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Computer Service Company A2009-65 SentaAlar a. x se4 a �- �,. -` _ „qtr AtrOW "tr: City of -c_ SVA , Chino Hills041,4W j)9 ��coOFo HINO}lives 7 �{ September 1, 2009 ff� I Justin Cataldo Computer Service Company 12907 E. Garvey Avenue Baldwin Park, CA 91706 Dear Mr. Cataldo: RE: Agreement No. A09-65 At their regular meeting held August 25, 2009, the City Council of the City of Chino Hills authorized Agreement No. A09-65, in an annual amount not to exceed $50,000, for traffic signal maintenance services through June 30, 2012. Enclosed for your records is a fully executed copy of the agreement. Should you have any questions on this matter, you may contact City Engineer Steven Nix at (909) 364-2775. Very truly yours, CITY OF CHINO HILLS 40 /V. MARY M. Mc!UFFEE, CMC CITY CLERI, Enclosure cc: Judy Lancaster, Finance Director Ray Hansen, Sr. Administrative Analyst Vivian Chou, Administrative Analyst II City Council: Art Bennett Ed M. Graham W.C. `Bill"Kruger Gwenn E. Norton-Perry Peter J. Rogers 14000 City Center Drive, Chino Hills, CA 91709 • (909) 364-2600 • FAX (909)364-2695 • www.chinohills.org Moils 5— AGREEMENT NO. A09- FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF CHINO HILLS AND COMPUTER SERVICE COMPANY THIS AGREEMENT, made and entered into this 25th day of August, 2009, between the CITY OF CHINO HILLS, a municipal corporation, hereinafter referred to as "City" and COMPUTER SERVICE COMPANY hereinafter referred to as "Consultant". In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows: 1. SCOPE OF SERVICES. Consultant agrees to perform the services set forth in Exhibit A "SCOPE OF SERVICES" attached hereto and made a part hereof. Consultant shall submit its work to the City for its review after completing each phase of the project as described in Exhibit A, or when otherwise requested by the City. Consultant shall, at its own cost, make any revisions of its own work as required by the City and re-do, at its own cost, any work which the City finds unsatisfactory due to Consultant's or subcontractor's errors or omissions. Consultant represents and warrants that it has the qualifications, experience and facilities to properly perform said services in a thorough, competent and professional manner and shall, at all times during the term of this Agreement, have in full force and effect, all licenses required of it by law. Consultants shall begin its services under this Agreement on September 1, 2009. -1- 2. STATUS OF CONSULTANT. Consultant is and shall at all times remain as to the City a wholly independent contractor. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and control. Neither City nor any of its officers, employees or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees or agents are in any manner officers, employees or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation or liability whatever against City, or bind City in any manner. Consultant shall not disseminate any information or reports gathered or created pursuant to this Agreement without the prior written approval of City except information or reports required by government agencies to enable Consultant to perform its duties under this Agreement. 3. CONSULTANT'S KNOWLEDGE OF APPLICABLE LAWS. Consultant shall keep itself informed of applicable local, state and federal laws and regulations which may affect those employed by it or in any way affect the performance of its services pursuant to this Agreement. Consultant shall observe and comply with all such laws and regulations affecting its employees. City and its officers and employees, shall not be liable at law or in equity as a result of any failure of Consultant to comply with this section. -2- 4. PERSONNEL. Consultant shall make every reasonable effort to maintain the stability and continuity of Consultant's staff assigned to perform the services hereunder and shall obtain the approval of the City Manager of all proposed staff members performing services under this Agreement prior to any such performance. 5. COMPENSATION AND METHOD OF PAYMENT. Compensation to the Consultant shall be as set forth in Exhibit B attached hereto and made a part hereof. Payments shall be made within thirty (30) days after receipt of each invoice as to all undisputed fees. If the City disputes any of consultant's fees it shall give written notice to Consultant within 30 days of receipt of an invoice of any disputed fees set forth on the invoice. 6. ADDITIONAL SERVICES OF CONSULTANT. Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to those set forth herein or listed in Exhibit A, unless such additional services are authorized in advance and in writing by the City Manager. Consultant shall be compensated for any additional services in the amounts and in the manner as agreed to by City Manager and Consultant at the time City's written authorization is given to Consultant for the performance of said services. 7. ASSIGNMENT. All services required hereunder shall be performed by Consultant, its employees or personnelunder direct contract with Consultant. -3- Consultant shall not assign to any subcontractor the performance of this Agreement, nor any part thereof, nor any monies due hereunder, without the prior written consent of City Manager. 8. FACILITIES AND RECORDS. Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts and other such information required by City that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books and records, shall give City the right to examine and audit said books and records, shall permit City to make transcripts therefrom as necessary, and shall allow inspection of all work, data, documents, proceedings and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment. 9. TERMINATION OF AGREEMENT. This Agreement may be renewed annually, but will terminate on June 30, 2012, unless otherwise extended in advance and in writing by the City Manager. This Agreement may be terminated with or without cause by either party upon 30 days written notice. In -4- the event of such termination, Consultant shall be compensated for non-disputed fees under the terms of this Agreement up to the date of termination. 10. COOPERATION BY CITY. All public information, data, reports, records, and maps as are existing and available to City as public records, and which are necessary for carrying out the work as outlined in the Scope of Services, shall be furnished to Consultant in every reasonable way to facilitate, without undue delay, the work to be performed under this Agreement. 11. OWNERSHIP OF DOCUMENTS. Upon satisfactory completion of, or in the event of termination, suspension or abandonment of, this Agreement, all original maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall, become the sole property of City. With respect to computer files, Consultant shall make available to the City, upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring and printing computer files. 