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8 - Signal and Street Light Maintenance Contract,~pW N pF ~.~~~,., iOS'c'n~°s COUNCIL AGENDA REPORT MEETING DATE: 06/07/10 ITEM NO: DATE: MAY 24, 201-0 TO: .MAYOR AND TOWN COUNCIL G~~ FROM: GREG CARSON, TOWN MANAGER ~!~ SUBJECT: PPW JOB NO. A10-002_- SIGNAL AND STREET LIGHT MAINTENANCE CONTRACT ADOPT RESOLUTION AUTHORIZING THE TOWN MANAGER TO EXECUTE AN AMENDMENT TO THE AGREEMENT WITH REPUBLIC INTELLIGENT TRANSPORTATION SERVICES, INC. FOR A PERIOD OF TWO MORE YEARS TO PROVIDE SIGNAL AND STREET LIGHT MAINTENANCE SERVICES IN THE TOWN OF LOS GATOS RECOMMENDATION: Adopt a Resolution (Attaclnnent 1) authorizing the Town Manager to execute an Amendment to the Agreement with Republic Intelligent Transportation Services, Inc. (Exhibit A) for a period of two more years to provide signal and street light maintenance services in the Town of Los Gatos. BACKGROUND: The Town of Los Gatos has historically utilized contractors to maintain and repair traffic signal and street light. facilities. Staff reviews such maintenance contracts amlually to ensure services provided are satisfactory and they meet Town expectations and contract terms. .DISCUSSION: In June 2008, the Town of Los Gatos executed an Agreement for Traffic Signal and Street Light Preventative Maintenance- and Repair Program. Republic Intelligent Transportation Services, Inc. continues to provide a similar maintenance service for numerous municipalities tluougllout the Bay Area including the cities of Gilroy, Hayward, and Saratoga. As part of the FY 2009/10 operating budget process,. staff evaluated all ongoing maintenance contracts and proposed modifications to the contract scope of services, where feasible. At the Town Council meeting held June 1S, 2009, the service contract for Republic hntelligent ~~,m---- PREPARED BY: TODD CAPURSO ~t~J Director of Parlcs and Public Works Reviewed by: ~~ Assistant Town Manager own Attorney Clerk Administrator ~ _ mance Con•Imunity Development N:\PPW\MANAGEMENT\COUNCIL\COUNCIL REPORTS\2 -,.m_...,m.m....~.,~.,,...,~........_~~...~,,......,..,_,.,.r...,~.,,,~ ...............~...~.,~r.~....,.~.~, ~~...,~...a ,,.W.,.,~.......,,....v..,.w . ",a.,TW,,..,,,w.,,,~._.<.,..~.~.~_,..,.~..~.OIO Reports\June 7\A10.002.RepublicITS.agr.doc PAGE 2 MAY 17, 2010 MAYOR AND TOWN COUNCIL SUBJECT: PPW JOB NO. A10-002 -TRAFFIC SIGNAL AND STREET LIGHT MAINTENANCE DISCUSSION (cont'd): Transportation Services, Inc.. was modified to include a reduced scope of services (and corresponding financial savings). Modifications included the elimination of parking lot light services (to be performed by Town staff) and an extended preventive maintenance cycle for traffic signals. These modifications to .the service maintenance contract and reduction to the scope of work were implemented a year ago with no increased liability to the Town. After evaluating the contract modifications brought forward for FY 2009/10 as well as contractor performance, staff believes the reduced scope of work is sustainable and the quality of work performed by Republic Intelligent Transportation Services, Inc. is of sufficient quality and. pricing to recommend an extension to the current maintenance agreement. The annual maintenance cost for this service is $76,434.24. CONCLUSION: Staff is satisfied with the performance of Republic Intelligent Transportation Services,. Inc. and recoimmends that the Town Council adopt the attached Resolution authorizing the Town Manager to execute an amendment to the contract agreement with Republic Intelligent Transportation Services, Inc, for a period of two more years to provide signal and street light maintenance services in the Town of Los Gatos. ENVIRONMENTAL ASSESSMENT: The project is Categorically Exempt pursuant to Sections 15301(c), 15303 (e) and 15304(b) of the State CEQA guidelines. FISCAL IMPACT: The aruiual maintenance cost by Republic Intelligent Transportation Services, Inc. is $76,434.24 and funded under the Streets Programm 540.1. Attachments' 1. Resolution approving an amendment to the Contract Agreement with Republic Intelligent Transportation Services,. Inc, for a period of two more years to provide signal and street light maintenance services in the Town of Los Gatos. Exhibit A - Amendment to Contract Agreement Exhibit B - Cost Proposal (Republic's Routine Maintenance Rates as referenced in Exhibit A) 2. Agreement for Traffic Signal and Street Light Preventative Maintenance and Repair Program dated June 2009 RESOLUTION Attachment 1 RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS APPROVING AN AMENDMENT TO A CONTRACT AGREEMENT WITH REPUBLIC INTELLIGENT TRANSPORTATION SERVICES, INC. TO PERFORM TRAFFIC SIGNAL AND STREET LIGHT MAINTENANCE IN THE TOWN OF LOS GATOS WHEREAS, it is .necessary for the Council to secure a contractor to provide Traffic Signal and Street Light Maintenance services in the Town of Los Gatos; and WHEREAS, the Town Council has selected the firm of .Republic Intelligent Transportation Services, Inc, to provide contract services in connection with Traffic Signal and Street Light Maintenance; and NOW, THEREFORE, BE IT RESOLVED that the Town Council of the Town of Los Gatos hereby approves the attached Ainendinent to the Contract Agreement (Exhibit A) with the firm of Republic Intelligent Transportation Services, Inc. to provide continued services in connection with Traffic Signal and Street Light Maintenance for an additional two years. BE IT FURTHER RESOLVED that the Town Manager is hereby authorized and directed to execute said Contract Amendment on behalf of the Council. PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos held on the 7t'' day of June, .2010, by the following vote: COUNCIL MEMBERS: AYES NAYS: ABSENT: ABSTAIN: SIGNED: MAYOR OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA ATTEST: CLERK ADMINISTRATOR OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA This Page Intentionally Left Blai~lc Exhibit A AMENDMENT TO AGREEMENT This AMENDMENT TO AGREEMENT is entered into this the _ day of , .2010, by and between the Town of Los Gatos, herein called "Town," and Republic Intelligent Transportation Services Inc., herein called "[Consultant]." RECITALS A. Town and Consultant entered into an Agreement for Traffic Signal and Street Light maintenance services on June 15, 2009 (Agreement), a copy of which is attached hereto as (Attaclunent 2) and incorporated herein by reference. AMENDMENT 1. The Agreement is hereby amended to extend the agreement for a period of two more years froril July 1, 2010 through June 30, 2012. 2. All other terms acid conditions of the Agreement of June 15, 2009 remain in frill .force and effect. IN WITNESS WHEREOF, the Town and Consultant have executed this Amendment to the Signal and Street Light Maintenance Agreement as of the date indicated above. Town of Los Gatos, by: Republic ITS, by; Greg Larson, Town Manager Town of Los Gatos Recommended by: Todd Capurso Director of Parks and Public Works Approved as to Form:. Michael Martello, Interim Town Attorney ATTEST: Jackie Rose, Clerlc Administrator . This Page Intentionally Left Blank .,~,r., ~ ~~~ Intellic0ent Transportation Services May 17, 2010 City of Los Gatos Attn: Jessy Pu 41 Miles Ave. Los Gatos, CA 95031 RE: Fiscal Year 2010-2012 Traffic Signal Maintenance Proposal (Extension) Dear Mr. Pu: EXHIBIT B Republic ITS appreciates the opportunity to work with the Town of Los Gatos again for Fiscal Year(s) 2010-2012. Attached are our proposed contract rates for the respective fiscal years. Please review and feel free to contact me should you have a.ny questions. Regards, REPUBLIC ITS Robert Asuncion, TE Regional Manager (415) 884-3000 Fax (415) 884-4800 .371 Bel Marin Keys Blvd, #200. Novato, CA 94949-5699 Boston Dallas Los Angeles Sacramento . San Francisco San Diego Republic's Routine Maintenance Rates 7/1 /2010 through 6/30/2012. Flat Rates Cost Street Li ht Monthl $1.44 Tree Li ht Monthl $5.86 Traffic Si nal Monthly $1.14.40 Total Price Cost Street Li ht Monthl $2,252.16 Tree Li ht Monthl $914.16 Traffic Si nal Monthly $3,203.2D Total Ahnually Cost Street Li ht Annual $27,025.92 Tree Li ht Annual $10,969.92 Traffic Signal Annual $38,438.40 Total Annual $76,434.24 per street light per tree per intersection Quantity 1564 each 156 each 28 each 12 month 12 month 12 month Los Gatos TS and SL Maintenance - RFP for July 1, 2010 -June 31, 2012 updated: 05/17/10 A. STREETLIGHT MAINTENANCE AND REPAIR -FLAT RATES .Monthly Rates $ 1.44 per streetlight ' B. PARKING LOT