contractor for such changes to take effect. The Contractor shall provide emergency work for City’s Electrical Systems on a twenty-four (24) hour a day, seven (7) day per week basis, including all holidays. The Contractor shall cooperate with the City in recalibrating traffic signal coordination timing and progression. The Contractor shall change traffic signal timings only upon direction by the City. During emergency conditions, the Contractor shall assure full cooperation with the City and those employees of the City and other agencies as indicated. Contractor shall have available and readily accessible all required tools, equipment, apparatus, facilities, skilled labor, and materials to perform all work necessary to maintain the Electrical Systems. All excess materials and equipment in the Contractor’s inventory shall be the property and
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responsibility of the Contractor until such materials or equipment is used or installed in the City. The Contractor shall provide vehicle(s) to be used by the Contractor’s Technicians which shall be equipped with a permanently mounted arrow board; warning beacon/strobe lights; traffic cones; construction warning signs; a hydraulic bucket capable of reaching a height of at least twenty-eight (28) feet from the roadway surface; necessary computer laptop for programming; and communications equipment for dispatch. At a minimum, the communications equipment shall be a cellular phone with numeric and text messages and vibration alert capabilities. All equipment shall be properly maintained at all times. The Contractor shall provide traffic control/lane closures conforming to current edition of California Manual on Uniform Traffic Control Devices. The Contractor shall not represent the City in matters of policy or procedures under this contract, shall not make any reference to City policy or procedures, and shall refer all the questions or inquiries from the public regarding policy and procedures, or terms and conditions of this contract to the City. The Contractor shall maintain a single local telephone number where a live person can be reached twenty-four (24) hours per day, and this number shall be made available to all persons designated by the City. The Contractor shall abide by all State and Federal laws and regulations that in any manner affect those employed by it or in any way affect the performance of its services pursuant to this RFP or its proposal. The Contractor will be required to assign sufficient number of technicians to the City as may be necessary to provide routine preventative maintenance services of the electrical systems. Technicians will be regularly assigned to provide routine preventative maintenance services during normal work hours 7:00 a.m. to 4:00 p.m., Monday through Friday, and to respond to emergency response services during and after normal work hours. All data gathered and stored in an electronic or nonelectronic form by the Contractor while under contract with the City is the property of the City. In the event the City no longer contracts with the Contractor, Contractor shall give the full data records to the City in an electronic format. Transfer of data records will be determined based on the size of the data records at the time of transfer.
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B.
Maintenance Requirements 1.
Preventative Maintenance Services The Contractor shall provide a routine inspection of all traffic signal equipment, including intersection safety lighting, pedestrian push buttons and signals, interconnect conduits/cables, detection loops, video detection cameras, radar speed feedback signs and lighted crosswalks. Contractor shall design the preventative maintenance program to minimize the incidence of outages and malfunctions; reduce complaints; and extend the useful life of the traffic signal equipment. The program shall include, but is not limited to: a.
Monthly Checks Each signalized intersection, radar speed limit signs, and the lighted crosswalk shall be inspected monthly. At a minimum, the following shall be performed:
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•
Walk the intersection and visually inspect all vehicular and pedestrian signal heads and pedestrian push buttons, as applicable, for proper operation, alignment, broken lenses, and missing parts. Depress all pedestrian push buttons and observe the proper timing and display. Report any observed problems to the City. Correct any minor observed problems as soon as possible thereafter and make arrangements for any other needed repairs/replacements.
•
Examine the functioning of the controller in relation to the traffic. Report any functional and timing problems to the City as soon as possible and correct problems as soon as approved by the City.
•
Observe and check for proper operation of the detector loops and amplifiers and video detection. Adjust or retune the detector amplifiers and correct substandard splices as necessary. For intersections with video detection, verify camera operation by monitoring the vehicle call on the video controller unit. Report improper detection operation and causes to the City.
b.
c.
•
Inspect all relays, switches, and terminals and replace or make adjustments as necessary. Make arrangements to promptly fix those deficiencies which cannot be corrected immediately.
•
Check and adjust fan operation. Check the filter for tight fit, and tape it, if required. Clean and vacuum the cabinet. Examine cabinet interior for water, excessive dampness, and plant or animal intrusion. Determine cause and correct the condition.
•
Check battery backup systems and report deficiencies to City staff.
•
Change signal timings as directed by the City.
•
Visually check proper operation of radar speed limit signs and lighted crosswalks, including operation of flashing signs and clean and polish solar panels.
•
Complete record keeping as described in Maintenance Records.
Quarterly Checks •
The contractor shall perform all above items in monthly checks. In addition, the Contractor shall perform the following items for each signalized intersection each quarter.
•
Make nighttime drive through to visually inspect malfunctions of traffic signals, illuminated street name signs, and intersection safety lights and replace burnt-out bulbs during normal working hours and make arrangements for other needed repairs/replacements.
•
Inspect roadway loop detectors for exposed wires, cracks, and potholes, including cleaning and filling deteriorated loop detector saw cuts with epoxy as necessary.
Annual Checks •
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The Contractor shall perform all items in monthly and quarterly checks. In addition, the Contractor shall perform the following items for each radar speed feedback sign, lighted
crosswalk, and signalized intersection within the first two (2) months of beginning of each contract year or extension of the contract:
2.
—
Clean and polish all signal and pedestrian head and video camera lenses and reflector and align signal heads.
—
Replace all cabinet filters and deteriorated or missing fastening hardware such as sockets, nuts, and bolts.
—
Check: (1) ground rod clamps and wire; (2) thermostat; (3) all indicator lamps, including incandescent and LED lamps and replace as necessary; (4) all connectors and detector extensions; and (5) open and inspect all pullboxes, and make arrangements for necessary repairs and/or replacements.
—
Test each of the conflict monitors and provide the City with a computerized report in Microsoft Excel identifying each intersection and showing all test results.
—
Check the signal timing settings and match with the timing sheet found in the controller cabinet and report any discrepancies to the City. Provide updated timing sheets to the City.
—
Check solar battery operation and life per manufacturer’s specifications for batteries operating radar speed feedback signs and lighted crosswalks.
—
Clean pod lenses at the two (2) lighted crosswalks.
Scheduled Maintenance Services The Contractor shall investigate and determine the corrective requirements for each reported malfunction, failure, or outage of the traffic signal system. The Contractor shall repair or replace equipment and components that have failed, deteriorated, or malfunctioned from the normal operation of the traffic signal system. The equipment and components shall include, but are not limited to, the following items: Incandescent lamps, LED signal faces, conflict monitors, internally illuminated street name signs, intersection safety lights, load
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switches, detector amplifiers, transfer switches, flasher switches, breaker switches, fuses and fuse holders, photoelectric cells, traffic signal poles, conduits, conductors, controllers and cabinets, push buttons, detector loops or video detection cameras, relays, etc. No permanent change shall be made without prior City approval. Whenever equipment is removed, Contractor shall notify the City by phone and e-mail within twenty-four (24) hours. 3.
