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Georgia Department of Transportation
Request for Qualified Contractors RFQC 48400-140-0000000013
Traffic Signal Maintenance-Statewide
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REQUEST FOR QUALIFIED CONTRACTORS Statewide Traffic Signal Maintenance Contract RFQC 48400-140-0000000013 I.
GENERAL PROJECT INFORMATION
A. Overview The Georgia State Department of Transportation (GDOT) is seeking Statements of Qualifications (SOQ) from firms interested in providing Traffic Signal Maintenance within the State of Georgia. This Request for Qualified Contractors (RFQC) seeks to identify qualified potential providers of the above-mentioned services. Firms which respond to this RFQC, and who are determined by GDOT to be qualified, may be deemed eligible to offer sealed bids at GDOT’s request. GDOT reserves the right to modify existing provisions or include additional provisions, which are not addressed herein. GDOT reserves the right to reject any or all Statements of Qualifications or Plan Proposals, and to waive technicalities and informalities at its discretion. This solicitation is being conducted by the Georgia Department of Transportation under its authority to procure services ancillary to the construction and maintenance of a public road (as defined in O.C.O.G.A 32-1-3 (24) as provided for in O.C.G.A 32-2-61 (c) and (d) (1) (D). All awarded contracts as a result of this advertisement will be an Open Agency Enterprise Services Contract. The Department will not be obligated to any minimum or maximum levels of purchases. The Department reserves the right to maintain this solicitation as an Open Continuous Procurement (OCP) after the initial Contractor Pool is awarded and established. Once the future OCP is posted, any prospective contractor may submit their qualifications any time prior to the closing date. B. Important- A Restriction Of Communication Is In Effect For This Project. From the advertisement date of this solicitation until a successful respondent(s) is selected and the selection is announced, firms are not allowed to communicate about this solicitation or scope with any staff of GDOT including the Commissioner and GDOT Board Members, except for submission of questions as instructed in the RFQC, or as provided by any existing work agreement(s). For violation of this provision, GDOT reserves the right to reject the submittal of the offending respondent. C. WORK REQUIREMENTS All maintenance activities conducted as part of the contract will be conducted in accordance with the current Georgia Department of Transportation Standard Specification Section 647, Traffic Signal Installation, applicable GDOT Supplemental Specifications, the current edition of the Manual on Uniform Traffic Control Devices (MUTCD); Special Provisions Section 150 Traffic Control and as amended herein; the Department’s Traffic Signal Design Guidelines, and Standard Detail Drawings for traffic signal installations. Specific reference is made to Utility Clearance Details (TS-08). It shall be the Contractor’s responsibility to obtain and be familiar with the documents and specifications identified. Failure to obtain and be familiar with these documents as it affects the procedural and construction requirements of this contract will not be cause for any claim or delay. Other related GDOT Specification references include but are not limited to:
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Section 615 – Jacking or Boring Pipe Section 639—Strain Poles for Overhead Sign and Signal Assemblies Section 645—Repair of Galvanized Coatings Section 647 – Traffic Signal Installation Section 680—Highway Lighting Section 681—Lighting Standards and Luminaires Section 682—Electrical Wire, Cable, and Conduit Section 700—Grassing Section 755—Electrical Work Section 800—Coarse Aggregate Section 801—Fine Aggregate Section 832—Curing Agents Section 833—Joint Fillers and Sealers Section 850—Aluminum Alloy Materials Section 852—Miscellaneous Steel Materials Section 853—Reinforcement and Tensioning Steel Section 854—Castings and Forgings Section 861—Piling and Round Timber Section 870—Paint Section 886—Epoxy Resin Adhesives Section 910—Sign Fabrication Section 911—Steel Sign Posts Section 912—Sign Blanks and Panels Section 913—Reflectorizing Materials Section 915—Mast Arm Assemblies Section 922—Electrical Wire and Cable Section 923—Electrical Conduit Section 924—Miscellaneous Electrical Materials Section 925—Traffic Signal Equipment Section 926—Wireless Communications Equipment Section 927—Wireless Communications Installation Section 935—Fiber Optic System Section 936—CCTV System Section 937 – Detection Systems Section 938—Detection Section 939 – Communications & Electronic Equipment
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Department Supplied Materials As directed by the Georgia Department of Transportation on a work order basis, the Department may provide materials or have the approved contractor(s) purchase materials. Traffic signal maintenance activities include replacement and installation of materials to be used in performing Traffic Signal Maintenance activities described in this document. Materials for these activities may be provided by the Department or purchased by the approved contractor. If the materials are provided by GDOT, the materials will be housed at the respective District offices listed under DISTRICT CONTACTS. District Signal Engineers (or designee) may coordinate the ordering and receipt of materials from the Department’s Traffic Signal Electrical Facility (TSEF) for supply to the Contractor. Items provided by the Department may include but are not limited to: Red LED indications Traffic Controller Cabinet Load Switches Pedestrian Surrestor Loop Surrestor Traffic Signal Cabinet Back plates Signal head visors Pedestrian push buttons
Green LED indications Conflict Monitor Relays Amber lens Pedestrian Inserts Bulbs (135w and 69w) Pedestrian heads Signal heads Pedestrian signs
Traffic Signal Controller Detectors Flashers Video Detection System Type 1 Pull Box Type 2 Pull Box Type 4 Pull Box Type 5 Pull Box Fiber Optic Cable
Blank out signs Back guy insulators Traffic Signal Conductor Wire Amber LED Indications
Guy guards Splice Closures Transceivers Fiber Optic Drop Kit Transceivers Wireless Devices Pedestrian pole and base assembly
If the above materials are not furnished by the Department the Contractor shall provide all the above materials. The Contractor is always responsible for other miscellaneous items needed to satisfactorily perform the requirements of this contract. D. Traffic Control The cost and pay item for Traffic Control will not be included in this Contract. The cost of traffic control shall be included in the pay item cost for traffic signal maintenance activities. The Contractor shall provide all equipment, traffic control and labor required for traffic control and signal maintenance activities described in this document, and as necessary to maintain the safe and efficient flow of pedestrian and vehicular traffic in and around the work zone and intersection. Cost and Pay Item shall be provided for the cost of Law Enforcement as required by the Department and local jurisdictions. The Contractor shall provide a traffic control plan to the District Traffic Engineer or his / her designee for review and approval at least six business days prior to the beginning of maintenance activities. Approval of the plan is required prior to beginning maintenance activities. All traffic control utilized while performing the work requirements of the contract will be according to the provisions of the current edition of the Manual on Uniform Traffic Control Devices (MUTCD) and in compliance with the Department’s Special Provisions Section 150, Traffic Control. The cost of Traffic Control is to be included in the pay item cost for traffic signal