LIGHT MAINTENANCE AND REPAIR FLAT RATES .Monthly Rates N/A PER Parking Lot Light C. TREE LIGHT MAINTENANCE AND REPAIR FLAT RATES Monthly Rates $ 5.86 PER TREE D. TRAFFIC SIGNAL PREVENTATIVE MAINTENANCE -FLAT RATES • 1. Monthly PM $ 114.40 1. CMU/MMU Testing $ 65.00 EA E. LABOR RATES FOR EXTRA WORK RT 2X Traffic Signal Maintenance Electrician -Foreman $ 103,37 $ 184.00 Traffic Signal Maintenance Electrician $ 92.37 $ 162.00 Laborer ~ $ 59:52 $ 85,83 F. EQUIPMENT RATES FOR EXTRA WORK Hourly Bucket Truck $ 25.79 Crane $ 56.74 Dump Truck $ 15.47 Compressor with tools $ 15.47 G. MISC STREET LIGHT SERVICES, AS REQUIRED 1. Convert Merc. Vapor Fixture to HPS $ 283.69 EA 2. Install light pole with arm/fixture and new foundation - Octaflute Pole $ 3,158.74 EA 3. Install light pole with arm/fixture and new foundation -Type 15 Pole $ 2,598.54 EA 4. Install light pole with arm/fixture and existing foundation - Octaflute Pole $ 2,356.54 EA 5. Install light pole with arm/fixture on existing foundation -Type 15 Pole $ 1,796.35 EA 6. Install luminaire arm with fixture - orrexisting Octaflute pole $ 339.44 EA 7. Install luminaire arm with fixture - on existing Type 15 pole $ 339.44 EA 8. Install Town standard light fixture (non-decorative) on existing pole and arm $ 197.73 fA 9. Intall Town furnished light fixture on existing pole and arm $ 197.73 EA 10. Replace pull box in same place in sidewalk (#3.5 and smaller) $ 606.96 EA 11. Replace pullbox in same place in dirt (#3.5 and smaller) $ 267.35 EA H. MISC. TRAFFIC SIGNAL SERVICES 1 Installation of Pole a) 16 pole on new foundation in sidewalk $ 2,354:00 EA b) 1 B pole on new foundation in dirt $ 1,490.53 FJ~ c) 1 B pole on existing foundation $ 541.95 EA d) PPB post with ADA push button assembly on new foundation $ 882.75 EA e) PPB post with ADA push button assembly on existing foundation $ 516.26 EA $ - EA 2 Installation of Inductive Loops a. 6x6 Type A,B,D,E, and Q 1. 1 to 4 $ 550.00 EA 2. 5 and more $ 550.00 EA d. 6x2 Bicycle. Loop 1. 1 to 4 $ 550.00 EA 2. 5 and more $ 550.00 EA 3 Installation of.LED modules; a. For Non-PV Heads 1, 'Red $ 115.54 EA 2. Yellow $ 125.86 EA 3. Green $ 171.25 Fes: b. For PV Heads 1. Red $ 118:63 EA 2. Yellow $ 118:63 EA 3. Green $ 185.69 EA c. Countdown Ped $ 204.26 EA Installation of 12-in signal heads with LED modules (on existing framework) including 4 visors, backplates, and louvers as needed: a. Non-PV Heads 1. 3-section $ 629.28 EA 2. 4-section $ 982.08 EA 3. 5-section $ 1,232.76 EA b. PV Heads 1. 3-section $ 2,506.79 EA 2. 4-section $ 3,321.75 EA 3. 5-section $ 3,878.82 EA 5 Installation of Mounting Bracket ** REVISED* Per Jessy, price for bracket install only a) MAS $ 550,00 EA b) MAT $ 550.00 EA c) TV-1-T $ 260.00 EA d) TV-2-T $ 335.00 EA e) N-3-T $ 360.00 EA f) SV-1-T $ 280.00 EA g) SV-2-T $ 335.00 EA h) SV-3-T $ 360.00 EA i) SP-1-T $ 200:00 EA j) SP-2-T $ 325.00 EA 6 Installation of Pedestrian Signal Head (with LED Countdown) $ 464.22 EA 7 Installation of Audible Pedestrian Signal $ 314.35 EA 8 Installation of ADA Compliant Pedestrian Push Button $ 264.00 EA 9 Installation of Town-furnished signal controller cabinet assembly $ 1,793.61 EA 10 Replace pull box in same place in sidewalk $ 790,00 EA #4 $ 845,00 EA #5 $ 885.00 EA #6 11 Replace pullbox in same place iri street (traffic grade) $ 1,030.00 EA #4 $ 1,080.00 EA#5 $ 1,095.00 EA #6 12 Replace pullbox in same place in dirt $ 260.00 EA #4 $ 270.00 EA #5 $ 280.00 EA #6 Percent markup on Materials 20% percent ATTACHMENT 2 TOWN OF LOS GATOS Form of Contract Agreement For CLERC~ DEPARTMENT' AGR _,~~7~ IHH ~,, ,, ORD `~~,., REC'~---. 'bit A R.ESO -~ ~~~ TRAFFIC SIGNAL AND STREET LIGI~T PREVENTATIVE MAINTENANCE AND REPAIR. PROGRAM This Agreement is made and entered into this day June 2009 by and between t11e Town of Los Gatos (hereinaftex called Town) and Republic Intelligent Transportation Services, Inc. (hereinafter called Contractor)• Witnessed, that the Town and Contractor for the considerations hereinafter named, agree as follows: I -Scope of Worlc Contractor hereby agrees to furnish all of the materials and alI of tl~e equipment and labor necessary, and to perform all of the work shown on the plans and described in the specifications for the project entitled: Signal and Street Light. Maintenance Services, 200912010, all il~ accordance with the requirements and provisions of the Contract Documents as defined in the Special Provisions which are hereby made a part of this Contract Agreement as "Contract Specifications". II -Tune of Completion {a) The work to be performed under this Contract shall be coirunenced with five (5) calendar days alder the date of written notice by the Town to Contractor to proceed. (b) The work shall be completed between, July 1, 2009 and June 30, 2010, and. after the date of such notice and with such extensions of time as are provided for. in the General Conditions. (c) At the discretion of the Town, this contract can be renewed for up to three subsequent two year terms at the same costs with Contracfor's consent. III -Liquidated Damages It is agreed that, if the work required by the contract is not finished or completed within the specified time limits as set forth in the Special Provisions and the contract, damage will be sustained by the Town, and that it is and will be impracticable and extremely difficult to ascertain and determine the .actual damage which the Town will sustain in the event of and by reason of such delay; and it i therefore agreed that Contractor will pay to the Town,. $500 per hour, as specified in the special provisions; and Contractor agrees to pay said liquidated damages herein provided for, and further agrees that the Town may deduct the amount thereof from any moneys due or that may become due Contractor under the contract. iV -Insurance Section 4.1-Contractor's Insurance Contractor shall maintain throughout the term. of the agreement the followuag insurance coverage, and upon request shall provide Contractor certificates of policies evidencing the following coverage: Page 1 of 5 1. Workers' compensation coverage in accordance with the la~vs of the State of Service. 2. Commercial general liability insurance with the following minimtun limits of liability: • $1,000,000 each occurrence • $2,000,000 General aggregate • $2,000,000 Products aggregate • $1,000,000 Personal and advertising injury 3. Contractual liability insurance with minimum limits of $1,000,000. 4. Comprehensive automobile liability insurance with the minimum limits of liability at $1.,000,000 combined single limit. All insurance policies shall be written by reputable companies, authorized to issue insurance in the State where work is performed, and shall name Contractor as an additional insured party by primary insured endorsement to such policies. Each policy shall provide that it will not be canceled or amended except after thirty (30) days advance written notice to Contractor, mailed to the address indicated in the Agreement, ~V - Indezranification and Liability Section 5.1 - Indenn~nilicatian by Contractor I~tot withstanding the provisions, of Section 5.4 1lerein, Contractor shall be liable for any claim, lawsuit, or damage to the pxoperty or facilities of the Town that results from an error or omission by Contractor. Contractor shall indemnify,. defend and 11o1d harmless the Town and its officers, directors, affiliates, agents, and employees from and againsfi all claims, actions, damages, losses, and expenses, including reasonable attorneys' fees and disbursements, arising out of or resulting. fiom a breach of this Agreement or the performance of the services performed undex this Agreement, provided that such claim, actions, damage, loss or expense is caused in whole or in part by any act or omission of Contractor, or any subcontractor of Contractor, or anyone directly or indirectly employed by any of them, or anyone for whose acts any of them may be liable, regardless of whether or not it is caused in paxt by a party indemnified hereunder. Section 5.2 - Thircl Party Claims Promptly after the receipt by a party to this Agreement of notice of any claim, action, suit or proceeding by any person who is not a party to this Agreement (collectively, an "Action") wluch is subject to indemnification, such party (the "Indemnified Pal-ty") shall give reasonable written notice to the party from whom indemnification is claimed (the "Indemnifying Party." The Indemnified Pa~~:y's failure to so notify the Indemnifying Party of any such matter shall not release the