Agenda packet — Glendora City Council, July 8, 2025 (part 2 of 3)

Docusign Envelope ID: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 Exhibit A-1
Traffic Signal Maintenance
Scope of Services
Exhibit A-1, Page 6 of 26

1.16.CONTRACT INVOICES
The Contractor shall prepare a single monthly invoice for routine maintenance billing that shows the date, time, and location of every routine maintenance check. Invoices shall be submitted to City within ten calendar (10) days following the end of the month of the reporting period. Invoices and summary reports for the reporting period ending on June 30th shall be submitted to City by August 10th. Any further invoices after this date for the previous fiscal year (July 1st to June 30th of the subsequent calendar year) will be denied.

The Contractor shall prepare a general monthly accumulative invoice for all extraordinary and routine maintenance billings that are less than $500 per intersection.

The Contractor shall prepare a separate individual invoice for each location when an extraordinary or routine maintenance billings are more than $500 per intersection.

The Contractor shall submit a monthly invoice and summary report for both routine and extraordinary maintenance billing to the City on bond paper and in electronic files using the MS Excel spreadsheet format. Invoices will not be paid until invoices and summary reports have been reviewed and verified.

The following information shall be legible and at a minimum, is required for each traffic signal, flashing crosswalk, signalized crosswalk, and flashing school beacon location:
 Location by intersection and identification of a specific corner or direction of traffic, when applicable.  Date and time the call wasreceived and the first and last name of the caller or self-initiated.  Date and time the Contractor's personnel and equipment arrived at the scene.  The date and time the job was completed.
 Nature of the malfunction, if any, and a description of the action taken by the technician. List the first and last name of the Technician responding to call.
 Contractor notation of routine, extraordinary, or additional work (including emergency work).  Accident report number from the Police Department for all accident-related work.

All records are the property of the City and at the termination of this contract shall be delivered to the City.

1.17.SALVAGED OR DAMAGED EQUIPMENT OWNERSHIP
Ownership of all materials existing and incorporated in the work is vested in the name of the City of Glendora. Salvaged or damaged equipment shall be the Contractor’s responsibility for the proper disposal and recycling of such material. Unless otherwise directed by the Public Works Director or designee.

1.18.TRAFFIC SIGNAL TURN-ON AND TURN-OFF
The Contractor shall notify the Public Works Director or designee, at least seventy-two (72) hours in advance of any scheduled turn-on/turn-off necessitated by the Contractor's operations. The Contractor shall not make said turn-off or turn-on until permitted to proceed by the Public Works Director or designee. The Contractor shall obtain the appropriate lane closure permit if required and provide the appropriate traffic control as per the WATCH handbook and California Manual of Uniform Traffic Control Devices (CA MUTCD) as approved by the City of Glendora Engineering Department.

Docusign Envelope ID: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 Exhibit A-1
Traffic Signal Maintenance
Scope of Services
Exhibit A-1, Page 7 of 26

1.19.WARRANTY SERVICE
The Contractor shall guarantee the work against defective material or workmanship for a period of one (1) year from date of completion of the work. Damage due to traffic accidents, acts of nature, and service power surges including those from sabotage and/or vandalism are exempt from the guarantee.

When defective material and/or workmanship are discovered which require repairs to be made under this warranty, all such work shall be done by the Contractor at its own expense within five (5) calendar days after written notice of such defects has been given to Contractor by the City. Should the Contractor fail to repair such defective material or workmanship within five (5) calendar days thereafter, the City may cause the necessary repairs to be made and charge the Contractor with the actual cost of all labor and materials required. In emergencies demanding immediate attention, if the Contractor is unable to respond, the City shall have the right to repair the defect and charge the Contractor with the actual cost of all labor and material required. Any repair work performed as herein specified shall be done under the provisions of the original contract specifications.

During the warranty period, the Contractor is expected to coordinate warranty repairs with the appropriate manufacturer or installing contractor.

The Contractor shall notify the City of any undue delays by the manufacturer or installing contractor in responding to warranty requests and provide a detailed summary of the nature and reason for said warranty requests.

1.20.TRAFFIC CONTROL
The Contractor shall obtain an annual encroachment permit (no fee). The Contractor shall conduct their work in such a manner as to minimize the disruption of traffic flow. The Contractor shall not obstruct or restrict any portion of the roadway until traffic controls have been set up per the WATCH handbook and California Manual of Uniform Traffic Control Devices (CA MUTCD). All traffic control methods shall conform to the latest edition of the WATCH handbook and CA MUTCD and this Scope of Work. Not more than one intersecting street shall be closed at any one time without the prior approval of the Public Works Director or designee. Traffic stoppages shall be limited to time periods approved by the City.

Maintenance operations shall be conducted in such a manner as to cause as little inconvenience as possible to adjacent property owners. Convenient access to driveways, houses, and buildings along the line of work shall be maintained and temporary approaches to crossings or intersecting highways shall be provided and kept in good condition. No material or equipment shall be stored where it will interfere with the free and safe passage of public traffic. At the end of each day's work and at other times when maintenance operations are suspended for any reason, the Contractor shall remove all equipment and other obstructions from the portion of the roadway and open it for use by public traffic.

The Contractor shall furnish all flagmen, barricades, barriers, lights, signs, and any other device which may be necessary for adequate and safe traffic control.

The Contractor shall provide protection for any excavation three (3) feet or more in-depth or any other excavation which by its nature may be considered unsafe by either covering or erecting a five (5) foot chain link or woven wire fence. Such protection shall be always provided when an employee of the Contractor attendsthe excavation.

Docusign Envelope ID: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 Exhibit A-1
Traffic Signal Maintenance
Scope of Services
Exhibit A-1, Page 8 of 26
Pedestrian traffic shall be always maintained in a safe manner. Pedestrian and emergency vehicular access shall be maintained to all residences, businesses, and manufacturing establishments around the work area.

All spillage and any excess dirt or debris caused by hauling operations or moving equipment along or across any private or public property or public traveled way shall be removed immediately at the Contractor's expense.

The Contractor shall always provide unobstructed access to all fire hydrants except as otherwise provided, in writing, by the Traffic Engineer.

Failure to provide adequate safety devices, as directed by the Traffic Engineer, will cause the City to install safety devices as needed and the cost will be assessed to the Contractor at the City's actual cost. The City shall be entitled to offset any costs incurred against the Contractor's invoice.

All costs for traffic control shall be included in the various items of work, and no additional compensation will be allowed.

1.21.EQUIPMENT AND MATERIALS
Attention is directed to Section 6-1.05, "Trade Name and Substitution", of the 2018 Caltrans Standard Specifications. The City reserves the exclusive right to determine if proposed alternative equipment shall be acceptable.

Before the start of work, the Contractor shall provide the City with a statement from the vendors. Said statements shall state the date that any equipment ordered is shipped. The City shall not be liable for any delay to performance before the delivery of these required submittals.

1.22.DAMAGE
Adjacent improvements such as street pavement, curbs, sidewalks, sprinklers, driveways, and gutters damaged because of the Contractor's operation shall be repaired promptly to the satisfaction of the Public Works Director or designee at the Contractor's expense.

1.23.SOUND AND NOISE CONTROL
The Contractor shall comply with all local sound control and noise level rules, regulations, and ordinances, which apply to any work performed pursuant to the contract.

1.24.NIGHT INSPECTIONS
The Contractor shall perform monthly nighttime inspections of all intersection safety lighting and ISNS for proper operation at signalized intersections.

A written record (can be Excel spreadsheet or other methods such as ArcGIS data implementation as approved by the Public Works Director or designee) shall be submitted to the Public Works Director or designee of each safety light and ISNS outage. This written record shall be received by the Public Works Director or designee within 5 working days after the survey. Before repairs are started the City will need to review and approve work to be completed.

The Contractor shall carry photocells, fuses, drivers, and properly sized LED’s when troubleshooting safety lights per the City specifications.

Docusign Envelope ID: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 Exhibit A-1
Traffic Signal Maintenance
Scope of Services
Exhibit A-1, Page 9 of 26
Unless otherwise directed by the City, all safety lights shall consist of Eaton-Cooper fixtures with wattages and brand type replaced or repaired with the same found at the intersection, this is also noted on the associated City ArcGIS Map. All information on repairs shall be updated to the ISNS/Safety Lights Management or ISNS/Safety Light Outage Maps.

Unless otherwise directed by the City, all ISNS fluorescent bulbs found to be burned out shall be replaced with Prince-Certified LED tubes with internal drivers. Contractor shall keep adequate stock in anticipation of monthly repairs. All repairs made to Southern Manufacturing ISNS repairs shall be made with OEM Southern Manufacturing equipment. All information on repairs shall be updated to the ISNS/Safety Lights Management or ISNS/Safety Light Outage Maps.

Costs incurred in night inspections for safety lighting shall be included in the unit price for routine maintenance. All safety light outages shall be repaired within five (5) working days of approval to repair. All ISNS shall be repaired within fifteen (15) working days of approval to repair. The replacement of defective parts will be extraordinary maintenance. All extraordinary maintenance required shall be per the Contractor's agreement for extraordinary maintenance or per written quote, as directed by the Public Works Director or designee.

1.25.MEETINGS
The Contractor will be required to attend and participate in monthly meetings with City staff. These meetings will be held to discuss contract provisions, problems, and/or issues and ensure that the work is proceeding as per the contract documents. These meetings will be called by the Public Works Director or designee. The Contractor shall have at least one (1) Field Supervisor, one (1) Administrative Staff Member, and one (1) Traffic Signal Technician attend the monthly meetings. Full compensation for attending these meetings shall be considered as included in various items of work and no additional compensation shall be allowed.

1.26.ESTIMATE OF QUANTITIES
The quantities shown in the contract agreement shall be considered as approximate only. The Public Works Director or designee does not guarantee or agree, either expressly or by implication that the actual amounts required would correspond therewith. He reserves the right to increase or decrease the amount of any item or portion of work or material to be performed or furnished, or to omit any such item or portion, in accordance with the provisions relative thereto outlined in this Scope of Work.

1.27.ROUTINE MAINTENANCE
The Contractor shall provide a program of routine maintenance designed to eliminate or reduce the incidents of malfunction and extend the useful life of the equipment. All equipment and labor required to complete Routine Maintenance shall be included as part of the cost of the Routine Maintenance cost and no additional compensation shall be given to complete the tasks outlined in this section. The routine maintenance program, the cost of which is specified in the contract unit price for traffic signals and other items of work listed under "Routine Maintenance," shall include but is not limited to the following:

1.27.1. ROUTINE MAINTENANCE OF ALL TRAFFIC SIGNALS AND SIGNALIZED CROSSWALKSONCE A MONTH Inspection and service at each signalized intersection once a month, not less than 20 days or more than 40 days apart. The Contractor shall provide the labor, equipment, and material to perform this complete list of services, on a monthly basis:

Docusign Envelope ID: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 Exhibit A-1
Traffic Signal Maintenance
Scope of Services
Exhibit A-1, Page 10 of 26
 Air Filter - Clean or replace the air filter element in all controller cabinets so equipped at least once every six (6) months and shall note in the monthly report any filter replacement. Wash or replace all air filter elements in all cabinets so equipped within three (3) months after the execution of this contract, and so note in the monthly report the date the filter elements are cleaned or replaced. Replace the air filters at least once every (6) months.  Controller Cabinet and A/C Service Cabinet - Remove any posters, signs, and/or graffiti, etc. from the controller and service cabinet exteriors. Check the interior and exterior of the controller and service cabinets for signs of deterioration to the cabinet's surface. Clean the traffic signal cabinets thoroughly on the inside including all components and remove any foreign materials monthly. Clean the A/C service cabinet during October UPS, inventory, and service meter audit.
 Controller Cabinet Fan and Thermostats - Verify that the controller and exterior cabinet fans operate properly with minimal noise. Verify all cabinet fan thermostats are set to eighty-five (85) degrees Fahrenheit and operational.
 Controller Cabinet Grounding - Using a megger, check the resistance between the AC and Ground in the controller cabinet.
 Controller Cabinet Vents - Check the vents in both the controller cabinet door and above the door, and at the top of the cabinet to ensure that they are free of any foreign material.  CMU / MMU Testing - Verify that the time clock and date are correct in any CMU and MMU at all traffic signal cabinets. Yearly testing of all CMU and MMU equipment shall be completed with the use of an automated testing device that is calibrated yearly and tested by a Technician that is certified by the manufacture as defined by NEMA TS1, NEMA TS2, FHWA/Caltrans System 170 Standards. For example, ATSI PCMT 8000. The test results shall be printed on a report that is to be always maintained in the signal cabinet. An electronic copy shall be sent to the City within thirty (30) days from the final location tested via USB. The printed report containing the test results shall, at a minimum, include the following information: report header with the type of monitor tested and date tested; agency identification including manufacturer, model and serial number; related test information including the operator, test site, and intersection location; and monitor verification with a description of the type of tests performed and conditions found (i.e., failure or non-failure). Note testing in monthly routine maintenance log and also in the appropriate sections of the Traffic Signal Management ArcGIS Map, along with current status and equipment information. In addition to the above, a summary report of failed units shall be provided in a spiral binder. Any monitors that fail testing are to be replaced immediately. See Exhibit “D-1” for inventory schedule.
 Connectors - Check all connectors (includes any connections on the main panel, interface panels, and under detector racks) to ensure they are secure and free of corrosion. Note in monthly routine maintenance log.
 Controller Cabinet Mounting - Check the snugness of the nuts on the controller cabinet anchor bolts and tighten if necessary being sure not to distort the cabinet door opening by overtightening.

Docusign Envelope ID: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 Exhibit A-1
Traffic Signal Maintenance
Scope of Services
Exhibit A-1, Page 11 of 26
 Controller Cabinet and A/C Service Foundation Seal - Check the seal between the bottom of the cabinet and the foundation for deterioration. If standing water or evidence of water is present inside the bottom of the controller cabinet, reseal as necessary, and ensure there is a weep hole at the lowest point to allow any moisture in the cabinet to seep out.  Controller Operation - Manually place vehicle and pedestrian calls on each phase through the controller cabinet test switches or the controller keyboard to verify controller servicing of each active phase. Maintain an accurate chronograph and set all real-time clocks to the National Bureau of Standards (WWV) time. When and where necessary, adjust clocks to Daylight Savings Time on following monthly inspection visit.
 Detector Operation - Check detector units and systems including, but not limited to, inductive loops, pedestrian pushbuttons, and video for the correct detection of both vehicles and pedestrians by observing the turn-on of the appropriate detection indicator as a vehicle passes over or through the detector loop(s)/zone; and adjust or repair said equipment as necessary to restore the system to its intended operation. Notify the City immediately of any video detection failures. If the video detection failure is determined to be unsafe, place in recall until contact is made with the City, and approval to proceed with repairs outside of warranty is given. Note any information from responding calls, repairs, tests, or observations in monthly maintenance and cabinet log, in addition to appropriate sections of the Traffic Signal Management ArcGIS Map.  Detection Setup - Verify that the detector loop cables are correctly identified, connected to the correct vehicle detector field interface terminals and that the correct detector indicates a call.

Verify that a call is placed on the correct controller detector input and that the input places a call on the correct controller phase.
 Door Gasket - Check all door gaskets on the controller cabinet, service cabinet, and any other enclosures for evidence of moisture or deterioration. Completely replace any gaskets showing signs of leaking or deterioration with City supply. Notify Public Works Director or designee when stock is low.
 Door Panel Harness - Check the harness leading from the door panel to the auxiliary panels on the cabinet door to ensure they are not being pinched and do not bind against the cabinet door. Adjust if necessary.
 Equipment Displays and Indicators - Verify that all LED, LCDs, and indications (controller, CMU, load switches, flasher, etc.) are working properly.
 Flash - Verify the operation of the flashers. Verify with a stopwatch that the flash rate is between 50 to 60 pulses per minute and that the "ON/OFF" state for each flash circuit is equal.  Ground Fault Receptacle - Verify the proper operation of "Test" and "Reset" buttons on GFCI type outlets.
 Hinges and Locks - Check for free movement of all doors, latching assemblies, and locks on the controller cabinet, service cabinet, and any other enclosures. Use a minimum of oil or spray lubricant and remove any excess.
 Insect Infestation - Check for any signs of ants, wasps or other insects within the cabinet and take the necessary steps for extermination.

Docusign Envelope ID: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 Exhibit A-1
Traffic Signal Maintenance
Scope of Services
Exhibit A-1, Page 12 of 26
 Interconnect - Observe communication equipment within the cabinet and notify Public Works Director or designee of any suspected failures.
 Inventory - Once a year all equipment and status information found in the Traffic Signal Management ArcGIS map shall be verified against existing information and updated as needed.

See Exhibit “D-1” for Inventory schedule.
 Interior Light - Verify the proper operation of the controller cabinet's interior fluorescent or LED light, starter, and/or ballast.
 Intersection Timing - Compare controller phase timing against the signed City Engineer timing sheet, check any discrepancies against intersection log, and notify Public Works Director or designee of any deviations. Update the status of the timing sheet in the appropriate section on the Traffic Signal Management ArcGIS map.
 Intersection Records - Ensure that all intersection "As-Built" plans, cabinet wiring diagrams, necessary equipment operations manuals, controller data timing sheets, and logbook are corrected and inside the cabinet. Contact Public Works Director or designee to obtain any missing items.
 Maintenance Log - The Maintenance Log shall be updated with a summary of any visit during the routine maintenance that month. Note any information from responding calls, repairs, tests, or observations in appropriate sections of the Traffic Signal Management ArcGIS Map.  Plug-in Components - Check that each plug-in component (rack mount detectors, relays, load switches, flasher, etc.) fits tightly and securely in its socket.  Preemption Devices - During routine maintenance, check Railroad preemption devices if applicable to ensure the system is on and operational. Complete testing of preemption devices as per guidelines outlined by the City every other quarter and alternate with UPS testing.

Note any information from responding calls, repairs, tests, or observations in appropriate sections of the Traffic Signal Management ArcGIS Map. See Exhibit “D-1” for the preventative maintenance/testing schedule.
 Service Connections - Verify that the neutral, ground, and power connections are secure in the controller, tighten all connectors, and service cabinet at least once every six (6) months. Note in monthly routine maintenance log.
 Switches - Verify the correct operation of each position, including "OFF", of all switches.

Repeatedly work all test and stop time switches to keep the switch contacts clean.  System Telemetry - Check operation of telemetry at Field Master and local controller locations.  Terminal Connections - Using the correct size insulated screwdriver, test each terminal screw backing off slightly then retightening to confirm that it is secure at least once every six (6) months, Note in monthly routine maintenance log.
 Uninterrupted Power Supply Testing - During routine maintenance, check the UPS to ensure the system is on and operational. Complete testing of the UPS as per guidelines outlined by the City every other Quarter and alternate with EVP testing. Note any information from responding calls, repairs, tests, or observations in appropriate sections of the Traffic Signal Docusign Envelope ID: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 Exhibit A-1
Traffic Signal Maintenance
Scope of Services
Exhibit A-1, Page 13 of 26
Management ArcGIS Map. See Exhibit “D-1” for the preventative maintenance/testing schedule and Exhibit “E” for the testing procedures.
 Vacuum Cabinet - Blow or brush off shelves, terminal blocks, and components and thoroughly vacuum the interior of the controller cabinet including the police panel. Also, blow out or vacuum the vent openings above the controller cabinet door. All service meter pedestals are to be completed during the first UPS testing of each year.  Intersection Walk-Around - Walk all the approaches of the intersection and visually inspect all signal poles, mast arms, signal heads, and indications, traffic control signs, pedestrian signals, illuminated street name signs, loop sealants, pull box covers, and any other devices, and verify the correct placement and/or operation. Any inoperable vehicle or pedestrian indications, safety lights, or illuminated sign lamps shall be replaced under extraordinary maintenance; illuminated signs damaged beyond repair shall be reported to the Public Works Director or designee and replaced under extraordinary maintenance. All vehicle and pedestrian indication heads found to be out of alignment shall be properly aligned, in addition all back plates found to be damaged are to be repaired. Missing signs shall be replaced under extraordinary maintenance, cracked or damaged loops sealants shall be resealed. All other equipment found missing or damaged shall be replaced or repaired. Remove any posters, signs, and/or graffiti, etc. from any poles and or regulatory signs at the intersection.  Pedestrian Signals and Push Buttons - The Contractor shall maintain all pedestrian signal heads and push buttons in working order, and the cost incurred shall be included in the unit price for routine preventative maintenance per intersection. The replacement of defective parts will be extraordinary maintenance. New parts shall conform to the current State of California Standard Specifications. Except as noted otherwise, new pedestrian signals shall be Clamshell mounted Type A housings with LED sections by GE Lighting Solution, Model PS7-CFF1-VLA Countdown Pedestrian Module. Pedestrian push button assemblies shall be Polara Bulldog BDL3-G.  Loop Detectors - The Contractor shall verify the condition of the loops in the roadway and take necessary preventative measures to ensure the longevity of the loop. This includes the splicing (or re-splicing) of detector loops and/or replacement of loop sealant. Cutting and installing new loops is considered extra work and will require prior approval by the City before work is commenced. The failure of a loop due to lack of sealant maintenance is not considered extra work and will be repaired at the Contractor's expense. Note any information from responding calls, repairs, tests, or observations in appropriate sections of the Traffic Signal Management ArcGIS Map.
 Video Detectors (Where Present) - The Contractor shall verify that video detection camera lenses are clean and the system operable. The Contractor shall clean and polish all video detection camera lenses once every twelve (12) months, or as directed by the Public Works Director or designee on an individual basis. See Exhibit “D-1” for the cleaning schedule. At that time, all signal heads, mast arm mounted street name signs, and optically programmed signal heads shall be realigned as necessary.

Refer to Exhibit A-1 for the list of intersections with current video detection. Note this list expands throughout the year and additional intersections will be added periodically. The Traffic Signal Management Map does contain the most up to date information of the current type of detection and Docusign Envelope ID: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 Exhibit A-1
Traffic Signal Maintenance
Scope of Services
Exhibit A-1, Page 14 of 26
status. It is the Contractors responsibility to obtain the updated list prior to commencing of annual cleaning. At the intersections with EVP IR-Detectors, the lens will be cleaned at the same time as the camera lens.
 Signs - Traffic signs shall be cleaned and adjusted as routine maintenance. The Contractor shall repair or replace any damaged or missing traffic signs or pedestrian push button plates affixed to any signal mast arm or pole under extraordinary maintenance. Any faded signs in need of replacement shall be reported to the Public Works Director or designee.  Traffic Signal Controller Assembly - The Contractor shall replace, repair, or otherwise render in good working order any defective traffic signal controller assemblies with like make and model assemblies as necessary to ensure the safe operation of said signal equipment. Solid-state equipment shall be maintained according to the manufacturer's specifications.  At completion of Preventative Maintenance Check - Before leaving intersection during any routine or extraordinary maintenance, verify that all detector test switches are in the "normal" position and that the stop time switch is in the "auto" or "normal" position. Record all information complete with (first and last name, time, date, nature of work, etc.) in the cabinet logbook. Immediately correct all safety deficiencies found during routine inspections and schedule nonemergency work with City staff unless preapproved under proactive guidelines. Any call outs or returns related to switches of any device or equipment accidently being left in the off, constant, or non-operable positions will be cause for non-payment of the monthly preventative maintenance and/or call out. In addition to the possible cost of City staff response time.  Communications Maintenance - The Contractor shall include the communication maintenance personnel's qualifications in the bid. The City will notify the Contractor if, in the City's sole opinion, personnel proposed for any communication maintenance are not qualified to work on these systems. Within thirty (30) days after City makes the determination, the Contractor shall hire qualified subcontractor(s) specialized in communication equipment troubleshooting and repair to handle both routine and extraordinary maintenance without any additional compensation from the City.
 Communication Maintenance Equipment - The Contractor shall equip the Communication Maintenance Technician with a laptop/portable computer loaded with Aries, Iteris, and Centracs manufacturer's diagnostic and programming software, a portable video monitor with video input, and other accessory equipment to do both routine maintenance and extraordinary maintenance. The Contractor shall submit a list of equipment that will be used for troubleshooting and maintaining the communications equipment to the City within thirty (30) calendar days after the contract has been awarded.
 Cabinet Record Files - The Contractor shall organize the cabinet record files as directed by the Public Works Director or designee:
 Timing Sheet
 Conflict Monitor Test Results
 Cabinet Test Results
 Routine Maintenance
 Extraordinary Maintenance
Docusign Envelope ID: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 Exhibit A-1
Traffic Signal Maintenance
Scope of Services
Exhibit A-1, Page 15 of 26
 Extraordinary Condition - Items of damaged report not readily repaired. All records must be legibly written or printed.
 Cabinet Print
 Traffic Signal Plan
 Manuals
All record files aforementioned shall be present in the cabinet record files. Any missing files shall be reported to the designated Public Works Director or designee.

Perform routine maintenance of flashing yellow beacons per month where shared with same service pedestal to ensure proper operations and all works necessary to maintain the system functioning properly.

1.27.2. ROUTINE MAINTENANCE OF FLASHING CROSSWALKSONCE A MONTH Inspection and service at each flashing crosswalk once a month, not less than 20 days or more than 40 days apart. The Contractor shall provide the labor, equipment, and material to perform this complete list of services, on a monthly basis:
 Air Filter - Clean or replace the air filter element in all equipment enclosures so equipped at least once every six (6) months and shall note in the monthly report any filter replacement.