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maintenance activities. Electronic versions of Special Provision Section 150, Traffic Control and 647 Traffic Signal Installation can be found at: http://www.dot.ga.gov/doingbusiness/TheSource/Pages/special_provisions.aspx An electronic copy of the current edition of the MUTCD can be found at http://mutcd.fhwa.dot.gov. The Contractor is to obtain and become familiar with these special provisions and MUTCD requirements before conducting all traffic control activities. In addition to the requirements of Special Provision Section 150, the Contractor shall not cause flashing or dark signal operation or close any travel lane between the hours of 7am – 9am and from 4pm – 6pm on weekdays unless otherwise authorized in writing by the Department, or its designee, following a written request from the Contractor for a change in this activity. For bidding purpose, traffic control is defined as any lane closure using traffic control devices, flagging operation or a law enforcement officer. One or more law enforcement officers will be required to direct traffic on all approaches when a signal is dark due to maintenance activities. The Contractor shall submit verification of the officer’s presence by providing the officers name, badge number, rank and the police jurisdiction the officer is affiliated with and a contact phone number when requesting payment for the pay item for workzone law enforcement. While the placement of cones around a service vehicle or the installation of “Men Working Ahead” signs is considered an aspect of traffic control, this shall be part of the Contractor’s standard precautions to insure the safety of his workers as well as the traveling public and therefore the Department will not consider this for payment under the “Traffic Control” line item. E. Scope of Services GDOT desires to pursue a contract for the above-mentioned traffic signal maintenance services. The requirements of this prospective contract apply to traffic signals on State Routes and local roads and streets as defined by GDOT. Should a contract result from this solicitation, it is the intent of GDOT that the successful firm shall manage and perform all routine traffic signal maintenance activities associated with each project, and as otherwise contained herein. The Firm shall also be responsible for any traffic control, licenses, and permits required satisfying the duties required. The scope of work will include the traffic signal maintenance, preventive maintenance-ground, back guy insulators repair, pull box repair, traffic controller cabinet repair, transceivers repair, conduit repair, jacking or boring traffic signal poles repair and removal, outside plant fiber optic repair, splice closure repair, fusion splice repair, batteries for battery backup system repair, battery backup system repair, wireless magnetometer vehicle detection, preventative maintenance-aerial. 1. TRAFFIC SIGNAL MAINTENANCE ACTIVITIES The Department will provide a “Work Order Form” (see attachment) identifying the action items needed for pricing to include; GDOT “Grounding Test Sheet” (see attachment) to be completed as needed for each assignment prior to execution of the task. Contractor shall provide all equipment, including personnel, traffic control as required, aerial lift/bucket trucks, all hand tools and miscellaneous tools necessary to successfully complete Ground and Aerial maintenance activities as described. Traffic signal maintenance activities are categorized as, Ground and Aerial, and are defined as:
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1.01 Preventative Maintenance –Ground This activity includes maintenance activities that may be performed without the need of a bucket truck. When performing this activity on an intersection basis, the following activities are to be conducted at a minimum in order to qualify the Contractor for payment under this category. However if grounding repair is authorized, that item will be paid for on an intersection basis as noted below.
Clean and vacuum interior of cabinet, wipe interior surfaces removing all dust, pickup, remove and properly dispose of all debris (example: wire clippings, loose ties, etc.). Remove all exterior decorations and graffiti not normally associated with exterior of cabinet. Remove and properly dispose of old filter. Install new cabinet filter. Control of pests and insects on the approach to, inside and around the cabinet. Use appropriate chemicals to rid cabinet of insect nests (wasps, fire ants, spiders, etc.). Application of chemicals shall not cause harm or damage to traffic signal controller components or surrounding areas outside of cabinet. Place rodent bait in appropriate section(s) of cabinet to deter and/or eliminate rodent related problems. Install and or replace back guy guards. Control of vegetation applies to weed eating, brush and tree cutting/trimming, mowing and use of appropriate chemicals. Use of chemicals may be permitted, however no soil sterilant type chemical shall be used. The Department does not expect to see bare ground caused by inappropriate use or application of chemicals. Properly remove and dispose of all vegetation cuttings, trimmings and chemical containers used in the application of weed control. At landscaped locations whether private property owner or commercial property, the Contractor is directed to have this activity previously approved by the Project Manager or designated staff prior to any vegetation control activity. NOTE: Contractor shall use a plus or minus 10 foot radius around cabinet as a guide for clearing vegetation that interferes with access to a control cabinet. Contractor’s shall take special care and consideration of all landscaped areas, if in doubt do not apply chemicals or cut/trim any vegetation without first consulting the Project Manager or designated staff. Contractor to provide all equipment, hand tools, and or materials associated and required for satisfactory completion of this activity including all trimmers, edgers, and vegetation cutting/trimming equipment. Inspect all pole foundations. Timber Poles - inspect ground surrounding burial point for soil erosion or washout. Fill and compact areas as necessary. Concrete Poles – inspect pole foundation and structure for soil or concrete upheaval, cracks or any other structural damage. Any detection of these conditions shall be noted on the intersection checklist. Steel Poles – inspect pole foundation for soil or foundation upheaval and cracks. Inspect foundation bolts and check pole for any obvious damage. Any detection of these conditions shall be noted on the intersection checklist Grounding (testing and documentation) – Contractor shall test and document grounding of traffic signal span at all poles and the cabinet to ensure that controller and pole grounding meets the Department requirements as set forth by Specification 647. Complete and submit the “Grounding Test Sheet” documenting the grounding results for all poles and the cabinet. If the grounding test fails for
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any pole or cabinet, the Contractor shall note ground test results and provide the information to the Project Manager or designated staff. Inspect Detection and note any detection that is non-functional. For nonfunctioning detection note that field detector input is terminated to the correct terminal; and loop arrestor is functional. Inspect Communications system and verify system communications with controller. For fiber verify connectors from transceiver to controller are connected and correct. For FSK verify communications from field terminal block to controller including communications surge arrestor. Replace surge arrestor if not functioning. Inspect Battery Backup System and verify operation of System. Verify Batteries are fully charged. Make note of any batteries that need to be replaced. Document all of the above items in a report and note any additional items at intersection that need response maintenance.