Indemnifying Party, in whole or in part, fiom its obligation to indemnify under this Agreement, except to the extent the Indemnified Party's failure to so notify actually prejudices the Indemnifying Party's ability to defend against such action. Page 2 of 5 Tlae Indemnified Party shall be entitled, at the sole expense and liability of the Indemnifying Party, to exercise full control of the defense, compromise or settlement of any such action unless the Indemnifying Party, within a reasonable time after the giving of such ~aotice by the Indemnified Party, shall: Admit to the Indemnified Party, the Indemnifying Party's liability to the Indemnified Party far such action Loader the terms of the Agreement. l . Notify the Indemnified Party in writing-of the Indemnifying Party's intention to assume the defense, and; 2. Retain legal counsel reasonably satisfactory to the Indemnified Party to conduct the defense of such action. The indemnified Party and the Indemnifying Party shall- cooperate with the party assuming the defense, compromise or settlement of any such action in any manner that such party reasonably may request. If the Indetnraifying Party so assumes the defense of any such action, the Indemnified Party shall have tlae right to employ separate counsel and to participate in (but not control) the defense, compromise, or settlement, but the fees and expenses of such counsel shall bathe expense of the Indemnified Party unless: a. The Indemnifying Party has agreed to pay such fees aild expenses.. b. Any relief other than the payment of money damages is sought against the Indemnified party or c. The Indemnified Party shall have been advised by its counsel that there maybe one or more legal defenses available to it, which are different from or additional to those available to the Indemnifying Parry, and in any such case the fees and expenses of such separate counsel shall be borne by the Indemnifying Party. No Indemnified Party shall settle or compromise or consent to entry of any .judgment with respect to any such Action for-which it is entitled to indemnification hereunder without the prior written consent of the Indemnifying Party, unless the Indemnifying Party shall have failed, after reasonable notice, to undertake control of such action in the manner provided above in this section. No Indemnifying Party shall, without the written consent of the Indemnified Party, settle ar compromise or consent to entry of any judgment with respect to any action in which any relief other than the payment of money damages is .sought against any Indemnified Party unless such settlement, compromise or consent includes as an unconditional term thereof the .giving by the claimalat, petitioner or plaintiff, as applicable, to such Indemnified Party of a release from all liability with respect to such action. Page 3 of S Section 5 3 _ Liability for Damaged racility In the event of any damage to Town property; which in the opinion of the Town may be related to the services performed hereunder, Town shall immediately (after making the site safe) but no later than 12 hours notify Contractor to investigate such damage, and Contractor shall submit a un•itten uivestigation report to Town within 10 business days. If Contractor is notified of damage later than 12 hours, Contractor will still investigate but will not be held liable to Town's property. Should the investigation reveal that the damage resulted directly from an error or omission of Contractor, oi• because Contractor failed to perform work within reasonable accuracy as defined herein, Contractor shall reimburse Town for repair and restoration costs of said facility. not to exceed $1,000 per incident. Contractor shall not be responsible for down time/delays due to any facility damages, VI -The Contract Sum The Town will pay to Contractor for the performance of the Contract annual maintenance costs of $75,SS5 per total number of t~xaffic signals and street lights as shown on (Exhibit B). Any work outside of the regular scheduled maintenance shall be paid based on unit costs for various items as shown on (Exhibit B). VII -Payments Contractor shall bill the Town monthly for routine preventive maintenance, and. as performed for all otlaer work. VIII -Acceptance and Final Payment (a) Upon receipt of written notice that tlae work is ready for final inspection and acceptance, the Engineer shall within 5 days malce such inspection. (b) Before final payment is due, Contractor shall submit evidence satisfactory to the Engineer that. all payrolls, material bills; and other indebtedness connected with work (c) have been paid, except that in case of disputed indebtedness or liens Contractor may submit, in lieu of evidence of payment, a surety bond satisfactory to llae Town guaranteeing payment of all such disputed amounts when adjudicated in cases where such payment has not already been guaranteed by surety bond. (d) The malting and acceptance of tlae final payment shall constitute a waiver of all claims by the Town, other than those arising from any of the following: (1) unsettled liens; (2) faulty work appearing within 12 months after final paymeh.t; (3) requirements of the specifications; or (4) manufacturers' guarantees. It shall also constitute a waiver of all claims by Contractor, except those previously made and still unsettled. (e) If after the work has been substantially completed, full completion thereof is materially delayed through no fault of Contractor, and the Engineer so certifies, the Town shall upon certificate of the Engineer, and without terminating the Contract, make payment of the balance due for that portion of the work fully completed and accepted. Page 4 of 5 Such payment sha11 be made under the terms and conditions governing final payment, except that it shall not constitute a waiver of claims, ~N WITNESS WHEREOF, Town and Contractor have caused tl~.eir authorized representatives to execute thrs Agreement the day and year first tivritten above. TOWN OF LOS GATOS: ~~ Greg arson Town Manager CONTRACTOR: Republic Intelligent Transportation Services lnc. ~ ~ ~~ ~ Sj,gtiature) RECOMMEND BY: C~ Todd Capurso Director, Parks and Public Works APPROVED AS TO FORNZ: ~~~ O~ry P. Korb Town Attorney ~--- {Print Name) S (Address, City, State, Zip) LG~ ~i'~" ~ ~`~ (Contractor's License Number) ATTES , ~~~' t~aclc e Rose Adrninishator Page 5 of 5 CONTRACT SP~CIP(CATIONS (5/7/2009) A. SERVICES Tho Contractor shall provide ongoing and field maintenance and repair of street lights, downtown tree lights, and traffic signal equipment by duly trained and qualified personnel. The Contractor shalF provide and maintain emergency service response on a 24-hour a day, 7 days per week basis, including all holidays, utilizing trucks equipped with radio dispatch andlor cellular communication capabilities, warning beaconlstrobe lights; traffic cones;. construction warning signs; a hydraulic bucket capable of reaching a height of 40 feet from the roadway surface; proper lighting for illuminating the work area at night; necessary computer laptop for programming, maintenance and testing of traffic signal controllers and various equipment. All of the required equipment shall be properly maintained and functional 24 hours a day, 7 days a week, including holidays. The Contractor ensure that any vehicle used within the boundaries of the Towri of Los Gatos where lane closures or work within the travel lanes. is required shall be equipped with an arrow board, warning beacons/strobe lights, the proper quantity and sized cones for a lane closure, and advance warning signs. All of the Contractor's employees working within the boundaries of the Town shall be equipped with a communication device capable of instant 2-way communications for extended periods of time with the Contractor's shop or with Town staff. The Contractor shall have available, and readily accessible in functioning order, all required tools, equipment,. apparatus, facilities, and materials needed to perform all work necessary tc maintain and repair the street lights, downtown tree lights, and traffic signals listed in Attachments A, B, and C in compliance with current Coltrane and Town standards and specifications and National Electric Code (NEC). The Contractor is required to provide a 24-hour phone service for taking calls for reported inoperable. lights. All calls shall be logged by Contractor. During. emergency conditions, the Contractor shall assure full cooperation with the Town of Los Gatos. The Contractor shall provide traffic control, lane