Wash or replace all air filter elements in all cabinets so equipped within three (3) months after the execution of this contract, and so note in the monthly report the date the filter elements are cleaned or replaced. Replace the air filters at least once every (6) months.  Equipment Enclosures and A/C Service Cabinet - Remove any posters, signs, and/or graffiti, etc. from the controller and service cabinet exteriors. Check the interior and exterior of the controller and service cabinets for signs of deterioration to the cabinet's surface. Clean the traffic signal cabinets thoroughly on the inside including all components and remove any foreign materials monthly. Clean the A/C service cabinet during October UPS, inventory, and service meter audit.
 Equipment Enclosure Fan and Thermostats -Verify that the controller and exterior cabinet fans operate properly with minimal noise. Verify all cabinet fan thermostats are set to eighty-five (85) degrees Fahrenheit and operational.
 Equipment Enclosure Vents - Check the vents in both the controller cabinet door and above the door, and at the top of the cabinet to ensure that they are free of any foreign material.  Connectors - Check all connectors to ensure they are secure and free of corrosion. Note in monthly routine maintenance log.
 Equipment Enclosure Mounting - Check the snugness of the nuts or bolts utilized to secure.  Equipment Enclosure and A/C Service Foundation Seal - Check all seals associated and used with mounting for sealing the enclosure that there is no deterioration. If standing water or evidence of water is present inside the bottom of the controller cabinet, reseal as necessary, and ensure there is a weep hole at the lowest point to allow any moisture in the cabinet to seep out.

Docusign Envelope ID: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 Exhibit A-1
Traffic Signal Maintenance
Scope of Services
Exhibit A-1, Page 16 of 26
 Flasher Control Operation - Maintain an accurate chronograph and set all real-time clocks to the National Bureau of Standards (WWV) time. When and where necessary, adjust clocks to Daylight Savings Time on following monthly inspection visit.  Detector Operation - Check detector units and systems including, but not limited to pedestrian pushbuttonsforthe correct detection of pedestrians by observing actuation and operation. Note any information from responding calls, repairs, tests, or observations in monthly maintenance and cabinet log, in addition to appropriate sections of the Traffic Signal Management ArcGIS Map.
 Door Gasket - Check all door gaskets on the equipment enclosure, service cabinet, and any other enclosures for evidence of moisture or deterioration. Completely replace any gaskets showing signs of leaking or deterioration with City supply. Notify Public Works Director or designee when stock is low.
 Equipment Displays and Indicators - Verify that all LED, LCDs, and indications (on any controller, load switches, flasher, etc.) are working properly.
 Flash - Verify the operation of the flashers. Verify with a stopwatch that the flash rate is between 50 to 60 pulses per minute and that the "ON/OFF" state for each flash circuit is equal.  Ground Fault Receptacle - Verify the proper operation of "Test" and "Reset" buttons on GFCI type outlets.
 Hinges and Locks - Check for free movement of all doors, latching assemblies, and locks on the equipment enclosures, service cabinet, and any other enclosure. Use a minimum of oil or spray lubricant and remove any excess.
 Insect Infestation - Check for any signs of ants, wasps or other insects within the cabinet and take the necessary steps for extermination.
 Interconnect - Observe communication equipment within the cabinet and notify Public Works Director or designee of any suspected failures.
 Inventory - Once a year all equipment and status information found in the Traffic Signal Management ArcGIS map shall be verified against existing information and updated as needed.

Docusign Envelope ID: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 Exhibit A-1
Traffic Signal Maintenance
Scope of Services
Exhibit A-1, Page 17 of 26
 Maintenance Log - The Maintenance Log shall be updated with a summary of any visit during the routine maintenance that month. Note any information from responding calls, repairs, tests, or observations in appropriate sections of the Traffic Signal Management ArcGIS Map.  Plug-in Components - Check that each plug-in component (detectors, relays, load switches, flashers, etc.) fits tightly and securely in its socket.  Service Connections - Verify that the neutral, ground, and power connections are secure within the enclosure, tighten all connectors, and service cabinet at least once every six (6) months.

Note in monthly routine maintenance log.
 Solar Panel - Where applicable, visually check solar panel for any damage and orientated to south facing aspect. Clean the solar panel during the VDS camera cleaning schedule noted on Exhibit “D-1”. Check batteries via meter during the UPS testing procedure months and note on cabinet logbook and also ArcGIS. See Exhibit “D-1” for the UPS testing schedule.  Terminal Connections - Using the correct size insulated screwdriver, test each terminal screw backing off slightly then retightening to confirm that it is secure at least once every six (6) months, Note in monthly routine maintenance log.
 Vacuum Cabinet - Blow or brush off inside the enclosure, terminal blocks, and components and thoroughly vacuum the interior. Also, blow out or vacuum the vent openings above the door.

Docusign Envelope ID: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 Exhibit A-1
Traffic Signal Maintenance
Scope of Services
Exhibit A-1, Page 18 of 26
 Controller Assembly - The Contractor shall replace, repair, or otherwise render in good working order any defective controller devices with like make and model assemblies as necessary to ensure the safe operation of said signal equipment. Solid-state equipment shall be maintained according to the manufacturer's specifications.  At completion of Preventative Maintenance Check - Before leaving intersection during any routine or extraordinary maintenance, verify that all detector test switches are in the "normal" position. Record all information complete with (name, time, date, nature of work, etc.) in the cabinet logbook. Immediately correct all safety deficiencies found during routine inspections and schedule nonemergency work with City staff unless preapproved under proactive guidelines. Any call outs or returns related to switches of any device or equipment accidently being left in the off, constant, or non-operable positions will be cause for non-payment of the monthly preventative maintenance and/or call out. In addition to the possible cost of City staff response time.
 Cabinet Record Files- The Contractor shall organize the cabinet record files as directed by the Public Works Director or designee:
 Timing Sheet
 Cabinet Test Results
 Routine Maintenance
 Extraordinary Maintenance
 Extraordinary Condition - Items of damaged report not readily repaired. All records must be legibly written or printed.
 Cabinet Print
 Traffic Signal Plan
 Manuals
All record files aforementioned shall be present in the cabinet record files. Any missing files shall be reported to the designated Public Works Director or designee.

1.27.3. ROUTINE MAINTENANCE OF FLASHING BEACON AND SCHOOL FLASHING BEACON SYSTEMSONCE A MONTH Inspection and service at each flashing beacon once a month, not less than 20 days or more than 40 days apart. The Contractor shall provide the labor, equipment, and material to perform this complete list of services, on a monthly basis:
 Air Filter - Clean or replace the air filter element in all equipment enclosures so equipped at least once every six (6) months and shall note in the monthly report any filter replacement.

Docusign Envelope ID: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 Exhibit A-1
Traffic Signal Maintenance
Scope of Services
Exhibit A-1, Page 19 of 26
 Equipment Enclosure Fan and Thermostats - Verify that the controller and exterior cabinet fans operate properly with minimal noise. Verify all cabinet fan thermostats are set to eightyfive (85) degrees Fahrenheit and operational.  Equipment Enclosure Vents - Check the vents in both the controller cabinet door and above the door, and at the top of the cabinet to ensure that they are free of any foreign material.  Connectors - Check all connectors to ensure they are secure and free of corrosion. Note in monthly routine maintenance log.
 Equipment Enclosure Mounting - Check the snugness of the nuts or bolts utilized to secure.  Equipment Enclosure and A/C Service Foundation Seal - Check all seals associated and used with mounting for sealing the enclosure that there is no deterioration. If standing water or evidence of water is present inside the bottom of the controller cabinet, reseal as necessary, and ensure there is a weep hole at the lowest point to allow any moisture in the cabinet to seep out.
 Flasher Control Operation - Maintain an accurate chronograph and set all real-time clocks to the National Bureau of Standards (WWV) time. When and where necessary, adjust clocks to Daylight Savings Time on following monthly inspection visit.  Detector Operation - Check detector units and systems including, but not limited to pedestrian pushbuttonsforthe correct detection of pedestrians by observing actuation and operation. Note any information from responding calls, repairs, tests or observations in monthly maintenance and cabinet log, in addition to appropriate sections of the Traffic Signal Management ArcGIS Map.
 Door Gasket - Check all door gaskets on the equipment enclosure, service cabinet, and any other enclosures for evidence of moisture or deterioration. Completely replace any gaskets showing signs of leaking or deterioration with City supply. Notify Public Works Director or designee when stock is low.
 Equipment Displays and Indicators - Verify that all LED, LCDs, and indications (on any controller, load switches, flasher, etc.) are working properly.
 Flash - Verify the operation of the flashers. Verify with a stopwatch that the flash rate is between 50 to 60 pulses per minute and that the "ON/OFF" state for each flash circuit is equal.  Ground Fault Receptacle - Verify the proper operation of "Test" and "Reset" buttons on GFCI type outlets.
 Hinges and Locks - Check for free movement of all doors, latching assemblies, and locks on the equipment enclosures, service cabinet, and any other enclosure. Use a minimum of oil or spray lubricant and remove any excess.
 Insect Infestation - Check for any signs of ants, wasps or other insects within the cabinet and take the necessary steps for extermination.
 Interconnect - Observe communication equipment within the cabinet and notify Public Works Director or designee of any suspected failures.

Docusign Envelope ID: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 Exhibit A-1
Traffic Signal Maintenance
Scope of Services
Exhibit A-1, Page 20 of 26
 Inventory - Once a year all equipment and status information found in the Traffic Signal Management ArcGIS map shall be verified against existing information and updated as needed.

See Exhibit “D-1” for the schedule.
 Crosswalk Timing - Compare timing against the signed City Engineer timing sheet, check any discrepancies against the intersection log, and notify Public Works Director or designee of any deviations. Update the status of the timing sheet in the appropriate section on the Traffic Signal Management ArcGIS map.
 Intersection Records - Ensure that all intersection "As-Built" plans, enclosure wiring diagrams, necessary equipment operations manuals, controller data timing sheets, and logbook are corrected and inside the enclosure. Contact Public Works Director or designee to obtain any missing items.
 Maintenance Log - The Maintenance Log shall be updated with a summary of any visit during the routine maintenance that month. Note any information from responding calls, repairs, tests, or observations in appropriate sections of the Traffic Signal Management ArcGIS Map.  Plug-in Components - Check that each plug-in component (detectors, relays, load switches, flashers, etc.) fits tightly and securely in its socket.  Service Connections - Verify that the neutral, ground, and power connections are secure within the enclosure, tighten all connectors, and service cabinet at least once every six (6) months.

All service meter pedestals are to be completed during the first UPS testing of each year.  Crosswalk Walk-Around - Walk all the approaches of the crosswalk and visually inspect all poles, mast arms, signal heads, and indications, traffic control signs, pedestrian signals, illuminated street name signs, pull box covers, and any other devices, and verify the correct placement and/or operation. Any inoperable vehicle or pedestrian indications, safety lights, or illuminated sign lamps shall be replaced under extraordinary maintenance; illuminated signs damaged beyond repair shall be reported to the Public Works Director or designee and replaced under extraordinary maintenance. All vehicle and pedestrian indication heads found to be out of alignment shall be properly aligned, in addition all back plates found to be damaged are to be repaired. Missing signs shall be replaced under extraordinary maintenance, cracked or damaged loops sealants shall be resealed. All other equipment found missing or Docusign Envelope ID: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 Exhibit A-1
Traffic Signal Maintenance
Scope of Services
Exhibit A-1, Page 21 of 26
damaged shall be replaced or repaired. Remove any posters, signs, and/or graffiti, etc. from any poles and or regulatory signs at the intersection.
 Pedestrian Signals and Push Buttons - The Contractor shall maintain all pedestrian signal heads and push buttons in working order, and the cost incurred shall be included in the unit price for routine preventative maintenance per intersection. The replacement of defective parts will be extraordinary maintenance. Except as noted otherwise, new pedestrian signals shall be Clamshell mounted Type A housings with LED sections by GE Lighting Solution, Model PS7-CFF1-VLA Countdown Pedestrian Module. Pedestrian push button assemblies shall be Polara Bulldog BDL3-G.  Signs -Traffic signs shall be cleaned and adjusted as routine maintenance. The Contractor shall repair or replace any damaged or missing traffic signs or pedestrian push button plates affixed to any signal mast arm or pole under extraordinary maintenance. Any faded signs in need of replacement shall be reported to the Public Works Director or designee.  Controller Assembly - The Contractor shall replace, repair, or otherwise render in good working order any defective controller devices with like make and model assemblies as necessary to ensure the safe operation of said signal equipment. Solid-state equipment shall be maintained according to the manufacturer's specifications.  At completion of Preventative Maintenance Check - Before leaving intersection during any routine or extraordinary maintenance, verify that all detector test switches are in the "normal" position. Record all information complete with (name, time, date, nature of work, etc.) in the cabinet logbook. Immediately correct all safety deficiencies found during routine inspections and schedule nonemergency work with City staff unless preapproved under proactive guidelines. Any call outs or returns related to switches of any device or equipment accidently being left in the off, constant, or non-operable positions will be cause for non-payment of the monthly preventative maintenance and/or call out. In addition to the possible cost of City staff response time.
 Cabinet Record Files - The Contractor shall organize the cabinet record files as directed by the Public Works Director or designee:
 Timing Sheet
 Cabinet Test Results
 Routine Maintenance
 Extraordinary Maintenance
 Extraordinary Condition - Items of damaged report not readily repaired. All records must be legibly written or printed.
 Cabinet Print
 Manuals
All record files aforementioned shall be present in the cabinet record files. Any missing files shall be reported to the designated Public Works Director or designee.

1.27.4. ROUTINE MAINTENANCE OF FORTEL TRAFFIC CALMING SIGNS  Air Filter - Clean or replace the air filter element in all equipment enclosures so equipped at least once every six (6) months and shall note in the monthly report any filter replacement.

Wash or replace all air filter elements in all cabinets so equipped within three (3) months after Docusign Envelope ID: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 Exhibit A-1
Traffic Signal Maintenance
Scope of Services
Exhibit A-1, Page 22 of 26
the execution of this contract, and so note in the monthly report the date the filter elements are cleaned or replaced. Replace the air filters at least once every (6) months.  Equipment Enclosures - Remove any posters, signs, and/or graffiti, etc. from the enclosures.

Check the interior and exterior of the enclosures for signs of deterioration to the cabinet's surface. Clean the face of the sign and thoroughly on the inside including all components and remove any foreign materials monthly.
 Equipment Enclosure Fan and Thermostats - Verify that any fans operate properly with minimal noise. Verify fan thermostats are set to eighty-five (85) degrees Fahrenheit and operational where applicable.
 Equipment Enclosure Vents - Check the vents are free of any foreign material.  Connectors - Check all connectors to ensure they are secure and free of corrosion. Note in monthly routine maintenance log.
 Equipment Enclosure Mounting - Check the snugness of the nuts or bolts utilized to secure.  Equipment - Enclosure Check all seals associated and used with mounting for sealing the enclosure that there is no deterioration. If standing water or evidence of water is present inside the bottom of the controller cabinet, reseal as necessary, and ensure there is a weep hole at the lowest point to allow any moisture in the cabinet to seep out.  Radar Detector Operation - Verify automobiles are being detected by radar detector. Note any information from responding calls, repairs, tests, or observations in monthly maintenance and cabinet log, in addition to appropriate sections of the Traffic Signal Management ArcGIS Map.  Door Gasket - Check all door gaskets on the equipment enclosure and any other enclosures for evidence of moisture or deterioration. Completely replace any gaskets showing signs of leaking or deterioration with City supply. Notify Public Works Director or designee when stock is low.  Equipment Displays and Indicators - Verify that all LED, LCDs, and indications are working properly.
 Hinges and Locks - Check for free movement of all doors, latching assemblies, and locks on the equipment enclosures, service cabinet, and any other enclosure. Use a minimum of oil or spray lubricant and remove any excess.
 Insect Infestation - Check for any signs of ants, wasps or other insects within the cabinet and take the necessary steps for extermination.
 Inventory - Once a year all equipment and status information found in the Traffic Signal Management ArcGIS map shall be verified against existing information and updated as needed.

Noted on monthly preventative maintenance and test schedule. See Exhibit “D-1” for the schedule.
 Maintenance Log - The Maintenance Log shall be updated with a summary of any visit during the routine maintenance that month. Note any information from responding calls, repairs, tests, or observations in appropriate sections of the Traffic Signal Management ArcGIS Map.  Plug-in Components - Check that each plug-in component fits tightly and securely in its socket.

Docusign Envelope ID: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 Exhibit A-1
Traffic Signal Maintenance
Scope of Services
Exhibit A-1, Page 23 of 26
 Service Connections - Verify that the neutral, ground, and power connections are secure within the enclosure, tighten all connectors, and service cabinet at least once every six (6) months.

Note in monthly routine maintenance log.
 Solar Panel - Visually check solar panel for any damage and orientated to south facing aspect.

Clean the solar panel during the VDS camera cleaning schedule noted on Exhibit “D-1”. Check batteries via meter during the UPS testing procedure months and note on cabinet logbook and also ArcGIS. See Exhibit “D-1” for the UPS testing schedule.  Terminal Connections - Using the correct size insulated screwdriver, test each terminal screw backing off slightly then retightening to confirm that it is secure at least once every six (6) months, Note in monthly routine maintenance log.
 Vacuum Enclosures - Blow or brush off inside the enclosure, terminal blocks, and components and thoroughly vacuum the interior. Also, blow out or vacuum the vent openings above the door.
 Crosswalk Walk-Around - Walk all the approaches of the sign and visually inspect all sign, pole, mast, signal, indications, traffic control signs, and any other devices and verify the correct placement and/or operation. Remove any posters, signs, and/or graffiti, etc. from any poles and or regulatory signs at the location.
 Signs - Traffic signs shall be cleaned and adjusted as routine maintenance. The Contractor shall repair or replace any damaged or missing traffic signs.  Controller Assembly - The Contractor shall replace, repair, or otherwise render in good working order any defective controller devices with like make and model assemblies as necessary to ensure the safe operation of said signal equipment. Equipment shall be maintained according to the manufacturer's specifications.  At completion of Preventative Maintenance Check - Record all information complete with (name, time, date, nature of work, etc.) in the cabinet logbook. Immediately correct all safety deficiencies found during routine inspections and schedule nonemergency work with City staff unless preapproved under proactive guidelines. Any call outs or returns related to switches of any device or equipment accidently being left in the off, constant, or non-operable positions will be cause for non- payment of the monthly preventative maintenance and/or call out. In addition to the possible cost of City staff response time.

1.28. EXTRAORDINARY MAINTENANCE
Furnish and install replacement vehicle and pedestrian signal lamps per City specifications and at the bid price.
 Furnish and install replacement safety lights or ISNS  Cut and install replacement detector loops per City specifications and at the bid price.  Paint signal equipment
 Replace damaged equipment.

Docusign Envelope ID: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 Exhibit A-1
Traffic Signal Maintenance
Scope of Services
Exhibit A-1, Page 24 of 26
Extraordinary maintenance as listed in the Scope of Work includes all the labor equipment and materials necessary to ensure the safe and efficient operation of the City's traffic signal system that goes beyond the normal routine preventative maintenance program established by this Scope of Work.  Lamp Replacement - During any inspection, all broken or deteriorated parts shall be replaced as necessary. The Contractor shall furnish and replace all incandescent or LED signal lamps that have failed or burned-out with new LEDs. An LED signal module shall be manufactured by GE Lighting Solution, Models DR6GCFB-VLA-032, DR6-GCAAN-17A, DR6-YTFB-VLA-032, DR6-YTAAN-17A-YX, DR6RTFB-VLA-032, DR6-RTAAN-17A or an approved equal shall illuminate all new optical units using LED traffic signal lamps. Programmed visibility lamps shall be replaced in kind unless otherwise directed by City.

Replacement of said vehicle signal lamps shall be considered extraordinary maintenance work as defined in this Scope of Work unless a said failure occurs within the initial warranty period of the signal lamp. All new LEDs shall be approved by the City. The Contractor shall indicate the date the signal lamp was installed on every signal lamp replaced and installed by the Contractor.

1.29.ADDITIONALWORKNOT LISTED ABOVE
At times, it will be necessary for the Contractor to perform additional work above and beyond the routine and extraordinary work listed in the Scope of Work. Contractor must be available to perform this type of work on an as needed basis. The Contractor shall supply not to exceed cost estimates for work to be done in these cases. Such cost estimates shall be provided for budgeting purposes only. Billing for such additional work shall reflect the labor rates, actual hours worked, and materials supplied. The Contractor's invoice for additional work shall indicate:
 Work order number, the person giving authorization and date of work  Contractor's invoiced material (maximum mark up: 15%)  Contractor'slabor charge
 Contractor's equipment charge
 Brief description of work completed and location of work.

The City will compensate the Contractor forsuch additional work based on the verified invoice cost of materials, equipment, and labor plus markup.

The Contractor shall be available to assist with inspection of new installations when requested by the City on a per hour basis paid at the rate of a Traffic Signal Maintenance Technician.  Inductive Circular Loop Replacement - Upon receiving a request from the City, the Contractor must immediately schedule the work and complete the work within 10 working days.

Install Type E and Type D circular detector loops per the following specifications:

Detector loopsshall conform to the 2018 Caltrans Provisionsin Section 87-1-1.03V “Detectors", of the Standard Specifications and this Scope of Work.

Loops shall be installed on the same day in which the loop slots are cut. This shall include the placement of the loop conductors and slot sealant. Loop detector lead-in cable shall be Type 8.

Detector loop locations shall be approved by the City, in the field before installation.

In testing a vacant loop, any drift that exceeds an average of more than 1 Hertz/minute shall be cause for rejection.

Docusign Envelope ID: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 Exhibit A-1
Traffic Signal Maintenance
Scope of Services
Exhibit A-1, Page 25 of 26
Type E and D detector loops (circular), per the 2018 Caltrans Standard Plan ES-5A shall be six (6) feet in diameter.

The sides of the slot shall be vertical and the minimum radius of the slot entering and leaving the circular part of the loop shall be three (3) inches. Loop wire for circular loops shall be Type 2.

Slot sealant shall be Hot-Melt Rubberized Asphalt Sealant and conform to the provision in Section 86-

1.02W4 of the 2018 Caltrans Standard Specifications and as directed by the designated City representative in the field.

Additional work includes items of work not listed above in Routine Maintenance or Extraordinary Maintenance and shall include items such as, but not limited to, the following:
 Furnish and install replacement signal poles and/or mast arms  Furnish and install replacement signal heads
 Furnish and install replacement cabinet assemblies
 Furnish and install replacementsignal interconnect cables  Furnish and install replacementsignal controller assemblies  Emergency call-out response
 Furnish and install other signal equipment as requested by the Traffic Engineer or Public Works Director or designee.

1.30.WORK AUTHORIZATION
Additional work, except for emergency repairs as provided for in this "Scope of Work", shall require prior written authorization from the Public Works Director or designee. In situations requiring an immediate response, verbal authorization from the Public Works Director or designee is sufficient followed by written authorization.

1.31.PAYMENT FORADDITIONALWORK
Upon receipt of an itemized invoice within thirty (30) days of completion of work, the City shall compensate the Contractor for additional work including labor, material, equipment, and markup as identified in Section 3-3 Extra Work (sheet GP-5). In the event a negotiated price cannot be reached, the City of Glendora reserves the right to repair and/or solicit quotations or invite bids and award work to any Contractor to perform such additional work.

1.32.ADVANCED LICENSE PLATE READER (ALPR) AND PUBLIC SAFETY VIDEO NETWORKING (PSVN) Provide services in response to emergencies and upon request to the City of Glendora and San Bernardino County Sheriff’s Department to assist with troubleshooting, installing, and/or removing cameras and communication infrastructure attached to traffic signal equipment.

1.33. PATENTS
The Contractor shall assume all responsibilities arising from the use of patented materials, equipment, devices, or processes used on or incorporated in the work.

1.34. Administrative Elements

1. The Contractor shall make available at least one (1) full-time traffic signal maintenance technician to work in the City on an as-needed basis. These technicians shall have certification of Traffic Signals Level
Docusign Envelope ID: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 Exhibit A-1
Traffic Signal Maintenance
Scope of Services
Exhibit A-1, Page 26 of 26
III or higher as a Traffic Signal Maintenance Technician from the International Municipal Signal Association (IMSA) and National Electrical Contractors (NEC) certification. Skilled laborers can make hardware repairs under the direct supervision of the technician. The City reserves the right at all times to concur with the Contractor's assignment of personnel to the City. If appropriate, the Contractor shall replace any personnel assigned to the City whose performance or behavior is considered unacceptable by the City or the standards established per the specifications. The Contractor shall have adequate personnel and facilities to perform an inspection of new equipment. When requested by the City, the Contractor may be required to assist in the field inspection of new installations and provide written “punch list” reports upon request. Prior to the commencement of the contract, the Contractor shall provide a list of employees potentially working on the City's signals, indicating their level of certifications and job classifications. The Contractor shall update employee lists annually or as personnel change. IMSA and NEC certifications by employees shall be held in good standing and shall be maintained current throughout the entire duration of the contract.

2. The Contractor shall provide all necessary personnel, instruments, equipment, and materials to perform the described services.