1.02 Response Maintenance – Ground Items Included in the following activities are ground maintenance activities to be performed as individual task or in combinations with other activities and will be paid on an individual item basis as noted below. Grounding (repair) If grounding tests indicate inadequate grounding for poles and controller foundation, the Contractor may be required to perform necessary repairs to ensure Specification 647 grounding specifications are met. The Project Manager or designated staff will approve any grounding repair prior to Contractor grounding repair. The Contractor will perform the necessary repairs and perform a ground re-test, providing appropriate documentation. The contractor shall be paid this line item bid for “grounding repair” testing all poles and traffic signal cabinet. The Contractor will be required to submit supporting before-and-after test documentation for grounding repair. Should the contractor fail to provide this supporting documentation, the Contractor shall have no claim for payment for this service. This item shall be complete payment for all work required for grounding repair. All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. The bid price is for complete install including material cost, install cost, and miscellaneous material needed to complete the install, if it is furnished by the Contractor. Back Guy Insulators Repair As Indicated on Work Order Forms, pull boxes may be installed or replaced. This response maintenance shall consist of installing or replacing a Pull Box. This item shall be complete payment for all work required for replacing or installing the Pull Box All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. The Pull Box bid price is for complete install including material cost, install cost, and any miscellaneous material needed to complete the install of the pull box if it is furnished by the Contractor. Pull Box Repair As Indicated on Work Order Forms, pull boxes may be installed or replaced. This response maintenance shall consist of installing or replacing a Pull Box. This item shall be complete payment for all work required for replacing or installing the Pull Box All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. The Pull Box bid price is for
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complete install including material cost, install cost, and any miscellaneous material needed to complete the install of the pull box if it is furnished by the Contractor. Traffic Controller Cabinet Repair As Indicated on Work Order Forms, traffic controller cabinet with base may be installed or replaced. This response maintenance shall consist of installing or replacing a Traffic Controller Cabinet. This item shall be complete payment for all work required for replacing or installing Traffic Controller Cabinet. All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. The Traffic Controller Cabinet bid price is for complete install including material cost, install cost, and any miscellaneous material needed to complete the install of the Traffic Controller Cabinet and cabinet foundation if it is furnished by the Contractor. Transceivers Repair As Indicated on Work Order Forms, transceivers may be installed or replaced. This response maintenance shall consist of installing or replacing a Transceiver. This item shall be complete payment for all work required for replacing or installing the Transceiver. All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. The Transceiver bid price is for complete install including material cost, install cost, and any miscellaneous material needed to complete the install of the Transceiver if it is furnished by the Contractor. Conduit Repair As Indicated on Work Order Forms, conduit may be installed or replaced. This response maintenance shall consist of installing or replacing Conduit. This item shall be complete payment for all work required for replacing or installing the Conduit. All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. The Conduit bid price is for complete install including material cost, install cost, and any miscellaneous material needed to complete the install conduit if it is furnished by the Contractor. Jacking or Boring As indicated on Work Order Forms directional boring may be required. This response maintenance shall consist of Jacking or Boring conduit. This item shall be complete payment for all work required for jacking or boring conduit. All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. The boring material bid price is for complete install including material cost, install cost, and any miscellaneous material needed to complete the install of the conduit if it is furnished by the Contractor. Traffic Signal Poles Repair As Indicated on Work Order Forms, traffic signal poles may be installed or replaced. This response maintenance shall consist of installing or replacing Traffic Signal Poles. This item shall be complete payment for all work required for replacing or installing a Traffic Signal Pole. All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. The Traffic Signal Pole bid price is for complete install including material cost, install cost, and any miscellaneous material needed to complete the install of the Traffic Signal Pole if it is furnished by the Contractor.
