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CITY OF EL CERRITO REQUEST FOR PROPOSALS TO PROVIDE STREET LIGHT AND SIGNAL MAINTENANCE SERVICES The City of El Cerrito ("City") requests proposals from qualified companies or agencies (“Contractor”) to provide street light and signal maintenance services. 1. Services Requested The City desires to contract for the maintenance and repair of the City’s streetlights, traffic signal systems, safety lighting systems and other electronic traffic control systems. The Contractor will provide these services for various equipment and systems, including (but not limited to) city owned streetlights, lighting beneath BART track, park lighting, in pavement flashers, speed feedback signs, and city facility external lighting, and other related facilities. The Contractor will furnish all necessary materials, equipment, labor, and incidentals as required, to perform such maintenance services as specified in this Request for Proposals (RFP). The City reserves the right to award any portion or all of the work specified in this Exhibit to one or more Contractor(s). 2. Term Unless earlier terminated as allowed for in the Draft Agreement (Attachment 3) the term shall be for a period of three full fiscal years. The term is intended to commence on July 1, 2015 and terminate on June 30, 2018. The term of the agreement shall be extended for up to three additional one year terms with the extensions to commence upon the expiration of the initial term or any extended term, unless the City notifies Contractor in writing at least thirty (30) days before the end of the initial term or any extended term of its intent to terminate the agreement at the conclusion of the initial term or any extension. 3. Performance Standards Street light and signal maintenance services shall be performed in accordance with accepted standards for routine and emergency street light and signal maintenance services. Additional performance standards include: Caltrans Standard Plans, May 2010 Caltrans Standard Specifications, May 2010 Chapter K of Caltrans Maintenance Manual, dated July 2014 National Electric Code (NEC) 2011 with California Electric Code Amendments 2013 California Manual of Uniform Traffic Control Devices (MUTCD), 2012 Edition 4. Prevailing Wages In accordance with California Labor Code Section 1771, not less than the general prevailing rate of per diem wages for work of a similar character in the locality in which the Work is to be performed, and not less than the general prevailing rate of per diem wages for holiday and overtime work fixed as provided in the California Labor Code must be paid to all workers ---PAGE BREAK--- City of El Cerrito I Street Light and Signal Maintenance RFP Due June 2, 2015 City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 2 of 32 engaged in performing the Work. Copies of such prevailing rate of per diem wages can be found at the following website: http://www.dir.ca.gov/DLSR/PWD/index.htm. Contractor agrees, in accordance with Section 1771.1 of the California Labor Code, that contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5. It is not a violation of this section for an unregistered contractor to submit a bid that is authorized by Section 7029.1 of the Business and Professions Code or by Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is registered to perform public work pursuant to Section 1725.5 at the time the contract is awarded. No contractor or subcontractor may be awarded a contract for public work on a public works project (awarded on or after April 1, 2015) unless registered with the DIR pursuant to California Labor Code section 1725.5. Contractor agrees, in accordance with Section 1771.4 of the California Labor Code, this Project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. 5. ProposalFormat Proposals are to be submitted in envelopes clearly marked with the Contractor's name, address and phone number, and DIR Registration number. Proposal packages, including five copies of the proposal are to be submitted to the City on or before Tuesday, June 2, 2015, by 3 p.m. Proposals received after the stated deadline shall not be accepted. Proposal packages are to be delivered to: Melissa L. Tigbao, Engineering Manager City of El Cerrito 10890 San Pablo Avenue El Cerrito, CA 94530 6. Selection Process It is the City's intent to select the Contractor with the best combination of qualifications and cost proposal. The proposals received by the City will be reviewed by a Selection Committee comprised of City staff and other technical experts. The Committee will rank the proposals for agreement negotiations based upon the materials submitted by the proposing Contractors. The Committee may choose to interview two or more closely-ranked Contractors, but will not expect or schedule time for elaborate presentations. Contractors are encouraged to keep their proposals brief and relevant to the specific work required. The City will open agreement negotiations with the top ranked Contractor(s). The successful Contractor(s) will be expected to enter into the attached Draft Street Light and Signal Maintenance Services Agreement (Attachment Proposals shall include the following items submitted in five complete copies: a. Cover Letter i. The name, address and phone number of the Contractor's contact person for the remainder of the selection process. ---PAGE BREAK--- City of El Cerrito I Street Light and Signal Maintenance RFP Due June 2, 2015 City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 3 of 32 ii. Any qualifying statements or comments regarding the proposal, the information responsive to the criteria specified in the RFP for Street Light and Signal Maintenance Services and the proposed Agreement. iii. Identification