Emergency Response Services Emergency response work is typically performed in response to a failure or malfunction of the signal system caused by vehicle collision, vandalism, civil disorder, natural disasters, street construction, excavation, or failed equipment, where injury or property damage may result without prompt response. The City may request the Contractor perform Unscheduled/Emergency Response Services on the traffic signal system not covered by preventative maintenance services and scheduled maintenance services. The work shall be performed on a time-and-material basis in accordance with established unit costs listed in Schedule C or through a negotiated cost. The Contractor shall provide and maintain emergency response service on a twenty-four (24) hour a day, seven (7) day per week basis (24/7), including all holidays. Work may include assisting the City for special events or City construction projects to implement revised traffic signal timing and phasing and repairing, replacing, or otherwise rendering in good working condition any and all defective parts of the traffic signal equipment with like make and model parts, such as, knocked-down vehicular and pedestrian signal heads, poles, damaged controller and cabinet, damaged internally illuminated street name signs, damaged inductive loops and video cameras, pedestrian push buttons, safety lighting, and other related operational equipment. The cost of providing and maintaining traffic control, including all signs and delineators, clean up of debris, and properly disposing of all damaged equipment, shall be included in the work.
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4.
Testing the Controller Assembly for New Signals The Contractor is expected to provide service to other independent contractors constructing and installing new traffic signals for the City to conduct a functional test of the controller assembly. The functional test shall consist of not less than ten (10) days of continuous and satisfactory operation and shall meet testing requirements specified in State Standard Specifications, Section 86-2.14. Testing controller assembly is not a part of the scope of work. The City may ask the independent contractor to have the new controller assembly tested through the Contractor and the independent contractor will be responsible for all costs for testing and shipping and picking the unit from the Contractor’s testing facility. However, the cost of testing the unit shall be at the established rate per Schedule B.
5.
Maintenance Records Contractor shall prepare a Preventative Maintenance Services (PM) check list subject to approval by the City. PM Check list will be subject to change by the mutual consent of the City and the Contractor. Contractor shall completely fill out this check list during each PM inspection and during any time repairs are made to the equipment in the controller cabinet or the signal equipment at the intersection. Contractor will maintain an updated hard copy of this check list within each controller cabinet and in the on-line system. The Contractor shall maintain an inventory list of the equipment in the controller cabinet at each location as well as in the on-line system. The inventory shall include the model, manufacturer, serial number, and quantity of each piece of equipment and installation/replacement date. The inventory shall be continuously updated. A printout of the signal timing sheets shall be kept in each controller cabinet. Timing changes shall be indicated on the printout. Only the City Traffic Engineer shall authorize timing changes except that the Contractor may make changes required on a temporary basis due to maintenance operations or to maintain a satisfactory signal operation in case of emergency.
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6.
On-Line Activity Report
Authorized City staff shall have free access to the on-line system. Contractor shall maintain the on-line system and it shall as a minimum include the following:
7.
i.
Preventative Maintenance Services: PM check list and the Date and time the PM was performed at each signalized intersection, radar speed feedback sign and lighted crosswalk location.
ii.
Scheduled Maintenance Services: Date and time of service call, who originated the call, location and nature of the problem, assignment date and time to the technician, email/text notifying City and technician, technician arrival time and date, action taken and completion date and time, the work done including make, model, and serial number of any major components or equipment installed/replaced.
iii.
Emergency Response Services: Date and time of the service call received, arrival time at the location, the response time, nature of the problem, number of hours spent for repairs, materials used, cause of emergency, and a special listing of locations with three or more calls in one month.
iv.
Inventory of all the traffic signals, in-pavement lighted crosswalks and radar speed limit signs shall include type, model, year, serial number if any, of all the major equipment such as cabinets, controllers, signal and pedestrian poles and heads, detectors, cameras, street lights, EVP equipment, PPB, conflict monitors, number of phases, solar panels, BBS and Type 3 cabinets
Response and Service The Contractor shall provide responses and service on a twenty-four (24) hour, seven (7) day per week (24/7) basis. Prompt action shall be taken any time a signal becomes partially or fully inoperative in order to safeguard the public. The maximum response times shall be as follows unless the City extends the response time on a case-by-case basis should
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the signal remain operational in a satisfactory manner and/or the condition poses no immediate hazard to the public: a.
Emergency
7:00 a.m.-4:00 p.m.: 1 hour; 4:00 p.m.-7:00 a.m.: 2 hours
b.
Pedestrian signals, push buttons, and audible pedestrian signals
Same day before 1:00 p.m.
c.
Vehicle and bike detection on side streets and left turns
Same day before 1:00 p.m.
d.
Red or yellow lamp outage
Same day before 1:00 p.m.
e.
Other signal issues
24 hours
f.
Illuminated street name signs
Schedule for next PM
g.
Timing issues except pedestrian and bike timing
Schedule for next PM
h.
Pedestrian and bike timing
24 hours
Traffic signal knockdowns, traffic signals on flash and signal blackout not caused by power outage, traffic signal damage during capital improvement or permit construction projects and Opticom emergency vehicle preemption shall be considered an emergency. PM shall be completed each month as soon as possible, but no more than five (5) working days from the previous month for any one (1) given intersection. Failure to meet the response times may be a sufficient cause for the City to authorize the maintenance to be completed by others and deduct the costs of said maintenance from payments due to the Contractor. Repetitive failures shall be deemed sufficient for the City to terminate the contract.
8.
Signal Shutdown and Signal on Flash The Contractor shall immediately notify the City’s Public Works Department at (650) 903-6311 and Police Department at (650) 903-6395 of any signal turn-offs or signal on flash necessitated by its operation. Signal shutdown of any duration and signal on flash operation
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exceeding thirty (30) minutes must be first authorized by City Traffic Engineer or his designated representative. 9.
Spare Equipment The Contractor shall maintain adequate storage and shop facilities and sufficient spare parts and signal equipment to effectively maintain the electrical systems, including maintaining at least one (1) fully tested standby controller compatible with City’s traffic signal system. The Contractor will own and maintain all spare parts until installation in the City.
10.
Salvaged Equipment The Contractor shall store equipment designated by the City as salvageable at its storage yard at its own cost. Components such as mast arms and luminaires that are undamaged could be reused as directed by the City. Any material or equipment declared nonsalvageable by the City shall be hauled away and disposed of by the Contractor at its own cost.
C.
Traffic Control Contractor shall conduct its operation so as to cause minimum obstruction and inconvenience to public. Contractor shall provide safe and continuous passage for all modes of traffic at all times. All warning signs, barricades, barriers, lights, arrow boards (City requires use of arrow boards when closing lanes on all major streets), delineators, and other facilities for traffic control shall be provided and maintained by the Contractor, including cleaning all debris and hauling away and disposing off all debris and damaged equipment. All traffic control shall conform to the most current version of the California Manual on Traffic Control Devices. Lane closures will be permitted between 9:00 a.m. and 3:00 p.m. only, on all major streets unless an emergency exists. Contractor shall maintain a minimum of one (1) 12’ travel lane in each direction whenever feasible. No excavation shall occur without notification to Underground Service Alert. No additional compensation shall be paid for providing traffic control or cleaning and hauling away and disposing of debris, which shall be considered as included in the compensation paid for all the other various service provided hereunder.
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D.
New Traffic Signals, Radar Speed Limit Signs, and Lighted Crosswalks When the City accepts new equipment into service, they will be included in the contract for maintenance services and paid for at the established unit rates as for existing traffic signals, radar speed feedback signs, and lighted crosswalks, commencing one (1) year from the date of acceptance of the new equipment. The Contractor shall, upon notification by the City, commence servicing such traffic signals, radar speed feedback signs, and lighted crosswalks.
E.
Meetings The assigned technician shall be available to meet with City staff as needed at a mutually agreed-upon time and place in the City to review maintenancerelated activities. Similarly, the assigned supervisor shall be available to meet with City staff, at least once a month, if needed. No additional compensation shall be paid for attending meetings, which shall be considered as included in the compensation paid for all the other various service provided hereunder.