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All earth excavation for this item shall be incidental to the work and there will be no additional payment. Rock excavation shall be considered as a separate item and will be paid based on a per foot of depth of rock actually excavated associated with a pole foundation. This item shall be total additional compensation for all costs associated with rock excavation for any pole foundation. Any additional materials or equipment associated with rock excavation will be the contractor’s responsibility. Traffic Signal Poles Removal As Indicated on Work Order Forms, traffic signal poles will be removed. This response maintenance shall consist of removing a Traffic Signal Pole. This item shall be complete payment for all work required for removing a traffic signal pole. This is a labor only item. All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. Outside Plant Fiber Optic Repair As Indicated on Work Order Forms, outside plant fiber optic may be installed or replaced. This response maintenance shall consist of installing or replacing outside plant fiber optic cable. This item shall be complete payment for all work required for replacing or installing outside plant fiber optic cable. All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. The outside plant fiber optic cable bid price is for complete install including material cost, install cost, and any miscellaneous material needed to complete the install of the outside plant fiber optic cable, fiber optic connectors, fiber optic patch cords, FDC and span wire if it is furnished by the Contractor. Splice Closure Repair As Indicated on Work Order Forms, splice closure may be installed or replaced. This response maintenance shall consist of installing or replacing fiber optic splice closures. This item shall be complete payment for all work required for replacing or installing fiber optic splice closures. All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. The fiber optic splice bid price is for complete install including material cost, install cost, and any miscellaneous material needed to complete the install of the fiber optic splice closures, fiber optic cable, fiber optic connectors, and fiber optic patch cords if it is furnished by the Contractor. Fusion Splice Repair As indicated on Work Order Forms, fusion splice may be installed or replaced. This response maintenance shall consist of installing or replacing fiber optic fusion splices. This item shall be complete payment for all work required for replacing or installing a fiber optic fusion splice. This is a labor only item. All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. Batteries for Battery Backup System Repair As Indicated on Work Order Forms, Battery Backup System Batteries may be installed or replaced. This response maintenance shall consist of installing or replacing batteries for a battery backup system. This item shall be complete payment for all work required for replacing or installing batteries. All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. The Battery Backup System Battery bid price is for complete install including material 9
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cost, install cost, and any miscellaneous material needed to complete the install of the batteries and connecting cables if it is furnished by the Contractor. Battery Backup System Repair As Indicated on Work Order Forms, Battery Backup System may be installed or replaced. This response maintenance shall consist of installing or replacing battery backup system. This item shall be complete payment for all work required for installing or replacing battery backup system. All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. The Battery Backup System bid price is for complete install including material cost, install cost, and any miscellaneous material needed to complete the install of the batteries, cabinet, cabinet foundation, charger/inverter, manual bypass switch, transfer relay and connecting cables if it is furnished by the Contractor. Wireless Magnetometer Vehicle Detection As Indicated on Work Order Forms, Wireless Magnetometer Vehicle Detection (WMVD) may be installed or replaced. This response maintenance shall consist of installing or replacing WMVD. This item shall be complete payment for all work required for installing or replacing WMVD. All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. The WMVD bid price is for complete install including material cost, install cost, and any miscellaneous material needed to complete the install of the sensor, repeater, serial port unit, isolator module if it is furnished by the Contractor. 1.03 Preventative Maintenance – Aerial This activity includes maintenance activities that need a bucket truck to be performed. These maintenance activities include: visual inspection and or replacement of all aerial associated traffic signal equipment and hardware as directed by work order; Clean or replace lens in vehicle signal indications and pedestrian heads, check and tighten traffic signal head(s) and street sign(s) hardware. When performing this activity on an intersection basis, the following activities are to be conducted at a minimum in order to qualify the Contractor for payment under this category; Visually inspect all aerial related traffic signal equipment and hardware. Check and tighten all traffic signal hardware, span wire, loop lead-in cable, or interconnect cable. Check aluminum wrap, lashing wire, and or lashing rods for attachment to span wire. Lashing wire only used for loop lead-ins and fiber runs. Align traffic signal and pedestrian indications as needed, or directed by work order; Check and or replace indication lens (vehicle and pedestrian) as directed by work order. Replace lens when damaged, burned or discolored as directed by work order. Report damaged or worn traffic signal equipment to Project Manager or designated staff. Inspect wire conductor on messenger and conductor cable.
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Replace defective signal indication lamp sockets as needed, or install LED indication as directed. Replace visor(s) – Contractor is to visually inspect and replace damaged visors as necessary and or directed by work order. Replace signal indication back plates – Contractor will be required to replace back plates as necessary and or directed by work order. Ensure and document vertical height of traffic signal heads are a minimum of 17 feet and maximum of 19 feet. If vertical clearance is not between 17feet and 19 feet, make signal head mounting adjustment. 1.04 Response Maintenance - Aerial Items Included in the following activities are aerial maintenance activities to be performed as individual task or in combinations of the following activities and will be paid on an individual item basis as noted below. Re-lamp signal heads As Indicated on Work Order Forms, to re-lamp all signal heads with appropriate lamp and replace signal lens as required. This response maintenance shall consist of removing all existing signal lamps and replacing with appropriate lamp. This item shall be complete payment for all work required for installing or replacing signal lamps. All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. The Lamp bid price is for complete install including material cost, install cost, and any miscellaneous material needed to complete the install of the lamps if they are furnished by the Contractor. LED Indications in Signal Heads Repair As Indicated on Work Order Forms, install LED indications and removal of existing lamp and reflector. This response maintenance shall consist of installing LED indications in existing signal heads. This item shall be complete payment for all work required for installing or replacing LED Indications. All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. The LED Indication bid price is for complete install including material cost, install cost, and any miscellaneous material needed to complete the install of the LED Indications if they are furnished by the Contractor. Vehicle Signal Heads Repair As Indicated on Work Order Forms, re-wire and replace all associated hardware with new signal heads. This response maintenance shall consist of removing and installing new signal heads. This item shall be complete payment for all work required for installing or replacing new signal heads. All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. The Signal Head bid price is for complete install including material cost, install cost, and any miscellaneous material needed to complete the install of the Signal Heads, Back plates, brackets, or hangers if they are furnished by the Contractor. Signal Conductor Wire Repair As Indicated on Work Order Forms remove and replace or install Signal Conductor Wire. This response maintenance shall consist of removing and installing new signal conductor 11