12. RELEASE OF INFORMATION/CONFLICTS OF INTEREST. (a) All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City's prior written authorization excepting that information which is a public record and subject to disclosure pursuant to the California Public -5- Records Act, Government Code § 6250, et seq. Consultant, its officers, employees, agents or subcontractors, shall not without written authorization from the City Manager or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the work performed under this Agreement or relating to any project or property located within the City. Response to a subpoena or court order shall not be considered "voluntary" provided Consultant gives City notice of such court order or subpoena. If Consultant or any of its officers, employees, consultants or subcontractors does voluntarily provide information in violation of this Agreement, City has the right to reimbursement and indemnity from Consultant for any damages caused by Consultant's conduct, including the City's attorney's fees. Consultant shall promptly notify City should Consultant, its officers, employees, agents or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any party regarding this Agreement and the work performed thereunder or with respect to any project or property located within the City. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing or similar proceeding. Consultant agrees to cooperate fully with City and to provide City with the opportunity to review any response to discovery requests provided by -6- Consultant. However, City's right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response. (b) Consultant covenants that neither they nor any officer or principal of their firm have any interest in, or shall they acquire any interest, directly or indirectly which will conflict in any manner or degree with the performance of their services hereunder. Consultant further covenants that in the performance of this Agreement, no person having such interest shall be employed by them as an officer, employee, agent, or subcontractor without the express written consent of the City Manager. Consultant further covenants that Consultant has not contracted with nor is performing any services directly or indirectly with any developer(s) and/or property owner(s) and/or firm(s) and/or partnerships owning property in the City or the study area and further covenants and agrees that Consultant and/or its subcontractors shall provide no service or enter into any agreement or agreements with any developer(s) and/or property owner(s) and/or firm(s) and/or partnerships owning property in the City or the study area prior to the completion of the work under this Agreement without the express written consent of the City Manager. 13. DEFAULT. In the event that Consultant is in default of any of the provisions of this Agreement, City shall have no obligation or duty to continue compensating Consultant for any work performed after the date of default and can terminate this Agreement immediately by written notice to the Consultant. -7- 14. INDEMNIFICATION. (a) Consultant represents it is skilled in the professional calling necessary to perform the services and duties agreed to hereunder by Consultant, and City relies upon the skills and knowledge of Consultant. Consultant shall perform such services and duties consistent with the standards generally recognized as being employed by professionals performing similar service in the State of California. (b) Consultant is an independent contractor and shall have no authority to bind City nor to create or incur any obligation on behalf of or liability against City, whether by contract or otherwise, unless such authority is expressly conferred under this agreement or is otherwise expressly conferred in writing by City. City, its elected and appointed officials, officers, agents, employees and volunteers (individually and collectively, "Indemnitees") shall have no liability to Consultant or to any other person for, and Consultant shall indemnify, defend, protect and hold harmless the Indemnitees from and against, any and all liabilities, claims, actions, causes of action, proceedings, suits, damages, judgments, liens, levies, costs and expenses of whatever nature, including reasonable attorneys' fees and disbursements (collectively "Claims"), which the Indemnitees may suffer or incur or to which the Indemnitees may become subject by reason of or arising out of any injury to or death of any person(s), damage to property, loss of use of property, economic loss or otherwise occurring as a result of or allegedly caused -8- by the performance or failure to perform by Consultant of Consultant's services under this agreement or the negligent or willful acts or omissions of Consultant, its agents, officers, directors or employees, in performing any of the services under this agreement. If any action or proceeding is brought against the Indemnitees by reason of any of the matters against which Consultant has agreed to indemnify the Indemnitees as above provided, Consultant, upon notice from the CITY, shall defend the Indemnitees at Consultant's expense by counsel acceptable to the City. The Indemnitees need not have first paid any of the matters as to which the Indemnitees are entitled in order to be so indemnified. The insurance required to be maintained by Consultant under paragraph 15 shall ensure Consultant's obligations under this paragraph 14(b), but the limits of such insurance shall not limit the liability of Consultant hereunder. The provisions of this paragraph 14(b) shall survive the expiration or earlier termination of this agreement. The Consultant's indemnification does not extend to Claims occurring as a result of the City's negligent or willful acts or omissions. 15. INSURANCE. A. Insurance Requirements. Consultant shall provide and maintain insurance acceptable to the City Attorney in full force and effect throughout the term of this Agreement, against claims for injuries to persons or damages to property which may arise from or in connection with the performance -9- of the work hereunder by Consultant, its agents, representatives or employees. Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A:VII. Consultant shall provide the following scope and limits of insurance: (1) Minimum Scope of Insurance. Coverage shall be at least as broad as: (a) Insurance Services Office form Commercial General Liability coverage (Occurrence Form CG 0001). (b) Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, including code 1 "any auto" and endorsement CA 0025, or equivalent forms subject to the written approval of the City. (c) Workers' Compensation insurance as required by the Labor Code of State of California and Employer's Liability insurance and covering all persons providing services on behalf of the Consultant and all risks to such persons under this Agreement. (d) Errors and omissions liability insurance appropriate to the Consultant's profession. (2) Minimum Limits of Insurance. Consultant shall maintain limits of insurance no less than: (a) General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General -10- Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the activities related to this Agreement or the general aggregate limit shall be twice the required occurrence limit. (b) Automobile Liability: $1,000,000 per accident for bodily injury and property damage. (c) Workers' Compensation and Employer's Liability: Workers' Compensation as required by the Labor Code of the State of California and Employers Liability limits of$1,000,000 per accident. (d) Errors and Omissions Liability: $1,000,000 per claim. B Other Provisions. Insurance policies required by this Agreement shall contain the following provisions: (1) All Policies. Each insurance policy required by this paragraph 15 shall be endorsed and state the coverage shall not be suspended, voided, canceled by the insurer or either party to this Agreement, reduced in coverage or in limits except after 30 days' prior written notice by Certified mail, return receipt requested, has been given to the City. (2) General Liability and Automobile Liability Coverages. (a) City, its