of subcontractors and their responsibilities. b. Statement of Qualifications i. The Contractor is to submit a statement of qualifications for the services specified in this RFP using the forms provided in Attachment 4 – Bidders Statement of Qualifications Form. ii. Contractor shall have valid A and C-10 licenses. Both Contractor and all subcontractors shall have a DIR registration number. iii. Contractor shall provide proof of commercial general and automobile liability insurance, as specified in Section 11 "Insurance" of the attached Agreement. c. Cost i. The Contractor is to submit a detailed cost proposal for all services and materials anticipated in completing the project using the forms provided in Attachment 2 – Cost Proposal Form. 7. Evaluation Criteria The City may request a Contractor to submit additional information pertinent to the RFP. The City also reserves the right to investigate and rely upon information from other available sources in addition to any documents or information submitted by the Bidder. The City retains the sole discretion to determine issues of compliance and to determine whether a bidder is responsive and responsible. The City will determine a Contractor’s quality, fitness and capacity to perform projects satisfactorily. The City’s decision on pre-qualification will be based on the evaluation of several factors including but not limited to the following: Demonstrated Experience on comparable projects Experience of Key Personnel Project References Licensing and Registration requirements Cost Proposal 8. Questions Questions about this Request for Proposals should be submitted by email to: Melissa L. Tigbao, Engineering Manager, [EMAIL REDACTED]: by May 21, 2015 at 12 p.m. Responses to all questions will be posted by May 26, 2015 at 5 p.m. to the City’s website at http://www.el-cerrito.org/bids . ---PAGE BREAK--- City of El Cerrito I Street Light and Signal Maintenance RFP Due June 2, 2015 City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 4 of 32 ATTACHMENT 1 Technical Specifications A. Overview The purpose of this contract is to maintain the City’s streetlights, traffic signal systems, safety lighting systems and other electronic traffic control systems to operate in the manner that they were originally intended, or as later modified, so as to provide safety lighting and devices on the City’s streets and public facilities. In general, the work to be performed consists of providing routine preventative streetlight, traffic signal systems, safety lighting systems and other electronic traffic control systems maintenance, as well as emergency maintenance and as-required maintenance within the City. It is imperative that all equipment in the respective systems be serviceable and in operation at all times, 24 hours a day, seven days a week. To ensure this continuous and uninterrupted operation of equipment, service calls and emergency calls shall be answered and effort shall be exerted by the Contractor to render this service. The Contractor shall ensure that all equipment and systems are maintained and in an operable and safe condition. Furthermore, the Contractor shall provide and maintain emergency service response on a 24- hour, 365-day basis, including all holidays, replacement or service of all lighting components with like or better components, maintenance and submittal of reports of all work performed, proper disposal of all materials, and a inspection and service schedule as specified for all streetlights and safety lights over the course of the contract, and respond to all reported failed lighting on all City streets and facilities covered under this service. The Contractor shall maintain a City inventory of all streetlights, poles and other equipment. The Contractor shall also assist the City in preparing and submitting warranty claims, and support the City as needed for systems, equipment, or proposed lighting upgrades. The selected Contractor shall furnish all tools, equipment, workshop facilities, transportation, labor, parts, and materials and perform all work necessary to maintain in good quality and operation all streetlights, traffic signal systems, safety lighting systems and other electronic traffic control systems within the City. All work performed or equipment and parts supplied by the Contractor shall be subject to inspection and approval of the Public Works Director or his/her designee. Failure to pass inspection on any maintenance, repair, or service item shall result in non-payment for that item until such time that the Contractor can present the item to the City in an acceptable form. B. Description of Work For all items as listed below and in Attachment 1-A and as directed by the Public Works Director/City Engineer, perform routine maintenance and emergency repair of existing City-owned streetlights, traffic signal systems, safety lighting systems and other electronic traffic control systems. 