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wire. This item shall be complete payment for all work required for installing or replacing new signal conductor. All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. The Signal Conductor Wire bid price is for complete install including material cost, install cost, and any miscellaneous material needed to complete the install of the Signal Conductor Wire if it is furnished by the Contractor. Power Connection Repair As Indicated on Work Order Forms, power connection may be repaired, installed or replaced. This response maintenance shall consist of installing or replacing power connection. This item shall be complete payment for all work required for replacing or installing power connections. All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. The power disconnect box bid price is for complete install including material cost, install cost, and any miscellaneous material needed to complete the install of the power disconnect box if it is furnished by the Contractor. Re-Attaching Signal Conductor Wire, Loop Lead-in or Interconnect As Indicated on Work Order Forms Reattach signal conductor or interconnect wire to existing span wire using an approved method of attachment. This response maintenance shall consist of attaching existing conductors to existing span wire. This item shall be complete payment for all work required for attaching signal conductor or interconnect to existing span wire. All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. The attachment (cable ties, lashing wire, or lashing rods) bid price is for complete install including material cost, install cost, and any miscellaneous material needed to complete the install of the attachments, if it is furnished by the Contractor. Pedestrian Assemblies Repair As Indicated on Work Order Forms replace damaged or inoperative/ineffective pedestrian heads, pushbuttons, signs, pedestrian pole assemblies and/or brackets as a complete assembly. This response maintenance shall consist of removing designated pedestrian heads, pushbuttons, signs, pedestrian pole assemblies and /or brackets and replacing with a new assembly. This item shall be complete payment for all work required for removing and installing the designated pedestrian assembly. All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. The pedestrian assembly (Pedestrian head, pushbutton, signs, pedestrian pole, pole base, or brackets bid price is for complete install including material cost, install cost, and any miscellaneous material needed to complete the install of the pedestrian assembly, if it is furnished by the Contractor. Pedestrian Signal Indications Repair As indicated on Work Order Forms replace Pedestrian Signal Indications. This response maintenance shall consist of removing designated pedestrian signal head indications if required and replacing with a new indication as indicated. This item shall be complete payment for all work required for removing and installing the designated pedestrian assembly. All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. The pedestrian indication bid price is for complete install including material cost, install cost, and any miscellaneous material needed to complete the install of the pedestrian assembly, if it is furnished by the Contractor. 12
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Blank Out Sign Repair As Indicated on Work Order Forms replace Blank Out Signs. This response maintenance shall consist of removing designated Blank Out Signs if required and replacing with a new Blank Out Sign as indicated. This item shall be complete payment for all work required for removing and installing the designated Blank Out Sign. All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. The Blank Out Sign bid price is for complete install including material cost, install cost, and any miscellaneous material needed to complete the install of the Blank Out Sign and hanging hardware, if it is furnished by the Contractor. Overhead Signs Repair As Indicated on Work Order Forms replace Overhead Signs. This response maintenance shall consist of removing designated Overhead Signs if required and replacing with a new Overhead Sign as indicated. This item shall be complete payment for all work required for removing and installing the designated Overhead Sign. All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. The Overhead Sign bid price is for complete install including material cost, install cost, and any miscellaneous material needed to complete the install of the Overhead Sign and hanging hardware, if it is furnished by the Contractor. Video Detection System Assembly Installation and Repair As Indicated on Work Order Forms install and repair Video Detection System Assembly. This response maintenance shall include removing designated Video Detection System if required and replacing with a new Video Detection System as indicated. This item shall also include the new installation of Video Detection Systems. This item shall be complete payment for all work required for removing and installing the designated Video Detection Assembly. All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. The Video Detection System bid price is for complete install including material cost, install cost, and any miscellaneous material needed to complete the install of the Video Detection Assembly including camera, processor, connecting cables, surge arrestor, and monitor), if it is furnished by the Contractor. Wireless Communication Installation and Repair As Indicated on Work Order Forms install and repair Wireless Communication Assembly. This response maintenance shall include removing designated Wireless Communication Assembly if required and replacing with a new Wireless Communication Assembly as indicated. This item shall also include the new installation of Wireless Communication Assemblies. This item shall be complete payment for all work required for removing and installing the designated Wireless Communication Assembly. All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. The Wireless Communication bid price is for complete install including material cost, install cost, and any miscellaneous material needed to complete the install of the Wireless Communication Assembly including connecting cables, site survey, software, surge arrestor, power divider and antennae, if it is furnished by the Contractor. Telephone Line and Modem Hook-Up Repair As Indicated on Work Order Forms replace Telephone Line and Modem Hook-Up Assembly. This response maintenance shall consist of removing designated Telephone 13
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Line and Modem Communication Assembly if required and replacing with a new Telephone Line and Modem Communication Assembly as indicated. This item shall be complete payment for all work required for removing and installing the designated telephone line and Modem Communication Assembly. All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. The Modem Communications bid price is for complete install including material cost, install cost, and any miscellaneous material needed to complete the install of the Modem Communications Assembly including connecting cables, surge arrestor, and power supply, if it is furnished by the Contractor. Outside Plant Fiber Optic Repair As indicated on Work Order Forms replace Outside Plant Fiber Optic Cable. This response maintenance shall consist of removing outside plant fiber optic cable if required and replacing with new Outside Plant Fiber optic Cable as indicated. This item shall be complete payment for all work required for removing and installing the designated Outside Plant fiber Optic Cable. All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. The Outside Plant Fiber Optic Cable bid price is for complete install including material cost, install cost, and any miscellaneous material needed to complete the install of the Outside Plant Fiber Optic Cable, span wire, fiber optic connectors, fiber optic patch cords, Snow Shoes, or FDC if it is furnished by the Contractor. Splice Closure Repair - Aerial As Indicated on Work Order Forms replace Aerial Splice Closures. This response maintenance shall consist of removing Aerial Splice Closure outside if required and replacing with new Aerial Splice Closure as indicated. This item shall be complete payment for all work required for removing and installing the designated Aerial Splice Closure. All items necessary to complete this response maintenance are the Contractor’s responsibility and are to be included in the bid price. The Aerial Splice Closure bid price is for complete install including material cost, install cost, and any miscellaneous material needed to complete the install of the Aerial Splice closure, if it is furnished by the Contractor. 1.05 Installation Services (Labor Only) The Installation Services pay items are labor only pay items. If the department supplies material or Signal Maintenance/Upgrade Material (4.06.03) are on a task order Installation Services covers the installation cost for installing the material. Installation Services is a per hour rate that covers men, equipment, and trucks needed to complete installation. 1.06 Emergency Work Order The emergency work order will be determined by the Project Manager or designated staff. Emergency work orders activities shall include required troubleshooting, repair, installation or replacement of traffic control devices at signalized intersections. The Contractor is responsible for performing the necessary repairs and performing tests to ensure that the traffic signals are left operational or in a safe condition before leaving an intersection. Contractor will document all findings and report them to the Project Manager or designated staff. All salvageable materials are to be returned to the Department’s Traffic Signal Electrical Facility (TSEF) at a mutually acceptable time to both the Contractor and the Project Manager or designated staff or disposed of as directed by the Department.