IV. SUBMISSION OF PROPOSALS Sealed Proposals will be accepted until the closing date and time specified on the cover page of this RFP. Proposals will also be accepted in person at the Finance and Administrative Services Department at Mountain View City Hall, located on the First Floor at 500 Castro Street. Any proposals received after the deadline will be returned unopened. Proposals shall be submitted in sealed envelopes which shall be plainly marked: “CITY OF MOUNTAIN VIEW—TRAFFIC SIGNAL MAINTENANCE SERVICES.” The envelope shall also bear the name and business address of the proposer. The City of Mountain View reserves the right to reject any or all proposals and to waive any and all irregularities to choose the firm that, in its opinion, best serves its interests. The City will not be liable for any costs incurred by the proposer’s incidental to the preparation and presentation of qualifications, either orally or in writing.
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FOR CONSIDERATION AS A RESPONSIVE PROPOSAL SUBMITTAL, THE FOLLOWING IS REQUIRED: A.
Information requested by the City which instruct Proposer to complete a form, attachment, or exhibit MUST be completed only on the provided City forms. Do not create your own forms. Proposer may submit additional sheets of information on their own form(s) ONLY if directed in the proposal to provide additional information.
B.
All information on the proposal cover page must be completed and signed with an original signature.
C.
Submittals and forms required by the proposal specifications must be returned with proposal submittal.
D.
Proposal must be submitted on or before the exact closing date and time. Proposals received after the exact closing date and time will NOT be considered. If hand-delivering, please allow enough time for travel and parking to submit by the closing date and time.
E. License: All proposers must be licensed in accordance with the provisions of the “Contractor’s License Law,” Chapter 9 of Division 3 of the State Business and Professions Code. In addition, at the time of submitting the proposal, proposer must have a Class C-10, Electrical Contractor License or Class A, General Engineering Contractor License. Please provide a copy of proposer’s license with proposal submittal. F. Acceptance of City’s contract terms: Prior to submitting a proposal, the Contractor and any legal counsel, if necessary, shall review the sample agreement (Attachment 2). This is the City’s standard contract and no amendments to such will be allowed. Submission of a proposal will be considered an acceptance of such contract by the Contractor. G. Questions: All questions/inquiries must be made through the contact listed contact on the cover page of this RFP via e-mail no later than Tuesday, March 25, 2014. Proposers are responsible for reading carefully and understanding fully the terms and conditions of this RFP. Only written communications relative to the RFP requirements shall be considered. Hard copy, facsimile, and electronic mail are acceptable methods for submission of questions. It is incumbent upon Proposers to verify City receipt of their questions. Misinterpretation of the contract documents by the Proposer shall not relieve an awarded Contractor of responsibility to perform the contract. Page 14 of 46
To the extent that a question causes a change to any part of this RFP, an addendum shall be issued addressing such. V.
PROPOSAL FORMAT The proposal shall consist of two (2) parts submitted as one (1) package. Part One—NARRATIVE Part One shall describe the Scope of Work, Contractor’s understanding of the project, approach to accomplishing the project tasks and services, relevant past experience, and any litigation brought against the firm. Please label the sections of your proposal to match the numbers below. Contractors shall submit four (4) hard copies and a PDF file of their proposal on a CD or DVD. All hard-copy documents submitted must be printed double-sided. The proposal shall, at a minimum, cover the following items: Contractor Background and Proposed Services 1.
Explain the general background, size and history of the firm, number of years in service, key contact information, qualifications, organizational structure of the firm and describe the availability and any special knowledge or capabilities of the firm to perform the tasks and services.
2.
Describe understanding and proposed approach to the Scope of Services, including: a.
Organization and scheduling of tasks to be performed.
b.
Proposed record keeping, monthly reports, and deliverables.
c.
The team’s overall approach to accomplish the services.
d.
A brief summary of your team’s key strengths.
e.
Approaches to working with City staff and policy-making agencies and stakeholders.
f.
Ability of assigned technicians to respond to emergency work and afterhour work.
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Contractor/Subcontractor Qualifications 3.
Describe your firm’s prior experience and brief resumé for each of the key persons proposed to work on this project and other related experience that shows your ability to deliver the Scope of Services.
4.
Provide a list of recent projects for which the firm has provided services of a similar nature. Provide all pertinent information, including project description, contact person, phone number, e-mail address, location, duration, and current project status. Indicate which projects are your references.
5.
Submit a list of key subcontractors, if any, and information on their respective role in the project, including a list of their similar past projects with all pertinent information, including project description, contact person, phone number, e-mail address, location, duration, and current project status.
Team Qualifications 6.
Identify the name and title of the lead contact person and principal staff who will be assigned to this project and provide a description of their responsibilities and the percentage of time expected to be spent on this project.
Legal Information 7.
As applicable, submit a list of lawsuits filed within the past two (2) years against the firm or its principals alleging misconduct and/or negligence.
Conflict of Interest Issues 8.
As applicable, submit a list of all projects (completed within the past three (3) years or currently under way) located within Santa Clara County. Accompanying such a list indicating knowledge of asserting freedom from relationships with parties Mountain View.
shall be a declaration by a principal of the firm and careful review of the subject matter and conflicts of interest that might arise from that are involved in disputes with the City of
Additionally, for firms that are currently working on projects within the City of Mountain View for other private or public-sector clients, please submit a list of the project(s), including a broad description of the work being Page 16 of 46
performed and the efforts that will be undertaken to separate this project from the other projects to avoid the potential for any conflict of interest and/or duplicate billing. Insurance Requirements 9.
Submit evidence of the required insurance as set forth in the sample agreement.
Part Two—COST PROPOSAL The Contractor shall provide all work necessary to perform preventative maintenance, scheduled work and emergency work for the traffic signal system, intersection safety lighting, radar speed signs, and lighted crosswalks as specified in this proposal. The Contractor shall provide a cost proposal for the following items: Preventative Maintenance Services (Cost Proposal—Schedule A) Scheduled Maintenance Services (Cost Proposal—Schedule B) Emergency Response Services (Cost Proposal—Schedule C) The City intends to award this contract to the firm that it considers will provide the best overall program services. Determination of the best value to the City shall be solely determined by the City. The City reserves the right to reject any proposals that is not responsive to this RFP.
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COST PROPOSAL SCHEDULE “A” FLAT RATE PREVENTATIVE MAINTENANCE SERVICES
Item
Description
Quantity
Unit
Unit Price
Total
1
Maintain each signalized intersection, including safety lights and illuminated street name signs, per month.
84
Each
$__________
$__________
2
Maintain each lighted crosswalk per month.
2
Each
$__________
$__________
3
Maintain each radar speed feedback sign per month.
34
Each
$__________
$__________
Total Proposal Items 1 through 3
$__________
Note: The flat rate fee represents total compensation for all labor, materials, equipment, tools, and vehicles necessary to provide the corresponding tasks as described in the Scope of Service.
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COST PROPOSAL SCHEDULE “B” SCHEDULED MAINTENANCE SERVICES
Item No.