closures, sidewalk closure and/or detour that conform to Town requirements and CA MUTCD. Street Lfghts Maintain. al[ street lights (including street lighting and. intersection safety lighting) awned by the Town in an operable and safe condition. The PG&E owned street lights (typica{ly mounted on wood or utility poles), overhead feeder wires, and underground feeds on the PG&E side of junction box are not part of the contract. Perform a quarterly night check for major streets and record outages and malfunctions including street lights, intersection safety lighting,. and illuminated signs. These streets are Los Gatos Boulevard, Main Street, Winchester Boulevard, Santa Cruz Avenue, Blossom Hill Road, Lark Avenue, Los Gatos Saratoga Road, Los Gatos Almaden Road, Pollard Road, and Knowles Drive. Perform night check for problem locations as needed. All reported inoperable lights shall bo serviced and repaired within five (5) working days or less, The five working days shall be measured beginning the first full day following receipt of the outage report, When the inoperable lights are reported for pedestrian crosswalks; it shall be repaired before dark of the next day. When performing street lighting. service, Contractor shall complete the Town's street light service form and report findings to Town staff. A copy of the street light service form is attached in Attachment D. All calls and services shall be entered into computer. The Contractor is required to have on staff and available to perform Services under this contract, designated for the Town of Los Gatos, alighting/electrical technician with a minimum of five years' of experience in street lighting repairs. The technician shall have experience with the operation, maintenance, and repair of street lights. The technician shall also have knowledge and experience of operation, maintenance, and repair of electrical service. A corimplete inventory of street lights (based on PG&E database) is avallabie at Parks and Public Works Department. A summary table for the number and type of street lights is included as Attachment A. Town standard street light poles are Octaflute. Other street light standards that may be found in Town are Type i 5, Octagonal, and other decorative poles. It will be the Contractor's responsibility to verify to the extent necessary the accuracy of the inventory. Town will provide a copy of street light map to the Contractor for use. It will be the Contractor's responsibility to verify the accuracy of the map. Contractor-shall verify and mark street light pole and electric service locations on the street Ilght map during maintenance/repair service and provide a copy to Townfar updating the map. Contractor shall tag all light. poles, if pole ID tags are missing or not apparently visible, in accordance with Town and PG&E requirements. Downtown Tree Lights Maintain the downtown tree lights along Santa Cruz Avenue, Main Street, and all around Town Plaza in an operable and safe condition. There are a total of approximately 156 trees with tree lights including the big Christmas tree in Town Plaza. Contractor shall tag al! trees under this contract in a manner as approved by Town Arborist. A map showing the downtown tree light area is on Attachment B. Perform a quarterly night check and as needed. The Contractor is required to have on staff and available to perform Services under this contract, designated for the Town of Los Gatos, an electrical/lighting technician with a minimum of two years of experience in tree lighting repairs. The technician shall have experience with the maintenance and repair of tree lights. The technician shall also have knowledge and experience of maintenance and repair of electrical service. All reported inoperable .lights shall be serviced and repaired within five (5) working days or less. The five working days shall be measured beginning the first full day following receipt of the outage report. When performing garage light service, Contractor shall complete the Town's tree light service form and report findings to Town staff. A copy of the tree light service form is attached in Attaahment E. All calls and services shall be entered into computer. Traffic Signal Provide ongoing and routine preventive maintenance and repair of traffic signal equipment, associated Lighting, and other pertinent apparatus by duly trained and qualified personnel. A list of Town traffic signals is shown In Attachment C, The Contractor is required to have on staff .and available to .perform Services under this contract, designated for the Town of .Los Gatos, a Traffic Signal Technician with a minimum of five years' of experience in traffic signal repairs. The Traffic Signal Technician shall have experience with the operation and maintenance of Eccnalite, Traconex, and various NEMA controllers currently in use by the Town of Los Gatos. The Traffic Signal Technician shall also have knowledge and experience of the operation and maintenance of inductive traffic loops, video detection systems, emergency vehicle preemption devices, twisted pair interconnect, and fiber optic cables: The Traffic 5lgnal Technician shall keep up to date on the operation and maintenance of all state-of-the-art traffic signal control device and related equipment to ensure that the Town's needs will also be supported in the future. The Traffic Signal Technician shall also be familiar with and adhere to national and State standards for programming traffic signal controllers. The Contractor shall furnish temporary replacement traffic signal controllers, preemption units, traffic sig'naf communications and monitoring equipment, detector amplifiers, conflict monitors, video detection systems, and uninterruptable power supplies -for traffic signals and various other standard traffic signal equipment. Contractor furnished temporary spares shall be identical to the component being replaced in manufacture, make and model. The Contractor shall deviate from this requirement only upon written advance approval from the Town. The Contractor shall provide the temporary equipment at no additional charge to the Town whenever the original units are removed for repair or servicing. , The Contractor steal[ change the timing of traffic signals only upon the direction and approval of the Town. B. TRAFFIC SIGNAL PREV1wNTIVE MAINTENANCE The Contractor shall perform routine preventive maintenance service to eliminate or reduce any incidence of malfunctions and complaints, and to maximize the useful life of the Town's traffic signal equipment including and may not be limited to signalized Intersections and along the signal interconnect corridors. The Contractor shall provide monthly preventive maintenance for the signalized intersections listed in Attachment C and along the signal Interconnect corridors. The Contractor shall complete Preventive Maintenance Checklists (Attachment F) far each maintenance Inspection and shall indicate the work performed or required for each item. The Contractor shall maintain one copy of the completed form for each intersection and for each inspection inthe controller cabinet and in the Contractor's business office throughout the term of this contract. The monthly maintenance service shall be performed within the same week of every month. Between any two monthly maintenance sorvices shall. not be closer than three weeks. The Contractor shall notify Town staff the scheduled date for preventive maintenance service at least one week prior to performing the service. When the conflict monitor test is performed, the Contractor shall maintain three copies cf the full field test results. bne copy shall be left in the traffic signal controller cabinet, one copy shall be maintained at the Contractor's business office, and one copy shall be sent.to the Town. It is understood and agreed that failure on the part of the Contractor to perform monthly preventive maintenance as required by this contract will cause the Town to suffer an unascertainable amount of damage. Therefore, the Contractor agrees to pay to the Town, not as a penalty but as liquidated damages, the amount of $500 per calendar day that the intersection is overdue for monthly preventative maintenance. The total amount of liquidated damages will be totaled and' deducted from the monthly invoice payment. C. TRAFFIC SIGNAL EQUIPMENT The Contractor shall. repair, replace or otherwise render in good working order any and all defective - parts of alttraffic signal control equipment. Whenever the Contractor replaces any