officers, officials, and employees and volunteers are to be covered as additional insureds as respects: liability arising -11- out of activities Consultant performs, products and completed operations of Consultant; premises owned, occupied or used by Consultant, or automobiles owned, leased or hired or borrowed by Consultant. The coverage shall contain no special limitations on the scope of protection afforded to City, its officers, officials, or employees. (b) Consultant's insurance coverage shall be primary insurance as respect to City, its officers, officials, employees and volunteers. Any insurance or self insurance maintained by City, its officers, officials, employees or volunteers shall apply in excess of, and not contribute with, Consultant's insurance. (c) Consultant'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's liability. (d) Any failure to comply with the reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees or volunteers. (3) Workers' Compensation and Employer's Liability Coverage. Unless the City Manager otherwise agrees in writing, the insurer shall agree to waive all rights of subrogation against City, its officers, officials, employees and agents for losses arising from work performed by Consultant for City. -12- C. Other Reauirements. Consultant agrees to deposit with City, at or before the effective date of this contract, certificates of insurance necessary to satisfy City that the insurance provisions of this contract have been complied with. The City Attorney may require that Consultant furnish City with copies of original endorsements effecting coverage required by this Section. The certificates and endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. City reserves the right to inspect complete, certified copies of all required insurance policies, at any time. (1) Consultant shall furnish certificates and endorsements from each subcontractor identical to those Consultant provides. (2) Any deductibles or self-insured retentions must be declared to and approved by City. At the option of the City, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration, defense expenses and claims. (3) The procuring of such required policy or policies of insurance shall not be construed to limit Consultant's liability hereunder nor to fulfill the indemnification provisions and requirements of this Agreement. 16. NONDISCRIMINATION/NONPREFERENTIAL TREATMENT STATEMENT. In performing this Agreement, the Parties shall not discriminate or -13- grant preferential treatment on the basis of race, sex, color, age, religion, sexual orientation, disability, ethnicity, or national origin, and shall comply, to the fullest extent allowed by law, with all applicable local, state and federal laws relating to nondiscrimination. 17. UNAUTHORIZED ALIENS. Consultant hereby promises and agrees to comply with all of the provisions of the Federal Immigration and Nationality Act (8 U.S.C.A. & 1101, et seq.), as amended; and in connection therewith, shall not employ unauthorized aliens as defined therein. Should Consultant so employ such unauthorized aliens for the performance of work and/or services covered by this contract, and should the Federal Government impose sanctions against the City for such use of unauthorized aliens, Consultant hereby agrees to, and shall, reimburse City for the cost of all such sanctions imposed, together with any and all costs, including attorneys' fees, incurred by the City in connection therewith. 18. ENTIRE AGREEMENT. This Agreement is the complete, final, entire and exclusive expression of the Agreement between the parties hereto and supersedes any and all other agreements, either oral or in writing, between the parties with respect to the subject matter herein. Each party to this Agreement acknowledges that no representations by any party which are not embodied herein and that no other agreement, statement, or promise not contained in this Agreement shall be valid and binding. -14- 19. GOVERNING LAW. The City and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the San Bernardino County Superior Court. 20. ASSIGNMENT OR SUBSTITUTION. City has an interest in the qualifications of and capability of the persons and entities who will fulfill the duties and obligations imposed upon Consultant by this Agreement. In recognition of that interest, neither any complete nor partial assignment of this Agreement may be made by Consultant nor changed, substituted for, deleted, or added to without the prior written consent of City. Any attempted assignment or substitution shall be ineffective, null, and void, and constitute a material breach of this Agreement entitling City to any and all remedies at law or in equity, including summary termination of this Agreement. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. 21. MODIFICATION OF AGREEMENT. The terms of this Agreement can only be modified in writing approved by the City Council and the Consultant. The parties agree that this requirement for written modifications cannot be waived and any attempted waiver shall be void. 22. AUTHORITY TO EXECUTE. The person or persons executing this Agreement on behalf of Consultant warrants and represents that he/she/they -15- has/have the authority to execute this Agreement on behalf of his/her/their corporation and warrants and represents that he/she/they has/have the authority to bind Consultant to the performance of its obligations hereunder. 23. NOTICES. Notices shall be given pursuant to this Agreement by personal service on the party to be notified, or by written notice upon such party deposited in the custody of the United States Postal Service addressed as follows: City. Attention: City Clerk City of Chino Hills 2001 Grand Avenue Chino Hills, California 91709-4869 Consultant. Attention: Justin Cataldo Computer Service Company 12907 E. Garvey Avenue Baldwin Park, CA 91706 The notices shall be deemed to have been given as of the date of personal service, or three (3) days after the date of deposit of the same in the custody of the United States Postal Service. 24. SEVERABILITY. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of the other provisions of this Agreement. -16- IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written. COMPUTER SERVICE COMPANY By Z.f / Title Richard Tesoriero,Vice President CITY OF CHINO HILLS By '.a--71_ A30./ Peter J. ler, MWor ATTEST: APPROVED AS TO FORM: 1..2_7MR - Mary M. I uffee' (®r Mark D. ensley City Cler City Attorney -17- EXHIBIT "A" SCOPE OF WORK 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 and flashing beacons 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 Engineer or his designated representative. 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), and one (1) spare Econolite System Controller (ASC/3 2100), one (1) video detection TV monitor, and one (1) conflict monitor for every twenty-five (25) intersections. The Contractor shall also have on- hand at least one (1) spare Econolite System Master Controller (ASC/2M 2100) for every fifty (50) intersections. In the event of a controller malfunction, the original controller shall be returned to service within 60 working days, or an approved replacement controller shall be installed. No permanent or temporary change of controller mechanisms shall be done without prior approval of the City except in case of an emergency. In the event a change is necessary to respond to an emergency, the Contractor shall notify the City by telephone and by email immediately (within 24-hours) that the equipment was removed and replaced with approved spare equipment. Model number shall be recorded for all parts removed. The Contractor shall have available adequate, skilled personnel and proper laboratory testing facilities to perform an inspection of controller mechanisms, including traffic signal controllers, conflict monitors, controller cabinets, auxiliary equipment and traffic control appurtenances. All testing shall conform to the current NEMA Specifications TS-1 and Section 86-2.14, "Testing", of the CalTrans Standard Specifications. A copy of laboratory reports showing repairs to traffic control equipment shall be submitted to the City on an annual basis or as requested. 