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The Contractor will be required to physically present related traffic signal equipment removed from intersections for the purpose of verifying replacement to include the serial numbers for electronics equipment of the original equipment and the replacement equipment under an emergency work order. Unless otherwise specified, emergency work orders shall include; but is not limited to the troubleshooting and repair of the following items:
Conflict Flash at the intersection Detection (IVDS, microwave, etc.) failure at the intersection Inductive Loop failure Controller failure Communication failure Power failure at the intersection Pre-emption failure Damaged Signal Heads Damaged Pedestrian Heads Cabinet Damage/Replacement Transfer Relays failure Battery Backup System Failure
The contractor is responsible for all cables, connectors, hardware and any other items necessary for proper operation and function of a signalize intersection. The hourly price for this item is per person and does not include the cost of equipment and materials required to complete work. All items necessary to complete this emergency work order are the Contractor’s responsibility. The equipment and material bid price is for complete install including material cost, install cost, and any miscellaneous material needed to complete the install of the equipment and materials, if furnished by the Contractor. It is anticipated that one person will be initially assigned to each emergency work order. Department approval is required for each additional person assigned to each emergency work order. This approval is required prior to the beginning of any work by additional person(s). F. Contract Term The initial term of the awarded contract will be for a three (3) year term from the date of award. If both parties agree, this contract may be renewed for additional terms up to a maximum of two (2), one (1) year renewals, so long as the terms and conditions remain the same. G. Contract Amount The contract amount will be determined via the bid pricing offered by the successful respondent(s). Based on the items listed on Invitation-To-Bid (ITB), contract award will be made to the lowest Contractor meeting all specifications. II. SELECTION METHOD The Department of Transportation has determined that a RFQC followed by a sealed InvitationTo-Bid (ITB) will be the most advantageous selection process to the state in completing the acquisition of these services. The sealed invitation to bid will be sent to all firms deemed qualified who submitted a response to the RFQC. The ITB will consist of detailed information about the services described in this RFQC. A. Method of Communication 15
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All general communication of relevant information regarding this solicitation will be made via the Georgia Procurement Registry (GPR) under RFQC 48400-140-0000000013. All firms are responsible for checking the GPR on a regular basis for updates, clarifications, and announcements. GDOT reserves the right to communicate via electronic-mail with the primary contact listed in the Statements of Qualifications (SOQ). Other specific communications will be made as indicated in the remainder of this RFQC. B. Selection of Finalists Based on the SOQ submitted in response to this RFQC, the Selection Committee will identify the qualified firms. The Department will evaluate all submittals deemed responsive and each evaluator will determine if all of the minimum requirements have been met using the criteria identified in Section IV. All firms must meet the minimum requirements as listed in Section IV., below. C. Finalist Notification All firms passing the minimum qualifications will be identified as Qualified Finalists; and will be given any relevant available information which has previously been developed (such as previous programs, studies, preliminary plans, etc.) Each finalist will receive an ITB for the specific tasks identified for a location. D. Final Selection Final selection will be determined by evaluation of the sealed ITB. Negotiations will then be initiated with the apparent awardee to finalize the terms and conditions of the contract. In the event a satisfactory agreement cannot be reached with the apparent awardee, GDOT will formally terminate the negotiations in writing and possibly enter into negotiations with the second highest-ranking firm, and so on in turn until a mutual agreement is established and GDOT awards a contract. The final form of the contract shall be developed by GDOT. III. SCHEDULE OF EVENTS The following Schedule of Events represents GDOT’s best estimate of the schedule that will be followed. All times indicated are Eastern. GDOT reserves the right to adjust the schedule as deems necessary. a. GDOT issues public advertisement of RFQC for a period of 30 days
Per Georgia Procurement Registry Bid Notice
b. Deadline for submission of written questions for RFQC.
Per Georgia Procurement Registry Bid Notice
c. Deadline for submission of Statements of Qualifications
Per Georgia Procurement Registry Bid Notice
d. GDOT issues Invitation to Bid (ITB) to qualified firms
TBD
e. Deadline for submission of written questions for ITB
TBD
g. Deadline for submission of ITB responses
TBD
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IV. STATEMENT OF QUALIFICATIONS REVIEW PROCESS To be deemed eligible for the invitation to bid (ITB), the prime firm must meet the following qualifications. Minimum Qualifications Required A.