Description
Unit Price
1
Replace Type A Detector Loop (1 to 4 loops)
$__________ per Loop
2
Replace Type A Detector Loop (4 or more loops)
$__________ per Loop
3
Replace Type D Detector Loop (1 to 4 loops)
$__________ per Loop
4
Replace 3—Section, 12” LED Traffic Signal Head (Circular Section, Arrow Section or PV Section)
$__________ per Head
5
Replace Countdown Pedestrian Signal LED Module
$__________ per Module
6
Replace 12” LED Traffic Signal Module $__________ per Module (Circular Module, Arrow Module, or PV Module)
7
Replace burnt-out safety light bulb
$__________ per Bulb
8
Replace burnt-out illuminated street name sign bulb
$__________ per Bulb
9
Replace Video Detection Unit
$__________ per Unit
10
Replace 3—Section, 8” Traffic Signal Head (Circular Section) Replace 8” Traffic Signal Module (Circular Module)
$__________ per Head
Test New Controller Assembly
$__________ per Assembly
11 12
$__________ per Module
Note: The unit price represents total compensation for all labor, materials, equipment, tools, and vehicles necessary to provide the corresponding tasks. For any work not listed on Schedule B, the Contractor shall submit a cost proposal to the City prior to performing the work.
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COST PROPOSAL SCHEDULE “C” EMERGENCY RESPONSE SERVICES
List the position titles and responsibilities of personnel that will be providing emergency response services to the City per this RFP. PERSONNEL Position
Hourly Straight Time
Hourly Overtime
Title:_________________________________ Description:___________________________ ______________________________________ ______________________________________
$________________
$________________
Title:_________________________________ Description:___________________________ ______________________________________ ______________________________________
$________________
$________________
Title:_________________________________ Description:___________________________ ______________________________________ ______________________________________
$________________
$________________
Title:_________________________________ Description:___________________________ ______________________________________ ______________________________________
$________________
$________________
Title:_________________________________ Description:___________________________ ______________________________________ ______________________________________
$________________
$________________
Title:_________________________________ Description:___________________________ ______________________________________ ______________________________________
$________________
$________________
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COST PROPOSAL SCHEDULE “C” EMERGENCY RESPONSE SERVICES (CONTINUED) VEHICLES AND EQUIPMENT The vehicles and equipment listed herein may not accurately reflect the rolling stock used by your firm. For those vehicles and equipment that are not used by your firm, cross out and mark as “N/A” to indicate that the vehicle or equipment is not available or necessary for the emergency response services requested in this RFP, and add other vehicles and equipment which your firm may use to provide emergency response services.
Personnel Vehicle
$________________
per hour
Pickup Truck
$________________
per hour
Service Truck
$________________
per hour
Service/Ladder Truck
$________________
per hour
Boom/Ladder Truck
$________________
per hour
Crane Truck
$________________
per hour
Concrete Saw
$________________
per hour
________________________________
$________________
per hour
________________________________
$________________
per hour
________________________________
$________________
per hour
________________________________
$________________
per hour
________________________________
$________________
per hour
________________________________
$________________
per hour
________________________________
$________________
per hour
Any equipment not listed will be paid per current Caltrans equipment rates.
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MATERIAL MARK-UP Material mark-up will not exceed ______ percent of supplier’s invoice price (cost) that will be furnished to the City in any cost proposal for any work. VI. SELECTION PROCESS AND CRITERIA A selection committee will evaluate the proposals submitted and assign each a ranking. Following are the criteria for evaluation of the proposals, with the assumption that all minimum requirements have been met. A.
Effectiveness, clarity, and conciseness of the project approach.
B.
Experience of the firm and project team in performing similar work for other public agencies.
C.
Practical experience subconsultants.
D.
Demonstrated success on previous projects, especially of similar scope, including quality of work, meeting project schedule, and budget.
E.
Adherence to the requirements of this Request for Proposals.
F.
Any litigation brought against the firm.
G.
Total cost to the City.
H.
Ability to respond within time frame established by the City.
I.
Any other criteria as solely determined by the city to be in the City’s best interest
and
technical
qualifications
of
key
staff
and
Oral Interview The City may evaluate proposals and select a contractor to negotiate a contract solely on the basis of each proposer’s written submittal, or it may invite those firms it deems to have submitted the best proposals to an interview with the selection team. The Contractor’s key staff members should be in attendance.
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Selection Process The determination of the most qualified contractor shall be on the basis of demonstrated competence and qualifications for the type of services required. The City will check the references of the top-ranked Contractors for such things as: record in accomplishing work in a timely manner for similar projects; quality of work completed for the City or other public agencies; ability to work with City staff and the public; any outstanding litigation, etc. The City of Mountain View reserves the right to select, approve, recommend, or disapprove subcontractors at its discretion. Further, all data and documents gathered by the Contractor and any subcontractors shall be considered the property of the City to do with as it wishes. The City shall negotiate an agreement with the most qualified Contractor. If negotiations with such Contractor are unsuccessful, the City will negotiate with the second most qualified firm. The selection process will be complete once a contract is executed. When the City has reached an agreement with a Contractor, all firms submitting a proposal will be notified of the results in writing. VII. TENTATIVE SCHEDULE Deadline for Submission of Proposals
April 1, 2014, 4:00 p.m.
Proposer Interviews (if required)
April 2014
Contractor Selection and Negotiation
April 2014
Award of Contract
April 2014
Contract Executed
by May 2014
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VIII. GENERAL TERMS AND CONDITIONS The RFP document, awarded Contractor’s proposal submittal, and negotiated documents will form the awarded contract document which will support a Cityissued Purchase Order. Do not propose a blanket substitution of City’s terms with Proposer’s terms. A.
AWARD The RFP may be awarded on an item-by-item basis, or in any group or combination of items, or as a lot as may be in the best interest of the City. The City reserves the right to reject any and all RFP response submittals or to waive any errors, discrepancies, or irregularities. The RFP will be awarded in any manner solely determined by the City to be in the City’s best interest.
B.
FIRM PRICING Proposer’s pricing submittals and RFP response will be held firm for a minimum of sixty (60) days after the proposal submittal due date listed above to allow adequate time for the City to consider each proposal submittal and make an award. All blanks for unit price and total price shall be completed. Any discrepancy between the unit price and the extended or total price shall be determined by taking the lower unit price. Upon award, pricing shall remain firm through the duration of the initial agreement period.
C.
PAYMENT TERMS The City’s payment terms are, at a minimum, net thirty (30) days after acceptance of service or delivery of goods. Submitted invoice must easily match the unit prices listed in the accepted Proposal submittal and must include the Contractor’s Social Security number or Federal Tax I.D. number and reference the purchase order number. Any applicable discounted payment terms listed in proposer submittal and accepted by the City shall be listed on the invoice. Discounted terms less than net twenty (20) days will be evaluated as net thirty (30) days for RFP evaluation purposes. Upon contract award, the City will take all cash discounts proposed.
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D.
TIME OF THE ESSENCE Time is of the essence. The awarded Contractor shall hire staff, purchase equipment, and ensure the ability to provide services in accordance with the City’s desired start date. Failure to meet the City’s desired start date may result in the City cancelling the award and making the award to the second highest ranked Proposer.
E.
PREVAILING WAGES Reference is hereby made to copies of the general rate of per diem wages as determined by the Director of the Department of Industrial Relations on file in the Department of Public Works, City of Mountain View, City Hall, which are available to any interested party. For failure to pay the prevailing wages, the Contractor shall forfeit, as a penalty, to the CITY, Fifty Dollars ($50) for each workman for each calendar day or portion thereof who is paid less than the stipulated prevailing wage for work done under this contract, in violation of the provisions of the Labor Code, Sections 1770 to 1780, inclusive. In addition to said penalty, the Contractor, or subcontractor, shall pay to each worker the difference between the prevailing wage and the amount paid to said worker for each calendar day for which said worker was paid less than the prevailing wage.