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 City Engineer, or his designated representative. Such additional signals shall be maintained at the same unit price as stipulated in the Contract Agreement. In the event that 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 City may, at its sole discretion, eliminate signals from this contract. The Contractor shall be notified of such deletions in writing. Such deleted signals shall decrease the invoice at the same unit price as specified in the Contract Agreement. In the event that maintenance of a new signal 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. 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, fax, 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 and emergency service requests. The telephone number is to be made available to the Engineer or his representative, and the City of Chino Hills Police Department (San Bernardino County Sheriff). All requests shall be addressed by an appropriate timely response as outlined in this Scope of Work. Response Criteria for Emergency and Routine Services The Contractor will need to ascertain whether service requests are of an "emergency" nature requiring an immediate response or whether the request is general in nature requiring routine response. Requests deemed to be "emergencies" shall be responded to immediately with all possible haste, arriving at the signal location within one 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 so as to create a public hazard. 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 the conditions stated in paragraph 1 above, 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 by the Contractor if required, barricades, cones, replacement signal heads, pedestrian 2 heads, 1-A signal pole, load switches, controller, and other related equipment and tools which may be required to repair said damage. Red lights reported as being inoperable shall be responded to as emergency situations. 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 hazard shall be immediately repaired or removed as an emergency situation in order to eliminate the hazard or unsafe condition. Any equipment so removed shall be scheduled for replacement. For the emergency repair of a traffic signal, which is totally blacked out, the following procedure of traffic control shall apply: 1. The Contractor shall dispatch qualified personnel and equipment to reach the site within the time frame specified in this Scope of Work for emergency call- out. The Contractor's vehicle shall carry traffic cones, etc., which shall be used when controlling traffic during an emergency and/or when deemed necessary by the signal technician, the City Engineer, or his authorized representative. 2. If no police officer is present and temporary stop signs have been set up when the Contractor arrives at the site, the Contractor shall set up more traffic warning and control devices, if deemed necessary, and proceed to repair the signal. After the signal is back in operation, the Contractor shall remove all of the temporary traffic control devices and return those devices owned by the City to the City Yard located at 15091 La Palma, Chino, California, 91710. If a police officer is still at the site when the Contractor arrives, the Contractor shall quickly examine the signal, evaluate the situation, discuss it with the police officer, and obtain a Traffic Accident Report Number (if applicable) to be submitted with the invoice for work performed at the signal. If the repair will take longer than the officer can wait, the Contractor shall immediately set up temporary stop signs and all other necessary warning devices and relieve the police officer. The Contractor shall also notify the City Engineer, or his authorized representative, of the date and the approximate time of the Contractor's response to such an emergency within 24- hours. Notification The Contractor shall notify the Engineer or his authorized representative of the alterations, substitution, or removal of any controller or component, or alteration to the operation of any signal system. During normal business hours of the City, notification by Telephone and e-mail shall be made within one (1) hour of such change. Notification of changes made at times other than normal business hours of the City shall be reported by telephone within one (1) hour of the beginning of the next business day of the City. The Contractor shall call and confirm via email the morning of each day any extraordinary maintenance that is directed to take place during that day. The 3 Contractor shall notify the City Engineer, or his authorized representative, 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 call-outs during normal business hours of the City, notification by telephone shall be made within one (1) hour of such response. Notifications at times other than normal business hours of the City shall be reported by telephone within one (1) hour of the beginning of the next business day of the City. The Contractor shall thoroughly examine and inspect all equipment at the location for any physical damage or equipment malfunction. Within five (5) calendar days after completion of this examination, the Contractor shall submit, in writing, a report summarizing the results of the examination and inspection to the City Engineer or his designated representative. These results shall also be placed in the maintenance records of the intersection maintained by the Contractor. All correspondence shall be addressed to the Engineering Department, City of Chino Hills, 14000 City Center Drive, Chino Hills CA 91709. Maintenance 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 and extraordinary maintenance, of each and 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 City Engineer or his authorized representative. The form shall include, at a minimum, the date, time, description of device including all model, part and serial number, 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. Monthly Maintenance Reports 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 lighting maintenance for each maintained location. The summary report shall list the maintenance history of the entire reporting period for each individual 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 (10) days following the end of the month of the reporting period. Invoices will not be paid until the summary report has been reviewed. In addition to the hard copy, the 4 report shall be submitted electronically in a standard format (i.e. MS Word or MS Excel). The following information shall be legible and at a minimum, is required for each signal 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 • Date and time the job was completed • Nature of the malfunction, if any, and a description of the action taken by the technician. • Contractor notation of routine, extraordinary, or additional work (including emergency work) • Accident report number (from Police Department) for all accident related work The Contractor shall comply with requests for reporting. The format of the reports shall be per the City's discretion. All records are the property of the City and at the termination of this contract shall be delivered to the City. An inventory of all City traffic control equipment at each traffic signal location shall be completed and submitted to the City within thirty (30) days of the Notice to Proceed. Salvaged or Damaged Equipment and Ownership Ownership of all materials existing and incorporated in the work is vested in the name of the City of Chino Hills. Salvaged or damaged equipment shall become the property of the Contractor unless otherwise directed by the City. Contractor is responsible for the proper disposal and recycling of such material. Traffic Signal Turn-On and Turn-Off The Contractor shall notify the City Engineer or his authorized representative, at least 48 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 given permission to proceed by the City Engineer or his authorized representative. The Contractor shall erect stop signs on each approach of the intersection as well as advanced warning signs to provide all-way stop control while the traffic signal is turned off. For nighttime work, the Contractor shall provide portable stop signs with sufficient reflectivity on Type II barricades with flashers. The placement and removal of the temporary stop signs shall be completed while the signal is in a red flash condition. When the traffic signal shutdown is permitted by the City Engineer, it will be for a two (2) hour period between the hours of 9:00 am and 5 2:00 pm Monday through Thursday unless authorized otherwise. Traffic signal turn- on and turn-off procedure includes the partial shutdown of one or more signal directions. No traffic signal shutdown on Fridays, holidays or a day preceding a holiday. Warranty Service The Contractor shall guarantee the work against defective material or workmanship or 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. 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. Traffic Control The Contractor shall conduct his 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 California Manual of Uniform Traffic Control Devices (CA MUTCD). All traffic control methods shall conform to the latest edition of the CA MUTCD and this Scope of Work. At least one twelve (12) foot travel lane in each direction shall be open to traffic at all times unless otherwise approved by the City Engineer. Not more than one intersecting street shall be closed at anyone time without the prior approval of the City Engineer or his authorized representative. Traffic stoppages shall be limited to time periods approved by the City Engineer. Maintenance operations shall be conducted in such a manner as to cause as little inconvenience as possible to abutting property owners. Convenient access to driveways, houses, businesses, 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 6 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 hazardous by either covering or erecting a five (5) foot chain link or woven wire fence. Such protection shall be provided at all times when an employee of the Contractor is not in attendance at the excavation. Pedestrian traffic shall be maintained in a safe manner at all times. Pedestrian and emergency vehicular access shall be maintained to all residences, businesses and manufacturing establishments around the work area. All spillage and any excessive 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 provide unobstructed access to all fire hydrants at all times except as otherwise provided, in writing, by the City Engineer. Failure to provide adequate safety devices, as directed by the City 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. Best Management Practices (BMPs)General The Work lies within the boundaries of the Santa Ana Hydrologic Basin Area, which is subject to the requirements of the Santa Ana Regional Water Quality Control Board. The Work shall conform to the following requirements: • Waste Discharge Requirements for Municipal Storm Water and Urban Runoff Discharges within the County of San Bernardino, and the Incorporated Cities therein (Order No. R8-2002-0012, NPDES No. CAS618036). • City Ordinance No. 37, Chapter 13.16 (Storm Drain System). In order to ensure a minimum level of water quality control is employed, the Contractor shall effectively implement and maintain appropriate Construction Site BMPs, and shall comply with the following requirements: 7 a. Sediments shall not be discharged to the storm drain system or receiving waters. b. Sediments generated on the Project site shall be contained within the Project site using appropriate BMPs. c. No construction-related materials; waste, spills, or residue shall be discharged from the Project site to streets, drainage facilities, receiving waters, or adjacent property by wind or runoff. d. Non-storm water runoff from equipment, vehicle washing, or any other activity shall be contained within the Project site using appropriate BMPs. e. Erosion from exposed topsoil slopes and channels shall be prevented. Water pollution control work shall conform to the requirements in the latest edition of the California Stormwater BMP Handbook.and addenda thereto issued up to and including, the date of advertisement of the Project. The material in the BMP Handbook is also available online at cabmphandbooks.com on the Internet. The Contractor shall become fully knowledgeable and fully comply with the applicable provisions of the BMP Manual, Permits and Federal, State and local regulations that govern the Contractor's operations and storm water discharges from the Work. 2. Report of Discharge, Notices, or Orders. If the Contractor identifies any discharge into receiving waters in a manner causing, or potentially causing, a condition of pollution, or if the Project receives a written notice or order from any regulatory agency, the Contractor shall so inform the City Engineer within 24 hours. The Contractor shall submit a written report to the City Engineer within 5 working days of the discharge event, notice or order. The report shall include the following information: a. The date, time, location, nature of the operation and type of discharge, including the cause or nature of the notice or order. b. The water pollution control practices deployed before the discharge event, or prior to receiving the notice or order. c. The date of deployment and type of water pollution control practices deployed after the discharge event, or after receiving the notice or order, including additional measures installed or planned to reduce or prevent recurrence. d. An implementation and maintenance schedule for any affected water pollution control practices. 3. Payment. Full compensation for the implementation of BMPs, including construction, deployment, maintenance, removal, and furnishing of all necessary labor, equipment, materials, and all other related costs shall be considered as included in the various items of work involved and no additional compensation shall be allowed therefore. 8 Equipment and Materials Attention is directed to Section 6-1.05, "Trade Names and Alternatives", of the CalTrans Standard Specifications. The City Engineer 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 prior to delivery of these required submittals. Damage Adjacent improvements such as street pavement, curbs, sidewalks, sprinklers, driveways, and gutters damaged as a result of the Contractor's operation shall be repaired timely to the satisfaction of the City Engineer at the Contractor's expense. 