Docusign Envelope ID: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 EXHIBIT C - 1
Consultant's Billing Rates
Consultant: Yunex LLC
Award Date: May 27, 2025
Project: Traffic Signal and Safety Lighting Maintenance Subject: Pricing for FY 2025/26
Section I - Routine Maintenance
Item No. Description Quantity Unit Unit Price
per Month Subtotal
1 Traffic Signal 52 EA $108.56 $5,645.12
2 Flashing Crosswalk 0 EA $69.77 $0.00
3 Signalized Crosswalk 0 EA $72.97 $0.00
4 Flashing School Beacons 0 EA $59.95 $0.00
5 Flashing Beacons 0 EA $59.95 $0.00
6 Radar Speed Limit Signs 0 EA $59.95 $0.00
7 Fiber Hubs 0 EA $82.65 $0.00
8 Safety Lights 208 EA $1.10 $228.80
9 Internally Illuminated Street Name Signs 0 EA $1.10 $0.00 10 Reflectorized Street Name Signs 208 EA $1.10 $228.80 Total - Monthly Routine Maintenance $6,102.72
Exhibit C-1, Page 1 4/29/2025, 9:15 AM
Docusign Envelope ID: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 EXHIBIT C - 1
Consultant's Billing Rates
Consultant: Yunex LLC
Award Date: May 27, 2025
Project: Traffic Signal and Safety Lighting Maintenance Subject: Pricing for FY 2025/26
Section II - Extraordinary Maintenance Labor
Item No. Title Quantity Unit Regular Overtime
11 Superintendent 1 HR $102.25 $126.34
12 Engineering Technician 1 HR $175.35 $225.18
13 Laboratory Technician 1 HR $165.66 $209.90
14 Traffic Signal Senior Field Technician Level III (Lead) - IMSA Certification 1 HR $165.66 $209.90
15 Traffic Signal Senior Bench Technician Level III - IMSA Certification 1 HR $165.66 $209.90
16 Fiber Optics for ITS, Traffic, and Communication
Systems Technician Level I - IMSA Certification Utility Technician - Lead
1 HR $175.35 $225.18
17 Traffic Signal Construction Technician Level II - IMSA Certification 1 HR $165.66 $209.90
18 Traffic Signal Field Technician Level II - IMSA
Certification 1 HR $165.66 $209.90
19 Traffic Signal Technician Level I - IMSA Certification 1 HR $138.96 $169.09 20 Roadway Lighting Technician Level I - IMSA
Certification 1 HR $102.25 $126.34
21 Construction Laborer 1 HR $123.47 $172.43
22 Traffic Signal Senior Field Technician Level III (Lead) - IMSA Certification (master system communication
experience/certification) (Day Rate - 8 Hours)
8 HR $1,402.81 $1,808.40
23 Traffic Signal Field Technician Level II - IMSA
Certification 8 HR $1,323.24 $1,679.23
Exhibit C-1, Page 2 4/29/2025, 9:15 AM
Docusign Envelope ID: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 EXHIBIT C - 1
Consultant's Billing Rates
Consultant: Yunex LLC
Award Date: May 27, 2025
Project: Traffic Signal and Safety Lighting Maintenance Subject: Pricing for FY 2025/26
Section III - Extraordinary Maintenance Labor and Materials 24 Install 6x6 traffic loop (4 or less) 1 EA $768.73 $768.73 25 Install 6x6 traffic loop (more than 4) 1 EA $670.53 $670.53 26 Install bike loop 6x6 1 EA $774.98 $774.98
27 Install 6' diameter circular loop (4 or less) 1 EA $768.73 $768.73 28 Install 6' diameter circular loop (more than 4) 1 EA $670.53 $670.53 29 Swap out video Detection Camera (City to provide
replacement camera) 1 EA $294.60 $294.60
30 Swap out Video Detection Camera (Contractor to
provide City specified Iteris RG4) 1 EA $2,490.62 $2,490.62 31 Furnish and Install No. 3 1/3 pullbox 1 EA $1,160.84 $1,160.84 32 Furnish and install No. 5 pullbox 1 EA $1,941.82 $1,941.82 33 Furnish and install No. 6 pullbox 1 EA $2,004.63 $2,004.63 34 Install City furnished pedestrian signal head 1 EA $196.40 $196.40 35 Furnish and install City specified pedestrian signal head 1 EA $1,002.23 $1,002.23
36 Install City furnished ADA push button 1 EA $49.10 $49.10 37 Furnish and install City specified ADA push button 1 EA $303.11 $303.11 38 Install City furnished NEMA conflict monitor 1 EA $294.60 $294.60 39 Install City furnished Traffic Signal Cabinet 1 EA $3,142.36 $3,142.36 40 Conduct Traffic Signal Cabinet operational test 1 EA $1,178.39 $1,178.39 41 Conduct Safety Light and ISNS night survey 1 EA $1,219.24 $1,219.24 42 Install City furnished regulatory sign on signal mast arm
1 EA $196.40 $196.40
Exhibit C-1, Page 3 4/29/2025, 9:15 AM
Docusign Envelope ID: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 EXHIBIT C - 1
Consultant's Billing Rates
Consultant: Yunex LLC
Award Date: May 27, 2025
Project: Traffic Signal and Safety Lighting Maintenance Subject: Pricing for FY 2025/26
Section III - Extraordinary Maintenance Labor and Materials (Continued) 43 Replace Type 1-A (10') pole 1 EA $1,224.91 $1,224.91 44 Adjust alignment of signal head on pole 1 EA $98.20 $98.20 45 Adjust alignment of signal head on mast arm 1 EA $147.30 $147.30 46 Replace incandescent or LED Type Signal Indication
with City furnished LED Indication 1 EA $98.20 $98.20
47 Replace incandescent or LED Type Signal with
contractor supplied red, green or amber LED (City 1 EA $135.74 $135.74 48 Replace ISNS panel with City furnished ISNS panel 1 EA $196.40 $196.40 49 Install City furnished ISNS 1 EA $589.19 $589.19
50 Furnish and install City specified 6' ISNS 1 EA $3,598.55 $3,598.55 51 Furnish and install City specified 8' ISNS 1 EA $4,401.83 $4,401.83 52 Install City furnished LED retrofit for ISNS 1 EA $196.40 $196.40 53 Furnish and install City specified LED retrofit for ISNS 1 EA $792.01 $792.01 54 Measure, order and install ISNS davit arm 1 EA $4,754.09 $4,754.09 55 Install City supplied ISNS davit arm and hang existing sign
1 EA $1,080.19 $1,080.19
56 Install and tune City provided ITERIS Video detection system for 8 phase intersection 1 EA $6,284.73 $6,284.73 Exhibit C-1, Page 4 4/29/2025, 9:15 AM
Docusign Envelope ID: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 EXHIBIT C - 1
Consultant's Billing Rates
Consultant: Yunex LLC
Award Date: May 27, 2025
Project: Traffic Signal and Safety Lighting Maintenance Subject: Pricing for FY 2025/26
Section IV - Equipment
57 Pick-up Truck 1 Trip $42.00 $42.00
58 30' Boom/Service Truck 1 Trip $60.00 $60.00
59 50' Height Boom Truck 1 Trip $350.00 $350.00
60 Crane Truck 1 Trip $325.00 $325.00
61 Water Truck 1 Trip $60.00 $60.00
62 Dump Truck 1 Trip $60.00 $60.00
63 Concrete Saw 1 Trip $15.00 $15.00
64 Complete Paint Rig 1 Trip $165.00 $165.00
65 Jackhammer/Compressor 1 Trip $15.00 $15.00
66 Trencher 1 Trip $350.00 $350.00
67 Vacuum Truck 1 Trip $60.00 $60.00
68 Backhoe 1 Trip $4,250.00 $4,250.00
Exhibit C-1, Page 5 4/29/2025, 9:15 AM
Docusign Envelope ID: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 Exhibit E
City of Glendora
UPS Bi-Annual Test and Monthly PM
procedures
Exhibit F, Page 1 of 2
Quarterly (April/October) Test procedure
 Load test batteries. Repair any connectors before proceeding, note any other discrepancies, (i.e. low battery levels or need of replacement).  Verify and compare handwritten date on the battery to ArcGIS, make corrections in associated map fields as needed.
 All battery manufacturers for “Clary” style batteries state to grab each plug at the connectors and pull apart, (do not yank by the wire). o Don’t spray the connectors with any aerosol cleansers, etc, (the plastic freezes and becomes brittle, then falls apart).  Identify how UPS/BBS is programmed to understand what to expect when power is cut and to be able to determine if timer functions are working properly.
o Reference hand out provided at the time of test.
 Cut power to Traffic Signal cabinet at AC service pedestal’s Signal Breaker. o Note observations in ArcGIS.
 Verify and update ArcGIS map fields for all equipment and operational status as needed. Verify the serial number of the inverter during October Testing. o Reference hand out provided at the time of test.

AC service pedestal - Only in October
 Clean per Exhibit A-1, Section 1.27, Routine Maintenance. (“The Contractor shall clean the traffic signal cabinets and a/c service cabinet thoroughly on the inside, including all components and any foreign materials”.)  If anything is broken, (latches/viewing windows/etc), Contractor shall notify the City.
 If a lock is missing, Contractor shall contact the City immediately for a replacement.
 Verify AC Service meter number matches the service meter number in the ArcGIS AC Service layer of the Traffic Signals Management map. Contact the City with any discrepancies.

During Monthly Routine Maintenance
 Check per Exhibit A-1, Section 1.27, Routine Maintenance (“During routine maintenance check uninterrupted power supply UPS to ensure the system is on and operational”.)
Docusign Envelope ID: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 Exhibit E
City of Glendora
UPS Bi-Annual Test and Monthly PM
procedures
Exhibit F, Page 2 of 2
 Note: If any of the batteries are disconnected on a UPS system, the location will blackout in the event utility power is lost.
 Vacuuming
o Reference handout
 Turning the units back on, after testing, and also after PM’s.

Docusign Envelope ID: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 Certificate Of Completion
Envelope Id: 86B63C7A-D56A-4EEC-9F9D-E70A427B19C6 Status: Sent Subject: Complete with Docusign: Agreement – Yunex (Traffic Signal Maintenance) 06.24.2025.docx, 1. Exhi...

Source Envelope:

Document Pages: 61 Signatures: 4 Envelope Originator:

Certificate Pages: 6 Initials: 2 Desiree Valdivia
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
116 E Foothill Blvd
Glendora, CA 91741
[email protected]
IP Address: 173.196.201.130
Record Tracking
Status: Original
5/23/2025 3:32:49 PM
Holder: Desiree Valdivia
[email protected]
Location: DocuSign
Signer Events Signature Timestamp
Manuel Guio
[email protected]
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 136.226.214.91
Sent: 5/23/2025 3:38:34 PM
Viewed: 5/27/2025 11:32:41 AM
Signed: 5/27/2025 11:33:54 AM
Electronic Record and Signature Disclosure:

Accepted: 5/27/2025 11:32:41 AM
ID: 3d84ba90-fca2-4157-979f-610ef9f755a8
Michael Hutchens
[email protected]
Operations Manager
Security Level: Email, Account Authentication
(None) Signature Adoption: Pre-selected Style
Using IP Address: 170.85.54.114
Sent: 5/23/2025 3:38:35 PM
Viewed: 5/25/2025 10:28:27 AM
Signed: 5/25/2025 10:29:07 AM
Electronic Record and Signature Disclosure:

Accepted: 5/25/2025 10:28:27 AM
ID: 339ae521-5007-4be3-9233-bcc058080dc9
Danny Aleshire
[email protected]
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 13.88.155.124
Sent: 5/27/2025 11:33:56 AM
Viewed: 5/27/2025 11:38:56 AM
Signed: 5/27/2025 11:50:26 AM
Electronic Record and Signature Disclosure:

Accepted: 2/9/2023 10:45:54 AM
ID: 8f7b67a5-3822-4218-9d26-bc44a71d606a
Kyle Johnson
[email protected]
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 173.196.201.130
Signed using mobile
Sent: 5/27/2025 11:33:57 AM
Viewed: 5/27/2025 7:40:57 PM
Signed: 5/27/2025 7:43:30 PM
Electronic Record and Signature Disclosure:

Accepted: 10/19/2021 1:19:54 PM
ID: 73b3fefc-a9d4-4105-90e2-ec245dc0baa8
Signer Events Signature Timestamp
Adam Raymond
[email protected]
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:

Accepted: 5/27/2025 7:41:00 PM
ID: 63146643-e278-48a2-a8f5-0ecbeb7d90bb
Kathleen Sessman
[email protected]
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:

Not Offered via Docusign
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Desiree Valdivia
[email protected]
Office Coordinator
City of Glendora
Security Level: Email, Account Authentication
(None)
Sent: 5/27/2025 7:43:33 PM
Electronic Record and Signature Disclosure:

Not Offered via Docusign
Carbon Copy Events Status Timestamp
Paul Fisher
[email protected]
Security Level: Email, Account Authentication
(None)
Sent: 5/27/2025 7:43:33 PM
Viewed: 5/28/2025 9:08:15 AM
Electronic Record and Signature Disclosure:

Not Offered via Docusign
City Clerk Group
[email protected]
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:

Accepted: 9/4/2024 3:57:54 PM
ID: 6ea22ffc-99de-417d-bf71-78ee2cda07e1
Paul Fisher
[email protected]
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:

Not Offered via Docusign
Witness Events Signature Timestamp
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 5/23/2025 3:38:35 PM
Envelope Updated Security Checked 5/28/2025 9:33:54 AM
Payment Events Status Timestamps
Electronic Record and Signature Disclosure

ELECTRONIC RECORD AND SIGNATURE DISCLOSURE
From time to time, City of Glendora (we, us or Company) may be required by law to provide to you certain written notices or disclosures. Described below are the terms and conditions for providing to you such notices and disclosures electronically through the DocuSign system.

Please read the information below carefully and thoroughly, and if you can access this information electronically to your satisfaction and agree to this Electronic Record and Signature Disclosure (ERSD), please confirm your agreement by selecting the check-box next to ‘I agree to use electronic records and signatures’ before clicking ‘CONTINUE’ within the DocuSign system.

Getting paper copies
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All notices and disclosures will be sent to you electronically Electronic Record and Signature Disclosure created on: 1/22/2021 8:08:06 AM Parties agreed to: Manuel Guio, Michael Hutchens, Danny Aleshire, Kyle Johnson, Adam Raymond, City Clerk Group Unless you tell us otherwise in accordance with the procedures described herein, we will provide electronically to you through the DocuSign system all required notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you during the course of our relationship with you. To reduce the chance of you inadvertently not receiving any notice or disclosure, we prefer to provide all of the required notices and disclosures to you by the same method and to the same address that you have given us. Thus, you can receive all the disclosures and notices electronically or in paper format through the paper mail delivery system. If you do not agree with this process, please let us know as described below. Please also see the paragraph immediately above that describes the consequences of your electing not to receive delivery of the notices and disclosures electronically from us.

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REQUEST FOR PROPOSAL (“RFP”) #24/25-002
FOR

TRAFFIC SIGNAL MAINTENANCE
City of Rancho Cucamonga
Procurement Division
10500 Civic Center Drive
Rancho Cucamonga, California 91730
The City of Rancho Cucamonga
Request for Proposal (“RFP”) #24/25-002
for
Traffic Signal Maintenance
__________________________________________________________________________________________________ __________________________________________________________________________________________________

Page 2 of 55 ends

Table of Contents

1. OVERVIEW ............................................................................................................................................ 6

1.1. GENERAL BACKGROUND ............................................................................................................................. 6

1.2. PROPOSAL DELIVERY AND SCHEDULE OF EVENTS ............................................................................................. 6

1.3. DISCREPANCIES OR OMISSIONS .................................................................................................................... 6

1.4. CONTINGENCIES ........................................................................................................................................ 7

1.5. QUESTIONS AND CLARIFICATIONS ................................................................................................................. 7

1.6. DISPOSITION OF MATERIAL AND CONFIDENTIAL OR PROPRIETARY INFORMATION ................................................. 7

1.7. BRAND NAMES ......................................................................................................................................... 7

1.8. KNOWLEDGE OF REQUIREMENTS .................................................................................................................. 8

1.9. RESERVATION OF RIGHTS ............................................................................................................................ 8

1.10. CALIFORNIA'S PUBLIC RECORDS ACT ............................................................................................................. 9

2. MINIMUM REQUIREMENTS ................................................................................................................. 9

2.1. BUSINESS LICENSE...................................................................................................................................... 9

2.2. PREVAILING WAGES................................................................................................................................... 9

2.3. REPRESENTATIVES.................................................................................................................................... 10

2.4. EMPLOYEE CONDUCT................................................................................................................................ 11

3. RFP RESPONSE FORMAT AND SUBMISSION REQUIREMENTS........................................................... 11

3.1. COVER LETTER / INTRODUCTION ................................................................................................................ 12

3.2. TABLE OF CONTENTS................................................................................................................................ 12

3.3. EXECUTIVE SUMMARY .............................................................................................................................. 12

3.4. EXPERIENCE ............................................................................................................................................ 12

3.5. THIRD-PARTY / SUBCONTRACTORS ............................................................................................................. 12

3.6. STAFF BIOGRAPHIES ................................................................................................................................. 13

3.7. PROPOSAL RESPONSE ............................................................................................................................... 13

3.8. EXHIBITS A THROUGH H............................................................................................................................ 13

3.9. NON-DISCLOSURE CONFLICT OF INTEREST .................................................................................................... 13

3.10. PROFESSIONAL SERVICE AGREEMENT .......................................................................................................... 13

3.11. ACKNOWLEDGEMENT OF INSURANCE .......................................................................................................... 14 The City of Rancho Cucamonga
Request for Proposal (“RFP”) #24/25-002
for
Traffic Signal Maintenance
__________________________________________________________________________________________________ __________________________________________________________________________________________________

Page 3 of 55 ends

3.12. ADDENDUM ACKNOWLEDGEMENT.............................................................................................................. 14

3.13. DEBARMENT AND SUSPENSION .................................................................................................................. 14

3.14. PARTICIPATION CLAUSE ............................................................................................................................ 14

3.15. SIGNATURE OF AUTHORITY........................................................................................................................ 15

3.16. COMPANY REFERENCES............................................................................................................................. 15

3.17. LINE ITEM PRICING................................................................................................................................... 15

4. SCOPE OF SERVICES............................................................................................................................. 15

4.1. CONTRACT PROVISIONS ............................................................................................................................ 16

4.1.1. CONTRACT TERM..................................................................................................................................... 16

4.1.2. RENEWAL OF CONTRACT ........................................................................................................................... 16

4.2. RFP REQUIRED SUBMITTALS ..................................................................................................................... 16

4.3. TRAFFIC SIGNAL INFRASTRUCTURE LOCATIONS.............................................................................................. 16

4.4. SUPERVISION AND STAFF........................................................................................................................... 16

4.5. WORK ATTIRE......................................................................................................................................... 17

4.6. WORKING HOURS.................................................................................................................................... 17

4.7. COMMUNICATION ................................................................................................................................... 17

4.8. ONLINE GIS DATABASES........................................................................................................................... 17

4.9. TRAINING............................................................................................................................................... 18

4.10. CONTRACTOR REQUIREMENTS ................................................................................................................... 18

4.11. EQUIPMENT............................................................................................................................................ 18

4.11.1. EQUIPMENT ADDITIONS AND DELETIONS TO THE SYSTEM ........................................................................... 19

4.12. REQUEST FOR SERVICE OUTSIDE OF NORMAL HOURS..................................................................................... 19

4.13. RESPONSE CRITERIA FOR EMERGENCY AND ROUTINE SERVICES ........................................................................ 20

4.14. NOTIFICATION......................................................................................................................................... 21

4.15. RECORDS................................................................................................................................................ 21

4.16. MONTHLY MAINTENANCE REPORT ............................................................................................................. 21

4.17. CONTRACT INVOICES ................................................................................................................................ 22

4.18. SALVAGED OR DAMAGED EQUIPMENT OWNERSHIP....................................................................................... 23

4.19. TRAFFIC SIGNAL TURN-ON AND TURN-OFF.................................................................................................. 23 The City of Rancho Cucamonga
Request for Proposal (“RFP”) #24/25-002
for
Traffic Signal Maintenance
__________________________________________________________________________________________________ __________________________________________________________________________________________________

Page 4 of 55 ends

4.20. WARRANT SERVICE .................................................................................................................................. 23

4.21. TRAFFIC CONTROL.................................................................................................................................... 24

4.22. EQUIPMENT AND MATERIALS .................................................................................................................... 25

4.23. DAMAGE................................................................................................................................................ 25

4.24. SOUND AND NOISE CONTROL .................................................................................................................... 25

4.25. NIGHT INSPECTIONS ................................................................................................................................. 25

4.26. MEETINGS .............................................................................................................................................. 26

4.27. ESTIMATE OF QUANTITIES ......................................................................................................................... 26

4.28. ROUTINE MAINTENANCE........................................................................................................................... 26

4.28.1. ROUTINE MAINTENANCE OF ALL TRAFFIC SIGNALS AND SIGNALIZED CROSSWALKS ONCE A MONTH............... 27

4.28.2. ROUTINE MAINTENANCE OF FLASHING CROSSWALKS ONCE A MONTH...................................................... 32

4.28.3. ROUTINE MAINTENANCE OF FLASHING BEACON AND SCHOOL FLASHING BEACON SYSTEMS ONCE A MONTH .. 36

4.28.4. ROUTINE MAINTENANCE OF FORTEL TRAFFIC CALMING SIGNS ................................................................. 39

4.29. EXTRAORDINARY MAINTENANCE............................................................................................................ 41

4.30. ADDITIONAL WORK NOT LISTED ABOVE .................................................................................................. 42

4.31. WORK AUTHORIZATION........................................................................................................................ 43

4.32. PAYMENT FOR ADDITIONAL WORK......................................................................................................... 43

4.33. ADVANCED LICENSE PLATE READER (ALPR) AND PUBLIC SAFETY VIDEO NETWORKING (PSVN)....................... 44

4.34. PATENTS ............................................................................................................................................ 44

4.35. ADMINISTRATIVE ELEMENTS ...................................................................................................................... 44

5. EVALUATION AND VENDOR SELECTION PROCESS ................................................................................ 45

5.1. INITIAL SCREENING................................................................................................................................... 45

5.2. EVALUATION ACTIVITIES ........................................................................................................................... 45

5.3. COST EVALUATION................................................................................................................................... 45

5.4. REFERENCE CHECKS.................................................................................................................................. 45

5.5. DEMONSTRATIONS/ INTERVIEWS ............................................................................................................... 46

5.6. BEST AND FINAL OFFER............................................................................................................................. 46

5.7. VENDOR SELECTION ................................................................................................................................. 46

5.8. LETTER OF INTENT TO AWARD.................................................................................................................... 46 The City of Rancho Cucamonga
Request for Proposal (“RFP”) #24/25-002
for
Traffic Signal Maintenance
__________________________________________________________________________________________________ __________________________________________________________________________________________________

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“EXHIBIT A, CITY OF RANCHO CUCAMONGA CONFLICT OF INTEREST/NON-DISCLOSURE STATEMENT” ........ 47 “EXHIBIT B, PROFESSIONAL SERVICES AGREEMENT EXCEPTIONS SUMMARY”............................................. 48 “EXHIBIT C, ACKNOWLEDGMENT OF INSURANCE REQUIREMENTS AND CERTIFICATION OF ABILITY TO PROVIDE AND MAINTAIN COVERAGES SPECIFIED”.................................................................................... 49 “EXHIBIT D, ADDENDUM ACKNOWLEDGEMENT” ....................................................................................... 50 “EXHIBIT E, DEBARMENT and SUSPENSION CERTIFICATION FORM” ............................................................ 51 “EXHIBIT F, PARTICIPATION CLAUSE” ......................................................................................................... 52 “EXHIBIT G, SIGNATURE OF AUTHORITY” ................................................................................................... 53 “EXHIBIT H” REFERENCES WORKSHEET ...................................................................................................... 54 The City of Rancho Cucamonga
Request for Proposal (“RFP”) #24/25-002
for
Traffic Signal Maintenance
__________________________________________________________________________________________________ __________________________________________________________________________________________________

Page 6 of 55 ends

1. OVERVIEW

1.1. GENERAL BACKGROUND
The City of Rancho Cucamonga (hereinafter “City”) is inviting qualified Vendors(hereinafter “Vendor”) to submit a proposal response for Request for Proposals (“RFP”) #24/25-002 for Traffic Signal Maintenance in accordance with the minimum Scope of Services and Specifications indicated herein.

Vendors wishing to participate in the RFP solicitation must be registered as a Consultant on Planet Bids through the City website at https://www.cityofrc.us/your-government/procurement. Only those responses received from registered Vendors will be accepted. Responses must be submitted by the named Consultant that has downloaded the RFP, this information is indicated in the bid system and provides the ability to tabulate the responses in accordance with the named Vendors. Submitting a response under a Consultant name that does not appear to be on the Prospective Bidders list will be deemed as non-responsive and disqualify said response from further consideration.

1.2. PROPOSAL DELIVERY AND SCHEDULE OF EVENTS
Complete RFP responses must be received electronically via Planet Bids prior to the due date and time specified in the below Schedule of Events. Please note, there will be no paper responses accepted. The City shall not be responsible for any delays by transmission errors.

Schedule of Events
Event Description Date & Time
Post RFP 02/21/2024
Questions Due 03/05/2024, by 9:00 am
Addendum Issued 03/14/2024
RFP Response Due Date 03/27/2024, by 9:00 am
(The City reservesthe right to change schedule of events without prior notice or responsibility to Vendor.)

1.3. DISCREPANCIES OR OMISSIONS
Vendors finding discrepancies or omissions in the RFP or having any doubts as to the meaning or intent of any part thereof shall submit such questions or concerns in writing electronically via Planet Bids. The City bears no responsibility for oral instructions or representations. Addenda to this RFP shall be considered a part of this RFP and shall become part of any final Contract that may be derived from this RFP.

The City of Rancho Cucamonga
Request for Proposal (“RFP”) #24/25-002
for
Traffic Signal Maintenance
__________________________________________________________________________________________________ __________________________________________________________________________________________________

Page 7 of 55 ends

1.4. CONTINGENCIES
This RFP should not be considered as a contract to purchase goods or services but is a Request for Proposal in accordance with the terms and conditions herein and will not necessarily give rise to a Contract. However, RFP responses should be as detailed and complete as possible to facilitate the formation of a contract based on the RFP response(s) that are pursued should the City decide to do so.