defective parts on either a temporary and/or permanent basis, the Contractor shall identify the parts being replaced by manufacturer's make, model,. and serial number, and the locations of installation. Further, the Contractor shall only use new parts for permanent replacement. Exceptions to this requirement shall only occur on an individual bases upon advance written approval from the Town. No permanent changes of traffic signal control devices shall be done without prior written approval from the Town. Whenever any traffic signal equipment is removed/replaced/mod[fisd, the Contractor shall notify the Town by telephone within two hours of the change, followed by written notification to the Tawn within one week. Furthermore, any changes shall also b.e indicated onthe maintenance or repair log. within the traffic signal controller cabinet. The Contractor agrees to notify the Town in advance~of any planned or scheduled traffic slgnaf turn-offslturn-ons necessitated by the Contractor's operations. ~ The Contractor shall make turn-offs/turn-ons of traffic signals only upon prior written approval by the Town. All traffic signal control equipment shall be maintained in accordance with the manufacturer's recommendations. When the traffic signal equipment becomes obsolete or deteriorated to the point of being beyond reasonable ar cost effective repair, the Contractor shall report such conditions to the Town and provide satisfactory evidence that replacements are necessary. The Contractor shall prepare estimates showing the cost breakdown. of materials and labor for replacement of such traffic signal equipment and submit this information to the Town. When Incandescent (or any non-LED) signal lamps are burned out, they shall be .replaced with LED modules unless otherwise approved by Town staff. Signal LED modules shall be replaced when the light output and degradation fails specifications or when more than five percent of LED's are not working properly, such as burned out or flickering. When pedestrian signal modules are replaced; they shall be replaced with pedestrian countdown solid (not outline} LED modules. D. NEW iNSTALLAT[ONS OR DELETIONS The Contractor shall maintain any new street lighting, tree lights, and traffic signal equipment; which are installed for the Town throughout the term of the contract. These devices will be deemed to be added to the contract when the Town notifies the Contractor of the installation thereof. These added equipment or devices, regardless of the complexity of the technology shat] be maintained in the same manner and for the same fiat rate as those devices already covered by the contract. Should responsibility far the maintenance of any current or future lighting or traffic signal device cease to be the Town's, the Town will notify the Contractor in writing of the last date to perform maintenance. The flat rate maintenance for any such affected device shall be prorated on the basis of the number of days that device was maintained by the Contractor. E. WARRANTY Contractor shall manage al[ lighting and traffic signal. related materials and devices under warranty. During the manufacturer's warranty period, the Contractor shall be responsible for making contact with the equipment manufacturer regarding any service determined to be under warranty. The Contractor shall replace the warranted materials ('or replace with temporary equipment pending replacement material from manufacturer} without any charges to Town. A minimum of twelve- (12) month warranty shall apply to all work and materials installed by Contractor. During the Contractor's warranty period, the Contractor shalt bo responsible for repairing and/or replacing the equipment without any charges to Town. The warrantee. on the repaired or replaced equipment shall again commence with the date of repair or replacement of equipment. A minimum of three- (3) month warranty shall apply to all temporary replacement installed by Contractor. During the warranty period, the Contractor shall be responsible for repairing and/or replacing the equipment without any charges to Town. The warrantee on the repaired or replaced equipment shall again commence with the date of repair or replacement of equipment. The warranties shall not apply to damage caused by negligence by others, acts of God, or use of equipment fn a manner not originally intended, F. CONTRACTOR SHOP The Contractor shall .have adequate shop and storage facilities. This facility shall house the necessary staff, traffic signal poles,. signals, traffic signal controllers, Traffic signal communications. devices, LEDs, controller cabinets, service cabinets, wiring, pullboxes, pulibox lids, and other necessary materials and vehicular equipment to perform all maintenance required and to perform temporary and permanent repair of accident damage to traffic signal equipment/devices. This facility shall also be equipped to perform twenty-one day bench test of traffic signal controller cabinets in accordance to Caitrans and Town specifications. The Contractor shall maintain asingle local telephone number during the entire term of the contract where he/she or a designated representative can be reached 24 hours a day, 365 days a year. The Contractor shall also maintain and provide direct phone numbers, cellular phone numbers, fax numbers, and email addresses of various pertinent staff/employees with which the Town can maintain regular and d'+rect contact with regarding billing, estimating, service calls, status reports, scheduling, testing of equipment, and various other issues. G. EMERGENCY SERVIC When notified of any traffic signal device malfunction, failure, loss of Indication, accident damage, construction damage, or any emergency traffic signal service call, the Contractor shall respond and be at the location within one hour following notification from the Town. In the event of a knockdown, the Contractor shall provide temporary emergency replacement of a type acceptable to the Town until permanent repairs can be accomplished. The Contractor shall. install a temporary device appropriate for the situation and consult with the Town to identify a permanent replacement. Required replacement of equlprnent will require prior written approval from the Town before such replacements are commenced in conjunction with an emergency call. In the case of a 1A/iB pole knock-down where the foundation and anchor bolts are still intact, the Contractor sha[I make all necessary repairs with necessary new equipment. to return the pole to its original, undamaged condition upon the initial response. No additional compensation shall. be provided for subsequent work to the original damage. At any time the Contractor is notified of an emergency situation by the Town, CHP, County Sheriff or other duly recognized authority, the Contractor shall immediately notify the designated contact staff at the Parks and Public Works Department the emergency call. Upon. completion of the response to the emergency call, the Contractor shall notify the appropriate Town staff by telephone andlor email the status of the emergency work. In addition, the Contractor shall notify the Town in writing within one week of the completion of the repair work. it is understood and agreed that failure on the part of the Contractor to respond within one hour to any emergency service call as provided will cause the Town to suffer an unascertainable amount of damage. Therefore, the Contractor agrees to pay, to the Town, not as a penalty but as liquidated damages, the amount of $500 per hour. The time for such liquidated damages shall commence from the first hour after the required response time for emergency service calls indicated ih the previous sections, The total amount of liquidated damages will be totaled and deducted from the monthly .invoice payment.. The Contractor shall enter any emergency service calls onto the log of the intersection controller cabinet along with the minimum required information as stated in the previous sections. Failure to do so will be construed to be a failure to respond to the emergency service calls. H. E}CTRA WORK The Contractor shall install, modify, repair and/or upgrade fighting, traffic signals and all associated hardware or traffic safety devices as requested by the Town. All such work, if not covered in the flat rates, shall be considered extra work and shall be performed to the. satisfaction of the Town. Please refer to the relevant maintenance checklists and the "Compensation" Section for details. No