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. Types of Signals 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. Night Inspections - Repair or Replacement of Safety Lighting and Illuminated Street Name Signs The Contractor shall perform quarterly nighttime inspections of all intersection safety lighting and all illuminated street name signs for proper operation at signalized intersections. A written report shall be submitted to the City Engineer quarterly. An electronic copy of the report shall be received by the Engineer or his authorized representative's office within forty-eight (48) hours of the survey. The report shall be in a standard format (i.e. MS Word or MS Excel). The Contractor shall carry photocells, fuses, ballasts, and properly sized lamps when troubleshooting illuminated street name signs and safety lights. Unless otherwise directed by the City Engineer, all safety lighting/luminaries shall consist of 200 watt, high-pressure sodium vapor lamps. All safety lights shall have integral ballasts and/or integral power supplies that are mounted and wired with quick disconnect hardware and wiring for module type replacement. 9 All safety lighting shall be of the ninety (90) degree cut-off type and the desired lighting pattern will be M-S-III (I.E.S. type). Photoelectric controls will be Type IV or Type V and shall conform to the provisions in Section 86-6.07, "Photoelectric Controls". Each Type V Photoelectric controlled safety light shall be provided with an integrally mounted plug-in photoelectric cell. Costs incurred in night inspections for illuminated street name signs and safety lighting shall be included in the unit price for routine preventative maintenance. 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 City Engineer or his authorized representative. Meetings The Contractor will be notified and required to attend and participate in meetings with City staff if needed. These meetings will be held for the purpose of discussing contract provisions, problems and/or issues and ensuring that the work is proceeding as per the contract documents. These meetings will be called by the City Engineer or his authorized representative, if he feels they are needed. Full compensation for attending these meetings shall be considered as included in various items of work and no additional compensation shall be allowed, therefore. 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 City Engineer 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 set forth in this Scope of Work. Routine Preventative Maintenance The Contractor shall provide a program of routine preventative 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"Additional Services of Consultant" in Section 6 of the Contract Agreement, shall include but not limited to the following: • All equipment and labor required to complete Routine Preventative Maintenance shall be included as part of the cost of the Routine Preventative Maintenance cost and no additional compensation shall be given to complete these tasks. 10 1. Routine Preventative Maintenance of Traffic Signal and Safety Lighting System per Intersection per Month. INSPECTION AND SERVICE at each signalized intersection once a month, not less then 20 days or more then 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 each 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 each (6) Months or unless otherwise approved by the City Engineer. Cabinet Exterior 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 using a wire brush and then protect the area with zinc chromate, red lead or rust inhibitor prior to painting with a matching color. If the Contractor is unable to match the cabinet color, the entire cabinet must be repainted. Cabinet Interior The Contractor shall clean the traffic signal cabinets thoroughly on the inside, including all components and any foreign materials. Cabinet Fan Verify that the controller cabinet fan operates properly with a minimum of noise. Cabinet Grounding Using a megger, check the resistance between the AC and Ground in the controller cabinet. Cabinet Vents Check the vents in both the controller cabinet door and above the door, or at the top of the cabinet to ensure that they are free of any foreign material. Conflict Monitor Verify that the time clock and date are correct in any Conflict Monitor Unit (CMU) at all signal cabinets. Yearly testing of all CMU equipment shall be completed with the use of an automated testing device with the test results printed on a report that is to be maintained in the signal cabinet at all times. A second copy shall be sent to the City Engineer within thirty (30) days from the first location tested. The printed report containing the test results shall, at a minimum, include the following information: report header with type of monitor tested and date 11 tested; agency identification including manufacturer, model and serial number; related test information including operator, test site, and intersection location; and monitor verification with a description of type of tests performed and conditions found (I.e., failure or non-failure). Note in monthly routine maintenance log. 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. Apply diazo grease at least once every six (6) months to deter 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. Controller Cabinet 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 within forty-eight (48) hours of time changes. 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. Detector Operation Check detector units and systems including, but not limited tq, inductive loops, and pedestrian push buttons for 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 system to its intended operation. 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. 12 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 and LCD displays and indications (controller, CMU, load switches, flasher, etc.) are working properly. Flash Verify the operation of the flashers at a minimum two times a year. 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 Check all Field Master and Local controller communications equipment (internal and external modems and/or interfacing cables and modules) for proper operation and replace or repair as needed. The repair or replacement of traffic signal interconnect equipment not enclosed within the controller cabinet shall be considered "additional work" as defined in Section 6 of the Contract Agreement, and will require prior approval by the City Engineer before work is commenced. Interior Light Verify the proper operation of the controller cabinet's interior fluorescent light and starter. Intersection Timing The City's signal system automatically verifies each system intersection's timing parameters on a daily basis. It is not necessary for the signal technician to verify these parameters. For signal controllers not on the City's system, the signal technician shall compare controller phase timing against the timing sheet, check any discrepancies against intersection log and notify the City Engineer of all discrepancies. 13 Intersection Records Ensure that all intersection "As-Built" plans, cabinet wiring diagrams, necessary equipment operations manuals, controller data timing sheets, and log book are corrected and inside the cabinet. Contact the City Engineer to obtain any missing items. Plug-in Components Check that each plug-in component (rack mount detectors, relays, load switches, etc.) fits tightly and securely in its socket. Service Connections Verify that the neutral, ground and power connections are secure in the controller 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. Thermostat Verify that the cabinet fan thermostat is set at one hundred (100) degrees Fahrenheit. 