F.
FREIGHT CHARGES All prices bid in RFP submittal for equipment and supplies, as applicable, shall include all freight costs and ownership transfers to the City at the City’s location and are F.O.B. destination to the designated locations. Freight, if quoted separately, shall be prepaid and added to the invoice with ownership transferring to the City when delivery is completed to the City’s location.
G.
EQUALS Whenever reference to a specific brand name is made in these specifications, it is illustrative and to be construed as a specification which describes a component that has been tested or evaluated by the City as best meeting specific operational, design, performance, maintenance, quality, and reliability standards and requirements of the City, thereby incorporating these requirements by reference within the specification. An equivalent (“or equal”) may be offered by the Proposer, subject to testing or evaluation by the City prior to award of the RFP. The City shall be the sole judge of whether any proposed item will fulfill its requirements. It shall be the sole
Page 25 of 46
responsibility of the Proposer to provide, at Proposer’s expense, any product information, test data, and other information or documents the City may require to fully evaluate or demonstrate the acceptability of the offered substitute. Where appropriate, independent testing or evaluation (including destructive testing) may be required as a condition of acceptance at a qualified test facility at the Proposer’s expense. If Proposer takes deviations from the brands and/or specifications, the Proposer MUST note such differences, brand names, model numbers, and attach brochures and a complete description of the goods or services proposed with proposal submittal. The burden of showing the equivalency is on the Proposer.
G. INCURRED EXPENSES Proposer shall be responsible for any expenses incurred by Proposer in preparing and submitting a proposal, best and final offer, or in making an oral presentation or demonstration. H.
ADDENDA It is the Proposer’s responsibility to ensure that all addenda issued are incorporated in their proposal submittal. Failure to acknowledge and incorporate addenda will not relieve the Proposer of the responsibility to meet all terms and conditions of the specifications for their submitted price bid.
I.
EXCEPTIONS If a Proposer takes any exception to any part of these specifications as written, or as amended by any Addenda subsequently issued, they must do so in writing. Said exceptions must be noted and included with the submitted proposal. Failure to do so will be construed as acceptance of all provisions of the specifications.
J.
PROPOSAL RESULTS There will be no public opening of the responses. The names of proposers will not be released until announcement of award.
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All companies submitting proposals shall receive a written notice of the City’s recommendation of an award. K.
RESPONSE MATERIAL OWNERSHIP All material submitted regarding and in response to this RFP becomes the property of the City of Mountain View and will only be returned to the Proposer at the City’s option. Any person may review responses after final selection has been made. The City of Mountain View has the right to use any or all ideas presented in reply to this request, subject to limitations outlined below in “Proprietary/Confidential Information.” Disqualification of a Proposer does not eliminate this right.
L.
ACCEPTABILITY OF RESPONSES The Purchasing and Support Services Manager shall determine which Proposers have met the requirements of the RFP. Failure to comply with any mandatory requirement will disqualify a response. The Purchasing and Support Services Manager shall have the sole authority to determine whether any deviation from the requirements of this RFP is substantial in nature. The Purchasing and Support Services Manager may waive or permit to be cured minor irregularities or minor informalities in responses that are immaterial or inconsequential in nature. Determination of Acceptability of responses shall be at the City’s sole discretion.
M.
EVALUATION COMMITTEE The City will have an evaluation committee to review and rate responses on various qualitative and quantitative criteria.
N.
NEGOTIATION The City has the right to accept the best proposal as submitted, without discussion or negotiation. Proposers should, therefore, not rely on having a chance to discuss, negotiate, and adjust their proposals. Proposers who submit proposals that are initially judged by the City to be reasonably susceptible of being selected for award, may be asked to discuss their proposals with the City to facilitate arrival at a contract most advantageous to the City. If the City determines that discussion is in its best interest, after discussions are held, the City will advise Proposers in the competitive range to submit a best and final offer.
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O.
PUBLIC RECORDS The parties recognize and acknowledge that the City of Mountain View is subject to the California Public Records Act, California Government Code Section 6250 and following. Public records are subject to disclosure.
P.
PROPRIETARY/CONFIDENTIAL INFORMATION Any information submitted with a response is a public record subject to disclosure unless a specific exemption applies. If a Proposer submits information clearly marked proprietary or confidential, it will be treated with the confidentiality to the extent permitted by law. However, it is the Proposer’s obligation and expense to defend any legal challenges seeking to maintain confidentiality of said information. The City shall incur no liability due to release of information from a Proposer labeled “proprietary” or “confidential.”
Q.
NEWS RELEASES/ADVERTISING News releases and/or advertising pertaining to this procurement or any part of the subject shall not be made without prior written approval of the City of Mountain View.
R. INSURANCE
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a.
Commercial General Liability/Automobile Liability Insurance: Contractor shall obtain and maintain Commercial General Liability insurance and Automobile Liability insurance in a minimum amount of One Million Dollars ($1,000,000) per occurrence. If a general aggregate limit is used, either the general aggregate limit shall apply separately to this contract or the general aggregate limit shall be twice the required occurrence limit. Contractor’s insurance coverage shall be written on an occurrence basis.
b.
Workers’ Compensation Insurance: Contractor shall obtain and maintain statutory Workers’ Compensation insurance and Employer’s Liability insurance in a minimum amount of One Million Dollars ($1,000,000) per accident.
c.
Crime Insurance, Including Employee Dishonest/Fidelity Coverage: The Contractor shall maintain coverage limits for a minimum amount of Twenty-Five Thousand Dollars ($25,000) per employee or One Hundred Thousand Dollars ($100,000) blanket
limit. This coverage protects the Contractor against loss by the theft or mysterious disappearance of property by any of Contractor’s employees or third parties while said property is in the care, custody, or control of the Contractor resulting directly or indirectly from the performance or execution of the Contractor or subcontractor thereunder.
Page 29 of 46
d.
Acceptability of Insurers: Insurance is to be placed with insurers with a current Best Rating of A:VII unless otherwise acceptable to CITY.
e.
Verification of Coverage: Insurance, deductibles, or self-insurance retentions shall be subject to the City’s approval. Original Certificates of Insurance with endorsements shall be received and approved by the City before work commences, and insurance must be in effect for the duration of the contract. The absence of insurance or a reduction of stated limits shall cause all work under this agreement to cease. Any delays shall not increase costs to the City or increase the duration of the project.
f.
Other Insurance Provisions: (1)
The City of Mountain View, its officers, officials, employees, and volunteers are to be covered as additional insured by Endorsement CG 20 10 11 85 or other endorsement approved by the City’s Risk Manager for Commercial General and Automobile Liability coverage.
(2)
For any claims related to this project, Contractor’s insurance coverage shall be primary and any insurance or self-insurance maintained by the City, its officers, officials, employees, and volunteers shall not contribute to it.
(3)
Each insurance policy required shall be endorsed that a thirty (30) day notice be given to the City in the event of cancellation or modification to the stipulated insurance coverage.
(4)
In the event Contractor employs subcontractors as part of the work covered by this Agreement, it shall be the responsibility of Contractor to ensure that all subcontractors comply with the same insurance requirements that are stated in this Agreement.
S.
(5)
Approval of the insurance by the City or acceptance of the Certificate of Insurance by the City shall not relieve or decrease the extent to which Contractor may be held responsible for payment of damages resulting from Contractor’s services or operation pursuant to this Agreement, nor shall it be deemed a waiver of the City’s rights to insurance coverage hereunder.