additional or extra work shall be commenced ar undertaken by the Contractor unless authorized in advance in writing by the Towne. Said written authorization is a condition precedent to the Contractor's entitlement. to reimbursement or remuneration for such services. This work shall be performed within a spec(fied time limit established by the Town and for a mutually agreed upon price. The Town shall retain discretionary right to perform any extra work #hrough the use of Town forces, by negotiated agreement, or to advertise such work by others. RECORDS Monthly Report The Contractor shall submit to the Town, at the same time as the submission of monthly invoices, a computerized report covering all Contractor's activities within the Town during the previous month. This. monthly activity report shall be provided in both electronic and hardcopy formats and shall be generated from a computerized database. Formatting shall be agreed by the Town. The monthly activity report shall include at a minimum: a, Time any service calls were received by the Gontractor, time at which the service call was dispatched to the technician, the arrival time of the technician at the requested location, the departure time, the caller's name, and the results of diagnosis. b, A complete record of any and all work performed on the lighting and traffic signal equipment during the period covered by the monthly activity report, Including the. make, model, and serial number of any replacement or newly installed equipment at each intersection. The report shall also detail the make, model and serial number of any equipment replaced. c. Asset ID's (if applicable) and detailed location description of any repaired/replaced equipment. d. The date and time that any preventive maintenance work was performed and any findings. e. Any and ail pending repair work needed at each intersection along with Repair Order number. The Contractor shall be required to maintain a copy of the monthly activity report (either electronic or hardcopy), preventive maintenance checklists, corif[ict monitor test results, and any service records for a period of not less than five years. Service Forms A copy of the completed maintenance and service forms shall be submitted to Town staff monthly, Traffic Signal The Contractor shall maintain a log at-each signalized intersection included under this contract. The log shaft detail each inspection, repair, and/or emergency/service call. The Contractor shall complete at a minimum on this -log, the date, arrival time, departure time, type of inspection/service, any findings or repairs, the Contractor's employee name and/or ID, the employee's job title, and in the event of signa! outage/flash, display message on conflict monitor, controller, loadswitch position, etc. The Contractor shall maintain and provide all required preventive maintenance checklists. The Contractor shall provide copies of the maintenance checklists monthly to the Town along with the Contractor's invoices. Quarterly Report The Contractor shall submit to the Town a quarterly report summarizing the repair work by intersection. Formatting shall be agreed by the Town and shall include at a minimum the work order number (if applicat?le), date of repair, the location {intersection corner), the description df problem and repair, and the asset lD and detailed location description of the repairedlrepiaced equipment. J, MEETINGS/CONSULTATION The Contractor shall be available to meet, when deemed necessary, with Town staff on a monthly basis or at a mutually agreed upon time and place to review maintenance activities, operational and timing activities; pending work, estimates, work quality, and any items related to Contractor's work under this contract. Contractor shall be available at all times to the Engineer for consultation at no added expense to the Tawn. The consultation may consist of explanation of technical details, upgrading of signal equipment, and operational improvement. The contractor shall provide cost estimate to the Engineer upon request .for .repair, installation, replacement, ar any improvements containing lighting or traffic signal components K. FAILURE TO PERFORM 5houid the Contractor fail to .properly execute the work in a timely or correct matter as provided under the terms of this contract, the Tawn, after providing the Contractor with three business days' notice, may perform ar hire another Contractor to perform such work and deduct the cost plus 25% thereof from any payment due to the Contractor. L, COMPENSATION 1. STREET LIGhiTING SERVICE ' The Contractor shall be compensated for service required under this contract at a flat rate per street light. Included in the flat rate is compensation for all related labor, equipment, and materials for all related street lighting components including fixtures (and all components within fixtures), lamps,. photo cells, starters, ballasts, transformers, fuses, sockets, terminal blocks,. breakers, contactors, pole hand hole covers, pole tags, and pull box lids. Also included fn the flat rate is compensation for the 24•hour phone service, quarterly night check, logging of calls, reporting of service, and any other related service activities as specified in the Contract. Not included in the flat rate compensation are poles, arms, pull boxes (except lids), service enclosures, and conduits and wires. Also not included. is repair/replacement for damage caused by vehicular collisions, acts of God, or malicious damage. 2. ,TREE LIGHT SERVICE The Contractor shall be compensated for service required under this contract at a flat rate per tree.. Included in the flat. rate is compensation for aB related labor, equipment, and materials for changing out the free light lamps, strings, and: receptacles. Also [ncluded in the flat rate is compensation for the 24-hour phone service, routine check, Jogging of calls, reporting of service, and any other related service activities as specified in the Contract. The flat rate does not apply to repair/replacement for damage caused by vehicular collisions, acts of God, or malicious damage. 3. PREVENTIVE TRAFFIC SIGNAL MAINTENANCE The Contractor shall be compensated for services required under this contract at a flat rate per intersection. Included ih the flat rate shat( be compensation for the. preventive maintenance including labor, equipment, and materials, as identified in the maintenance checklists. fn addition, the following items shalt be the Contractor's responsibility to repair, ihstall and/or replace without additional charges to Town whether they are maintained, repaired; or replaced at call-outs or emergency call-outs, or at the time of maintenance routine: loadswitches; flashers;. detector amplifiers; audible pedestrian signal indicators; push button assembly; louvers; visors;. back plates; and signal indication LED modules (including also replacement of bad non-LED lamps with LED modules) for all vehicle and pedestrian signal indication. Also Included in the flat rate compensation is compensation for the logging of calls, reporting of service, record keeping, temporary equipment, and any other associated services as specified in the Contract. Not included in the flat rate compensation are any items not specified in the above two paragraphs and not in the maintenance check list, e.g. poles, arms, pull boxes (except. lids), conflict monitors, power supply units, video detection, underground conduits and wires, etq• Also not included in the flat rate compensation is repair/replacement for damage caused by vehicular collisions, acts of God, or malicious. damage. 4. EXTRA WORK Town shall compensate the Contractor for the performed extra work and repairs. in accordance with agreed upon labor rates, material markups, equipment rates, and miscellaneous costs. Town may solicit competitive bids for extra work from the Contractor and alternative vendors or contractors. F~ctra work refers to the replacement, repair, upgrade or installation of any street lighting and traffic signal components- that are not included in the compensation of the flat rates. The Contractor shall obtain Tawn approval prior to .scheduling any work to be performed under this provision. The Contractor shall provide documentation to support invoiced charges, including but not limited to time cards and material invoices, upon request by the Town. 6. .RATE INCREASE Rates may be reviewed annually by the successful proposer and the Tawn; and rate increases may be requested in writing with detailed justification. Nevertheless, the maximum increase in labor and/or equipment costs in any calendar year shall be five percent {5%) or the most recent preceding increase in the Consumer Price Index (CPl) for the West Coast published by the United States Department of Labor, Bureau of Labor'Statistics, whichever is less. 7. PAYMENT AND INVOICES Payments will be made within thirty days following receipt of an accurate invoice and documentation of work performed. Invoices shall be submitted no later than 60 days after the .completion of work and not mare frequently than once per month. N - v"~ ~ ATTACHMENT 'B' ~~~ ~ Downtown Tree Li ht Location g o 200 400 Feet I I I 4 5 Qy Q' m ti h~ a`~ ~~ ~EOR q/' J`~ P c1~ ~ ~000~ k ~ ~4 S ~'F l.Q Rt7 Ni~yoCS "~~ ON eoyFR~ ~ s ~ N~ HV ~ /,U v z~ ~Nr ~O 2 ~AV C' 1"CF sr a a~N Q~ ~ ~. ~'s ~~ ~N ti!l~~SgV ~PS J ~~Y m~ ~ W`~ ,.Q ~w a q 3 x Q' F( ~'/li 2 ~. N << ~~~iNsr z ~ ~ r ~~, FNgy ~,~~ .