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. Maintenance Log and Traffic Signal Maintenance Punch List The Maintenance Log and Traffic Signal Maintenance Punch list shall be initialed for every item that was completed during the preventative maintenance that month. 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 14 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 City Engineer and replaced under extraordinary maintenance. All vehicle heads and pedestrian heads found to be out of alignment shall be properly aligned. 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, 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 current State of California Standards and as specified by the City Engineer or his authorized representatives. 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 Engineer 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. 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 City Engineer on an individual basis. At that time, all signal heads, mast arm mounted street name signs, and optically programmed signal heads, shall be realigned as necessary, and TV monitor checked. Note in monthly routine maintenance log. Signs Traffic control signs (including reflectorized street name signs) shall be cleaned and adjusted as routine maintenance. The Contractor shall repair or replace any damaged or missing traffic control signs or pedestrian push button plates affixed to any signal mast arm or pole under extraordinary maintenance, including red flags on certain mast arms. Traffic Signal Controller Assembly The Contractor shall replace, repair, or otherwise render in good working order any and all 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. 15 Before Leaving Intersection Before leaving intersection during any routine or extraordinary maintenance, verify that all detector test switches are in "normal" position, and that the stop time switch is in the "auto" or "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. Pedestrian Push Button Assembly The Contractor shall check all pedestrian push buttons for proper operation. If necessary, the Contractor shall repair or replace the pedestrian push button. LED Vehicle/Pedestrian Signal Module Replacement and Cleaning The Contractor shall replace burned out LED's, vehicle and pedestrian signal modules with City furnished LED signal modules. In case the Contractor was not able to get City supplied LED signal modules in time to replace the burned out ones, the Contractor shall replace the burned out LED vehicle and pedestrian signal modules with Gelcore brand LED signal modules listed in CalTrans QPL only, and replace burned LED PV lamp with Electro-Tech brand LEAD modules listed in CalTrans QPL only. The City will pay for the installation only and return to the contractor the number of LED signal modules used by the Contractor to replace the burned out module. The contractor shall clean all LED traffic signal and pedestrian module faces once every two years. Within ninety (90) days of the award, the Contractor shall provide the City with a lens cleaning schedule, Note in monthly routine maintenance log. Safety Light Lamp Replacement The Contractor shall replace seventy (70) safety light lamps per year. Within thirty (30) days of the award, the Contractor shall coordinate with the City and provide the City with a lamp replacement schedule. The Contractor shall provide the City Engineer with a monthly report and map showing the number of lamps that have been replaced, the type of lamp, and the address for each lamp. The City Engineer has the right to inspect the Contractor's records to verify any material used in lamp replacement. Note in monthly routine maintenance log. Communications Maintenance The Contractor shall include the Communication maintenance personnel's qualifications in the bid. The City Engineer 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. 16 Communication Maintenance Equipment The Contractor shall equip the Communication Maintenance Technician with a laptop/portable computer loaded with Aries, Iteris and AutoScope 2007 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 Engineer within thirty (30) calendar days after the contract has been awarded. Meetings Quarterly meetings to be held with the Contractor, including personnel routinely assigned to work in the City of Chino Hills. There will be no compensation for any meetings between the City staff and the Contractor. Cabinet Record Files The Contractor shall organize the cabinet record files as follows (front to rear): • Timing Sheet • 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 All record files aforementioned shall be present in the cabinet record files. Any missing files shall be reported to the City Engineer. 2. Routine Preventative Maintenance of Flashing Beacon Per Intersection Per Month Pedestrian Push Button Assembly The Contractor shall check all pedestrian push buttons for proper operation. If necessary, the Contractor shall repair or replace the pedestrian push button. LED Vehicle/Pedestrian Signal Module Replacement and Cleaning The Contractor shall replace burned out LED's, vehicle and pedestrian signal modules with City furnished LED signal modules. In case the Contractor was not able replenish the supply with the City supplied LED signal modules in time to replace the burned out ones, the Contractor shall replace burned out LED vehicle and pedestrian signal modules with Gelcore brand LED signal modules listed in CalTrans QPL only, and replace burned LED PV lamp with Electro-Tech brand LEAD modules listed in CalTrans QPL only. The City will pay for the installation only and return the number of LED signal modules used by the Contractor to replace the burned out module. 17 Cabinet Exterior Remove any posters, signs and/or graffiti, etc. from the controller and service cabinet exteriors. Check the interior and exterior of the service cabinets for signs of deterioration to the cabinet's surface using a wire brush and then protect the area with zinc chromate, red lead or rust inhibitor prior to painting with a matching color. Cabinet Interior The Contractor shall clean the service cabinets thoroughly on the inside, including all components including removing any foreign materials. Cabinet Fan Verify that the controller cabinet fan operates properly with a minimum of noise. Cabinet Grounding Use a megger, check the resistance between the AC and Ground in the service cabinet. Cabinet Vents Check the vents in the service cabinet to ensure that they are free of any foreign material. Flash Verify the operation of the flashers. Verify with a stopwatch that the flash rate is between fifty (50) to sixty (60) pulses per minute and that the "ON/OFF" state for each flash circuit is equal. Service Connections Verify that the neutral, ground and power connections are secure in the controller and service cabinet at least once every six (6) months. Note in monthly routine maintenance log. Intersection Records Ensure that all intersection "As-Built" plans, cabinet wiring diagrams, necessary equipment operations manuals, controller data timing sheets, and log book are corrected and inside the cabinet. Contact the City Engineer to obtain any missing items. Plug-in Components Check that each plug-in component (rack mount detectors, relays, load