1 - TRAFFIC SIGNALS 1 Colusa/Fairmount 2 Fairmount/Liberty 3 Fairmount/Ashbury 4 Central/Carlson 5 Richmond/Stockton ---PAGE BREAK--- City of El Cerrito I Street Light and Signal Maintenance RFP Due June 2, 2015 City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 5 of 32 6 Richmond/Moeser 7 Richmond/Potrero 8 Key/Hill/Elm 9 San Pablo/Conlon 10 San Pablo/Knott 11 Moeser/Navellier/Avis 2 – FLASHING BEACONS, IN-ROADWAY LIGHTING SYSTEMS AND RADAR FEEDBACK SIGNS 1 Moeser near Navellier/Avis EB/WB Radar Speed Feedback Sign 2 Cutting at Junction WB Advanced Flashing Beacons (Curve Warning) 3 Arlington Between Potrero and Scenic WB Advanced Flashing Beacons (Curve Warning) 4 San Pablo Avenue / Madison NB/SB In-Pavement Flashing Lights, Overhead Message Signs, Flashing Beacons System 5 San Pablo Avenue / Lincoln Avenue NB/SB In-Pavement Flashing Lights, Overhead Message Signs, Flashing Beacons System 6 Arlington Blvd / Madera Drive NB/SB In-Pavement Flashing Lights, Overhead Message Signs, Flashing Beacons System 7 Ohlone Greenway / Central Ave EB/WB In-Roadway Warning Light System with Rectangular Rapid Flashing Beacons ) 8 Central Ave / Liberty Street EB/WB In-Roadway Warning Light System with Rectangular Rapid Flashing Beacons ) 9 Ohlone Greenway / Stockton Ave EB/WB In-Roadway Warning Light System with Rectangular Rapid Flashing Beacons ) 10 Ohlone Greenway / Moeser Lane EB/WB In-Roadway Warning Light System with Rectangular Rapid Flashing Beacons ) 11 Ohlone Greenway / Potrero Ave EB/WB In-Roadway Warning Light System with Rectangular Rapid Flashing Beacons ) 12 Ohlone Greenway / Cutting Blvd EB/WB In-Roadway Warning Light System with Rectangular Rapid Flashing Beacons ) 13 Barrett Ave / Sonoma Ave WB Radar Speed Feedback Signs 14 Barrett Ave/ Tassajara Ave WB Radar Speed Feedback Signs 15 Arlington Blvd / Potrero Ave NB Radar Speed Feedback Signs 16 Arlington Blvd / Clubview Dr NB Radar Speed Feedback Signs 17 Central Ave / Belmont Ave EB Radar Speed Feedback Signs ---PAGE BREAK--- City of El Cerrito I Street Light and Signal Maintenance RFP Due June 2, 2015 City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 6 of 32 3 - INTERSTATE 80 CORRIDOR INTEGRATED CORRIDOR MOBILITY EQUIPMENT 1 Potrero east of I-80 Smart Corridor Microwave Vehicle Detection Station 2 Central east of I-80 Smart Corridor Microwave Vehicle Detection Station 3 Central Ave / Carlson Blvd New I-80 ICM* EVP* Only 4 San Pablo Avenue / Conlon Avenue Existing East Bay Smart Corridor TSP* 5 San Pablo Avenue / Knott Avenue Existing East Bay Smart Corridor TSP *ICM = Integrated Corridor Mobility *EVP = Emergency Vehicle Detection *TSP = Transit Signal Priority 4 - PEDESTRIAN AND STREET LIGHTING 1 Central Avenue from San Pablo Avenue to Ohlone Greenway 25 “Contemporary Lantern Series” 40 watt LEDs on a decorative aluminum pole. 2 Ohlone Greenway Canopy Lighting 126 Beta “Edge” Series 60 watt LED Canopy Fixtures 3 City Owned Street Lights 375 Street Lights Per PG&E Listing (Attachment 1-A) 4 City Owned Parking Lot Lights (Pole and Canopy Fixture) City Hall, Recycling +Environmental Resource Center, Community/Swim Center, Senior Center. The Contractor should note that all other traffic signals on San Pablo Avenue are owned and maintained by the State of California (Caltrans) and all other non-city owned streetlights are operated and maintained by PG&E. C. Traffic Signal Scheduled Maintenance Contractor shall perform the following, routine Preventative Maintenance and corrective work every month and submit a report that shall include all of the following elements. Preventative Maintenance 1. Controller Cabinet Test and Check ground fault receptacle(s) Observe the general appearance of the cabinet noting any rust or other signs of deterioration and complete/recommend repair work if needed Inspect door gasket condition and replace if necessary Inspect door lock operation and replace if necessary; operate and inspect ventilation fan and cabinet light (where applicable) Inspect for pests in cabinet and take corrective action if needed Visually inspect all relays, photocells, cabinet locks, cabinet fans, switches and make routine adjustments and repairs as necessary Move the fan thermostat setting and determine if fan is operable; return thermostat to proper setting 2. Signal Controller Visually inspect signal controller and controller cabinet components for proper operation and recommend repairs/replacements as necessary ---PAGE BREAK--- City of El Cerrito I Street Light and Signal Maintenance RFP Due June 2, 2015 City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 7 of 32 Check timing of individual signal phases. Contractor shall notify the City immediately of any operational issue. The contractor shall not make any timing changes unless it is a matter of public safety or is needed for the proper operation of the traffic signal. Check operation of load switches, relays, isolators, internal modems, conflict monitors and red flash modules. Check operation of 170 or current controller and field master controller. 3. Signal & Pedestrian Heads Visually inspect all vehicular signals for proper operation and replace outages. Replace all burnt out or flickering indications with LED indications Walk intersection and visually inspect all signal heads including backplates, visors and indications for proper operation and alignment. Replace all broken parts, align signal heads and adjust all mast arm signs as necessary Check that all pedestrian signals are in good condition and aimed properly. Make adjustments as necessary. 4. Pedestrian Push Button Actuate each button for proper operation. Visually inspect and note condition. Replace or repair any broken or defective pedestrian push buttons. All new pedestrian push buttons shall be two inch ADA push buttons. The City and the Contractor to agree on a standard specification Check all audible and tactile pedestrian signal are in good condition, properly positioned (where applicable), and sounds settings are functioning properly and make repairs as needed 5. Interconnect Communication Check operation Visually inspect cables, antenna, and other hardware and recommend repairs as needed 6. Miscellaneous Visually inspect other signal hardware Report all deficiencies Check operation of flashing beacons at signalized intersections to ensure proper operation Check all signal, beacon, and pedestrian indication brackets, framework, and terminal compartments for rust, cracks, and missing parts. Inspect base of pole near concrete foundations for cracks and loose pole base nuts. Inspect poles for missing