Company Experience
A1.
Provide Basic Firm Information to include the following: i. ii. iii. iv.
v. vi. vii.
Firm name, address, name of primary contact, telephone number, fax number, Email address, and company website (if available). Provide form of ownership, including state of residency or incorporation, and number of years in business. Is the firm a sole proprietorship, partnership, corporation, Limited Liability Corporation (LLC), or other structure? Provide qualifications and description of experience for key management staff, including executive, and operations staff members. Additionally, provide resumes for other key persons applicable to this project. Include name and title, assignment, years of experience, education, active/current registrations/certificates, other experiences and qualifications relevant to the proposed project. Briefly describe the history and growth of the Firm. Has the firm ever been removed from a contract or failed to complete a contract as assigned? Has the firm ever had a contract cancelled before the expected expiration date? If so, please explain.
Provide information on the firm’s experience with Traffic Signal Maintenance Services for other clients of similar size, function, and complexity. Describe a minimum of three (3) current or previous contracts/projects in order of most relevant to least relevant, which demonstrate the firm’s capabilities to perform scope at hand. For each account, the following information should be provided:
A2.
i.
Client or account name, location and dates which services were performed. Indicate whether the firm was a prime or sub-consultant/contractor. ii. Description of services provided. iii. Information on successes achieved by the firm. Firm must provide evidence of their ability to supply a current Contractor’s Public Liability Insurance policy, and must be insurable in the following amounts for Traffic Signal Maintenance Services.
A3.
i.
This can be satisfied by a statement from Insurer, listing the Department as an additional insured. Commercial General Liability (CGL): Each Occurrence Limit Personal & Advertising Injury Limit General Aggregate Limit Products/Completed Ops. Aggregate Limit
$ 1,000,000 $ 1,000,000 $ 3,000,000 $ 1,000,000 17
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Automobile Liability Combined Single Limit:
$ 1,000,000
Workers Compensation (WC): Required for all Contracts - NO EXEMPTIONS Bodily injury by Accident – each employee $ 500,000 Bodily injury by Disease – each employee $ 500,000 Bodily Injury by Disease – policy limit $ 500,000 If Herbicide, Fungicide, Pesticide or other chemical application is involved: Environmental Impairment Liability (with 1 year extended reporting period): Each Occurrence $ 1,000,000 Aggregate $ 2,000,000 ii. Describe how each piece of equipment listed was utilized on at least three (3) current or previous contracts/projects of similar size and scope. ii.
If respondent is considering bidding on multiple contracts, describe how you would accomplish one weekly maintenance visit per facility using existing equipment and personnel.
iii.
Provide current and projected workloads.
B.
Prequalified Contractor:
B.1
Contractor must be prequalified by GDOT in the area classes listed below: Number
Area Class
150
Traffic Control
615
Jacking or Boring Pipe
647
Traffic Signal Installation
935
Fiber Optic System
B.2. Experience and Qualifications: Past contracts/projects worked on relating to signal installation, signal maintenance, ITS installation and maintenance over the past five years. List contact person for each contract/project. Familiarity for the GDOT specifications. Preferred IMSA II certified for technicians. 1. Describe your experience with projects of similar scope and size. Submit 3 client references similar in size & scope. Include contact information such as name, phone number & email address. This information will be used in the evaluation. 2. Describe your experience with the following GDOT specifications: a. 615 – Jacking or Boring Pipe b. 647 – Traffic Signal Installation c. 682 – Electrical Wire, Cable and Conduit d. 925 – Traffic Signal Equipment e. 926 – Wireless Communications Equipment 18
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f.
935 – Fiber Optic System
g. 937 – Detection Systems h. 939 – Communication and Electronic Equipment 3. Describe your staffing in terms of numbers and years of experience that will be dedicated to this contract. Include resumes of proposed staff, number of projects performed by the proposed staff related to Traffic Signal Maintenance. 4. List employee’s Professional Registrations that pertain to the work to be completed under this contract. B.3. Equipment Requirement Equipment used by the contractor that will be dedicated to the installation, repairs, and maintenance services of the contract. The equipment includes but is not limited to trucks, derricks, bucket vehicles, saws, trenchers, directional borer, and other equipment necessary for the work to be completed. 1. Provide a list of all equipment that will be used and dedicated to this contract; to include the model and age of the equipment. (Trucks, derricks, bucket vehicles, saws, trenchers, directional borer, etc.) List number of each, brand, model and model year. B.4. Mobilization Capability area of the State that can be mobilized to perform the installation and maintenance required under contract. Ability to complete multiple task orders in different areas at the same time. 1. Describe how you would approach and mobilize crew to execute and complete multiple task orders simultaneously. V. SUBMITTAL OF QUESTIONS AND REQUESTS FOR CLARIFICATION It is the responsibility of each respondent to examine the entire RFQC, seek clarification in writing, and review their submittal for accuracy before submitting the document. Once the submission deadline has passed, all submissions will be final. GDOT will not request clarification from individual respondents relative to their submission, but reserves the right to ask for additional information from all parties who have submitted qualifications. Questions about any aspect of the RFQC shall be submitted via e-mail to: Brandee Q. Stovall, Contracts Specialist 2 E-mail:
[email protected] The deadline for submission of questions relating to the RFQC is the time and date shown in the posted Georgia Procurement Registry (GPR). All relevant and significant questions that have been submitted in writing prior to the deadline will be compiled, and answers will be posted by addendum to the project information on the Georgia Procurement Registry. VI. INSTRUCTIONS FOR PREPARING STATEMENTS OF QUALIFICATIONS One (1) original and four (4) copies of the qualifications shall be prepared, for a total of five (5) sets. One complete copy must be provided via CD as a .pdf file. Each submittal shall be identical and include a transmittal letter. Submittals must be typed on standard (8 ½” x 11”) paper. The pages of the qualification submittals must be numbered. A table of contents, with corresponding tabs, must be included to identify each section. Responses are limited 19