(6)
If, for any reason, Contractor fails to maintain insurance coverage that is required pursuant to this contract, the same shall be deemed a material breach of contract. The City, at its sole option, may terminate this contract and obtain damages from Contractor resulting from said breach. Alternately, the City may purchase such required insurance coverage, and without further notice to Contractor, the City may deduct from sums due to Contractor any premium costs advanced by the City for such insurance.
HOLD HARMLESS Contractor shall defend, indemnify, and hold the City, its officers, employees, and agents harmless from any liability for damage or claims of same, including, but not limited to, personal injury, property damage, and death, which may arise from Contractor or Contractor’s contractors, subcontractors, agents or employees’ operations under this Agreement. The City shall cooperate reasonably in the defense of any action, and Contractor shall employ competent counsel, reasonably acceptable to the City Attorney.
T.
COMPLIANCE WITH THE LAW The Contractor agrees that performance under the contract shall comply with all applicable laws of the United States of America, the State of California, the County of Santa Clara, and City of Mountain View. Contractor shall also comply with all applicable policies of the City of Mountain View.
U.
BUSINESS LICENSE Contractors doing business within the City’s limits are required to obtain a business license. To obtain a business license, forms and fee schedules are available by visiting the City of Mountain View’s website and the Finance and Administrative Services Department web page at www.mountainview.gov. A business license is not required in order to submit a proposal.
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V.
RELIANCE UPON PROFESSIONAL SKILL It is mutually agreed by the parties that the City is relying upon the professional skill of the Contractor, and the Contractor represents to the City that its work shall conform to generally recognized professional industry standards. Acceptance of the Contractor’s work by the City does not operate as a release of the Contractor’s said representation.
W.
MATERIAL SAFETY DATA SHEETS (MSDS) General Industrial Safety Order 5195 requires Material Safety Data Sheets (MSDS) be supplied, for all applicable items.
X.
OWNERSHIP AND COLLUSION—FINANCIAL INTEREST BY CITY EMPLOYEES The Contractor certifies, by signing the RFP submittal documents, that he/she has not, directly or indirectly, been collusive with any other Contractor or anyone else interested in this RFP. Additionally, the Contractor stipulates that no City officer or employee shall be financially interested, either directly or indirectly, in any contract, sale, purchase, or lease to which the City is a party, and the Contractor stipulates that no City officer or employee has greater than five percent (5%) ownership in this company as per Section 706 of the City of Mountain View Charter.
Z.
ASSIGNMENT The City will issue a purchase order to the awarded Contractor. The purchase order, or any aspect of the contract between the Contractor and the City, may not be assigned without the written consent of the other party.
AA. TERMINATION Any purchase order issued as a result of this RFP may be terminated by the City at any time with ten (10) days’ written notice. The City will only pay for any goods or services ordered and accepted by the City. Any payments made in advance will be returned to the City on a prorated basis with the City only paying for those goods or services actually provided. BB. FUNDING-OUT CLAUSE Any purchase order issued as a result of the award of this RFP may be terminated every June 30 based upon the City Council not funding the Page 31 of 46
purchase of goods and/or services to be provided in this RFP after each July 1. The City’s annual fiscal year is from July 1 to June 30. CC. NONDISCRIMINATION The Contractor shall afford equal employment opportunities for all persons without discrimination because of race, color, religion, sex, sexual orientation, political affiliation, national origin, ancestry, age, marital status, physical or mental disability, military status, gender identity and expression, or genetic information. DD. APPLICABLE LAWS AND ATTORNEYS’ FEES This RFP and subsequent award of contract shall be construed and enforced pursuant to the laws of the State of California. Should any legal action be brought by a party for breach of contract, or to enforce any provision herein, the prevailing party of such action shall be entitled to reasonable attorneys’ fees, court costs, and such other costs as may be fixed by the court. Reasonable attorneys’ fees of the City Attorney’s Office, if private counsel is not used, shall be based on comparable fees of private attorneys practicing in Santa Clara County. EE. SUBCONTRACTORS The City prefers a proposal with a single or primary Contractor. If a subcontractor is proposed, clearly identify the responsibilities of each party and the assurances of performance you offer. The Contractor that is awarded the contract as a result of the RFP solicitation is the prime Contractor and is solely responsible for all of the Contractor’s subcontractors. The City must approve any subcontractors before they are used. Background and security requirements apply to subcontractors. IX.
SUBMITTALS REQUIRED UPON PROVISIONAL AWARD Failure to provide the following documentation within five (5) days from notice of provisional award may be cause for the provisional award to be voided and the proposal submittal to be rejected as nonresponsive. a. b. c.
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Insurance requirements as specified in this RFP document. Taxpayer Identification Number (W-9), if not currently on file with the City. City of Mountain View Business License.
ATTACHMENT 1 LIST OF CURRENT TRAFFIC SIGNALS, RADAR SPEED FEEDBACK SIGNS, AND LIGHTED CROSSWALKS TRAFFIC SIGNALS NUMBER
Page 33 of 46
LOCATION
01
SHORELINE AND CALIFORNIA
02
SHORELINE AND STIERLIN/MONTECITO
03
SHORELINE AND VILLA
04
DANA AND CALDERON
05
CASTRO AND CALIFORNIA
06
CALIFORNIA AND ESCUELA
07
RENGSTORFF AND CALIFORNIA
08
SAN ANTONIO AND CALIFORNIA
09
CASTRO AND CHURCH
10
CASTRO AND DANA
11
CASTRO AND MIRAMONTE
12
CASTRO AND MERCY
13
CASTRO AND VILLA
14
MOFFETT AND CENTRAL
15
GRANT AND CUESTA
16
MIRAMONTE AND CUESTA
17
RENGSTORFF AND OLD MIDDLEFIELD
18
SAN ANTONIO AND FAYETTE
19
WHISMAN AND MIDDLEFIELD
20
MIDDLEFIELD AND MOFFETT
21
MIDDLEFIELD AND FARLEY
22
MIDDLEFIELD AND SHORELINE
23
MIDDLEFIELD AND RENGSTORFF
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24
MIDDLEFIELD AND OLD MIDDLEFIELD
25
CALIFORNIA AND ORTEGA
26
ELLIS AND MANILA
27
WHISMAN AND WHISMAN STATION DRIVE
28
EL CAMINO REAL AND SYLVAN
29
SHORELINE AND LATHAM/CHURCH
30
CUESTA AND SPRINGER/WALNUT
31
GRANT AND NORTH/EUNICE
32
MIDDLEFIELD AND ELLIS
33
CALIFORNIA AND SHOWERS