Completion of this RFP form and its associated appendices are a requirement. Failure to do so may disqualify your RFP response submittal. Vendors must submit signed RFP responses by the due date and time as specified herein. Vendors will be considered non-responsive if the above requirements are not submitted as requested.

Any scope of services, contingencies, special instruction and/or terms and conditions applicable to this RFP and any purchase order derived thereafter shall be effective as of the issue date of a purchase order for the requested work (the “Effective Date”), and shall remain in full force and effect until sixty (60) days after the City has accepted the work in writing and has made final payment, unless sooner terminated by written agreement signed by both parties.

1.5. QUESTIONS AND CLARIFICATIONS
All questions or clarification requests must be submitted directly through the City’s bid system no later than the due date and time indicated in the above Schedule of Events. Answers and/or clarifications will be provided in the form of an Addendum and will be posted for download from the City ’s bid system in accordance with the above “Schedule of Events”.

From the issuance date of this RFP until a Vendor is awarded, Vendors are not permitted to communicate with any City staff or officials regarding this procurement, other than during interviews, demonstrations, and/or site visits, except at the direction of Ruth Cain, CPPB, Procurement Manager, the designated representative of the City of Rancho Cucamonga.

1.6. DISPOSITION OF MATERIAL AND CONFIDENTIAL OR PROPRIETARY INFORMATION All materials submitted in response to this RFP solicitation will become the property of the City and will be returned only at the City ’s option and at the expense of the Vendor submitting the RFP response. A copy of the RFP response will be retained for official files and become a public record. Any material that a Vendor considers as confidential but does not meet the disclosure exemption requirements of the California Public Records Act may be made available to the public regardless of a notation or markings of confidentiality or otherwise.

1.7. BRAND NAMES
Any reference to brand names and/or numbers in the solicitation is intended to be descriptive, but not restrictive, unless otherwise specified. RFP responses offering equivalent items meeting the standards of quality specified may be considered, unless other specified, providing the RFP response clearly describes the article The City of Rancho Cucamonga
Request for Proposal (“RFP”) #24/25-002
for
Traffic Signal Maintenance
__________________________________________________________________________________________________ __________________________________________________________________________________________________

Page 8 of 55 ends

offered and how it differs from the referenced brand. Unless a Vendor specifies otherwise, it is understood that the Vendor is offering a referenced brand item as specified in the solicitation. The City reserves the right to determine whether a substitute offer is equivalent to and meets the standards of quality indicated by the brand name references, and the City may require the supply of additional descriptive material and a sample.

1.8. KNOWLEDGE OF REQUIREMENTS
The Vendor shall carefully review all documents referenced and made a part of the solicitation document to ensure that all information required to properly respond has been submitted or made available and all requirements are priced in the RFP response. Failure to examine any documents, drawings, specifications, or instructions will be at the Vendor’s sole risk.

Vendors shall be responsible for knowledge of all items and conditions contained in their RFP responses and in this RFP, including any City issued clarifications, modifications, amendments, or addenda. The City will provide notice of any changes and clarifications to perspective Vendors by way of addenda to Planet Bids; however, it is the Vendor’s responsibility to ascertain that the RFP response includes all addenda issued prior to the RFP due date.

1.9. RESERVATION OF RIGHTS
The issuance of this RFP does not constitute an agreement by the City that any contract will be entered by the City. The City expressly reserves the right at any time to:
• Waive or correct any defect or informality in any response, RFP, or RFP procedure. • Reject any or all RFPs.
• Reissue a Request for RFPs.
• Prior to submission deadline for RFPs, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this RFP, or the requirements for contents or format of the RFPs. • The City recognizesthat price is only one of several criteria to be used in judging a product or service, and the City is not legally bound to accept the lowest RFP response. • The City reserves the right to conduct pre-award discussions and/or pre-Contract negotiations with any or all responsive and responsible Vendors who submit RFP responses. • Procure any materials, equipment or services specified in this RFP by any other means. • Determine that no project will be pursued.

Page 9 of 55 ends

• The City reserves the right to inspect the Vendor’s place of business prior to award or at any time during the contract term or any extension thereof, to determine the Vendor’s capabilities and qualifications.

1.10. CALIFORNIA'S PUBLIC RECORDS ACT
The City complies with the California Public Records Act, Government Code Section 6250 et seq, Public records are open to inspection always during the office hours of the state or local agency and every person has a right to inspect any public record, except as hereafter provided. Any reasonably segregable portion of a record shall be available for inspection by any person requesting the record after deletion of the portions that are exempted by law.

Neither an RFP in its entirety, nor proposed prices shall be considered confidential and proprietary.

Notwithstanding the foregoing, companies are hereby notified that all materials submitted in response to this RFP are subject to California's Public Records Act. The City 's receipt, review, evaluation or any other act or omission concerning any such information shall not create an acceptance by the City or any obligation or duty to prevent the disclosure of any such information except as required by Government Code Section 6253.

Companies who submit information they believe should be exempt from disclosure under the Public Records Act shall clearly mark each document as confidential, proprietary or exempt, and state the legal basis for the exemption with supporting citations to the California Code. Pursuant to California Law, if the information is requested under the Public Records Act, the City shall make a final determination if any exemption exists for the City to deny the request and prevent disclosure. The City will withhold such information from public disclosure under the Public Records Act only if the City determines, in its sole discretion, that there is a legal basis to do so.

2. MINIMUM REQUIREMENTS

2.1. BUSINESS LICENSE
A selected Vendor awarded a contract shall be required to obtain a Rancho Cucamonga Business License no later than five (5) business days from notification of award prior to being issued a Purchase Order. A selected Vendor must possess and maintain all appropriate licenses/certifications necessary in the performance of duties required under this RFP and will provide copies of licenses/certifications immediately upon request throughout the term of the Contract.

2.2. PREVAILING WAGES
Where labor is required for a public work as a part of any requirement covered by this RFP, pursuant to the provisions of the Labor Code of the State of California and/or the federal Davis-Bacon Act, a selected Vendor(s) shall pay no less than those minimum wages unless an exemption applies. In certain cases, an exemption from the prevailing wage requirement may apply to the scope of work. (See Cal. Labor Code § 1720(c)(1), (5); 42 USC The City of Rancho Cucamonga
Request for Proposal (“RFP”) #24/25-002
for
Traffic Signal Maintenance
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§ 5310(a). However, the City makes no representations in this RFP that such an exemption will apply or that prevailing wages will not be required for a scope of work covered by this RFP.

2.3. REPRESENTATIVES
Should a selected Vendor require the services of a third-party to complete the Scope of Services indicated in this RFP, the awarded Vendor will not assign, transfer, convey or otherwise dispose of the contract or its right, title or interest in or to the same, or any part thereof. Any attempt by the awarded Vendorto so assign, transfer, or subcontract any rights, duties, or obligations arising hereunder shall be null, void and of no effect.

The awarded Vendor shall be solely responsible for the satisfactory work performance of all personnel engaged in performing the Services including Vendors subcontractor. All Services shall be performed by the awarded Vendor or under the awarded Vendor’s direct supervision, and all personnel shall possess the qualifications, permits, and licenses required by state and local law to perform such services.

The awarded Vendorshall be responsible for payment of all employees’ and subcontractors’ wages and benefits and shall comply with all requirements pertaining to employer’s liability, workers’ compensation, unemployment insurance, and Social Security. By its execution of this Agreement, Vendor certifies that it is aware of the provisions of Section 3700 of the California Labor Code that require every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions of that Code and agrees to comply with such provisions before commencing the performance of the services.

In case of default by the Vendor, the City may take the following actions which shall include but not be limited to; cancellation of any purchase order, procurement of the articles or service from other sources and may deduct from unpaid balance due to the Vendor, or may bill for excess costs so paid, and the prices paid by the City shall be considered the prevailing market prices paid at the time such purchase is made, withholding of payment until final resolution. Cost of transportation, handling, and/or inspection on deliveries, or Vendors for delivery, which do not meet specifications, will be for the account of the Vendor.

City Representative:

For the purposes of this Agreement, the contract administrator and City ’s representative shall be__________________, or such other person as designated in writing by City (“City ’s Representative”). It shall be the Vendor’s responsibility to assure that City ’s Representative is kept informed of the progress of the performance of the services, and the Vendor shall refer any decisions that must be made by City to City Representative. Unless otherwise specified herein, any approval of City required hereunder shall mean the approval of the City Representative.

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Vendor Representative:

The response to this RFP shall designate the representative of the Vendor authorized to act in its behalf with respect to the services specified herein and make all decisions in connection therewith (“Vendor’s Representative”). It is expressly understood that the experience, knowledge, capability and reputation of the Vendor’s Representative will be a substantial inducement for City to enter into an Agreement with the Vendor.

Therefore, the Vendor’s Representative shall be responsible during the term of any Agreement for directing all activities of Vendor and devoting enough time to personally supervise the services hereunder. The successful Vendor may not change the Vendor’s Representative without the prior written approval of City ’s Representative.

2.4. EMPLOYEE CONDUCT
All Vendor personnel must observe all City regulations in effect at the location where the Services are being conducted. While on City property, the Vendor’s personnel shall be subject to oversight by City staff. Under no circumstances shall the Vendor’s or Vendor’s sub-contractor personnel be deemed as employees of the City.

Vendor or Vendor’s subcontractor personnel shall not represent themselves to be employees of the City.

Vendor's personnel will always make their best efforts to be responsive, polite, and cooperative when interacting with representatives of the City and City employees. The Vendor's personnel shall be required to work in a pleasant and professional manner with City employees, outside Vendors and the public. Nothing contained in this RFP shall be construed as granting the Vendor the sole right to supply personal or contractual services required by the City or without the proper City approval and the issuance of a Purchase Order.

3. RFP RESPONSE FORMAT AND SUBMISSION REQUIREMENTS
Completion of this RFP form and its associated Exhibits are a requirement. To be considered responsive and evaluate RFP responses fairly and completely Vendors must comply with the format and submission requirements set out in this RFP, and provide all information requested. Failure to comply with this instruction will deem said RFP response as non-responsive and will not receive further consideration in the evaluation process.

If only one RFP response is received, the City reserves the right to discard the response, re-bid or proceed with an RFP review and negotiations.

RFP responses are due on the date and time indicated in the above schedule of events. Submittals shall be submitted electronically via Planet Bids; no paper RFP responses will be accepted. RFP responses must include the information required by this RFP.

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3.1. COVER LETTER / INTRODUCTION
RFP responses must include the complete name and address of Vendor and the name, mailing address, and telephone number of the contact person regarding the RFP response. A signature by an authorized representative must be included on each RFP response. Said signature will be considered confirmation of the Vendors ability and willingness to comply with all provisions stated herein.

3.2. TABLE OF CONTENTS
The Table of Contents must be a comprehensive listing of the contents included in your RFP response. This section must include a clear definition of the material, exhibits and supplemental information identified by sequential page numbers and by section reference numbers. Each section of the RFP response will be separated by a title page at the beginning of each section.

3.3. EXECUTIVE SUMMARY
The Executive Summary shall condense and highlight the contents of the Vendor’s RFP response to provide the Evaluation Committee with a broad understanding of the Vendor’s approach, proposal, experience, and staffing.

3.4. EXPERIENCE
The Vendor shall provide a concise statement demonstrating the Vendor’s qualifications, experience, expertise, and capability to perform the requirements of this RFP. Provide a brief history of your company, including. • The number of years in business,
• The firm’s service commitment to customers,
• If the firm is involved in any pending litigation that may affect its ability to provide its proposed solution or ongoing maintenance or support of its products and services. • A statement as to whether your firm is an individual proprietorship, partnership, corporation, or private nonprofit firm, and the date your company was formed or incorporated.

3.5. THIRD-PARTY / SUBCONTRACTORS
If the Vendor intends to subcontract, a detailed list of any sub-contractors, partners, or third-party Vendors who will be involved in the implementation of the proposed services including but not limited to:
• Description of the Vendor’s experience with each of the proposed subcontractors, • Three (3) customer references for each subcontractor to include references names, addresses, and telephone numbers, for products and services like those described in this RFP, • Describe the specific role of each.

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3.6. STAFF BIOGRAPHIES
Submit the resumes of the individuals who will be performing the services for the City. Resumes shall be formatted in the following order:
• Position with the Company,
• Length of time with the Company,
• Licenses, registrations, and certifications as required by law to perform the Scope of Work described herein,
• Educational background,
• Role in the Project,
• Experience with the minimum requirements stated herein, • Work history on similar or like projects with the other municipalities.

3.7. PROPOSAL RESPONSE
Under this section Vendors shall provide a full, detailed response to the City ’s Scope of Services listed herein.

Vendors should be as thorough as possible in their response as it may be the only opportunity to convey information regarding your business, ability, and qualifications to complete the services needed.

3.8. EXHIBITS A THROUGH H
The following named Exhibits A through H are a requirement and must be complete and signed where required.

Exhibits are not to be included in your proposal response. All referenced Exhibits must be submitted in Planet Bids system under the Response Types, Exhibits A – G and H . Failure to comply with this instruction will deem your RFP submittal as non-responsive.

3.9. NON-DISCLOSURE CONFLICT OF INTEREST
Specify any possible conflicts of interest with your current clients or staff members and the City. A signed “Exhibit A, Conflict of Interest and Non-Disclosure Agreement” included herein must be submitted under the Planet Bid Response Types, Exhibits A – G.

3.10. PROFESSIONAL SERVICE AGREEMENT
In addition to the acceptance of the City ’s Terms and Conditions, the successful Vendor will be required to enter into a Professional Services Agreement (“PSA”) with the City, a “Sample” of which is attached in the City ’s bid system for review. All requirements of said PSA must be completed by the successful Vendor and signed by both applicable parties prior to any services being rendered. This RFP sets forth some of the general provisions which may be included in the final PSA. In submitting a response to this RFP, Vendor will be deemed to have The City of Rancho Cucamonga
Request for Proposal (“RFP”) #24/25-002
for
Traffic Signal Maintenance
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agreed to each clause unless otherwise indicated in “Exhibit B, Professional Services Agreement Exceptions Summary” and the City agreesto either accept the objection or deviation or change the PSA language in writing.

Failure to raise any objections at the time of this RFP response submittal will result in a waiver of objection to any of the contractual language in the PSA at any other time. The signed Exception Summary must be submitted in Planet Bids system under the Response Types tab “Exhibits A – G”.

3.11. ACKNOWLEDGEMENT OF INSURANCE
Vendors must meet all insurance requirements as outlined in the Professional Services Agreement. Ability to comply with said requirements must be indicated with signature of “Exhibit C, Acknowledgement of Insurance Requirements and Certification of Ability to Provide and Maintain Coverages Specified”. The awarded Vendor will be responsible for providing the required Certificates of Insurance and must be the Named Insured on the Certificates. Certificates of Insurance from any other entity other than the awarded Vendor, will not be accepted. The signed Acknowledgement of Insurance must be submitted under the Planet Bid Response Types, Exhibits A – G.

3.12. ADDENDUM ACKNOWLEDGEMENT
The Vendor shall hereby acknowledge they have received all posted Addendums, if any. It is the Vendor’s responsibility to log into the Bid System to identify and download the number of addenda that have been posted. Addenda issued in correspondence to this RFP shall be considered a part of this RFP and shall become part of any final Contract that may be derived from this RFP. Vendors must indicate their acknowledgement of any Addendums by way of signature on “Exhibit D, Addendum Acknowledgement” and must be submitted under the Planet Bid Response Types, Exhibits A – G.

3.13. DEBARMENT AND SUSPENSION
Bidding Vendors must verify by way of signature to “Exhibit E, Vendor Certification Form” that they are not listed on the governmentwide exclusions in the System for Award Management (SAM), in accordance with the guidelines under 2 CFR 200 that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), and that neither Vendor nor any of its proposed subcontractors are tax delinquent with the State of California. The signed exhibit must be submitted under the Planet Bid Response Types, Exhibits A – G.

3.14. PARTICIPATION CLAUSE
Vendors shall provide a completed “Exhibit F, Participation Clause”, must be submitted under the Planet Bid Response Types, Exhibits A – G. This will indicate a Vendors agreement to or not to allow other entities to utilize the RFP response and awarded contract as a piggyback option.

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3.15. SIGNATURE OF AUTHORITY
“Exhibit G”, Signature of Authority must be submitted under the Planet Bid Response Types, Exhibits A – G.

Unsigned RFP responses will not be accepted. The Signature of Authority declares that the Vendor has carefully examined the instruction indicated herein including all terms and condition and specifications, and hereby proposes and agrees, if the Vendors RFP response is accepted, Vendor agrees to furnish all material in accordance with the instruction and specifications in the time and manner prescribed for the unit cost amounts set forth in the Vendors RFP response.

3.16. COMPANY REFERENCES
Provide a minimum of four (4) references, preferably with other municipalities in which similar services are being performed. References must be for work performed or completed within the past three (3) years. “Exhibit H, Reference Worksheet”, must be complete and uploaded into the Planet Bid system under the “Response Type” section identified as “Exhibit H”. While the Reference Worksheet accompanies your RFP response it is not to be discussed in any other area of the RFP response other than the “Response Type, Exhibit H” in Planet Bids.

3.17. LINE ITEM PRICING
Line item pricing for this RFP must be provided directly in the Planet Bids system under the “Line Items” tab.

This pricing is not an estimate and is firm fixed price for each item listed. Vendors pricing quotes outside of the pricing listed in Planet Bids under the “Line Items” tab will not be accepted or considered for award. Any additional cost required should be noted in the additional cost line item and a summary of the cost provided in the notes section of the line item. While Line item pricing accompanies your RFP response it is not to be discussed in any other area of the RFP response other than the “Line Item” tab in Planet Bids. The City will not be obligated to any estimated pricing or pricing not identified in the “Line Item” tab in Planet Bids. Failure to provide the required Line Item pricing in the required format will cause Vendors RFP response to be considered as non-responsive and be eliminated from proceeding any further in the process. Any questions or clarifications regarding how to correctly submit Line Item pricing should be submitted by the “Questions Due” date and time indicated in the schedule of events.

4. SCOPE OF SERVICES
The Contractor shall furnish all tools, vehicles, equipment, apparatus, facilities, labor, services, training, and materials to perform all work necessary to maintain all traffic signal facilities in a good workmanlike manner according to the proposal submitted and in accordance with these specifications. The bid prices for both the routine and extraordinary maintenance shall apply to all types of traffic signal controllers, safety lighting, illuminated street name signs (ISNS), streetlights, accessories, traffic signal communication systems equipment including but not limited to fiber optic cable systems, wireless antenna systems, signal interconnect cable systems, and systems as may exist in the City now or that may be installed during the life of the contract. Traffic The City of Rancho Cucamonga
Request for Proposal (“RFP”) #24/25-002
for
Traffic Signal Maintenance
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signal and lighting systems as follows, but not limited to: Econolite Controllers, Iteris Video Detection Units (VDS), Centracs System, Clary Uninterrupted Power Supply Systems (UPS), EDI Conflict Monitor Units (CMU) / Malfunction Management Unit (MMU), Tomar Emergency Vehicle Preempt Systems (EVP).

4.1. CONTRACT PROVISIONS

4.1.1. CONTRACT TERM
Contractor shall provide Services under this Contract commencing on the contract start date identified in the Notice to Proceed and shall continue through June 30, 2025.

4.1.2. RENEWAL OF CONTRACT
Parties to this agreement may, by mutual consent, exercise the option to renew the Contract for one year periods beginning July 1, 2025, up to a total of Six (6) additional years. Options to renew are contingent upon the City Manager’s approval, subject to pricing review and in accordance with all terms and conditions stated herein unless otherwise provided in writing by the City. In the event of contract renewal, the requested rate increase shall not be increased by more than the percentage increase in the Consumer Price Index (CPI) for the relevant year. The CPI used for this purpose shall be the most recent published figure available at the time of the rate adjustment calculation.

4.2. RFP REQUIRED SUBMITTALS
The Contractor must submit the following documentation as Exhibit, • Employee certifications assigned to contract to the City with bid proposal, • Proof of aerial boom trucks and cranes to be able to support the contact work outlined to the City with bid proposal.

4.3. TRAFFIC SIGNAL INFRASTRUCTURE LOCATIONS
See Appendix I.

4.4. SUPERVISION AND STAFF
The Contractor and their staff shall have skills, expertise, and experience in all aspects of traffic signal and lighting maintenance. The Contractor shall assign a Field Supervisor Technician with a current International Municipal Signal Association (IMSA) Traffic Signal Senior Field Technician Level III and Traffic Signal Inspector Certification, and National Electrical Code (NEC) Certification. Account Manager and designated Office Coordinator shall have a current IMSA Traffic Signal Tech Level I Certification. The Field Supervisor and Account Manager and/or designated Office Coordinator shall be available Monday through Friday, during regular working hours and after-hours, for the duration of the contract. Additional personnel designated to perform work on safety lighting and ISNS shall have an IMSA Roadway Lighting Technician Level II Certification. Crane The City of Rancho Cucamonga
Request for Proposal (“RFP”) #24/25-002
for
Traffic Signal Maintenance
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operators shall have a Valid Class A California Commercial Driver’s License and National Commission for the Crane Operators (NCCCO) Certified Crane Operator Certification with Service Truck Crane (STC) and Telescope Boom-Fixed Cab (TSS) and Boom Truck-Fixed Cab Operator endorsements. The Contractor shall also have an in-house specialist with IMSA Traffic Signal Senior Bench Tech Level III to support field Technicians with indepth cabinet troubleshooting or logic controller programming. The Contractor shall submit employee certifications assigned to contract to the City with bid proposal. The Contractor’s representative shall be fluent in the English language and possess adequate skills to communicate both verbally and in writing with the Public Works Services Director or designee.

4.5. WORK ATTIRE
All contract employees and/or subcontractors shall wear the appropriate work attire and personal protective equipment (PPE) i.e., shirts, pants, steel-toed or composite electrical hazard work boots, hardhats, safety vests, safety glasses, earplugs, work gloves, and any other related PPE.

4.6. WORKING HOURS
Regular working hours are the City’s normal business hours, from 7:00 a.m. to 6:00 p.m., Monday through Friday, unless otherwise authorized by the City. Holiday hours are recognized City holidays only. After hours are all hours excluding regular hours and recognized City holidays. The Contractor shall maintain a local or toll-free telephone number where the Contractor can be reached twenty-four hours (24) per day, seven (7) days per week, three hundred and sixty-five (365) days per year and be capable of dispatching work crews to effectively address and respond both routine and emergency service requests, including weekends and holidays. All work shall be scheduled at the convenience of the City as not to interfere with normal operations.

4.7. COMMUNICATION
The Contract Administrator shall be available by office and cellular telephone. The Contract Field Supervisor shall always carry the cellular telephone on their person during the workday for communication with the Public Works Services Director on an as-needed basis.

4.8. ONLINE GIS DATABASES
The City of Rancho Cucamonga is currently managing and maintaining all traffic signal and lighting assets in an online GIS platform. This is an effort to make the asset database available to all traffic staff, and to make asset management more efficient. The Contractor shall be able to update and maintain all of the City’s traffic signal and lighting inventory and/or work database maps on the GIS platform and/or any future work order management systems. The City will work with the Contractor and train their staff on using the field mobile app and/or future work order systems for updating the assets inventory.

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4.9. TRAINING
No compensation will be made by the City for any required or requested training made by the City of Rancho Cucamonga for contract employees to attend.

4.10. CONTRACTOR REQUIREMENTS

1. The Contractor will provide their field staff with smartphones or tablets capable of running the City’s current Esri ArcGIS mobile app.

2. Each mobile device will have a wireless data plan.

3. Users will update in real-time the specified work performed/observed and all associated attributes of the traffic signal and lighting assets, as needed, for accurate inventory and maintenance.

4. Access and update inventory, testing/work performed as requested on the City’s traffic signal and lighting inventory and/or work database maps on the City’s ArcGIS app or web-based software.

5. The ArcGIS online system and database is secured and accessed only by authorized users. User credentials are not to be shared unless authorized by the City or the Contractor will be charged the hours to obtain or replace the associated missing data.

6. Preferred devices are iPhone, iPad (must be running iOS 13.5 or later software).

7. Acceptable devices are running Android based (must be running 8.0 (Oreo or later software; with Processor ARMv7 or later; OpenGL ES 2.0 support, and Google Play services 11.6.0 or later must be installed on the device).

4.11. EQUIPMENT
Contractor shall have available and readily accessible all required tools, equipment, apparatus, facilities, traffic control, skilled labor services, and materials, etc. to perform all work necessary to maintain in good working order all traffic signal facilities, safety lighting, ISNS, and other traffic control devices overseen by the City’s Traffic Signal Maintenance Department at the locations defined in this Scope of Work. All work performed, or equipment, parts, or materials supplied shall be subject to the inspection and approval of the City and must comply with the City’s Engineering specifications. The Contractor shall submit proof of aerial boom trucks and cranes to be able to support the contact work outlined to the City with bid proposal.

If the City is out of spare equipment, the Contractor shall provide and be equipped with spare parts sufficient to place the signal system back in operation for ordinary trouble calls, including sensing devices for induction loop detectors. The Contractor shall have on-hand at least one (1) spare Econolite System Controller (ASC/2S 2100), (ASC/3 2100), Cobalt, and (1) conflict monitor for every twenty-five (25) intersections. The Contractor shall also have on-hand at least one, (1) Type R or Type P Controller Cabinet for every fifty (50) intersections.

All City equipment deemed repairable is brought back to the City Corporate Yard unless otherwise authorized.