~ ~ ~ ~. 02 ~~ r y" _ eRo. ~~ gpw~Y ¢' w Amy ~'~giNs ° T ~ app ~ cHUR~N Sr QJ~~ P ~ MAIN S7 ~ z U ~ ~~ Q ' y ~ ~ '~[yt'ROS1-~ O ~' PA6 HT 4 Vlllq A V G~00~- Attachment -C' Town TYaffic Signor List ID Intersection 1 Los Gatos BI. & Los Gatos-Saratoga Rd 2 Los Gatos BI. & KennedyCaldweii 3 Los Gatos BI & Nlno 4 Los Gatos BL, Roberts Rd, & Shannon Rd. 5 Los Gatos BL & Blossom Hlll Rd. 6 Los Gatos BI., Los Gatos-Almaden Rd. & Chirco Dr. 7 Los Gaios BL & Los Gatos Village Sq. B Los Gaios BI. & Garden -Gateway 9 Los Gatos BI. &'Lark Ave. 10 Blossom Hill Rd. & Cherry Blossom Ln. 11 Blossom HIII Rd. & Camellia Terrace i2 blossom Hill Rd. & Roberts Rd. (East) i3 Blossom HiII Rd. & UnlversityAve. 14 Blossom H(ILRd. & Union Ave. 15 N. Santa CruzlWfnchester & Blossom HIIUMar[posa 16 N. Santa Cruz Ave. & Andrews St, 17 W. Main St. & Santa Gruz Ave. 18 W. Main 5t. & University Ave, i9 Lark Ave. & Oka Rd. 20 Los Gatos-Saratoga Rd. & Alberta Way 21 Winchester Bi, & Lark Ave. 22 Winchester el. & Knowles Dr. 23 Wfrrhester BI, & Wimbledon Dr. 24 Los Gatos-Almaden Rd, & Nat(onal Ave. 25 Knowles Dr. & Dardanelll Ln. 26 Knowles Dr. & Capri Ave. 27 Blossom Hill Rd. & Roberts West 28 Winchester BI & Doves ?7rursrlay, May 07, 2009 ~ Page 1 of I ATTACHMENT Q TOWN OF LOS GATQS SERVICE FORM- STREET LIGHTS ~R/p Ip; Caller Complaints; Pole ID. Pole Address; Location Description: bate: Start Tlme: End Time: A. VERIFY LIGHT Verify Pole ID: (Install an lD tag if it's missing.) Verify Pole Address: ~ Verify Pole Location: Pole Type? Metal or Wood (If it's a wood ar utility pole, it's a PG&E maintained light. Notify Town staff.} ~ If neither, please describe: .. ... .. . ...p,.,.:• :-.. ......, .: ... ;PaleStyl~? Type:~~.:~or :, ~Qctaflufe:~~.or:::.Sternber . :: . . . . .. . ... : : : .. ,.. _ r - ~~Ise please describe ~ _ _ ....,.: ..r:~~,. ._,_.. _ _ _ Lamp Type & Size? ^ For existing mercury vapor luminaire -Replace it with HPS fixture. Notify Tawn staff. -, i . - t~> r :;..: ,,.. _ .: - ~°+=' - - ~.V:t- r - - - - 0 •• o :OV~~: - :,24 - ir ~V. e. :~1 - [ ;' ut ota : C c - ~ ~ - - _ . : ~:.. _.. ~c ...': '..:'::-.x:.:3 ._ mac.::...:-7 T-;? __m..~. ~:<::::-~ _ . Missing hand hole cover? Yes or No ~] Replace broken and missing hand hale cover. Comments: B. PROBLEM AND REPAIR. .Problem Description: .^ Work Description: Found Service? Yes or No If the service location is found, please describe the location here; ~ Gomments: TECHNICIAN NAME: TECI~]ICIAN TITLE: SIGNATURE: ATTACHNIEN`C E TOWN OF LOS GATOS SERVIrdE FORM -TREE LIGHTS WO ID: Caller Complaints: TreelD: Address: Location Description: Date: Start Time; End Time: A. VERIFY LIGHT Verify Tree ID: (Install an ID tag if it's missing.) Verify Tree Address: Verify Tree Location: ^ Comments: B. PROBLEM AND REPAIR Problem Description: Work Description: Comments; TECHNICIAN NAME: ~ TECHNICIAN TITLE: SIGNATURE: ` ATTACHi11fENT F MONTWLY -TOWN OP LOS GATOS TRAFFIC SIGNAL PREVENTIVE MAINTENANCE CHECKLIST Intersection: Number; Date: Start Time; End Time; A. CONTROLLER CABINET & SERVICE ENCLOSURE Cabinets - Vacuumlclean inside/outside cabinets, Spray Insecticide as necessary.. Remove graffiti, postings and ^ adhesive materials off. cabinets. Trim vegetation aff cabinets (one foot clearance): ;bti.gaskets•;:aoc~k.p ~rat(on;~~ealand~Veatiiert(ght Adust,,..r;e:air~lube;:and;: s.~re,!plu;. '-;~~eck•~Q~reio :Rcorrand`>~oqk ~~:.'• • _ ; • . ••: ., . • ::... :.:otl:hln es•acid;focksas;ri~ir~ss'ary,..R~.-seal,as.iecpssary;=-'Y'.;:;~ u -_ _, Fan Operation (June through September) -Verify that fan turns on at 90°F and above. Replace as necessary. ^ r..; .....: •. ~ ~ a .. .1 .:.. :,: ":e' ' C: .:.•CU1.~,.•.:':^'_ijJ.:•"'7:'~:(r•~~..`•;•:.,i•:2r;••a'i,;'~::.i..:i~.F~`.'~•~` .:~agmet:Li ,ht:•_:~Verr•.~f:..th~t.ligh4 wo,rks~tth,d4bt::~an~;llghtatNitcfi.;Rep,?ce•~~:.;ne;,~~.,a~.i!.~._:~, : _..., .. - ...~..:•a~_ - Cabinet field wires -Verify cabinet field wires are neatly organized and properly marked. Re-mark as necessary, ::Q: ... ..... . _ :: : e : se .. ..:: a . _ .....,.,:: _. _. :: ~ ::... a-se I, d t a s ~ ss. r .:_ :.;.:, _ ~.-•~~_:_>~ - - e ~t- - - - - Ca to ..... .y : - <_ ;: • ~ • ~` b . et C'ondurts:•-:R a u. _ ..1. a tie . ' '-'°' ' ' Cabinet Seal - Re-seal between cabinet and its concrete foundation as necessary. Must be watertight. Check traces ~ ~••• ~'~ of rust. Remove rust and paint over area of rust. '~-' Commenfs: B. CONTROLLER & OTHER EQUIPMENT Equipment Display -Check if equipment display properly such as controller and conflict monitor screens. • ^~ • ~ .. _~.~(~:uip:tai'.e.it:;[~_i~s.;~~h~tik;:aI1LED.s mside.cabinet;'such as 'on co nflict:monitor; flash'e'r.;. load switches; video' ':°: ". ~~: ~ ~ ` ~ ' : .. :. . _ , ,gyp :...• ,~. .. .. ..• ;. •; ::_~.:.. ~. :.•.~• ~• ' . _ ; ~ . :detec#i_oi~ :cam's... reeCnptlcrl cards,retc .' l : • • ~ ' • ~ ~~~ ' ° .:-' ; •' ` ~ ~ • ~ ~ ` ? ~+ :. y ;: •r • _.: . ,• :.•;.:r' Check. if it` is, functioning proper : ., : •::••~ ~ : ;equtpment Apy.,L,El~_s,r~ v~o~.king?:~/!lYftci7 . , .. ( . - Any visible damages -Visually inspect any damages to any equipment inside cabinet. ~ Any equipment damaged? heck Goose . ar:..es..~ burned ~termiria(s'~.DI:G~;~`rp.t~~d;?~et~;:-,'Ad'ust`1.r~plac~ as.;~Y:Lecossar~y; ~E?,Q; :• • _ _ _ - _ ,. . Ternntnai:°Blpcks .:.,: a .at;. r: : . _ _ . ._ . . _ n ,.overt e .•;~•... • . ...:• ::;..,;:,. ,~:-.~:~.::.. - ~.~:::~~.:~ ...g. _ _ - - - - - .Vehicle Detection- Verify and label on detector cable and amplifiers. Observe operation of each detector, ^ Any detectors stuck on or missing calls? ••~~VideaD~.te~tan:Syst~rrr~i(if;:applicable),:~T.urrt.o.n:rnonitor;Obseryocamera.view 'and proper. operation.•''•~;; i'':: :~~.:,'~::: ~ - ' ': _ ; : . qny ~ete~tiq(1 prabJerp~? ;:.' ,~ ., ..;,~. ~~::::• . .. .. .. :,. - T m. .......:....:: ti ...:.~•:... rn f ^ •• - Timing -Verify controller clock, main street on recall.. Observe signal cycles properly, ^ Any problems? ..•.._. :.:f?reerp.t:.:ifa..•icablQ:):~-:Check-aid:,test'~opgraffonof;~reerrlptJde~lee's;:.:•~; :-.:':`•' ::.-r':~:;:~-.,::-_ :':._::.:,::-:._:~:.~:,.•.• _ Commenfs: C. WALK INTERSECTION C.1. SIGNAL HEADS Lens condition- Visually check for damage and indication. ^ '' k•~~ nd' 'd''us't'~~ • °a~"erafioYi~; r:•o ~er,eria:r3tatio.n?fd:r:arr..ow~s„:andseafin• :ofaai~]ps'and~~~_ECI:~,~`~ . :Larrips.'and"~arDs:.. Chac a, . ,a 1: . fo.r :..p -: .., :- F }~ E~;,,.,.;:• . ~ - :. ~.:...::.,:.. .. ~ ' I,:':.~ ...~.~~. . . es; ..;~.A;..':` ~• -- ::Ff~.pf~ce:IMEC1:sC4.fit::a~~riec~ssary ~~te,place:bur:ned•.o:yf•lampa::with`l,.i~p.rrrQdUi Signa[ Heads and Louvers -Verify all in good condition and aimed properly, Re-aim as .necessary. ^ ..... . ;... .- .~Vlsors:,and:$ackPaates: ~Uertf.::;alG~In:~ la: e~:a .d'rJ ootl~.cn'nditio;ri;':Ad ustlra la~.e.as.:necess.ar_:.=.-:- .:_ ~-. ~ ~::~: ~'=_~`~ c=`~:; ... •- ~ - - ': ~ ' 3M Program Heads (if applicable) - Gheck for proper operation. Re-aim and re-program as necessary. ^ _.. :_.. . ... .....~........ ...y.. ---~:...: .:._..-._. ~. ~ .:...........:.. - - •:~~:-::" - - - - - - ~;;,... - gin; ;tie°' ai.ntLn :~:-~::Patnt~aefedsi .nal,he.ad~hausm ; v~sat z:~ndbaek,; late:~:as.ne~~ssar-:;:.:..-;..;>.•:'_::;~::::...::-.-,: ;..:•.._:.: ~. ; Comments: C.2. PEDESTRIAN SICgNALS Pedestrian Signal Heads -Check condition of heads and LED's. Adjust/re-aim as necessary. ^ ~'f edestria P ' s B ' ~'s"& . - ~ es:'- Push ed` s na buf on `' - ~. ~ •~~Y' - i ~':' . ~ - - -..:~.. t ; :.n t s, and.check•~o a at o.n. Chea_' co.ndit'on:rofi. ~.;us "- .......~ ... _ n ... p. fI , uf.top_ .. P},at...:...::.. . P ..... - .. _ _ :~,.: ~,..~: - - - I : . ,p.: ~h:~bi~tk~K.