34
CUESTA AND MONTALTO
35
GRANT AND BRYANT AVENUE
36
MIRAMONTE AND SONIA
37
SHORELINE AND TERRA BELLA
38
GRANT AND PHYLLIS/MARTENS
39
MIRAMONTE AND ROSE/MADISON
40
RENGSTORFF AND MONTECITO
41
CALIFORNIA AND PACCHETTI
42
GRANT AND BENTLEY SQUARE
43
SHORELINE AND CHARLESTON
44
MIDDLEFIELD AND SIERRA VISTA
45
BERNARDO AND MIDDLEFIELD
46
AMPHITHEATRE AND CHARLESTON
47
RENGSTORFF AND LATHAM
48
MOFFETT AND LEONG
49
SHOWERS AND OLD MILL ENTRY
50
GRANT AND SOUTH DRIVE
51
SIERRA VISTA AND OLD MIDDLEFIELD
52
RENGSTORFF AND LEGHORN
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53
SHORELINE AND PEAR
54
SHORELINE AND AMPHITHEATRE PARKWAY/STIERLIN COURT
55
SHORELINE AND FIRE STATION
56
SHORELINE AND WRIGHT
57
GLADYS AND WHISMAN
58
MIDDLEFIELD AND FERGUSON
59
SHOWERS AND SAN ANTONIO (CIRCLE)
60
CHARLESTON AND LANDINGS
61
AMPHITHEATRE AND ALZA
62
HOPE AND EVELYN
63
CALDERON AND EVELYN
64
PIONEER AND EVELYN
65
MOFFETT AND CYPRESS POINT
66
EVELYN AND BUSH
67
BUSH AND VILLA
68
INDEPENDENCE AND CHARLESTON
69
OLD MIDDLEFIELD AND INDEPENDENCE
70
ELLIS AND FAIRCHILD
71
EVELYN AND FERRY MORSE
72
EVELYN AND MOORPARK
73
WHISMAN AND HETCH HETCHY
74
MIDDLEFIELD AND EASY
75
MIRAMONTE AND BARBARA
76
DANA AND WHISMAN
77
AMERICANA AND HOSPITAL
78
SOUTH AND SOLACE PLACE
79
CALIFORNIA AND BRYANT STREET
80
MIDDLEFIELD AND LOGUE
81
CHARLESTON AND HUFF
82
CALIFORNIA AND MARIPOSA
83
NORTH SHORELINE/CRITTENDEN
84
CHARLESTON AND ALTA
RADAR SPEED FEEDBACK SIGNS NUMBER LOCATION 01
NORTHBOUND (NB) MIRAMONTE AVENUE AT GRAHAM SCHOOL
02
SOUTHBOUND (SB) MIRAMONTE AVENUE AT GRAHAM SCHOOL
03
NB MIRAMONTE AVENUE AT ST. FRANCIS HIGH SCHOOL
04
SB MIRAMONTE AVENUE AT ST. FRANCIS HIGH SCHOOL
05
NB MIRAMONTE AVENUE AT ST. JOSEPH’S SCHOOL
06
SB MIRAMONTE AVENUE AT ST. JOSEPH’S SCHOOL
07
NB CASTRO STREET AT GRAHAM SCHOOL
08
SB CASTRO STREET AT GRAHAM SCHOOL
09
WB DANA STREET AT LANDELS SCHOOL
10
NB WHISMAN ROAD AT SLATER SCHOOL
11
SB WHISMAN ROAD AT SLATER SCHOOL
12
EB GLADYS AVENUE AT SLATER SCHOOL
13
EB MONTECITO AVENUE AT THEUERKAUF SCHOOL
14
NB SAN PIERRE WAY AT THEUERKAUF SCHOOL
15
SB SAN PIERRE WAY AT THEUERKAUF SCHOOL
16
EB MIDDLEFIELD ROAD AT CRITTENDEN SCHOOL
17
WB MIDDLEFIELD ROAD AT CRITTENDEN SCHOOL
18
WB ROSE AVENUE AT SPRINGER SCHOOL
19
EB LEVIN AVENUE AT PRIMARY PLUS SCHOOL
20
WB LEVIN AVENUE AT PRIMARY PLUS SCHOOL
21
EB BRYANT AVENUE AT MTN VIEW HIGH SCHOOL
22
WB BRYANT AVENUE AT MTN VIEW HIGH SCHOOL
23
NB SPRINGER ROAD AT SPRINGER SCHOOL
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24
NB DIERICX DRIVE AT NTMP
25
SB DIERICX DRIVE AT NTMP
26
WB NORTH DRIVE AT HOSPITAL/YMCA
27
EB CHARLESTON ROAD AT GOOGLE
28
WB CHARLESTON ROAD AT GOOGLE
29
EB CALIFORNIA STREET AT CASTRO SCHOOL
30
WB CALIFORNIA STREET AT CASTRO SCHOOL
31
EB HANS AVENUE AT BUBB SCHOOL
32
WB HANS AVENUE AT BUBB SCHOOL
33
NB SHOWERS DRIVE AT LATHAM STREET
34
SB SHOWERS DRIVE AT LATHAM STREET
LIGHTED CROSSWALKS NUMBER
Page 37 of 46
LOCATION
01
RENGSTORFF AVENUE AT STANFORD AVENUE
02
SHOWERS DRIVE AT LATHAM STREET
ATTACHMENT 2 SAMPLE AGREEMENT AGREEMENT BETWEEN THE CITY OF MOUNTAIN VIEW AND _____1_____ FOR TRAFFIC SIGNAL MAINTENANCE SERVICES
This contract is dated for identification this ___3___ day of ____4_____, __5__, and is made by and between the CITY OF MOUNTAIN VIEW, a California Charter City and municipal corporation, whose address is P.O. Box 7540, Mountain View, California, 94039 (hereinafter “CITY”), and __________6ALLCAPS________, whose address is _____7_____ (hereinafter “*NAME*”). RECITALS A. CITY desires to retain the services of *NAME* to provide Traffic Signal Maintenance services ____8____, Project ____9____. B. *NAME* is a qualified professional capable of providing the certain professional services which CITY seeks. NOW, THEREFORE, in consideration of the recitals and mutual promises contained herein, CITY does hereby engage *NAME*, and *NAME* agrees, to perform the services set forth herein in accordance with the following terms and conditions: 1.
Description of Services.* *NAME* shall provide the following services:
Provide all labor, materials, tools, equipment, services, and incidental and customary work necessary to maintain citywide traffic signals, radar speed feedback signs and lighted crosswalks (Services). The Services are more particularly described in Exhibit “A” attached hereto and incorporated herein by reference. The Services shall be subject to, and provided in accordance with, this Agreement, the exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws, rules and regulations. 2.
Schedule and Term. The schedule for performing said services is as follows:
*NAME* shall commence work under this contract on ___11___ and shall complete all work under this contract no later than ___12___. The term of this contract
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is one year from (insert start date) to (insert end date), unless terminated earlier as provided herein or extended by the CITY. *NAME* shall complete the Services within the term of this Agreement, and shall meet any established schedules and deadlines. 3. Compensation.* In consideration of the Services rendered by *NAME*, CITY shall make payments to *NAME* in the manner specified herein and in accordance with the attached Cost Proposal Schedules A, B, and C (Exhibit B). The total compensation to *NAME* for providing the services set forth herein shall not exceed (including reimbursed expenses) _____17_____ Dollars ($___18___). 4. Payment Schedule. CITY shall make periodic payments within thirty (30) days of receiving and approving a billing statement in proportion to the satisfactory completion of *NAME*’s services. 5. Reliance Upon Professional Skill. It is mutually agreed by the parties that CITY is relying upon the professional skill of *NAME*, and *NAME* represents to CITY that its work shall conform to generally recognized professional standards in the industry. Acceptance of *NAME*’s work by CITY does not operate as a release of *NAME*’s said representation. 6. Independent Contractor. It is agreed that *NAME* is an independent contractor, and all persons working for or under the direction of *NAME* are *NAME*’s agents, servants and employees, and said persons shall not be deemed agents, servants, or employees of CITY. 7. Ownership of Data and Documents. *NAME* agrees that all records, specifications, data, maps, designs, graphics, writings, recordings, and other tangible materials regardless of form or format, including, without limitation, electronically transmitted documents and ACAD files, and other collateral materials collected, compiled, drafted, prepared, produced, and/or generated in the performance of this Agreement shall be the property of CITY. *NAME* shall regularly provide such documents to CITY upon CITY’s request. In the event that this Agreement is terminated prior to completion of the scope of work, *NAME* shall provide all such data and documents to CITY forthwith. 8.