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No permanent or temporary change of controller mechanisms shall be done without prior approval of the City except in the event of a warranted emergency and a change is necessary. The Contractor shall notify the City by telephone (voice or text) immediately. In addition, the City requires that any equipment replaced is done so with City stock or approved Contractor spare equipment. Any equipment removed or replaced shall be recorded in ArcGIS and on any associated documents or inventory databases in addition to notification by text or email.

The Contractor shall have available adequate, skilled personnel with an IMSA Traffic Signal Senior Level III Bench Tech, and proper laboratory testing facilities to perform cabinet testing upon request. In addition to a designated IMSA Traffic Signal Level III Senior Field Tech who is currently certified through ATSI to perform the annual inspection of CMU / MMU with an ATSI PCMT-8000 or latest generation conflict monitor unit tester. The ATSI equipment shall be calibrated annually by ATSI and proof provided with the annual testing report. All testing shall conform to the current NEMA Specifications. A copy of laboratory reports showing testing of traffic control equipment shall be submitted to the City upon completion, or annually for CMU / MMU testing.

4.11.1. EQUIPMENT ADDITIONS AND DELETIONS TO THE SYSTEM The Contractor shall maintain additional traffic signals and appurtenant devices as they are installed or become part of the maintenance requirements immediately upon written notification by the Public Works Services Director or designee. Such additional signals shall be maintained at the same unit price as stipulated in the Contract Agreement. In the event maintenance of a new signal commences at other than the beginning of the monthly period, the unit rate for routine preventative maintenance services shall be prorated from the date maintenance commences.

The bid prices for both the routine and extraordinary maintenance shall apply to all types of signal controllers, accessories, and systems as may exist in the City now or that may be installed during the life of the contract.

The City may, at its sole discretion, add or eliminate signals from this contract. The Contractor shall be notified of such additions or deletions in writing. Such added or deleted signals shall increase or decrease the invoice at the same unit price as specified in the Contract Agreement. If maintenance of a new signal commences or ceases at other than the beginning of the monthly period, the unit rate for routine preventative maintenance services shall be prorated from the date the Contractor was notified.

4.12. REQUEST FOR SERVICE OUTSIDE OF NORMAL HOURS
The Contractor should expect service requests outside of the Contractor's normal working hours. These service requests may be given by telephone, text message, email, written correspondence, or other means for reporting signal related problems, damages, and emergencies. The Contractor shall maintain a local or toll-free telephone number where the Contractor can be reached twenty-four (24) hours per day, seven (7) days per week, and three hundred and sixty-five (365) days per year, in order to effectively address and respond to both routine The City of Rancho Cucamonga
Request for Proposal (“RFP”) #24/25-002
for
Traffic Signal Maintenance
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and emergency service requests. The telephone number is to be made available to the Public Works Services Director or designee and the City of Rancho Cucamonga Public Works Services Department. All requests shall be addressed by an appropriate timely response as outlined in this Scope of Work

4.13. RESPONSE CRITERIA FOR EMERGENCY AND ROUTINE SERVICES Requests deemed to be "Emergencies" by the City shall be responded to immediately with all possible haste, arriving at the signal location within one (1) hour of first notification. Routine requests shall be responded to within twenty-four (24) hours of first notification unless the City agrees upon other arrangements.

The following events shall establish an emergency condition and the following action shall be taken:

1. Events: Failure or malfunction of the traffic signal system, or interruption of normal signal operations to create a public safety concern. This may be caused by damage from vehicle collisions or accidents, acts of nature, civil disorder, malicious mischief, vandalism, or actions of other contractors or utility companies.

2. Actions: Under these conditions, the Contractor shall immediately restore the traffic signal to normal operations. If that is not possible due to the extent of damage, sufficient repairs shall be made to enable the intersection to operate safely.

For emergency repair purposes, the Contractor's vehicle shall have immediately available the following equipment: portable stop signs to be installed if required, barricades, cones, replacement signal heads, pedestrian heads, 1-A signal pole, load switches, controller, and other related equipment and tools which may be required to repair said damage.

All vehicle and pedestrian indications reported as being inoperable shall be responded to as emergencies. Any appurtenant traffic signal equipment such as traffic signal heads, street names signs or other regulatory signs, warning or guide signs affixed to mast arms or poles, reported to be knocked down, dangling, or otherwise creating a public safety concern shall be immediately repaired or removed as an emergency to eliminate the unsafe condition. Any equipment removed shall be scheduled for replacement as agreed upon with Public Works Services Director or designee.

For the emergency repair of a traffic signal, which is completely blacked-out, the Contractor shall first check the uninterrupted power supply and batteries. If the batteries have failed, temporarily borrow batteries from a nearby traffic signal and install them at the blacked-out traffic signal in order to place the traffic signal in 4-way flash until SCE power is restored. If the Contractor is unable to place the traffic signal in 4-way flash, they shall notify the Public Works Services Director or designee immediately to make arrangements to replace additional equipment that has failed. If unforeseen catastrophic electrical damage occurs a plan will be formulated with The City of Rancho Cucamonga
Request for Proposal (“RFP”) #24/25-002
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Traffic Signal Maintenance
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the Public Works Services Director or designee to deploy City or Contractor supplied stop signs until 4-way flash can be reached.

4.14. NOTIFICATION
The Contractor shall notify the Public Works Services Director or designee of substitution, or removal of any controller or component, or alteration to the operation of any signal system. In addition to a notation in the ArcGIS, Traffic Signal Management Map notification via voice or text shall be made to the originator of the call.

The Contractor shall call and email to confirm 72 hours in advance, in addition to the morning of any scheduled extraordinary maintenance that is directed to take place during that day. The Contractor shall notify the Public Works Services Director or designee of the proposed maintenance specifying the type of maintenance, location, and the approximate time of the day. If work is commenced without obtaining approval from the City, payment will not be made until City staff can inspect the work.

For emergency callouts during normal business and after hours, the Contractor shall thoroughly examine and inspect all equipment at the location for any physical damage or malfunctions. Observations and repairs shall be noted on cabinet log, and associated ArcGIS traffic signal database maps in addition to notification via voice or text to the originator of the call.

All correspondence for billing and operations shall be addressed to designated email recipients. Hard copy requests for documents, contracts, reports, will be mailed or delivered to the Public Works Services Department, City of Rancho Cucamonga, 8794 Lion Street, Rancho Cucamonga, CA 91730.

4.15. RECORDS
The Contractor shall keep a current, permanent operational record of all work performed at the intersection, including, but not limited to, the Traffic Signal Maintenance Punch List, routine maintenance, service calls, extraordinary maintenance, and relamping, of every piece of traffic control or safety equipment that the Contractor is required to maintain by this contract. These records shall be kept at each maintained location on a form approved by the City. A copy of such record shall be provided within two (2) working days upon request to the Public Works Services Director or designee. The form shall include, at a minimum, the date, time, description of the devices including all models, parts and serial numbers, the narrative of deficiencies encountered, and a detail of any and all corrective actions(s) taken. Entries shall be made legibly in indelible ink and shall be initialed by the technician making the entry. Failure to comply will be cause for refusal of payment.

4.16. MONTHLY MAINTENANCE REPORT
The Contractor shall develop a monthly summary report in cooperation with the City to be submitted with the monthly invoice. This monthly summary report shall itemize all activities relating to traffic signal and safety The City of Rancho Cucamonga
Request for Proposal (“RFP”) #24/25-002
for
Traffic Signal Maintenance
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lighting maintenance for each maintained location. The summary report shall list the maintenance history of the entire reporting period for each traffic signal location and any deficiencies found including arrival and departure times, dates and addresses of the repairs, service personnel dispatched, types of repairs made, and all materials and equipment used for each day worked. A chronological report of all maintenance activities throughout the month is not sufficient. The summary reports shall be submitted to the City within ten calendar (10) days following the end of the month of the reporting period.

4.17. CONTRACT INVOICES
The Contractor shall prepare a single monthly invoice for routine maintenance billing that shows the date, time, and location of every routine maintenance check. Invoices shall be submitted to City within ten calendar (10) days following the end of the month of the reporting period. Invoices and summary reports for the reporting period ending on June 30th shall be submitted to City by August 10th. Any further invoices after this date for the previous fiscal year (July 1st to June 30th of the subsequent calendar year) will be denied.

The Contractor shall prepare a general monthly accumulative invoice for all extraordinary and routine maintenance billings that are less than $500 per intersection.

The Contractor shall prepare a separate individual invoice for each location when an extraordinary or routine maintenance billings are more than $500 per intersection.

Invoices will not be paid until invoices and summary reports have been reviewed and verified.

The following information shall be legible and at a minimum, is required for each traffic signal, flashing crosswalk, signalized crosswalk, and flashing school beacon location:
• Location by intersection and identification of a specific corner or direction of traffic, when applicable. • Date and time the call was received and the first and last name of the caller or self-initiated. • Date and time the Contractor's personnel and equipment arrived at the scene. • The date and time the job was completed.
• Nature of the malfunction, if any, and a description of the action taken by the technician. List the first and last name of the Technician responding to call.
• Contractor notation of routine, extraordinary, or additional work (including emergency work). • Accident report number from the Police Department for all accident-related work.

All records are the property of the City and at the termination of this contract shall be delivered to the City.

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4.18. SALVAGED OR DAMAGED EQUIPMENT OWNERSHIP
Ownership of all materials existing and incorporated in the work is vested in the name of the City of Rancho Cucamonga. Salvaged or damaged equipment shall be the Contractor’s responsibility for the proper disposal and recycling of such material. Unless otherwise directed by the Public Works Services Director or designee.

4.19. TRAFFIC SIGNAL TURN-ON AND TURN-OFF
The Contractor shall notify the Public Works Services Director or designee, at least seventy-two (72) hours in advance of any scheduled turn-on/turn-off necessitated by the Contractor's operations. The Contractor shall not make said turn-off or turn-on until permitted to proceed by the Public Works Services Director or designee.

The Contractor shall obtain the appropriate lane closure permit if required and provide the appropriate traffic control as per the WATCH handbook and California Manual of Uniform Traffic Control Devices (CA MUTCD) as approved by the City of Rancho Cucamonga Engineering Department.

4.20. WARRANT SERVICE
The Contractor shall guarantee the work against defective material or workmanship for a period of one (1) year from date of completion of the work. Damage due to traffic accidents, acts of nature, and service power surges including those from sabotage and/or vandalism are exempt from the guarantee.

When defective material and/or workmanship are discovered which require repairs to be made under this guarantee, all such work shall be done by the Contractor at its own expense within five (5) calendar days after written notice of such defects has been given to Contractor by the City. Should the Contractor fail to repair such defective material or workmanship within five (5) calendar days thereafter, the City may cause the necessary repairs to be made and charge the Contractor with the actual cost of all labor and materials required. In emergencies demanding immediate attention, if the Contractor is unable to respond, the City shall have the right to repair the defect and charge the Contractor with the actual cost of all labor and material required. Any repair work performed as herein specified shall be done under the provisions of the original contract specifications.

During the warranty period, the Contractor is expected to coordinate warranty repairs with the appropriate manufacturer or installing contractor.

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4.21. TRAFFIC CONTROL
The Contractor shall obtain an annual encroachment permit (no fee). The Contractor shall conduct their work in such a manner as to minimize the disruption of traffic flow. The Contractor shall not obstruct or restrict any portion of the roadway until traffic controls have been set up per the WATCH handbook and California Manual of Uniform Traffic Control Devices (CA MUTCD). All traffic control methods shall conform to the latest edition of the WATCH handbook and CA MUTCD and this Scope of Work. Not more than one intersecting street shall be closed at any one time without the prior approval of the Public Works Services Director or designee. Traffic stoppages shall be limited to time periods approved by the City.

The Contractor shall furnish all flagmen, barricades, barriers, lights, signs, and any other device which may be necessary for adequate and safe traffic control.

Pedestrian traffic shall be always maintained in a safe manner. Pedestrian and emergency vehicular access shall be maintained to all residences, businesses, and manufacturing establishments around the work area.

The Contractor shall always provide unobstructed access to all fire hydrants except as otherwise provided, in writing, by the Traffic Engineer.

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All costs for traffic control shall be included in the various items of work, and no additional compensation will be allowed.

4.22. EQUIPMENT AND MATERIALS
Attention is directed to Section 6-1.05, "Trade Name and Substitution", of the 2018 Caltrans Standard Specifications. The City reserves the exclusive right to determine if proposed alternative equipment shall be acceptable.

4.23. DAMAGE
Adjacent improvements such as street pavement, curbs, sidewalks, sprinklers, driveways, and gutters damaged because of the Contractor's operation shall be repaired promptly to the satisfaction of the Public Works Services Director or designee at the Contractor's expense.

4.24. SOUND AND NOISE CONTROL
The Contractor shall comply with all local sound control and noise level rules, regulations, and ordinances, which apply to any work performed pursuant to the contract.

4.25. NIGHT INSPECTIONS
The Contractor shall perform monthly nighttime inspections of all intersection safety lighting and ISNS for proper operation at signalized intersections.

A written record (can be Excel spreadsheet or other methods such as ArcGIS data implementation as approved by the Public Works Services Director or designee) shall be submitted to the Public Works Services Director or designee of each safety light and ISNS outage. This written record shall be received by the Public Works Services Director or designee within 5 working days after the survey. Before repairs are started the City will need to review and approve work to be completed.

The Contractor shall carry photocells, fuses, drivers, and properly sized LED’s when troubleshooting safety lights per the City specifications.

Unless otherwise directed by the City, all safety lights shall consist of Eaton-Cooper fixtures with wattages and brand type replaced or repaired with the same found at the intersection, this is also noted on the associated The City of Rancho Cucamonga
Request for Proposal (“RFP”) #24/25-002
for
Traffic Signal Maintenance
__________________________________________________________________________________________________ __________________________________________________________________________________________________

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City ArcGIS Map. All information on repairs shall be updated to the ISNS/Safety Lights Management or ISNS/Safety Light Outage Maps.

4.26. MEETINGS
The Contractor will be required to attend and participate in monthly meetings with City staff. These meetings will be held to discuss contract provisions, problems, and/or issues and ensure that the work is proceeding as per the contract documents. These meetings will be called by the Public Works Services Director or designee.

The Contractor shall have at least one (1) Field Supervisor, one (1) Administrative Staff Member, and one (1) Traffic Signal Technician attend the monthly meetings. Full compensation for attending these meetings shall be considered as included in various items of work and no additional compensation shall be allowed.

4.27. ESTIMATE OF QUANTITIES
The quantities shown in the contract agreement shall be considered as approximate only, being listed therein as a basis for the comparison of bids. The Public Works Services Director or designee does not guarantee or agree, either expressly or by implication that the actual amounts required would correspond therewith. He reserves the right to increase or decrease the amount of any item or portion of work or material to be performed or furnished, or to omit any such item or portion, in accordance with the provisions relative thereto outlined in this Scope of Work.

4.28. ROUTINE MAINTENANCE
The Contractor shall provide a program of routine maintenance designed to eliminate or reduce the incidents of malfunction and extend the useful life of the equipment. The program, the cost of which is specified in the contract unit price for traffic signals and other items of work listed under "Routine Maintenance" shall include but not limited to the following:

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All equipment and labor required to complete Routine Maintenance shall be included as part of the cost of the Routine Maintenance cost and no additional compensation shall be given to complete these tasks.

4.28.1. ROUTINE MAINTENANCE OF ALL TRAFFIC SIGNALS AND SIGNALIZED CROSSWALKS ONCE A MONTH Inspection and service at each signalized intersection once a month, not less than 20 days or more than 40 days apart. The Contractor shall provide the labor, equipment, and material to perform this complete list of services, on a monthly basis:
• Air Filter - Clean or replace the air filter element in all controller cabinets so equipped at least once every six (6) months and shall note in the monthly report any filter replacement. Wash or replace all air filter elements in all cabinets so equipped within three (3) months after the execution of this contract, and so note in the monthly report the date the filter elements are cleaned or replaced.

Replace the air filters at least once every (6) months. • Controller Cabinet and A/C Service Cabinet - Remove any posters, signs, and/or graffiti, etc. from the controller and service cabinet exteriors. Check the interior and exterior of the controller and service cabinets for signs of deterioration to the cabinet's surface. Clean the traffic signal cabinets thoroughly on the inside including all components and remove any foreign materials monthly. Clean the A/C service cabinet during October UPS, inventory, and service meter audit. • Controller Cabinet Fan and Thermostats- Verify that the controller and exterior cabinet fans operate properly with minimal noise. Verify all cabinet fan thermostats are set to eighty-five (85) degrees Fahrenheit and operational.
• Controller Cabinet Grounding - Using a megger, check the resistance between the AC and Ground in the controller cabinet.
• Controller Cabinet Vents -Check the vents in both the controller cabinet door and above the door, and at the top of the cabinet to ensure that they are free of any foreign material. • CMU / MMU Testing - Verify that the time clock and date are correct in any CMU and MMU at all traffic signal cabinets. Yearly testing of all CMU and MMU equipment shall be completed with the use of an automated testing device that is calibrated yearly and tested by a Technician that is certified by the manufacture as defined by NEMA TS1, NEMA TS2, FHWA/Caltrans System 170 Standards. For example, ATSI PCMT 8000. The test results shall be printed on a report that is to be always maintained in the signal cabinet. An electronic copy shall be sent to the City within thirty (30) days from the final location tested via USB. The printed report containing the test results shall, at a minimum, include the following information: report header with the type of monitor tested and date tested; agency identification including manufacturer, model and serial number; related test information including the operator, test site, and intersection location; and monitor verification with a description of the type of tests performed and conditions found (i.e., failure or non-failure). Note The City of Rancho Cucamonga
Request for Proposal (“RFP”) #24/25-002
for
Traffic Signal Maintenance
__________________________________________________________________________________________________ __________________________________________________________________________________________________

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testing in monthly routine maintenance log and also in the appropriate sections of the Traffic Signal Management ArcGIS Map, along with current status and equipment information. In addition to the above, a summary report of failed units shall be provided in a spiral binder. Any monitors that fail testing are to be replaced immediately. See Appendix II for the inventory schedule. • Connectors - Check all connectors (includes any connections on the main panel, interface panels, and under detector racks) to ensure they are secure and free of corrosion. Note in monthly routine maintenance log.
• Controller Cabinet Mounting - Check the snugness of the nuts on the controller cabinet anchor bolts and tighten if necessary being sure not to distort the cabinet door opening by over-tightening. • Controller Cabinet and A/C Service Foundation Seal - Check the seal between the bottom of the cabinet and the foundation for deterioration. If standing water or evidence of water is present inside the bottom of the controller cabinet, reseal as necessary, and ensure there is a weep hole at the lowest point to allow any moisture in the cabinet to seep out. • Controller Operation - Manually place vehicle and pedestrian calls on each phase through the controller cabinet test switches or the controller keyboard to verify controller servicing of each active phase. Maintain an accurate chronograph and set all real-time clocks to the National Bureau of Standards (WWV) time. When and where necessary, adjust clocks to Daylight Savings Time on following monthly inspection visit.
• Detector Operation - Check detector units and systems including, but not limited to, inductive loops, pedestrian pushbuttons, and video for the correct detection of both vehicles and pedestrians by observing the turn-on of the appropriate detection indicator as a vehicle passes over or through the detector loop(s)/zone; and adjust or repair said equipment as necessary to restore the system to its intended operation. Notify the City immediately of any video detection failures. If the video detection failure is determined to be unsafe, place in recall until contact is made with the City, and approval to proceed with repairs outside of warranty is given. Note any information from responding calls, repairs, tests, or observations in monthly maintenance and cabinet log, in addition to appropriate sections of the Traffic Signal Management ArcGIS Map.
• Detection Setup - Verify that the detector loop cables are correctly identified, connected to the correct vehicle detector field interface terminals and that the correct detector indicates a call. Verify that a call is placed on the correct controller detector input and that the input places a call on the correct controller phase.
• Door Gasket - Check all door gaskets on the controller cabinet, service cabinet, and any other enclosures for evidence of moisture or deterioration. Completely replace any gaskets showing signs of leaking or deterioration with City supply. Notify Public Works Services Director or designee when stock is low.
• Door Panel Harness - Check the harness leading from the door panel to the auxiliary panels on the cabinet door to ensure they are not being pinched and do not bind against the cabinet door. Adjust if necessary.

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• Equipment Displays and Indicators - Verify that all LED, LCDs, and indications (controller, CMU, load switches, flasher, etc.) are working properly.
• Flash - Verify the operation of the flashers. Verify with a stopwatch that the flash rate is between 50 to 60 pulses per minute and that the "ON/OFF" state for each flash circuit is equal. • Ground Fault Receptacle - Verify the proper operation of "Test" and "Reset" buttons on GFCI type outlets.
• Hinges and Locks - Check for free movement of all doors, latching assemblies, and locks on the controller cabinet, service cabinet, and any other enclosures. Use a minimum of oil or spray lubricant and remove any excess.
• Insect Infestation - Check for any signs of ants, wasps or other insects within the cabinet and take the necessary steps for extermination.
• Interconnect - Observe communication equipment within the cabinet and notify Public Works Services Director or designee of any suspected failures. • Inventory - Once a year all equipment and status information found in the Traffic Signal Management ArcGIS map shall be verified against existing information and updated as needed. See Appendix II for the inventory schedule.
• Interior Light - Verify the proper operation of the controller cabinet's interior fluorescent or LED light, starter, and/or ballast.
• Intersection Timing - Compare controller phase timing against the signed City Engineer timing sheet, check any discrepancies against intersection log, and notify Public Works Services Director or designee of any deviations. Update the status of the timing sheet in the appropriate section on the Traffic Signal Management ArcGIS map.
• Intersection Records - Ensure that all intersection "As-Built" plans, cabinet wiring diagrams, necessary equipment operations manuals, controller data timing sheets, and logbook are corrected and inside the cabinet. Contact Public Works Services Director or designee to obtain any missing items.
• Maintenance Log - The Maintenance Log shall be updated with a summary of any visit during the routine maintenance that month. Note any information from responding calls, repairs, tests, or observations in appropriate sections of the Traffic Signal Management ArcGIS Map. • Plug-in Components - Check that each plug-in component (rack mount detectors, relays, load switches, flasher, etc.) fits tightly and securely in its socket. • Preemption Devices and EVP Testing - During routine maintenance, check EVP and/or Railroad if applicable to ensure the system is on and operational. Complete testing of EVP as per guidelines outlined by the City every other quarter and alternate with UPS testing. Note any information from responding calls, repairs, tests, or observations in appropriate sections of the Traffic Signal Management ArcGIS Map. See Appendix II for the preventative maintenance/testing schedule and Appendix III for the testing procedures.

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• Service Connections - Verify that the neutral, ground, and power connections are secure in the controller, tighten all connectors, and service cabinet at least once every six (6) months. Note in monthly routine maintenance log.
• Switches - Verify the correct operation of each position, including "OFF", of all switches. Repeatedly work all test and stop time switches to keep the switch contacts clean. • System Telemetry - Check operation of telemetry at Field Master and local controller locations. • Terminal Connections - Using the correct size insulated screwdriver, test each terminal screw backing off slightly then retightening to confirm that it is secure at least once every six (6) months, Note in monthly routine maintenance log.
• Uninterrupted Power Supply Testing - During routine maintenance, check the UPS to ensure the system is on and operational. Complete testing of the UPS as per guidelines outlined by the City every other Quarter and alternate with EVP testing. Note any information from responding calls, repairs, tests, or observations in appropriate sections of the Traffic Signal Management ArcGIS Map. See Appendix II for the preventative maintenance/testing schedule and Appendix IV for the testing procedures.
• Vacuum Cabinet - Blow or brush off shelves, terminal blocks, and components and thoroughly vacuum the interior of the controller cabinet including the police panel. Also, blow out or vacuum the vent openings above the controller cabinet door. All service meter pedestals are to be completed during the first UPS testing of each year.
• Intersection Walk-Around - Walk all the approaches of the intersection and visually inspect all signal poles, mast arms, signal heads, and indications, traffic control signs, pedestrian signals, illuminated street name signs, loop sealants, pull box covers, and any other devices, and verify the correct placement and/or operation. Any inoperable vehicle or pedestrian indications, safety lights, or illuminated sign lamps shall be replaced under extraordinary maintenance; illuminated signs damaged beyond repair shall be reported to the Public Works Services Director or designee and replaced under extraordinary maintenance. All vehicle and pedestrian indication heads found to be out of alignment shall be properly aligned, in addition all back plates found to be damaged are to be repaired. Missing signs shall be replaced under extraordinary maintenance, cracked or damaged loops sealants shall be resealed. All other equipment found missing or damaged shall be replaced or repaired. Remove any posters, signs, and/or graffiti, etc. from any poles and or regulatory signs at the intersection.
• Pedestrian Signals and Push Buttons - The Contractor shall maintain all pedestrian signal heads and push buttons in working order, and the cost incurred shall be included in the unit price for routine preventative maintenance per intersection. The replacement of defective parts will be extraordinary maintenance. New parts shall conform to the current State of California Standard Specifications.

Except as noted otherwise, new pedestrian signals shall be Clamshell mounted Type A housings with LED sections by GE Lighting Solution, Model PS7-CFF1-VLA Countdown Pedestrian Module.

Pedestrian push button assemblies shall be Polara Bulldog BDL3-G.

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• Loop Detectors - The Contractor shall verify the condition of the loops in the roadway and take necessary preventative measures to ensure the longevity of the loop. This includes the splicing (or re-splicing) of detector loops and/or replacement of loop sealant. Cutting and installing new loops is considered extra work and will require prior approval by the City before work is commenced. The failure of a loop due to lack of sealant maintenance is not considered extra work and will be repaired at the Contractor's expense. Note any information from responding calls, repairs, tests, or observations in appropriate sections of the Traffic Signal Management ArcGIS Map. • Video Detectors (Where Present) - The Contractor shall verify that video detection camera lenses are clean and the system operable. The Contractor shall clean and polish all video detection camera lenses once every twelve (12) months, or as directed by the Public Works Services Director or designee on an individual basis. See Appendix II for the cleaning schedule. At that time, all signal heads, mast arm mounted street name signs, and optically programmed signal heads shall be realigned as necessary.