48400-140-0000000013
to fifty (50) pages or less using a minimum of an 12-point font. Any exhibits, affidavits, or other enclosure information called for may be included in an appendix and will not count toward the page limit. Submittals that include qualifications of more than one firm shall not exceed the page limit. Such submittals shall be prepared with careful consideration to the limit. Each Statement of Qualifications shall be prepared simply and economically, to provide a straightforward and concise delineation of respondent’s capabilities. Standard three-ring binders shall be used. Colored displays and promotional materials are not desired. Emphasis must be on completeness, relevance, and clarity of content. To expedite the review of submittals, it is essential that respondents follow the format and instructions outlined below. VII. SUBMITTAL OF STATEMENTS OF QUALIFICATIONS One (1) original and four (4) copies, for a total of five (5) sets of responses, and one .pdf file on a CD, must be sealed in an opaque envelope or box, and reference to the RFQC No. 48400-140-0000000013 and the words “STATEMENT OF QUALIFICATIONS” must be clearly indicated on the outside of all of the envelopes or boxes. Statements of Qualifications must be physically received by the Department prior to the deadline indicated in the Schedule of Events (Section III) at the exact address below: Georgia Department of Transportation One Georgia Center 600 West Peachtree Street, NW, 19th Floor Atlanta, Georgia 30308 Attn: Brandee Q. Stovall, Contracts Specialist 2 No submittals will be accepted after the time set for receipt. Statements of Qualifications submitted via facsimile or e-mail will be rejected. GDOT reserves the right to reject any and all submittals. VIII.
QUALIFICATIONS SCORING
The Statement of Qualifications of the RFQC will be scored on the basis of 1,000 points. Firm must score a minimum of 75% or 750 points to be considered a Qualified Contractor under this Request for Qualified Contractors. IX. GDOT Terms and Conditions A. Statement of Agreement With the submission of a SOQ, the respondent agrees that he/she has carefully examined the RFQC, and agrees that it is the respondent’s responsibility to request clarification on any issues in any section of the RFQC with which the respondent disagrees or needs clarified. The respondent also understands that failure to mention these items during the question period or in the SOQ will be interpreted to mean that the respondent is in full agreement with the terms, conditions, specifications and requirements in the therein. With submission of a SOQ, the respondent hereby certifies: (a) that this SOQ is genuine and is not made in the interest or on behalf of any undisclosed person, firm, or corporation; (b) that respondent has not directly or indirectly included or solicited any other respondent to put in a false or insincere SOQ; (c) that respondent has not solicited or induced any person, firm, or corporation to refrain from sending a SOQ.
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B. Mandatory Response/Documents From Contractors/Bidder – The following documents must be provided with the submittal of the response: 1. GDOT’s Georgia Security and Immigration Compliance Act Affidavit (GSICAA) 2. Business License 3. Evidence of Insurability C. Joint-Venture Proposals GDOT does not generally desire to enter into “joint-venture” agreements with multiple firms. In the event two or more firms desire to “joint-venture” it is strongly recommended that one firm propose and maintain status as the prime respondent with the remaining companies participating as sub-providers. D. Submittal Costs and Confidentiality All expenses for preparing and submitting responses are the sole cost of the respondent submitting the response. The Department is not obligated to any respondent to reimburse such expenses. All submittals upon receipt become the property of the Department. Labeling information provided in submittals as “proprietary” or “confidential”, or any other designation of restricted use will not protect the information from public view. Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until a final award. E. Qualification Term The Department reserves the right to maintain this solicitation as an Open Continuous Procurement (OCP) after the initial Contractor Pool is awarded. F. Award Conditions This request is not an offer to contract or a solicitation of bids. This request and any proposal submitted in response, regardless of whether the proposal is determined to be the best proposal, is not binding upon the Department and does not obligate the Department to procure or contract for any services. Neither the Department nor any respondent submitting a response will be bound unless and until a written contract mutually accepted by both parties is negotiated as to its terms and conditions and is signed by the Department and a respondent containing such terms and conditions as are negotiated between those parties. The Department reserves the right to waive noncompliance with any requirements of this Request for Qualified Contractors (RFQC) and to reject any or all proposals submitted in responses. Upon review of responses, the Department will determine the respondent(s) proposal that in the sole judgment of the Department is in the best interest of the Department (if any is so determined), with respect to the evaluation criteria stated herein. The Department then intends to conduct negotiations with such respondent to determine if an acceptable contract may be reached. This RFQC will result in a pool of Qualified Contractors. All Qualified Contractors will be published as a Prequalified Contractor. To establish a contract for service, GDOT’s Office of Traffic Operations will issue an ITB to include a Statement of Work (SOW) to all Qualified Contractors to provide specific pricing for that SOW. All Prequalified Contractors resulting from the RFQC will remain valid up to five years.
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Award is made to the Contractor with the lowest cost, and closest in proximity to the work site. G. Right to Cancel or Change RFQC GDOT reserves the right to cancel any and all RFQC solicitations where it is determined to be in the best interest of the Department to do so. GDOT reserves the right to increase, reduce, add or delete any item in this solicitation as deemed necessary. It is the responsibility of all firms interested in submitting Statement of Qualifications (SOQs) for this advertisement to routinely check the posting on the Georgia Procurement Registry for any revisions and/or addendums to this RFQC. H. Substitutions, Alternates, Exceptions, and Extensions No substitutions or alternates will be accepted for this solicitation. Any respondent submitting substitutions or alternates will be considered non-responsive and will not be considered for award.
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