Insurance. a.
Commercial General Liability/Automobile Liability Insurance:
*NAME* shall obtain and maintain Commercial General Liability insurance and Automobile Liability insurance in a minimum amount of One Million Dollars ($1,000,000) per occurrence. If a general aggregate limit is used, either the general aggregate limit shall apply separately to this contract or the general aggregate Page 39 of 46
limit shall be twice the required occurrence limit. *NAME*’s insurance coverage shall be written on an occurrence basis. b.
Workers’ Compensation Insurance:
*NAME* shall obtain and maintain statutory Workers’ Compensation insurance and Employer’s Liability insurance in a minimum amount of One Million Dollars ($1,000,000) per accident. c.
Professional Liability Insurance:
*NAME* shall obtain and maintain Professional Liability insurance in a minimum amount of One Million Dollars ($1,000,000) per claim. Professional liability insurance must be maintained, and evidence of insurance shall be provided to CITY for at least three (3) years after completion of the contract of work. d. Acceptability of Insurers: Insurance is to be placed with insurers with a current Best Rating of A:VII unless otherwise acceptable to CITY. e. Verification of Coverage: Insurance, deductibles, or self-insurance retentions shall be subject to CITY’s approval. Original Certificates of Insurance with endorsements shall be received and approved by CITY before work commences, and insurance must be in effect for the duration of the contract. The absence of insurance or a reduction of stated limits shall cause all work on the project to cease. Any delays shall not increase costs to CITY or increase the duration of the project. f.
Other Insurance Provisions:
(1) The City of Mountain View, its officers, officials, employees, and volunteers are to be covered as additional insured by Endorsement CG 20 10 11 85 or other endorsement approved by CITY’s Risk Manager for Commercial General and Automobile Liability coverage. (2) For any claims related to this project, *NAME*’s insurance coverage shall be primary and any insurance or self-insurance maintained by CITY, its officers, officials, employees, and volunteers shall not contribute to it. (3) Each insurance policy required shall be endorsed that a thirty (30) day notice be given to CITY in the event of cancellation or modification to the stipulated insurance coverage. (4) In the event *NAME* employs subcontractors as part of the work covered by this Agreement, it shall be the responsibility of *NAME* to ensure that all Page 40 of 46
subcontractors comply with the same insurance requirements that are stated in this Agreement. (5) Approval of the insurance by CITY or acceptance of the Certificate of Insurance by CITY shall not relieve or decrease the extent to which *NAME* may be held responsible for payment of damages resulting from *NAME*’s services or operation pursuant to this Agreement, nor shall it be deemed a waiver of CITY’s rights to insurance coverage hereunder. (6) If, for any reason, *NAME* fails to maintain insurance coverage that is required pursuant to this contract, the same shall be deemed a material breach of contract. CITY, at its sole option, may terminate this contract and obtain damages from *NAME* resulting from said breach. Alternately, CITY may purchase such required insurance coverage, and without further notice to *NAME*, CITY may deduct from sums due to *NAME* any premium costs advanced by CITY for such insurance. 9. Hold Harmless. *NAME* hereby agrees to and shall indemnify, defend, and hold CITY, its officers, agents, and employees harmless from any liability for damage or claims for damage for personal injury, including death and/or property damage, caused by negligent acts, errors, or omissions in performance of professional services under this Agreement by *NAME* or *NAME*’s contractors, subcontractors, agents or employees operations under this Agreement. CITY shall cooperate reasonably in the defense of any action, and *NAME* shall employ competent counsel, reasonably acceptable to the City Attorney. 10. Applicable Laws and Attorneys’ Fees. This Agreement shall be construed and enforced pursuant to the laws of the State of California. Should any legal action be brought by a party for breach of this Agreement or to enforce any provision herein, the prevailing party of such action shall be entitled to reasonable attorneys’ fees, court costs, and such other costs as may be fixed by the court. Reasonable attorneys’ fees of the City Attorney’s Office, if private counsel is not used, shall be based on comparable fees of private attorneys practicing in Santa Clara County. 11. Nondiscrimination. *NAME* shall afford equal employment opportunities for all persons without discrimination because of race, color, religion, sex, sexual orientation, political affiliation, national origin, ancestry, age, marital status, physical or mental disability, military status, gender identity and expression, or genetic information. 12. Amendment. This Agreement may be amended in writing and signed by both parties.
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13. Termination. CITY may terminate this Agreement at any time by providing ten (10) days advance written notice to *NAME*. Should CITY terminate pursuant to said notice, CITY shall pay *NAME* for *NAME*’s services rendered to the date of cancellation based on percentage of completion of scope of basic services, including actual reimbursable expenses. In no event shall said fees exceed the maximum compensation established in this Agreement. 14. Prevailing Wages. Reference is hereby made to copies of the general rate of per diem wages as determined by the Director of the Department of Industrial Relations on file in the Department of Public Works, City of Mountain View, City Hall, which are available to any interested party. For failure to pay the prevailing wages, the *NAME* shall forfeit, as a penalty, to the CITY, Fifty Dollars ($50) for each workman for each calendar day or portion thereof who is paid less than the stipulated prevailing wage for work done under this contract, in violation of the provisions of the Labor Code, Sections 1770 to 1780, inclusive. In addition to said penalty, the *NAME*, or subcontractor, shall pay to each worker the difference between the prevailing wage and the amount paid to said worker for each calendar day for which said worker was paid less than the prevailing wage.
15. Attachments or Exhibits. Except as expressly referenced herein, no portion of any terms or conditions included in any attachments or exhibits shall be a part of this Agreement, and they shall have no force or effect. If any attachments or exhibits to this Agreement are inconsistent with this Agreement, this Agreement shall control. 16. Entire Agreement. This Agreement contains the entire understanding between the parties with respect to the subject matter herein. There are no representations, agreements, or understandings (whether oral or written) between or among the parties relating to the subject matter of this Agreement which are not fully expressed herein. 17. Public Records. The parties recognize and acknowledge that CITY is subject to the California Public Records Act, California Government Code Section 6250 and following. Public records are subject to disclosure. 18. Notices. Any notice required to be given to *NAME* shall be deemed to be duly and properly given if mailed to *NAME*, postage prepaid, addressed to: ___*NAME* __ or personally delivered to *NAME* at such address or at such other addresses as *NAME* may designate in writing to CITY. Page 42 of 46
Any notice required to be given CITY shall be deemed to be duly and properly given if mailed to CITY, postage prepaid, addressed to: Purchasing and Support Services Manager City of Mountain View 500 Castro Street P.O. Box 7540 Mountain View, CA 94039-7540 or personally delivered to CITY at such address or at such other addresses as CITY may designate in writing to *NAME*. /////// /////// /////// ///////
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IN WITNESS WHEREOF, this Agreement, dated ___22___, between the City of Mountain View and ___23___ for services related to ___24___, is executed by CITY and *NAME*. APPROVED AS TO CONTENT:
“CITY”: CITY OF MOUNTAIN VIEW, a California Charter City and municipal corporation
____25____ By: FINANCIAL APPROVAL:
____26___Department Head/ City Manager
Finance and Administrative Services Director “*NAME*”: ____28____ APPROVED AS TO FORM: By: City Attorney Taxpayer I.D. Number
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