Refer to Appendix I for the list of intersections with current video detection. Note this list expands throughout the year and additional intersections will be added periodically. The Traffic Signal Management Map does contain the most up to date information of the current type of detection and status. It is the Contractors responsibility to obtain the updated list prior to commencing of annual cleaning. At the intersections with EVP IR-Detectors, the lens will be cleaned at the same time as the camera lens.
• Signs- Traffic signs shall be cleaned and adjusted as routine maintenance. The Contractor shall repair or replace any damaged or missing traffic signs or pedestrian push button plates affixed to any signal mast arm or pole under extraordinary maintenance. Any faded signs in need of replacement shall be reported to the Public Works Services Director or designee. • Traffic Signal Controller Assembly - The Contractor shall replace, repair, or otherwise render in good working order any defective traffic signal controller assemblies with like make and model assemblies as necessary to ensure the safe operation of said signal equipment. Solid-state equipment shall be maintained according to the manufacturer's specifications. • At completion of Preventative Maintenance Check - Before leaving intersection during any routine or extraordinary maintenance, verify that all detector test switches are in the "normal" position and that the stop time switch is in the "auto" or "normal" position. Record all information complete with (first and last name, time, date, nature of work, etc.) in the cabinet logbook. Immediately correct all safety deficiencies found during routine inspections and schedule nonemergency work with City staff unless preapproved under proactive guidelines. Any call outs or returns related to switches of any device or equipment accidently being left in the off, constant, or non-operable positions will be cause for non-payment of the monthly preventative maintenance and/or call out. In addition to the possible cost of City staff response time.
• Communications Maintenance - The Contractor shall include the communication maintenance personnel's qualifications in the bid. The City will notify the Contractor if, in the City's sole opinion, The City of Rancho Cucamonga
Request for Proposal (“RFP”) #24/25-002
for
Traffic Signal Maintenance
__________________________________________________________________________________________________ __________________________________________________________________________________________________

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personnel proposed for any communication maintenance are not qualified to work on these systems.

Within thirty (30) days after City makes the determination, the Contractor shall hire qualified subcontractor(s) specialized in communication equipment troubleshooting and repair to handle both routine and extraordinary maintenance without any additional compensation from the City. • Communication Maintenance Equipment - The Contractor shall equip the Communication Maintenance Technician with a laptop/portable computer loaded with Aries, Iteris, and Centracs manufacturer's diagnostic and programming software, a portable video monitor with video input, and other accessory equipment to do both routine maintenance and extraordinary maintenance.

The Contractor shall submit a list of equipment that will be used for troubleshooting and maintaining the communications equipment to the City within thirty (30) calendar days after the contract has been awarded.
• Cabinet Record Files - The Contractor shall organize the cabinet record files as directed by the Public Works Services Director or designee:
• Timing Sheet
• Conflict Monitor Test Results
• Cabinet Test Results
• Routine Maintenance
• Extraordinary Maintenance
• Extraordinary Condition - Items of damaged report not readily repaired. All records must be legibly written or printed.
• Cabinet Print
• Traffic Signal Plan
• Manuals
All record files aforementioned shall be present in the cabinet record files. Any missing files shall be reported to the designated Public Works Services Director or designee.

4.28.2. ROUTINE MAINTENANCE OF FLASHING CROSSWALKS ONCE A MONTH Inspection and service at each flashing crosswalk once a month, not less than 20 days or more than 40 days apart. The Contractor shall provide the labor, equipment, and material to perform this complete list of services, on a monthly basis:
• Air Filter - Clean or replace the air filter element in all equipment enclosures so equipped at least once every six (6) months and shall note in the monthly report any filter replacement. Wash or replace all air filter elements in all cabinets so equipped within three (3) months after the execution The City of Rancho Cucamonga
Request for Proposal (“RFP”) #24/25-002
for
Traffic Signal Maintenance
__________________________________________________________________________________________________ __________________________________________________________________________________________________

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of this contract, and so note in the monthly report the date the filter elements are cleaned or replaced. Replace the air filters at least once every (6) months. • Equipment Enclosures and A/C Service Cabinet - Remove any posters, signs, and/or graffiti, etc. from the controller and service cabinet exteriors. Check the interior and exterior of the controller and service cabinets for signs of deterioration to the cabinet's surface. Clean the traffic signal cabinets thoroughly on the inside including all components and remove any foreign materials monthly. Clean the A/C service cabinet during October UPS, inventory, and service meter audit. • Equipment Enclosure Fan and Thermostats -Verify that the controller and exterior cabinet fans operate properly with minimal noise. Verify all cabinet fan thermostats are set to eighty-five (85) degrees Fahrenheit and operational.
• Equipment Enclosure Vents - Check the vents in both the controller cabinet door and above the door, and at the top of the cabinet to ensure that they are free of any foreign material. • Connectors - Check all connectors to ensure they are secure and free of corrosion. Note in monthly routine maintenance log.
• Equipment Enclosure Mounting - Check the snugness of the nuts or bolts utilized to secure. • Equipment Enclosure and A/C Service Foundation Seal - Check all seals associated and used with mounting for sealing the enclosure that there is no deterioration. If standing water or evidence of water is present inside the bottom of the controller cabinet, reseal as necessary, and ensure there is a weep hole at the lowest point to allow any moisture in the cabinet to seep out. • Flasher Control Operation - Maintain an accurate chronograph and set all real-time clocks to the National Bureau of Standards (WWV) time. When and where necessary, adjust clocks to Daylight Savings Time on following monthly inspection visit.
• Detector Operation - Check detector units and systems including, but not limited to pedestrian pushbuttons for the correct detection of pedestrians by observing actuation and operation. Note any information from responding calls, repairs, tests, or observations in monthly maintenance and cabinet log, in addition to appropriate sections of the Traffic Signal Management ArcGIS Map. • Door Gasket - Check all door gaskets on the equipment enclosure, service cabinet, and any other enclosures for evidence of moisture or deterioration. Completely replace any gaskets showing signs of leaking or deterioration with City supply. Notify Public Works Services Director or designee when stock is low.
• Equipment Displays and Indicators- Verify that all LED, LCDs, and indications (on any controller, load switches, flasher, etc.) are working properly.
• Flash - Verify the operation of the flashers. Verify with a stopwatch that the flash rate is between 50 to 60 pulses per minute and that the "ON/OFF" state for each flash circuit is equal. • Ground Fault Receptacle - Verify the proper operation of "Test" and "Reset" buttons on GFCI type outlets.

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• Hinges and Locks - Check for free movement of all doors, latching assemblies, and locks on the equipment enclosures, service cabinet, and any other enclosure. Use a minimum of oil or spray lubricant and remove any excess.
• Insect Infestation - Check for any signs of ants, wasps or other insects within the cabinet and take the necessary steps for extermination.
• Interconnect - Observe communication equipment within the cabinet and notify Public Works Services Director or designee of any suspected failures. • Inventory - Once a year all equipment and status information found in the Traffic Signal Management ArcGIS map shall be verified against existing information and updated as needed. See Appendix II for the schedule.
• Crosswalk Timing - Compare timing against the signed City Engineer timing sheet, check any discrepancies against the intersection log, and notify Public Works Services Director or designee of any deviations. Update the status of the timing sheet in the appropriate section on the Traffic Signal Management ArcGIS map.
• Intersection Records - Ensure that all intersection "As-Built" plans, enclosure wiring diagrams, necessary equipment operations manuals, controller data timing sheets, and logbook are corrected and inside the enclosure. Contact Public Works Services Director or designee to obtain any missing items.
• Maintenance Log - The Maintenance Log shall be updated with a summary of any visit during the routine maintenance that month. Note any information from responding calls, repairs, tests, or observations in appropriate sections of the Traffic Signal Management ArcGIS Map. • Plug-in Components - Check that each plug-in component (detectors, relays, load switches, flashers, etc.) fits tightly and securely in its socket.
• Service Connections - Verify that the neutral, ground, and power connections are secure within the enclosure, tighten all connectors, and service cabinet at least once every six (6) months. Note in monthly routine maintenance log.
• Solar Panel - Where applicable, visually check solar panel for any damage and orientated to south facing aspect. Clean the solar panel during the VDS camera cleaning schedule noted on Appendix II.

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• Crosswalk Walk-Around - Walk all the approaches of the crosswalk and visually inspect all poles, mast arms, signal heads, and indications, traffic control signs, pedestrian signals, illuminated street name signs, pull box covers, and any other devices, and verify the correct placement and/or operation. Any inoperable vehicle or pedestrian indications, safety lights, or illuminated sign lamps shall be replaced under extraordinary maintenance; illuminated signs damaged beyond repair shall be reported to a Public Works Services Director or designee and replaced under extraordinary maintenance. All vehicle and pedestrian indication heads found to be out of alignment shall be properly aligned, in addition all back plates found to be damaged are to be repaired. Missing signs shall be replaced under extraordinary maintenance, cracked or damaged loops sealants shall be resealed. All other equipment found missing or damaged shall be replaced or repaired. Remove any posters, signs, and/or graffiti, etc. from any poles and or regulatory signs at the intersection. • Pedestrian Signals and Push Buttons - The Contractor shall maintain all pedestrian signal heads and push buttons in working order, and the cost incurred shall be included in the unit price for routine preventative maintenance per intersection. The replacement of defective parts will be extraordinary maintenance. Except as noted otherwise, new pedestrian signals shall be Clamshell mounted Type A housings with LED sections by GE Lighting Solution, Model PS7-CFF1-VLA Countdown Pedestrian Module. Pedestrian push button assemblies shall be Polara Bulldog BDL3-G. • Signs- Traffic signs shall be cleaned and adjusted as routine maintenance. The Contractor shall repair or replace any damaged or missing traffic signs or pedestrian push button plates affixed to any signal mast arm or pole under extraordinary maintenance. Any faded signs in need of replacement shall be reported to the Public Works Services Director or designee. • Controller Assembly - The Contractor shall replace, repair, or otherwise render in good working order any defective controller devices with like make and model assemblies as necessary to ensure the safe operation of said signal equipment. Solid-state equipment shall be maintained according to the manufacturer's specifications.
• At completion of Preventative Maintenance Check - Before leaving intersection during any routine or extraordinary maintenance, verify that all detector test switches are in the "normal" position.

Record all information complete with (name, time, date, nature of work, etc.) in the cabinet logbook.

Immediately correct all safety deficiencies found during routine inspections and schedule nonemergency work with City staff unless preapproved under proactive guidelines. Any call outs or returns related to switches of any device or equipment accidently being left in the off, constant, or non-operable positions will be cause for non-payment of the monthly preventative maintenance and/or call out. In addition to the possible cost of City staff response time. • Cabinet Record Files - The Contractor shall organize the cabinet record files as directed by the Public Works Services Director or designee:
• Timing Sheet
• Cabinet Test Results
• Routine Maintenance
The City of Rancho Cucamonga
Request for Proposal (“RFP”) #24/25-002
for
Traffic Signal Maintenance
__________________________________________________________________________________________________ __________________________________________________________________________________________________

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• Extraordinary Maintenance
• Extraordinary Condition - Items of damaged report not readily repaired. All records must be legibly written or printed.
• Cabinet Print
• Traffic Signal Plan
• Manuals
All record files aforementioned shall be present in the cabinet record files. Any missing files shall be reported to the designated Public Works Services Director or designee.

4.28.3. ROUTINE MAINTENANCE OF FLASHING BEACON AND SCHOOL FLASHING BEACON SYSTEMS ONCE A MONTH Inspection and service at each flashing beacon once a month, not less than 20 days or more than 40 days apart.

The Contractor shall provide the labor, equipment, and material to perform this complete list of services, on a monthly basis:
• Air Filter - Clean or replace the air filter element in all equipment enclosures so equipped at least once every six (6) months and shall note in the monthly report any filter replacement. Wash or replace all air filter elements in all cabinets so equipped within three (3) months after the execution of this contract, and so note in the monthly report the date the filter elements are cleaned or replaced. Replace the air filters at least once every (6) months. • Equipment Enclosures and A/C Service Cabinet - Remove any posters, signs, and/or graffiti, etc. from the controller and service cabinet exteriors. Check the interior and exterior of the controller and service cabinets for signs of deterioration to the cabinet's surface. Clean the traffic signal cabinets thoroughly on the inside including all components and remove any foreign materials monthly. Clean the A/C service cabinet during October UPS, inventory, and service meter audit. • Equipment Enclosure Fan and Thermostats - Verify that the controller and exterior cabinet fans operate properly with minimal noise. Verify all cabinet fan thermostats are set to eighty-five (85) degrees Fahrenheit and operational.
• Equipment Enclosure Vents - Check the vents in both the controller cabinet door and above the door, and at the top of the cabinet to ensure that they are free of any foreign material. • Connectors - Check all connectors to ensure they are secure and free of corrosion. Note in monthly routine maintenance log.
• Equipment Enclosure Mounting - Check the snugness of the nuts or bolts utilized to secure. • Equipment Enclosure and A/C Service Foundation Seal - Check all seals associated and used with mounting for sealing the enclosure that there is no deterioration. If standing water or evidence of water is present inside the bottom of the controller cabinet, reseal as necessary, and ensure there is a weep hole at the lowest point to allow any moisture in the cabinet to seep out.

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• Flasher Control Operation - Maintain an accurate chronograph and set all real-time clocks to the National Bureau of Standards (WWV) time. When and where necessary, adjust clocks to Daylight Savings Time on following monthly inspection visit.
• Detector Operation - Check detector units and systems including, but not limited to pedestrian pushbuttons for the correct detection of pedestrians by observing actuation and operation. Note any information from responding calls, repairs, tests or observations in monthly maintenance and cabinet log, in addition to appropriate sections of the Traffic Signal Management ArcGIS Map. • Door Gasket - Check all door gaskets on the equipment enclosure, service cabinet, and any other enclosures for evidence of moisture or deterioration. Completely replace any gaskets showing signs of leaking or deterioration with City supply. Notify Public Works Services Director or designee when stock is low.
• Equipment Displays and Indicators- Verify that all LED, LCDs, and indications (on any controller, load switches, flasher, etc.) are working properly.
• Flash - Verify the operation of the flashers. Verify with a stopwatch that the flash rate is between 50 to 60 pulses per minute and that the "ON/OFF" state for each flash circuit is equal. • Ground Fault Receptacle - Verify the proper operation of "Test" and "Reset" buttons on GFCI type outlets.
• Hinges and Locks - Check for free movement of all doors, latching assemblies, and locks on the equipment enclosures, service cabinet, and any other enclosure. Use a minimum of oil or spray lubricant and remove any excess.
• Insect Infestation - Check for any signs of ants, wasps or other insects within the cabinet and take the necessary steps for extermination.
• Interconnect - Observe communication equipment within the cabinet and notify Public Works Services Director or designee of any suspected failures. • Inventory - Once a year all equipment and status information found in the Traffic Signal Management ArcGIS map shall be verified against existing information and updated as needed. See Appendix II for the schedule.
• Crosswalk Timing - Compare timing against the signed City Engineer timing sheet, check any discrepancies against the intersection log, and notify Public Works Services Director or designee of any deviations. Update the status of the timing sheet in the appropriate section on the Traffic Signal Management ArcGIS map.
• Intersection Records - Ensure that all intersection "As-Built" plans, enclosure wiring diagrams, necessary equipment operations manuals, controller data timing sheets, and logbook are corrected and inside the enclosure. Contact Public Works Services Director or designee to obtain any missing items.

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• Maintenance Log - The Maintenance Log shall be updated with a summary of any visit during the routine maintenance that month. Note any information from responding calls, repairs, tests, or observations in appropriate sections of the Traffic Signal Management ArcGIS Map. • Plug-in Components - Check that each plug-in component (detectors, relays, load switches, flashers, etc.) fits tightly and securely in its socket.
• Service Connections - Verify that the neutral, ground, and power connections are secure within the enclosure, tighten all connectors, and service cabinet at least once every six (6) months. Note in monthly routine maintenance log.
• Solar Panel - Where applicable, visually check solar panel for any damage and orientated to south facing aspect. Clean the solar panel during the VDS camera cleaning schedule noted on Appendix II.

Check batteries via meter during the UPS testing procedure months and note on cabinet logbook and also ArcGIS. See Appendix II for the UPS testing schedule. • Terminal Connections - Using the correct size insulated screwdriver, test each terminal screw backing off slightly then retightening to confirm that it is secure at least once every six (6) months, Note in monthly routine maintenance log.
• Vacuum Cabinet - Blow or brush off inside the enclosure, terminal blocks, and components and thoroughly vacuum the interior. Also, blow out or vacuum the vent openings above the door. All service meter pedestals are to be completed during the first UPS testing of each year. • Crosswalk Walk-Around - Walk all the approaches of the crosswalk and visually inspect all poles, mast arms, signal heads, and indications, traffic control signs, pedestrian signals, illuminated street name signs, pull box covers, and any other devices, and verify the correct placement and/or operation. Any inoperable vehicle or pedestrian indications, safety lights, or illuminated sign lamps shall be replaced under extraordinary maintenance; illuminated signs damaged beyond repair shall be reported to the Public Works Services Director or designee and replaced under extraordinary maintenance. All vehicle and pedestrian indication heads found to be out of alignment shall be properly aligned, in addition all back plates found to be damaged are to be repaired. Missing signs shall be replaced under extraordinary maintenance, cracked or damaged loops sealants shall be resealed. All other equipment found missing or damaged shall be replaced or repaired. Remove any posters, signs, and/or graffiti, etc. from any poles and or regulatory signs at the intersection. • Pedestrian Signals and Push Buttons - The Contractor shall maintain all pedestrian signal heads and push buttons in working order, and the cost incurred shall be included in the unit price for routine preventative maintenance per intersection. The replacement of defective parts will be extraordinary maintenance. Except as noted otherwise, new pedestrian signals shall be Clamshell mounted Type A housings with LED sections by GE Lighting Solution, Model PS7-CFF1-VLA Countdown Pedestrian Module. Pedestrian push button assemblies shall be Polara Bulldog BDL3-G. • Signs -Traffic signs shall be cleaned and adjusted as routine maintenance. The Contractor shall repair or replace any damaged or missing traffic signs or pedestrian push button plates affixed to any signal The City of Rancho Cucamonga
Request for Proposal (“RFP”) #24/25-002
for
Traffic Signal Maintenance
__________________________________________________________________________________________________ __________________________________________________________________________________________________

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mast arm or pole under extraordinary maintenance. Any faded signs in need of replacement shall be reported to the Public Works Services Director or designee. • Controller Assembly - The Contractor shall replace, repair, or otherwise render in good working order any defective controller devices with like make and model assemblies as necessary to ensure the safe operation of said signal equipment. Solid-state equipment shall be maintained according to the manufacturer's specifications.
• At completion of Preventative Maintenance Check - Before leaving intersection during any routine or extraordinary maintenance, verify that all detector test switches are in the "normal" position.

Record all information complete with (name, time, date, nature of work, etc.) in the cabinet logbook.

Immediately correct all safety deficiencies found during routine inspections and schedule nonemergency work with City staff unless preapproved under proactive guidelines. Any call outs or returns related to switches of any device or equipment accidently being left in the off, constant, or non-operable positions will be cause for non-payment of the monthly preventative maintenance and/or call out. In addition to the possible cost of City staff response time. • Cabinet Record Files - The Contractor shall organize the cabinet record files as directed by the Public Works Services Director or designee:
• Timing Sheet
• Cabinet Test Results
• Routine Maintenance
• Extraordinary Maintenance
• Extraordinary Condition - Items of damaged report not readily repaired. All records must be legibly written or printed.
• Cabinet Print
• Manuals
All record files aforementioned shall be present in the cabinet record files. Any missing files shall be reported to the designated Public Works Services Director or designee.

4.28.4. ROUTINE MAINTENANCE OF FORTEL TRAFFIC CALMING SIGNS • Air Filter - Clean or replace the air filter element in all equipment enclosures so equipped at least once every six (6) months and shall note in the monthly report any filter replacement. Wash or replace all air filter elements in all cabinets so equipped within three (3) months after the execution of this contract, and so note in the monthly report the date the filter elements are cleaned or replaced. Replace the air filters at least once every (6) months. • Equipment Enclosures - Remove any posters, signs, and/or graffiti, etc. from the enclosures. Check the interior and exterior of the enclosures for signs of deterioration to the cabinet's surface. Clean the face of the sign and thoroughly on the inside including all components and remove any foreign materials monthly.

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• Equipment Enclosure Fan and Thermostats - Verify that any fans operate properly with minimal noise. Verify fan thermostats are set to eighty-five (85) degrees Fahrenheit and operational where applicable.
• Equipment Enclosure Vents - Check the vents are free of any foreign material. • Connectors - Check all connectors to ensure they are secure and free of corrosion. Note in monthly routine maintenance log.
• Equipment Enclosure Mounting - Check the snugness of the nuts or bolts utilized to secure. • Equipment - Enclosure Check all seals associated and used with mounting for sealing the enclosure that there is no deterioration. If standing water or evidence of water is present inside the bottom of the controller cabinet, reseal as necessary, and ensure there is a weep hole at the lowest point to allow any moisture in the cabinet to seep out.
• Radar Detector Operation - Verify automobiles are being detected by radar detector. Note any information from responding calls, repairs, tests, or observations in monthly maintenance and cabinet log, in addition to appropriate sections of the Traffic Signal Management ArcGIS Map. • Door Gasket - Check all door gaskets on the equipment enclosure and any other enclosures for evidence of moisture or deterioration. Completely replace any gaskets showing signs of leaking or deterioration with City supply. Notify Public Works Services Director or designee when stock is low. • Equipment Displays and Indicators - Verify that all LED, LCDs, and indications are working properly. • Hinges and Locks - Check for free movement of all doors, latching assemblies, and locks on the equipment enclosures, service cabinet, and any other enclosure. Use a minimum of oil or spray lubricant and remove any excess.
• Insect Infestation - Check for any signs of ants, wasps or other insects within the cabinet and take the necessary steps for extermination.
• Inventory - Once a year all equipment and status information found in the Traffic Signal Management ArcGIS map shall be verified against existing information and updated as needed. Noted on monthly preventative maintenance and test schedule. See Appendix II for the schedule. • Maintenance Log - The Maintenance Log shall be updated with a summary of any visit during the routine maintenance that month. Note any information from responding calls, repairs, tests, or observations in appropriate sections of the Traffic Signal Management ArcGIS Map. • Plug-in Components - Check that each plug-in component fits tightly and securely in its socket. • Service Connections - Verify that the neutral, ground, and power connections are secure within the enclosure, tighten all connectors, and service cabinet at least once every six (6) months. Note in monthly routine maintenance log.
• Solar Panel - Visually check solar panel for any damage and orientated to south facing aspect. Clean the solar panel during the VDS camera cleaning schedule noted on Appendix II. Check batteries via meter during the UPS testing procedure months and note on cabinet logbook and also ArcGIS. See Appendix II for the UPS testing schedule.

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• Terminal Connections - Using the correct size insulated screwdriver, test each terminal screw backing off slightly then retightening to confirm that it is secure at least once every six (6) months, Note in monthly routine maintenance log.
• Vacuum Enclosures - Blow or brush off inside the enclosure, terminal blocks, and components and thoroughly vacuum the interior. Also, blow out or vacuum the vent openings above the door. • Crosswalk Walk-Around - Walk all the approaches of the sign and visually inspect all sign, pole, mast, signal, indications, traffic control signs, and any other devices and verify the correct placement and/or operation. Remove any posters, signs, and/or graffiti, etc. from any poles and or regulatory signs at the location.
• Signs - Traffic signs shall be cleaned and adjusted as routine maintenance. The Contractor shall repair or replace any damaged or missing traffic signs.
• Controller Assembly - The Contractor shall replace, repair, or otherwise render in good working order any defective controller devices with like make and model assemblies as necessary to ensure the safe operation of said signal equipment. Equipment shall be maintained according to the manufacturer's specifications.
• At completion of Preventative Maintenance Check - Record all information complete with (name, time, date, nature of work, etc.) in the cabinet logbook. Immediately correct all safety deficiencies found during routine inspections and schedule nonemergency work with City staff unless preapproved under proactive guidelines. Any call outs or returns related to switches of any device or equipment accidently being left in the off, constant, or non-operable positions will be cause for nonpayment of the monthly preventative maintenance and/or call out. In addition to the possible cost of City staff response time.

4.29. EXTRAORDINARY MAINTENANCE
Furnish and install replacement vehicle and pedestrian signal lamps per City specifications and at the bid price. • Furnish and install replacement safety lights or ISNS. • Cut and install replacement detector loops per City specifications and at the bid price. • Paint signal equipment
• Replace damaged equipment.

Extraordinary maintenance as listed in the Scope of Work includes all the labor equipment and materials necessary to ensure the safe and efficient operation of the City's traffic signal system that goes beyond the normal routine preventative maintenance program established by this Scope of Work. • Lamp Replacement - During any inspection, all broken or deteriorated parts shall be replaced as necessary. The Contractor shall furnish and replace all incandescent or LED signal lamps that have failed or burned-out with new LEDs. An LED signal module shall be manufactured by GE Lighting Solution, Models DR6GCFB-VLA-032, DR6-GCAAN-17A, DR6-YTFB-VLA-032, DR6-YTAAN-17A-YX, DR6RTFB-VLA- The City of Rancho Cucamonga
Request for Proposal (“RFP”) #24/25-002
for
Traffic Signal Maintenance
__________________________________________________________________________________________________ __________________________________________________________________________________________________

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032, DR6-RTAAN-17A or an approved equal shall illuminate all new optical units using LED traffic signal lamps. Programmed visibility lamps shall be replaced in kind unless otherwise directed by City.