switches, etc.) fits tightly and securely in its socket. Signs Traffic control signs shall be cleaned and adjusted as routine maintenance. The Contractor shall repair or replace any damaged or missing traffic control signs or pedestrian push button plates affixed to any signal mast arm or pole under extraordinary maintenance, including red flags on certain mast arms. 18 Service Connections Verify that the neutral, ground and power connections are secure in the controller and service cabinet at least once every six (6) months. Note in monthly routine maintenance log. Cabinet Record Files The Contractor shall organize the cabinet record files as follows (front to rear): • Timing Sheet • Routine Maintenance • Extraordinary Maintenance • Extraordinary Condition - Items of damaged report not readily repaired. All records must be legibly written or printed. • Cabinet Print • Flashing Beacon Plan All record files aforementioned shall be present in the cabinet record files. Any missing files shall be reported to the City. The contractor shall clean all LED traffic signal and pedestrian module faces once every two years. Within ninety (90) days of the award, the Contractor shall provide the City with a lens cleaning schedule, Note in monthly routine maintenance log. Extraordinary Maintenance Items of extraordinary maintenance are listed under"Extraordinary Maintenance" in the Scope of Work and generally include the following: • Furnish and install replacement vehicle and pedestrian signal lamps incandescent and LED • Furnish and install replacement illuminated street name sign lamps and panels • Furnish and install replacement safety lights • Cut and install replacement detector loops • Paint signal 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. 1. 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. Programmed visibility lamps shall be replaced in kind, unless otherwise directed by the City Engineer. Replacement of said vehicle signal lamps shall be considered extraordinary 19 maintenance work as defined in this Scope of Work, unless said failure occurs within the initial warranty period of the signal lamp. All new LEDs shall be approved by the City Engineer or his authorized representative. Contractor shall indicate the date the signal lamp was installed on every signal lamp replaced and installed by Contractor. 2. Inductive Circular Loop Replacement Install Type E circular detector loops per the following specifications: Detector loops shall conform to the Provisions in Section 86-5, "Detectors", of the CalTrans 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 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 Engineer or his representative, in the field prior to installation. In testing a vacant loop, any drift that exceeds an average of more than 1 Hertz/minute shall be cause for rejection. Type E detector loops (circular), per Standard Plan ES-58 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. Slot width shall be a maximum of% inch. 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 86-5.01A(5) "Installation Details", of the CalTrans Standard Specifications and as directed by the City Engineer in the field. Grey sealant shall be applied on PCC pavement. Additional Work Not Listed in Scope of Work 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. The Contractor shall supply 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 actually supplied. The Contractor's invoice for additional work shall indicate: • Work order number, person giving authorization and date of work • Contractor's invoiced material • Contractor's labor charge • Contractor's'equipment charge 20 • Description of work completed and location of work ® Salvage credit (if none, so state) 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 Signal Maintenance Technician. Additional work includes items of work not listed in the Scope of Work in Routine Preventative 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 City Engineer 1. Work Authorization Additional work, except for emergency repairs as provided for in this "Scope of Work", shall require prior written authorization from the City Engineer. In situations requiring immediate response, verbal authorization from the City Engineer or his authorized representative is sufficient followed by written authorization. 2. Payment for Additional Work 1. 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 5. The material mark-up for the Contractor shall not exceed 15% of the suppliers invoice price (cost). In the event a negotiated price cannot be reached, the City of Chino Hills reserves j the right to repair and or solicit quotations or invite bids and award work to any Contractor to perform such additional work. 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. The Contractor shall assume all responsibilities arising from the use of patented materials, equipment, devices, or processes used on or incorporated in the work. 21 Permits, Licenses, and Inspections The Contractor shall have a Class "C10" license at the time of awarding of the contract. The Contractor and all its subcontractors shall obtain and pay for a City business license from the City of Chino Hills prior to the commencement of work. The Contractor shall procure all permits and licenses, pay all charges and fees, and give all notices necessary and incidental to the due and lawful prosecution of the contract, except that a no-fee encroachment permit will be issued by the City Engineer. All work performed, or equipment or parts supplied by the Contractor, shall be subject to inspections and approval of the City Engineer, or his authorized representative. 1 22 EXHIBIT"B" CONTRACT UNIT PRICE SCHEDULE OF TRAFFIC CONTROL MAINTENANCE ITEMS ROUTINE MAINTENANCE Item No. Description Estimated Quantity Unit Price 1 Signalized Intersection (Including Safety Lights) 51 S 62.00 2 Pole Mounted Flashing Beacon 4 S 15.00 Monthly Sub-Total $3,222.00 Annual Grand Total $38,664.00 EXTRA-ORDINARY MAINTENANCE LABOR AND EQUIPMENT RATES (For Invoicing for progress payments and for extra work incurred that is not part of RFP) Item No. Labor Position RT Rate/Hr OT Rate/Hr DT Rate/Hr 1. Traffic Signal Maint Tech $ 70.00 $105.00 $140.00 2. Traffic Signal Maint.Worker $ 62.50 $ 93.75 $125.00 3. Street Light Maint,Worker $55.00 $ 82.50 $110.00 4. Laborer $ 55.00 $ 82.50 $110.00 5. Superintendant $ 85.00 $ N/A $N/A 6. Bench Tech $ 85.00 $N/A $N/A Item No. Eaulnment Rate/Hr 1. Work Truck $25.00 2. Pick Up Truck $15.00 1 Bucket Truck $25.00 4. Bucket Truck 50' Over $35.50 5. Air Compressor w/Tools $20.00 6. Arrow Board $10.00 7. Wire Trailer $10.00 8. Crane with Operator(4hr minimum) $227.00 Material Markup 15% "Not-to-Exceed" Fee's item No. Item Unit Pricing 1. Furnish and install replacement vehicle and pedestrian signal Lamps LED only Pedestrian Signals: $228.84 Vehicle Signals: Green Ball LED $147.56 Green Arrow LED $124.43 Red Ball LED $ 91.28 Red Arrow LED $ 88.16 Yellow Ball LED $ 91.28 Yellow Arrow LED $ 88.16 2. Furnish and Install replacement illuminated street name sign Lamps. $55.00 3. Furnish and install replacement illuminated street name sign Panels. $240.15 4. Furnish and install replacement safety lights. $406.43 5. Cut and install replacement detector loops. $315.00 6. Paint Signal Equipments 3 Section Signal Heads $65.00/head 4 Section Signal Heads $70.00/head 5 Section Signal Heads $75.00/head Ped Heads $38.00/head 7. Supply and Install ADA Ped Push Buttons $83.15 8, Painting of Controller Cabinets $450.00 9. Complete Testing of Controller Cabinets in our lab. $750.00