4.30. ADDITIONAL WORK NOT LISTED ABOVE
At times, it will be necessary for the Contractor to perform additional work above and beyond the routine and extraordinary work listed in the Scope of Work. Contractor must be available to perform this type of work on an as needed basis. The Contractor shall supply not to exceed cost estimates for work to be done in these cases.

Such cost estimates shall be provided for budgeting purposes only. Billing for such additional work shall reflect the labor rates, actual hours worked, and materials supplied. The Contractor's invoice for additional work shall indicate:
• Work order number, the person giving authorization and date of work. • Contractor's invoiced material (maximum mark up: 15%) • Contractor's labor charge
• Contractor's equipment charge
• Brief description of work completed and location of work.

The City will compensate the Contractor for such additional work based on the verified invoice cost of materials, equipment, and labor plus markup.

The Contractor shall be available to assist with inspection of new installations when requested by the City on a per hour basis paid at the rate of a Traffic Signal Maintenance Technician. • Inductive Circular Loop Replacement - Upon receiving a request from the City, the Contractor must immediately schedule the work and complete the work within 10 working days.

Install Type E and Type D circular detector loops per the following specifications:

Detector loops shall conform to the 2018 Caltrans Provisions in Section 87-1-1.03V “Detectors", of the Standard Specifications and this Scope of Work.

Loops shall be installed on the same day in which the loop slots are cut. This shall include the placement of the loop conductors and slot sealant. Loop detector lead-in cable shall be Type 8.

Detector loop locations shall be approved by the City, in the field before installation.

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In testing a vacant loop, any drift that exceeds an average of more than 1 Hertz/minute shall be cause for rejection.

Type E and D detector loops (circular), per the 2018 Caltrans Standard Plan ES-5A shall be six (6) feet in diameter.

The sides of the slot shall be vertical and the minimum radius of the slot entering and leaving the circular part of the loop shall be three (3) inches. Loop wire for circular loops shall be Type 2.

Slot sealant shall be Hot-Melt Rubberized Asphalt Sealant and conform to the provision in Section 86-1.02W4 of the 2018 Caltrans Standard Specifications and as directed by the designated City representative in the field.

Additional work includes items of work not listed above in Routine Maintenance or Extraordinary Maintenance and shall include items such as, but not limited to, the following:
• Furnish and install replacement signal poles and/or mast arms. • Furnish and install replacement signal heads.
• Furnish and install replacement cabinet assemblies.
• Furnish and install replacement signal interconnect cables. • Furnish and install replacement signal controller assemblies. • Emergency call-out response
• Furnish and install other signal equipment as requested by the Traffic Engineer or Public Works Services Director or designee.

4.31. WORK AUTHORIZATION
Additional work, except for emergency repairs as provided for in this "Scope of Work", shall require prior written authorization from the Public Works Services Director or designee. In situations requiring an immediate response, verbal authorization from the Public Works Services Director or designee is sufficient followed by written authorization.

4.32. PAYMENT FOR ADDITIONAL WORK
Upon receipt of an itemized invoice within thirty (30) days of completion of work, the City shall compensate the Contractor for additional work including labor, material, equipment, and markup as identified in Section 3-3 Extra Work (sheet GP-5). In the event a negotiated price cannot be reached, the City of Rancho Cucamonga reserves the right to repair and/or solicit quotations or invite bids and award work to any Contractor to perform such additional work.

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4.33. ADVANCED LICENSE PLATE READER (ALPR) AND PUBLIC SAFETY VIDEO NETWORKING (PSVN) Provide services in response to emergencies and upon request to the City of Rancho Cucamonga and San Bernardino County Sheriff’s Department to assist with troubleshooting, installing, and/or removing cameras and communication infrastructure attached to traffic signal equipment.

4.34. PATENTS
The Contractor shall assume all responsibilities arising from the use of patented materials, equipment, devices, or processes used on or incorporated in the work.

4.35. ADMINISTRATIVE ELEMENTS

1. The Contractor shall make available at least one (1) full-time traffic signal maintenance technician to work in the City on an as-needed basis. These technicians shall have certification of Traffic Signals Level III or higher as a Traffic Signal Maintenance Technician from the International Municipal Signal Association (IMSA) and National Electrical Contractors (NEC) certification. Skilled laborers can make hardware repairs under the direct supervision of the technician. The City reserves the right at all times to concur with the Contractor's assignment of personnel to the City. If appropriate, the Contractor shall replace any personnel assigned to the City whose performance or behavior is considered unacceptable by the City or the standards established per the specifications. The Contractor shall have adequate personnel and facilities to perform an inspection of new equipment. When requested by the City, the Contractor may be required to assist in the field inspection of new installations and provide written “punch list” reports upon request. Prior to the commencement of the contract, the Contractor shall provide a list of employees potentially working on the City's signals, indicating their level of certifications and job classifications. The Contractor shall update employee lists annually or as personnel change. IMSA and NEC certifications by employees shall be held in good standing and shall be maintained current throughout the entire duration of the contract.

2. The Contractor shall provide all necessary personnel, instruments, equipment, and materials to perform the described services.

3. Evaluation Criteria: The information submitted will be evaluated by the City of Rancho Cucamonga. The evaluation will consider the following criteria when reviewing each proposal. a. Approach to work including, but not limited to, task breakdown and staffing. b. Reports of references, the experience (including certifications, vehicles, and other equipment used for the maintenance of traffic signals), and technical competence of the firm and key people on similar projects of equal complexity. c. The willingness to agree to all terms of the Contract. Refer to sheets C-1 through C-6.

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5. EVALUATION AND VENDOR SELECTION PROCESS

5.1. INITIAL SCREENING
All RFP responses will undergo an initial review to determine responsiveness to the instructions herein. Those RFP responses initially determined to be responsive by meeting the RFP requirement as indicated herein will proceed to the next phase of the evaluation process.

5.2. EVALUATION ACTIVITIES
RFP responses deemed as having met the standard RFP requirements as indicated herein are then evaluated by an Evaluation Committee. The RFP submittals are scored and assigned a ranking of zero (0) through ten (10), ten being the highest possible score. The following criteria have been assigned percentages that the criteria will be scored against, based upon but not limited to the following evaluation criteria factors:

Criteria
Criteria Description
Assigned
Percentage
Vendor Expertise 25
Quality of proposed services or goods 30
Extent to which the Vendors services or goods meet the City ’s needs 10 Cost 15
Experience of key personnel 20

5.3. COST EVALUATION
Cost Proposals are evaluated and scored based on the following calculations.

Score = Lowest Proposal Cost / Cost of Proposal being scored X Maximum Points Available (10) The score is then added to the spreadsheet criteria scores.

5.4. REFERENCE CHECKS
If determined to be required reference checks are conducted by the Procurement Division and the requesting department may or may not be present during the process. The reference checks may be conducted by phone with the information being scribed or conducted by a written form, submitted to the Vendor’s reference contact. Reference contacts will be asked several predetermined questions for response and to provide a score from one (1) to ten (10), ten being the highest. Scores are then tabulated and added to the spreadsheet with the criteria scores. It is imperative that Vendors provide up to date and accurate information regarding contact information for reference checks. All scores are then tabulated into the final Vendor ranking.

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Evaluators do not see the Vendor References or pricing line items. The proposed pricing is evaluated by the Procurement Division during the initial review of the RFP response, only to ensure that the proposed cost is not over the City ’s budgeted amount or Not-to-Exceed amount for the project.

5.5. DEMONSTRATIONS/ INTERVIEWS
Upon completion of the RFP evaluations and data analysis, and only, if necessary, selected top ranked Vendors will be provided an opportunity to interview and conduct a demonstration or presentation to further expand on their RFP response. Vendor interviews/demonstrations are scored and assigned a ranking of one (1) through ten (10), ten being the highest possible score, based upon but not limited to the evaluation criteria factors as stated within the RFP.

5.6. BEST AND FINAL OFFER
Upon completion of Vendor presentations, the City reserves the right to conduct pre-award discussions and/or pre-contract negotiations with all or only top ranked Vendors. At which time the City may request a Best and Final Offer to be submitted from one or all finalists.

5.7. VENDOR SELECTION
The final Vendor selection is based on which Vendor is the most responsive, meeting the City ’s requirements, offering the best value at the most competitive price. The City is not obligated to award to the lowest price proposal.

The City may conduct negotiations with several Vendors simultaneously. The City may also negotiate contract terms with the selected Vendors prior to award. The City, at its sole discretion, reserves the right, unless otherwise stated, to accept or reject all or any RFP responses, or any part thereof, either separately or to waive any informality and to split or make the award in any manner determined to be in the best interest of the City.

5.8. LETTER OF INTENT TO AWARD
After a final Vendor selection is determined, a Letter of Intent to Award (LOI) will be posted for review by all participating, responsive Vendors. Negotiations shall be confidential and not subject to disclosure to competing Vendors unless an agreement is reached. If contract negotiations cannot be concluded successfully, City may negotiate a contract with the next highest scoring Vendor or withdraw the RFP entirely.

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“EXHIBIT A, CITY OF RANCHO CUCAMONGA CONFLICT OF INTEREST/NON-DISCLOSURE STATEMENT” It is the policy of the City to prevent personal or organizational conflict of interest, or the appearance of such conflict of interest, in the award and administration of City Contracts, including, but not limited to Contracts for Professional Services Agreements (“PSA”) with potential Vendors.

I do not have specific knowledge of confidential information regarding RFP responses received in response to the Request for Proposal (“RFP”) #24/25-002 for Traffic Signal Maintenance.

I agree not to disclose or otherwise divulge any information pertaining to the contents, status, or ranking of any RFP response to anyone. I understand the terms and "disclose or otherwise divulge" to include, but are not limited to, verbal conversations, written correspondence, reproduction of any part or any portion of any RFP response, or removal of same from designated areas.

I, the undersigned, hereby certify that the following statements are true and correct and that I understand and agree to be bound by commitments contained herein.
______________________________________ (Print Name)

______________________________________ (Relationship to the City)

______________________________________ (Relationship to the Vendors) ______________________________________ (Signature)
______________________________________ (Date)
Exhibits are not to be included in your bid response. All referenced Exhibits must be submitted in Planet Bids system under the Response Types, Exhibits A – G.

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“EXHIBIT B, PROFESSIONAL SERVICES AGREEMENT EXCEPTIONS SUMMARY” Mark the appropriate choice, below:
_____ Vendors accepts the PSA without exception.

OR
_____ Vendors proposes exceptions to the PSA.

Summarize all exceptions on a separate document. Enclose a written summary of each change and title as “Exception Summary”, which shall include the Vendors’ rationale for proposing each such exception. Each exception must be labeled with the Section number in the PSA. Failure to properly reference exceptions in the submitted summary may deem the response as non-responsive. ___________________________________
Signature
___________________________________
Printed Name
___________________________________
Title
___________________________________
Date
Exhibits are not to be included in your bid response. All referenced Exhibits must be submitted in Planet Bids system under the Response Types, Exhibits A – G.

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“EXHIBIT C, ACKNOWLEDGMENT OF INSURANCE REQUIREMENTS AND CERTIFICATION OF ABILITY TO PROVIDE AND MAINTAIN COVERAGES SPECIFIED”
I, _______________________________ the ______________________________________________ (President, Secretary, Manager, Owner or Representative) of __________________________________________________________________, certify that the (Name of Company, Corporation or Owner)
Specifications and General Provisions regarding insurance requirements as stated within the Professional Services Agreement (PSA), for the Purchase Contract designated Request for Proposal (“RFP”) #24/25-002 FOR Traffic Signal Maintenance have been read and understood and that our Vendors is able to provide and maintain the coverage as specified in the PSA. Failure to provide said coverage, upon request to finalize the PSA prior to award shall be enough cause for immediate disqualification of award. Failure to maintain said coverage shall result in termination of the contract.
___________________________________
Signature
___________________________________
Printed Name
___________________________________
Title
___________________________________
Date
Exhibits are not to be included in your bid response. All referenced Exhibits must be submitted in Planet Bids system under the Response Types, Exhibits A – G.

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“EXHIBIT D, ADDENDUM ACKNOWLEDGEMENT”
The Vendors hereby acknowledges the following Addenda Number(s) to this RFP have been received, if any.

Vendors understands failure to acknowledge any addenda issued may cause the RFP response to be considered non-responsive. It is the Vendors’ responsibility to log into the Bid System to identify and download the number of addenda that have been posted.
• __________________
• __________________
• __________________
• __________________
___________________________________
Signature
___________________________________
Printed Name
___________________________________
Title
___________________________________
Date
Exhibits are not to be included in your bid response. All referenced Exhibits must be submitted in Planet Bids system under the Response Types, Exhibits A – G.

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“EXHIBIT E, DEBARMENT and SUSPENSION CERTIFICATION FORM” I certify that neither _____________________________ (Vendor) nor any of its proposed subcontractors are not currently listed on the governmentwide exclusions in the System for Award Management (SAM), in accordance with the guidelines under 2 CFR 200 that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), and that neither Vendor nor any of its proposed subcontractors are tax delinquent with the State of California.

I acknowledge that if Vendors or any of its subcontractors subsequently are placed under suspension or debarment by a local, state or federal government entity, or if Vendors or any of its subcontractors subsequently become delinquent in California taxes, our Proposal will be disqualified. ___________________________________
Signature
___________________________________
Printed Name
___________________________________
Title
___________________________________
Date
Exhibits are not to be included in your bid response. All referenced Exhibits must be submitted in Planet Bids system under the Response Types, Exhibits A – G.

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“EXHIBIT F, PARTICIPATION CLAUSE”
It is hereby understood that other government entities, such as cities, counties, and special/school districts may utilize this RFP response at their option for equipment or services at the RFP response price for a period of ________ days. Said entities shall have the option to participate in any award made because of this solicitation.

Any such piggy-back awards will be made independently by each agency, and the City is not an agent, partner or representative of these agencies and is not obligated or liable for any action of debts that may arise out of such independently negotiated piggy-back procurement. Each public agency shall accept sole responsibility of its own order placement and payments of the Vendors.

Successful Vendors will extend prices as proposed herein to other governmental agencies, please specify.

YES __________ NO _________
Exhibits are not to be included in your bid response. All referenced Exhibits must be submitted in Planet Bids system under the Response Types, Exhibits A – G.

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“EXHIBIT G, SIGNATURE OF AUTHORITY”
The undersigned firm declares that he has carefully examined the specifications and read the above terms and conditions, and hereby proposes and agrees, if this RFP response is accepted, to furnish all material in accordance with the specifications and instructions, in the time and manner therein prescribed for the unit cost amounts set forth in the following RFP response.

THE VENDOR IN SUBMITTING THIS RFP RESPONSE MUST FILL IN THE FOLLOWING INFORMATION. FAILURE TO DO SO MAY DEEM YOUR RFP RESPONSE AS NON-RESPONSIVE.

Company Name: Address:
(Street, Su. # City, State, Zip)
Telephone #:

Fax #:

E-mail address: Web Address:

Authorized Representative: (print) Title:

Signature: Date:

Exhibits are not to be included in your bid response. All referenced Exhibits must be submitted in Planet Bids system under the Response Types, Exhibits A – G.

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“EXHIBIT H” REFERENCES WORKSHEET
The following References Worksheet must be complete, please do not mark “See Attached”. Provide a minimum of four (4) clients that are similar in size to the City of Rancho Cucamonga that your company has conducted comparable or like services. Preferred references should be government agencies and be a current customer within the past three (3) years. Please verify accuracy of contact information.

Reference 1
Company Name
Contact Name and Title
Company Address
Contact Telephone Number
Contact Email
Description of Comparative Services and
Project Cost (please be specific)
Reference 2
Company Name
Contact Name and Title
Company Address
Contact Telephone Number
Contact Email
Description of Comparative Services and
Project Cost (please be specific)
The City of Rancho Cucamonga
Request for Proposal (“RFP”) #24/25-002
for
Traffic Signal Maintenance
__________________________________________________________________________________________________ __________________________________________________________________________________________________

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Reference 3
Company Name
Contact Name and Title
Company Address
Contact Telephone Number
Contact Email
Description of Comparative Services and
Project Cost (please be specific)
Reference 4
Company Name
Contact Name and Title
Company Address
Contact Telephone Number
Contact Email
Description of Comparative Services and
Project Cost (please be specific)
Exhibits are not to be included in your bid response. All referenced Exhibits must be submitted in Planet Bids system under the Response Type, Exhibit H.

DATE: May 1, 2024
TO: Mayor and Members of the City Council
FROM: John R. Gillison, City Manager
INITIATED BY: Micah Martin, Public Works Services Director Ruth Cain, Procurement Manager
Richard Favela, Streets Superintendent
Tim Baltazar, Supervising Traffic Signal Specialist
Lindsay A. McElwain, Acting Management Analyst III
SUBJECT: Consideration to Award a Professional Services Agreement to Yunex LLC for Traffic Signal Maintenance and Safety Lighting Maintenance in an Amount Not to Exceed $1,351,170 for FY 2024/25. (CITY) RECOMMENDATION:

Staff recommends City Council:

1. Award and authorize the execution of a professional services agreement for Traffic Signal Maintenance to Yunex LLC, of Riverside, California, effective July 1, 2024, for a one-year term with an option to renew in one (1) year increments up to a total of six (6) additional years, in an amount not to exceed $1,351,170 for FY 2024/25, and an estimated $9,996,073 over seven years, contingent upon approval of future budgets.

2. Authorize an expenditure in an amount not to exceed $1,351,170 for FY 2024/25.

BACKGROUND:

The Public Works Services Department and the Procurement Division routinely issue requests for proposals to ensure vendor services remain competitive. On June 3, 2015, City Council approved and awarded a competitively bid contract (CO# 15-103) for Citywide Traffic Signal and Safety Lighting Maintenance to Siemens Mobility, Inc (now Yunex LLC). This contract had an option to renew in one year increments up to a total of five years ending June 30, 2020. With Council’s approval, Public Works renewed this contract for several years beyond the initial expiration through June 30, 2024 until specifications could be written and the services rebid. The annual maintenance contract for Traffic Signal Maintenance includes highly specialized technical service for traffic signal and safety lighting maintenance at the City’s 241 locations including signalized intersections, signalized crosswalks, flashing crosswalks, and flashing school beacons.

The annual maintenance contract includes both routine maintenance and a contingency for extra work. The routine maintenance includes a complete monthly inspection and service at 240 locations, including the City’s signalized intersections, signalized crosswalks, flashing crosswalks, and flashing school beacons. The contingency for extra work is to complete repairs due to unforeseen failures, traffic accidents, or malfunctions of the traffic signal system, safety lighting, or internally illuminated street name signs.

Specifications were submitted to the Procurement Division to prepare a formal Request for

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Proposals ( RFP). Procurement prepared and posted RFP # 23/24-002 for Traffic Signal Maintenance on February 21, 2024. There were 644 vendors notified; 27 prospective bidders downloaded or viewed the bid package, and one response was received.

ANALYSIS:

As only one bid response was received, the Procurement Department conducted vendor outreach to determine if reposting the solicitation would garner different results. Outreach was conducted via phone and email with prospective bidders that did not submit a response. None of the prospective bidders were interested in submitting a bid. Therefore, the City reviewed the single bid received to determine if it was responsive to the RFP and canceled the evaluation committee.

City staff conducted athorough analysis of the RFP response from Yunex LLC inaccordance with the RFP evaluation criteria listed in Table 1. Yunex LLC was determined to be responsive and provide value service while meeting the scope of services and specifications required.

Table 1. Evaluation Criteria for Written Proposals
Criteria Description Weight
Vendor Expertise 25%
Quality of proposed goods or services 30%
Extent to which the Vendor’s goods or services
meet the City’s and RCFPD’s needs
10%
Experience of key personnel 20%
Cost 15%
Staff recommends City Council approve the award and authorize the execution of a professional services agreement for Traffic Signal and Safety Lightning Maintenance to Yunex LLC, of Riverside, California, effective July 1, 2024, for a one-year term with an option to renew in one (1) year increments up to a total of six (6) additional years, in an amount not to exceed $1,351,170 for FY 2024/25, and an estimated $9,996,073 over seven years, contingent upon approval of future budgets.

The chart below has been prepared to illustrate the estimated annual funding requirements for the full contract term. Please note, this is only an estimate, and the amounts below could vary.

Fiscal Year Estimated Annual
Increase (3%)
Estimated Total
Costs
FY 2024/25 Year 1 $ 1,304,550
FY 2025/26 $ 39,137 $ 1,343,687
FY 2026/27 $ 40,311 $ 1,383,998
FY 2027/28 $ 41,520 $ 1,425,518
FY 2028/29 $ 42,766 $ 1,468,284
FY 2029/30 $ 44,049 $ 1,512,333
FY 2030/31 $ 45,370 $ 1,557,703
Estimated Grand Total $ 9,996,073
A copy of the contract will be on file in the City Clerk’s Office.

FISCAL IMPACT:

The Proposed FY 2024/25 Budget includes funding for Traffic Signal Maintenance in several accounts. A breakdown of funding for this contract can be found in the table below.

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Account Funding Source Amount
1001318- 5300 General Fund- Contract Services $ 25,200
1001701- 5217 Technical Investigative Cost ( PD Funded)$ 40,000 1174303- 5300 TS Communication $ 60,500
1177303- 5300 Measure I – Contract Services $ 1,210,000 1876203- 5300 Signal Maintenance $ 15,470
COUNCIL MISSION / VISION / VALUE(S) ADDRESSED:

This item addresses the City Council’s core values of promoting and enhancing asafe andhealthy community for all.

ATTACHMENTS:

None.

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AGREEMENT FOR

PROFESSIONAL SERVICES
THIS AGREEMENT is made and entered into this 1st day of July 2024, by and between the City of Rancho Cucamonga, a municipal corporation (“City”) and Yunex LLC, an electrical contracting firm (“Contractor”).

RECITALS
A. City has heretofore issued its request for proposals to perform the following services: Traffic Signal Maintenance (RFP 23/24-002) (“the Project”).

B. Contractor has submitted a proposal to perform the services described in Recital “A”, above, necessary to complete the Project.

C. City desires to engage Contractor to complete the Project in the manner set forth and more fully described herein.

D. Contractor represents that it is fully qualified and licensed under the laws of the State of California to perform the services contemplated by this Agreement in a good and professional manner.

AGREEMENT
NOW, THEREFORE, in consideration of performance by the parties of the mutual promises, covenants, and conditions herein contained, the parties hereto agree as follows:

1. Contractor’s Services.

1.1 Scope and Level of Services. Subject to the terms and conditions set forth in this Agreement, City hereby engages Contractor to perform all services described in Recitals “A” and “B” above, including, but not limited to traffic signal and safety lighting maintenance; all as more fully set forth in RFP 23/24-002, attached hereto as Exhibit A, Contractor’s proposal, dated March 27, 2024 attached hereto as Exhibit B, and Schedule of Lump Sum and Unit Costs attached hereto as Exhibit C, hereinafter entitled “Scope of Work”, and incorporated by reference herein. The nature, scope, and level of the services required to be performed by Contractor are set forth in the Scope of Work and are referred to herein as “the Services.” In the event of any inconsistencies between the Scope of Work and this Agreement, the terms and provisions of this Agreement shall control.

1.2 Revisions to Scope of Work. Upon request of the City the Contractor will promptly meet with City staff to discuss any revisions to the Project desired by the City.

Contractor agrees that the Scope of Work may be amended based upon said meetings, and, by amendment to this Agreement, the parties may agree on a revision or revisions to Contractor’s Vendor Initials
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compensation based thereon. A revision pursuant to this Section that does not increase the total cost payable to Contractor by more than ten percent (10%) of the total compensation specified in Section 3, may be approved in writing by City’s Manager without amendment.

1.3 Time for Performance. Contractor shall perform all services under this Agreement in a timely, regular basis consistent with industry standards for professional skill and care, and in accordance with any schedule of performance set forth in the Scope of Work, or as set forth in a “Schedule of Performance”, if such Schedule is attached hereto as Exhibit “N/A”.

1.4 Standard of Care. As a material inducement to City to enter into this Agreement, Contractor hereby represents that it has the experience necessary to undertake the services to be provided. In light of such status and experience, Contractor hereby covenants that it shall follow the customary professional standards in performing the Services.

1.5 Familiarity with Services. By executing this Agreement, Contractor represents that, to the extent required by the standard of practice, Contractor (a) has investigated and considered the scope of services to be performed, (b) has carefully considered how the services should be performed, and (c) understands the facilities, difficulties and restrictions attending performance of the services under this Agreement. Contractor represents that Contractor, to the extent required by the standard of practice, has investigated any areas of work, as applicable, and is reasonably acquainted with the conditions therein. Should Contractor discover any latent or unknown conditions, which will materially affect the performance of services, Contractor shall immediately inform City of such fact and shall not proceed except at Contractor’s risk until written instructions are received from the City Representative.

2. Term of Agreement. The term of this Agreement shall become effective as of the date of the mutual execution by way of both party’s signature (the “Effective Date”) through June 30, 2025. No work shall be conducted; service or goods will not be provided until this Agreement has been executed and requirements have been fulfilled.

Parties to this Agreement shall have the option to renew in one (1) year increments to a total of six (6) additional years, unless sooner terminated as provided in Section 14 herein. Prior to entering into an agreement for an annual extension the Contractor may request a Cost-of-living Increase in an amount not to exceed the increase in the March index of the Consumer Price Index All Urban Consumers for the Riverside-San Bernardino-Ontario, California area published by the U.S. Department of Labor, Bureau of Labor Statistics. Options to renew are contingent upon the City Manager’s approval, subject to pricing review, and in accordance with all Terms and Conditions stated herein unless otherwise provided in writing by the City.

3. Compensation.

3.1 Compensation. City shall compensate Contractor as set forth in Exhibit C, provided, however, that full, total and complete amount payable to Contractor shall not exceed One Million, Three Hundred and Fifty-One Thousand, One Hundred Seventy ($1,351,170) for services during the City’s fiscal year ending June 30, 2025 including all out-of-pocket Vendor Initials
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expenses, unless additional compensation is approved by the City Manager or City Council. City shall not withhold any federal, state or other taxes, or other deductions. However, City shall withhold not more than ten percent (10%) of any invoice amount pending receipt of any deliverables reflected in such invoice. Under no circumstance shall Contractor be entitled to compensation for services not yet satisfactorily performed.

The parties further agree that compensation may be adjusted in accordance with Section 1.2 to reflect subsequent changes to the Scope of Services. City shall compensate Contractor for any authorized extra services as set forth in Exhibit C.

4. Method of Payment.

4.1 Invoices. Contractor shall submit to City monthly invoices for the Services performed pursuant to this Agreement. The invoices shall describe in detail the Services rendered during the period and shall separately describe any authorized extra services. Any invoice claiming compensation for extra services shall include appropriate documentation of prior authorization of such services. All invoices shall be remitted to the City of Rancho Cucamonga, California.

4.2 City shall review such invoices and notify Contractor in writing within ten (10) business days of any disputed amounts.

4.3 City shall pay all undisputed portions of the invoice within thirty (30) calendar days after receipt of the invoice up to the not-to-exceed amounts set forth in Section 3.

4.4 All records, invoices, time cards, cost control sheets and other records maintained by Contractor relating to services hereunder shall be available for review and audit by the City.

5. Representatives.

5.1 City Representative. For the purposes of this Agreement, the contract administrator and City representative shall be Micah Martin, Public Works Services Director, or such other person as designated in writing by the City (“City Representative”). It shall be Contractor’s responsibility to assure that the City Representative is kept informed of the progress of the performance of the services, and Contractor shall refer any decisions that must be made by City to the City Representative. Unless otherwise specified herein, any approval of City required hereunder shall mean the approval of the City Representative.

5.2 Contractor Representative. For the purposes of this Agreement, Candace Gallaher, Service Project Manager, is hereby designated as the principal and representative of Contractor authorized to act in its behalf with respect to the services specified herein and make all decisions in connection therewith (“Contractor’s Representative”). It is expressly understood that the experience, knowledge, capability and reputation of the Contractor’s Representative were a substantial inducement for City to enter into this Agreement. Therefore, the Contractor’s Vendor Initials
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Representative shall be responsible during the term of this Agreement for directing all activities of Contractor and devoting sufficient time to personally supervise the services hereunder.

Contractor may not change the Responsible Principal without the prior written approval of City.

6. Contractor’s Personnel.

6.1 All Services shall be performed by Contractor or under Contractor’s direct supervision, and all personnel shall possess the qualifications, permits, and licenses required by State and local law to perform such Services, including, without limitation, a City business license as required by the City’s Municipal Code.

6.2 Contractor shall be solely responsible for the satisfactory work performance of all personnel engaged in performing the Services and compliance with the standard of care set forth in Section 1.4.

6.3 Contractor shall be responsible for payment of all employees’ and subcontractors’ wages and benefits, and shall comply with all requirements pertaining to employer’s liability, workers’ compensation, unemployment insurance, and Social Security. By its execution of this Agreement, Contractor certifies that it is aware of the provisions of Section 3700 of the California Labor Code that require every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions of that Code and agrees to comply with such provisions before commencing the performance of the Services.

6.4 Contractor shall indemnify, defend and hold harmless City and its elected officials, officers and employees, servants, designated volunteers, and agents serving as independent contractors in the role of City officials, from any and all liability, damages, claims, costs and expenses of any nature to the extent arising from Contractor’s violations of personnel practices and/or any violation of the California Labor Code. City shall have the right to offset against the amount of any fees due to Contractor under this Agreement any amount due to City from Contractor as a result of Contractor’s failure to promptly pay to City any reimbursement or indemnification arising under this Section 6.

7. Ownership of Work Product.

7.1 Ownership. All documents, ideas, concepts, electronic files, drawings, photographs and any and all other writings, including drafts thereof, prepared, created or provided by Contractor in the course of performing the Services, including any and all intellectual and proprietary rights arising from the creation of the same (collectively, “Work Product”), are considered to be “works made for hire” for the benefit of the City. Upon payment being made, and provided Contractor is not in breach of this Agreement, all Work Product shall be and remain the property of City without restriction or limitation upon its use or dissemination by City. Basic survey notes, sketches, charts, computations and similar data prepared or obtained by Contractor under this Agreement shall, upon request, be made available to City. None of the Work Product shall be the subject of any common law or statutory copyright or copyright application by Vendor Initials
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Contractor. In the event of the return of any of the Work Product to Contractor or its representative, Contractor shall be responsible for its safe return to City. Under no circumstances shall Contractor fail to deliver any draft or final designs, plans, drawings, reports or specifications to City upon written demand by City for their delivery, notwithstanding any disputes between Contractor and City concerning payment, performance of the contract, or otherwise. This covenant shall survive the termination of this Agreement. City’s reuse of the Work Product for any purpose other than the Project, shall be at City’s sole risk.

7.2. Assignment of Intellectual Property Interests: Upon execution of this Agreement and to the extent not otherwise conveyed to City by Section 7.1, above, the Contractor shall be deemed to grant and assign to City , and shall require all of its subcontractors to assign to City , all ownership rights, and all common law and statutory copyrights, trademarks, and other intellectual and proprietary property rights relating to the Work Product and the Project itself, and Contractor shall disclaim and retain no rights whatsoever as to any of the Work Product, to the maximum extent permitted by law. City shall be entitled to utilize the Work Product for any and all purposes, including but not limited to constructing, using, maintaining, altering, adding to, restoring, rebuilding and publicizing the Project or any aspect of the Project.

7.3 Title to Intellectual Property. Contractor warrants and represents that it has secured all necessary licenses, consents or approvals to use any instrumentality, thing or component as to which any intellectual property right exists, including computer software, used in the rendering of the Services and the production of the Work Product and/or materials produced under this Agreement, and that City has full legal title to and the right to reproduce any of the Work Product. Contractor shall defend, indemnify and hold City, and its elected officials, officers, employees, servants, attorneys, designated volunteers, and agents serving as independent contractors in the role of City officials, harmless from any loss, claim or liability in any way related to a claim that City’s use is violating federal, state or local laws, or any contractual provisions, relating to trade names, licenses, franchises, patents or other means of protecting intellectual property rights and/or interests in products or inventions. Contractor shall bear all costs arising from the use of patented, copyrighted, trade secret or trademarked documents, materials, software, equipment, devices or processes used or incorporated in the Services and materials produced under this Agreement. In the event City’s use of any of the Work Product is held to constitute an infringement and any use thereof is enjoined, Contractor, at its expense, shall: (a) secure for City the right to continue using the Work Product by suspension of any injunction or by procuring a license or licenses for City; or (b) modify the Work Product so that it becomes non- infringing. This covenant shall survive the termination of this Agreement.

8. Status as Independent Contractor. Contractor is, and shall at all times remain as to City, a wholly independent contractor. Contractor shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise act as an agent of City. Neither City nor any of its agents shall have control over the conduct of Contractor or any of Contractor’s employees, except as set forth in this Agreement. Contractor shall not, at any time, or in any manner, represent that it or any of its officers, agents or employees are in any manner employees of City. Contractor shall pay all required taxes on amounts paid to Contractor under this Agreement, and to defend, indemnify and hold City harmless from any and all taxes, assessments, penalties, and interest Vendor Initials
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asserted against City by reason of the independent contractor relationship created by this Agreement. Contractor shall fully comply with the workers’ compensation law regarding Contractor and Contractor’s employees

9. Confidentiality. Contractor may have access to financial, accounting, statistical, and personnel data of individuals and City employees. Contractor covenants that all data, documents, discussion, or other information developed or received by Contractor or provided for performance of this Agreement are confidential and shall not be disclosed by Contractor without prior written authorization by City. City shall grant such authorization if applicable law requires disclosure. All City data shall be returned to City upon the termination of this Agreement.

Contractor’s covenant under this Section shall survive the termination of this Agreement. This provision shall not apply to information in whatever form that is in the public domain, nor shall it restrict the Contractor from giving notices required by law or complying with an order to provide information or data when such an order is issued by a court, administrative agency or other legitimate authority, or if disclosure is otherwise permitted by law and reasonably necessary for the Contractor to defend itself from any legal action or claim.

10. Conflict of Interest.

10.1 Contractor covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which may be affected by the Services, or which would conflict in any manner with the performance of the Services. Contractor further covenants that, in performance of this Agreement, no person having any such interest shall be employed by it.

Furthermore, Contractor shall avoid the appearance of having any interest, which would conflict in any manner with the performance of the Services. Contractor shall not accept any employment or representation during the term of this Agreement which is or may likely make Contractor “financially interested” (as provided in California Government Code §§1090 and 87100) in any decision made by City on any matter in connection with which Contractor has been retained.

10.2 Contractor further represents that it has not employed or retained any person or entity, other than a bona fide employee working exclusively for Contractor, to solicit or obtain this Agreement. Contractor has not paid or agreed to pay any person or entity, other than a bona fide employee working exclusively for Contractor, any fee, commission, gift, percentage, or any other consideration contingent upon the execution of this Agreement. Upon any breach or violation of this warranty, City shall have the right, at its sole and absolute discretion, to terminate this Agreement without further liability, or to deduct from any sums payable to Contractor hereunder the full amount or value of any such fee, commission, percentage or gift.

10.3 Contractor has no knowledge that any officer or employee of City has any interest, whether contractual, noncontractual, financial, proprietary, or otherwise, in this transaction or in the business of Contractor, and that if any such interest comes to the knowledge of Contractor at any time during the term of this Agreement, Contractor shall immediately make a complete, written disclosure of such interest to City, even if such interest would not be deemed a prohibited “conflict of interest” under applicable laws as described in subsection 10.1.

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11. Indemnification.

11.1 To the maximum extent permitted by law, the Contractor shall defend, indemnify and hold the City, and its elected officials, officers, employees, servants, volunteers, and agents serving as independent contractors in the role of City officials, (collectively, “Indemnitees”), free and harmless with respect to any and all damages, liabilities, losses, reasonable defense costs or expenses (collectively, “Claims”), including but not limited to Claims relating to death or injury to any person and injury to any property, which arise out of, pertain to, or relate to the acts, omissions, activities or operations of Contractor or any of its officers, employees, subcontractors, Contractors, or agents in the performance of this Agreement.

Contractor shall defend Indemnitees in any action or actions filed in connection with any such Claims with counsel of City’s choice, and shall pay all costs and expenses, including actual attorney’s fees and experts’ costs incurred in connection with such defense. The indemnification obligation herein shall not in any way be limited by the insurance obligations contained in this Agreement provided, however, that the Contractor shall have no obligation to indemnify for Claims arising out of the sole negligence or willful misconduct of any of the Indemnitees.

11.2 Nonwaiver of Rights. Indemnitees do not, and shall not, waive any rights that they may possess against Contractor because of the acceptance by City, or the deposit with City, of any insurance policy or certificate required pursuant to this Agreement.

11.3 Waiver of Right of Subrogation. Except as otherwise expressly provided in this Agreement, Contractor, on behalf of itself and all parties claiming under or through it, hereby waives all rights of subrogation against the Indemnitees, while acting within the scope of their duties, from all claims, losses and liabilities arising out of or incident to activities or operations performed by or on behalf of the Contractor.

11.4 Survival. The provisions of this Section 11 shall survive the termination of the Agreement and are in addition to any other rights or remedies which Indemnitees may have under the law. Payment is not required as a condition precedent to an Indemnitee’s right to recover under this indemnity provision, and an entry of judgment against Contractor shall be conclusive in favor of the Indemnitee’s right to recover under this indemnity provision.

12. Insurance.

12.1 Liability Insurance. Contractor shall procure and maintain in full force and effect for the duration of this Agreement, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the services hereunder by Contractor, and/or its agents, representatives, employees or subcontractors.

12.2 Minimum Scope of Insurance. Unless otherwise approved by City, coverage shall be at least as broad as:
(1) Insurance Services Office Commercial General Liability coverage Vendor Initials
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(occurrence form CG 0001).
(2) Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code 1 (any auto).
(3) Worker’s Compensation insurance as required by the State of California, and Employer’s Liability Insurance.

12.3 Minimum Limits of Insurance. Contractor shall maintain limits no less than:
(1) Commercial General Liability: $2,000,000 per occurrence for bodily injury, personal injury and property damage. Commercial General Liability Insurance or other form with a general aggregate limit shall apply separately to this Agreement or the general limit shall be twice the required occurrence limit.
(2) Automobile Liability: $2,000,000 per accident for bodily injury and property damage.
(3) Employer’s Liability: $1,000,000 per accident and in the aggregate for bodily injury or disease and Workers’ Compensation Insurance in the amount required by law.
(4) The Insurance obligations under this Agreement shall be the greater of (i) the Insurance coverages and limits carried by the Contractor; or (ii) the minimum Insurance coverages and limits shown in this Agreement. Any insurance proceeds in excess of the specified limits and coverage required which are applicable to a given loss, shall be available to the City. No representation is made that the minimum Insurance requirements of this Agreement are sufficient to cover the obligations of the Contractor under this agreement.

12.4 Deductibles and Self-Insured Retentions. Any deductibles or self- insured retentions must be declared to and approved by the City and shall not reduce the limits of coverage. City reserves the right to obtain a full certified copy of any required insurance policy and endorsements.

12.5 Other Insurance Provisions.
(1) The commercial general liability and automobile liability policies are to contain the following provisions on a separate additionally insured endorsement naming the City, its officers, officials, employees, designated volunteers and agents serving as
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independent contractors in the role of City officials, as additional insureds as respects: liability arising out of activities performed by or on behalf of Contractor; products and completed operations of Contractor; premises owned, occupied or used by Contractor; and/or automobiles owned, leased, hired or borrowed by
Contractor. The coverage shall contain no limitations on the scope of protection afforded to City, its officers, officials, employees, designated volunteers or agents serving as independent contractors in the role of City officials which are not also limitations applicable to the named insured.
(2) For any claims related to this Agreement, Contractor’s insurance coverage shall be primary insurance as respects City, its officers, officials, employees, designated volunteers and agents serving as independent contractors in the role of City officials. Any insurance or self-insurance maintained by City, its officers, officials, employees, designated volunteers or agents serving as independent contractors in the role of City officials shall be in excess of Contractor’s insurance and shall not contribute with it. (3) Contractor’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’sliability.
(4) Contractor shall provide immediate written notice if (1) any of the required insurance policies is terminated; (2) the limits of any of the required polices are reduced; (3) or the deductible or selfinsured retention is increased. In the event of any cancellation or reduction in coverage or limits of any insurance, Contractor shall forthwith obtain and submit proof of substitute insurance. Should Contractor fail to immediately procure other insurance, as specified, to substitute for any canceled policy, the City may procure such insurance at Contractor’s sole cost and expense. (5) Each insurance policy required by this clause shall expressly waive the insurer’s right of subrogation against City, its elected officials, officers, employees, servants, attorneys, designated volunteers, and agents serving as independent contractors in the role of City officials.
(6) Each policy shall be issued by an insurance company approved in writing by City, which is admitted and licensed to do business in the State of California and which is rated A:VII or better according to the most recent A.M. Best Co. Rating Guide.

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(7) Each policy shall specify that any failure to comply with reporting or other provisions of the required policy, including breaches of warranty, shall not affect the coverage required to be provided. (8) Each policy shall specify that any and all costs of adjusting and/or defending any claim against any insured, including court costs and attorneys' fees, shall be paid in addition to and shall not deplete any policy limits.
(9) Contractor shall provide any and all other insurance, endorsements, or exclusions as required by the City in any request for proposals applicable to this Agreement.

12.6 Evidence of coverage. Prior to commencing performance under this Agreement, the Contractor shall furnish the City with certificates and original endorsements, or copies of each required policy, effecting and evidencing the insurance coverage required by this Agreement including (1) Additional Insured Endorsement(s), (2) Worker’s Compensation waiver of subrogation endorsement, and (3) General liability declarations or endorsement page listing all policy endorsements. The endorsements shall be signed by a person authorized by the insurer(s) to bind coverage on its behalf. All endorsements or policies shall be received and approved by the City before Contractor commences performance. If performance of this Agreement shall extend beyond one year, Contractor shall provide City with the required policies or endorsements evidencing renewal of the required policies of insurance prior to the expiration of any required policies of insurance.

12.7 Contractor agrees to include in all contracts with all subcontractors performing work pursuant to this Agreement, the same requirements and provisions of this Agreement including the indemnity and insurance requirements to the extent they apply to the scope of any such subcontractor’s work. Contractor shall require its subcontractors to be bound to Contractor and City in the same manner and to the same extent as Contractor is bound to City pursuant to this Agreement, and to require each of its subcontractors to include these same provisions in its contract with any sub-subcontractor.

13. Cooperation. In the event any claim or action is brought against City relating to Contractor’s performance or services rendered under this Agreement, Contractor shall render any reasonable assistance and cooperation that City might require. City shall compensate Contractor for any litigation support services in an amount to be agreed upon by the parties.

14. Termination. City shall have the right to terminate this Agreement at any time for any or no reason on not less than ten (10) days prior written notice to Contractor. In the event City exercises its right to terminate this Agreement, City shall pay Contractor for any services satisfactorily rendered prior to the effective date of the termination, provided Contractor is not then in breach of this Agreement. Contractor shall have no other claim against City by reason of such termination, including any claim for compensation. City may terminate for cause following a default remaining uncured more than five (5) business days after service of a notice to cure on Vendor Initials
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the breaching party.

Contractor may terminate this Agreement for cause upon giving the City ten (10) business days prior written notice for any of the following: (1) uncured breach by the City of any material term of this Agreement, including but not limited to Payment Terms; (2) material changes in the conditions under which this Agreement was entered into, coupled with the failure of the parties to reach accord on the fees and charges for any Additional Services required because of such changes.

15. Notices. Any notices, bills, invoices, or reports authorized or required by this Agreement shall be in writing and shall be deemed received on (a) the day of delivery if delivered by hand or overnight courier service during Contractor’s and City’s regular business hours; or (b) on the third business day following deposit in the United States mail, postage prepaid, to the addresses set forth in this Section, or to such other addresses as the parties may, from time to time, designate in writing pursuant to the provisions of this Section.

All notices shall be addressed as follows:

If to City: Micah Martin
City of Rancho Cucamonga
Public Works Services Department
8794 Lion Street
Rancho Cucamonga, CA 91730
If to Contractor: Candace Gallaher, Service Project
Manager
Yunex LLC
2250 Business way
Riverside, CA. 92501

16. Non-Discrimination and Equal Employment Opportunity. In the performance of this Agreement, Contractor shall not discriminate against any employee, subcontractor, or applicant for employment because of race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation.

Contractor will take affirmative action to ensure that subcontractors and applicants are employed, and that employees are treated during employment, without regard to their race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation.

17. Assignment and Subcontracting. Contractor shall not assign or transfer any interest in this Agreement or subcontract the performance of any of Contractor’s obligations hereunder without City’s prior written consent. Except as provided herein, any attempt by Contractor to so assign, transfer, or subcontract any rights, duties, or obligations arising hereunder shall be null, void and of no effect.

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18. Compliance with Laws. Contractor shall comply with all applicable federal, state and local laws, ordinances, codes and regulations in force at the time Contractor performs the Services. Contractor is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., (“Prevailing Wage Laws”), which require the payment of prevailing wage rates and compliance with other requirements on “public works” and “maintenance” projects. If the Services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and if the total compensation is $1,000 or more, Contractor agrees to fully comply with such Prevailing Wage Laws. The applicable prevailing wage rate determinations can be found at http://www.dir.ca.gov/dlsr/DPreWageDetermination.htm Contractor shall make copies of the prevailing rates of per diem wages for each craft, classification or type of worker needed to execute the Services, available to interested parties upon request, and shall post copies at the Contractor’s principal place of business and at the Project site. Contractor shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing WageLaws.

19. Non-Waiver of Terms, Rights and Remedies. Waiver by either party of any one or more of the conditions of performance under this Agreement shall not be a waiver of any other condition of performance under this Agreement. In no event shall the making by City of any payment to Contractor constitute or be construed as a waiver by City of any breach of covenant, or any default which may then exist on the part of Contractor, and the making of any such payment by City shall in no way impair or prejudice any right or remedy available to City with regard to such breach or default.

20. Attorney’s Fees. In the event that either party to this Agreement shall commence any legal action or proceeding to enforce or interpret the provisions of this Agreement, the prevailing party in such action or proceeding shall be entitled to recover its costs of suit, including reasonable attorney’s fees and costs of experts.

21. Exhibits; Precedence. All documents referenced as exhibits in this Agreement are hereby incorporated in this Agreement. In the event of any material discrepancy between the express provisions of this Agreement and the provisions of any document incorporated herein by reference, the provisions of this Agreement shall prevail.

22. Applicable Law and Venue. The validity, interpretation, and performance of this Agreement shall be controlled by and construed under the laws of the State of California. Venue for any action relating to this Agreement shall be in the San Bernardino County Superior Court.

23. Construction. In the event of any asserted ambiguity in, or dispute regarding the interpretation of any matter herein, the interpretation of this Agreement shall not be resolved by any rules of interpretation providing for interpretation against the party who causes the uncertainty to exist or against the party who drafted the Agreement or who drafted that portion of the Agreement.

Vendor Initials
PSA without professional liability insurance (contractor) Last Revised: 05/22/14

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24. Entire Agreement. This Agreement consists of this document, and any other documents, attachments and/or exhibits referenced herein and attached hereto, each of which is incorporated herein by such reference, and the same represents the entire and integrated agreement between Contractor and City. This Agreement supersedes all prior oral or written negotiations, representations or agreements. This Agreement may not be amended, nor any provision or breach hereof waived, except in a writing signed by the parties which expressly refers to this Agreement.

IN WITNESS WHEREOF, the parties, through their respective authorized representatives, have executed this Agreement as of the date first written above.

Yunex LLC
By:

Name Date
City of Rancho Cucamonga
By:

Mayor L. Dennis Michael Date
Mayor
Title Title
By:

Name Date
Title
(two signatures required if corporation)
Vendor Initials
PSA without professional liability insurance (contractor) Last Revised: 05/22/14

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SCOPE OF WORK
Scope of Work Contents:
• Exhibit A – RFP 23/24-002
• Exhibit B – Contractor’s proposal, dated March 27, 2024 • Exhibit C – Unit Costs
• Exhibit D – Schedule of Locations
REQUEST FOR PROPOSAL (“RFP”) #24/25-002
FOR

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Table of Contents

1. OVERVIEW ............................................................................................................................................ 4

1.1. GENERAL BACKGROUND ............................................................................................................................. 4

1.2. PROPOSAL DELIVERY AND SCHEDULE OF EVENTS ............................................................................................. 4

1.3. DISCREPANCIES OR OMISSIONS .................................................................................................................... 4

1.4. CONTINGENCIES ........................................................................................................................................ 5

1.5. QUESTIONS AND CLARIFICATIONS ................................................................................................................. 5

1.6. DISPOSITION OF MATERIAL AND CONFIDENTIAL OR PROPRIETARY INFORMATION ................................................. 5

1.7. BRAND NAMES ......................................................................................................................................... 5

1.8. KNOWLEDGE OF REQUIREMENTS .................................................................................................................. 6

1.9. RESERVATION OF RIGHTS ............................................................................................................................ 6

1.10. CALIFORNIA'S PUBLIC RECORDS ACT ............................................................................................................. 7

2. MINIMUM REQUIREMENTS ................................................................................................................. 7

2.1. BUSINESS LICENSE...................................................................................................................................... 7

2.2. PREVAILING WAGES................................................................................................................................... 7

2.3. REPRESENTATIVES...................................................................................................................................... 8

2.4. EMPLOYEE CONDUCT.................................................................................................................................. 9

3. RFP RESPONSE FORMAT AND SUBMISSION REQUIREMENTS............................................................. 9

3.1. COVER LETTER / INTRODUCTION ................................................................................................................ 10

3.2. TABLE OF CONTENTS................................................................................................................................ 10

3.3. EXECUTIVE SUMMARY .............................................................................................................................. 10

3.4. EXPERIENCE ............................................................................................................................................ 10

3.5. THIRD-PARTY / SUBCONTRACTORS ............................................................................................................. 10

3.6. STAFF BIOGRAPHIES ................................................................................................................................. 11

3.7. PROPOSAL RESPONSE ............................................................................................................................... 11

3.8. EXHIBITS A THROUGH H............................................................................................................................ 11

3.9. NON-DISCLOSURE CONFLICT OF INTEREST .................................................................................................... 11

3.10. PROFESSIONAL SERVICE AGREEMENT .......................................................................................................... 11

3.11. ACKNOWLEDGEMENT OF INSURANCE .......................................................................................................... 12 The City of Rancho Cucamonga
Request for Proposal (“RFP”) #24/25-002
for
Traffic Signal Maintenance
__________________________________________________________________________________________________ __________________________________________________________________________________________________

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Glendora City CouncilJuly 8, 2025

Glendora City Council
July 8, 2025