~:. _ •~:a~es:a:d:•ro:.e.rs rro. .ones ~o :. . _ „•:•:.:•~~; ~::-...~:•.~•,:::;,.:<;•:.:•:.r:.:'.;,_.;•;:.~.:.:.-,~:,.;:.:.. ;.~:~:~:,:-:~;,-:_s~:•_.~:;:-:,.~:...~. .;pf t.... rt .P_ .l?, -. a.. ~ .tat n.. .., .:_~~..,~_.:._.:- ~.::~;,.; ,...:. r.,... ~., . :...3 .. - -- •_,~,.< .Audible Pedestrian Signal (if applicable) -- Verify the operation of audible pedestrian signal indication. ^ Comments: C.3. MISCELLANEOUS Traffic Signal Poles -Visually check all poles, mast arms, anchor bolts & nuts for rust, damage and tightness. ^ ...... .Mast-p,rm ~igl7s,~- ~lisualfycf?eck.Mast,^agg;,slgn~.for„tightrfess,_p.fumb:•and #ade?Aid"Us~;~sig.rls~as_.rLpe~SSaryti; : , ..,_ _-, ^ Graffiti -Remove graffiti, postings and adhesive materials off signal poles and equipment. ^ ~,:I,Iluminated Sigris:(f:applicable).= V.isu'allyctieck:fortightness~plu,'mb a~d'conditon:Adjusf signs:as.necessary:,' ::.. ••` Replace lamps as necessary; •~. •. ~ ~ ~ ~'• ~ ~=` - - ~D.escnbesf n~co:ndltion,~.. '~~'~' .• :• ~;: ~ . ,. ~.: ~ ~ ..::::•. .:..~ : ~.; :~.:~.. - - - 9- •' _ - :..:-:~ Video Detection Cameras (if applicable) -Visually inspect cameras. Remove visible obstruction, e.g. nest, webs, etc. Wipe clean with damped soft cloth (clean water only) as necessary and at least once three months. ^ ..:::. . _. ... ... . ..~~.. .. .. . ..-... ...'^ p Yr~y .. ;~~... „ '. • ~I re...e .. • f:: s ; a , s .-e : ,, .:..a:. - - - t'.y:• Red Light Detector Devices (a.k.a. Rat Boxes) if applicable -Visually check the condition, burned devices, clean and tightness. ^ Luminaire. ~:V`tt'suail: ~. ins < ec'::co . dtti rt_`ofsefe; -_li h#in ~ :Re ~ a' :`::e e~:as.: ecess. r :;: _-_.~.:= . ; ::_ ~-:::;:.~:,.:..,:-:.~.,-.:..~.~ :; •...:: ;:.::-;: •.: Pole Hand Hole Covers -Check hand hole covers. Replace broken and missing covers. ^ ... .. _ .. ...-. .... - ^:._:•:': -••:• •.. :....-:~.-: ~:..v-.:.`'.-:'.~:..•:.:':.. fir'...-...:'i'. ~:.-::' .. .' '.:. r:.:'~S•• ~Z~.: -' ~:..~•.~. ~. '_~.~.,..'. .. ;~7caffie• Dete~tgr:Loops:.-~_GFieck:for::covera~e::gf°:~1(.Io6p ware::ifa_sl"d'fs~;ani~;arouna stub-aut:Reseat as<`nec~~sary ~.::: ~. ^ ` Detector Hand Hole Lids -Check cracked and missing lids.. Replace broken and missing lids. ^ :_.- .8.. s -' •s al ans ect ull ~60~...;li [' - - Puil ax l_ld _ , V~ .u. iy- .,, p. •• _ p -- -. x ds.. Rep ace'bfokeq; and missing fills-=.:. :: ~- ••::.- ; : : _ -: - ~ ~'^„ Comments: TECHNICIAN NAME: ~ TECHNICIAN TITZE: SIGNATURE: TOWN STANDARD SPECIFICATIONS 2,37 Signals, Lighting, Electrlca( Systern General Signals, lighting and electrical work shah conform to the provisions of Section 86, "Signals, Lighting and Electrical Systems," of the State of California Department of Transportation SSS (henceforth referred to as "SSS"), the State of California Department of Transportation SSP (henceforth referred to "SSP" and these Town Specifications. Town Standard Equipment Unless specified otherwise, the following standard equipment shall be used for the Town 1. NEMA TS-2, Type 1, "P" controller cabinet. 2.' ECONQLITE ASC2 and ASC3 signal controllers. 3. ITERIS Edge 2 Video Detection system. 4. EMTRAC emergency vehicle preemption system. Conduit Conduits shall be installed using directional boring or open trench as determined by Contractor and approved by. Engineer. Ail conduits shall be Schedule 80 polyvinyl chloride conduit unless otherwise specified.. End bells. shall be installed on all PVC conduits ends. Ground bushings shall be installed for all metallic conduits. Contractor shall not use 90-degree elbows. Only large radius 45-degree elbows shall be allowed. Interconnect cable conduit terminations into pull boxes shall be gradually swept to the elevation where conduit enters through the side of a pull box. These conduit sweeps shall have a minimum 3-foot radius and 45-degree radius. All conduits shall have a pull tape and a bare #8 AWG (minimum) copper wire for grounding and tracing of conduits. All conduits placed in utility joint trenches shall be inspected and approved by the respective utility (PG&E, SBG, Verizon, Comcast) prior to backfilh The Contractor shall coordinate all such inspections with each Utility Company. All conduits shall be sealed with Duct-Seal after wires are installed to prevent moisture and rodents from entering the conduits. Conduits shad be installed either parallel to or perpendicular to the curb, unless otherwise approved by the Engineer prier to placement. Conduit at an oblique angle to the curb will not be permitted. . Communication conduit (for fiber optic cable) -The sum of horizontal and vertical conduit bends in new conduit between pull boxes and/or splice vaults shall not exceed 180 degrees. Conduit terminations into pull boxes and splice vaults shall be gradually swept to the elevation where conduit enters through the side of a pull box or splice vault. These conduit sweeps shat[ have a minimum 3-foot radius and 45-degree radius. Pull Boxes The ~identiflcation "LOS GATOS" shall be engraved, welded or cast an the top face of all covers and followed by one of the fallowing applicable markings: 1. "STREET LIGHTING" (for pull boxes containing Lighting). 2. "TRAFFIC SIGNAL" (for pull .boxes containing traffic signal circuits with or without street lighting circuits). 3. "COMMUNICATION" (far traffic signal communication}. 4. "SERVICE" (far pull boxes in service runs and where utilities company conduits terminate). 5. "TREE LIGHTING" (for tree lighting systems only). 6. "SPRINKLER CONTROL" (for sprinkler contra) systems only). 7. ".ELECTRICAL" (for electrical systems not mentioned above). Pull boxes shall be No. 5 or largerunless otherwise indicated on the plans. Pull boxes for signal interconnect shall be No. 6 or larger unless otherwise indicated on the plans. Pull boxes for fiber-optic cabling system shall have the following minimum inside dimensions, unless specified otherwise in the contract documents: 48-inch long by 30- inch wide by 14-inch high. In additian, it shall be provided .with one pull box extension. Pull box extension shall be in 12-inch high increment. A locking lid shall be provided. Excess conduit far all conduit ends shall be cut back to .provide stub ends of 1-inch minimum to 2-inch maximum. Bottom of pull boxes shall be grouted over clean crushed rock sump. (t2 inches minimum). Ali pull boxes shall have a 2-inch drain hale in center bottom and grouted with smooth surface sloped toward drain hole. Conductors Identification stripe color shall be permanently impregnated the conductor insulating jacket. No. 10 or smaller traffic signal conductors shall be solid copper with either: • Type USE insulation with a minimum thickness of 1 mm (40 mils), or • Type THW insulation with a minimum thickness of 1 mm (40 mils). Signal Interconnect Cable Signal interconnect cable shall contain 12-pair 12 AWG stranded copper unless otherwise noted on the plans. Identification Labeling Identification shall be by T&B Ty-Rap Cable Ties No. TY553M, fiastened to the conductors/cables in such a manner that they will not move. along the conductors/cables. The flags on the Ty-Rap shall be marked with a Ty-Rap marking pen No. WT 163 M-1 (Black}, or approved equal. All phase conductors shall be labeled by phase designation in the pull boxes nearest their termination,. and in the controller cabinet. Detector cables shall be labeled by channel designation in the pull boxes nearest their termination, and in the controller cabinet. Detector cables shall be also labeled. byphase designation in the controller cabinet nearest their termination at the detector amplifiers. Bonding. and Grounding Bonding and grounding shall conform to the provisions of Section 86-2.10; "Bonding and Grounding," of the SSS and the following. All metallic electrical equipment including, but not limited to, poles, metal conduit, service pedestals, controller cabinets,- anchor bolts, foundation reinforcement, and metallic cable sheaths shall be tied to ground electrical potential and shall be interconnected by means of copper conductors and clamps to form a single, grounded and electrically bonded system. Grounding of the electrical system shall be accomplished by means of approved 5/8-inch x 10-foot copper-clad steel or 3/a-inch x 10-foal galvanized steel ground rods installed in ail cabinet foundations and in all pull boxes that contain. conduits with equipment gCaund conductors as shown on the project plans. Ground rods shall extend above the finished cabinet foundation or granted pail box bottom sufficiently to attach a ground clamp and #8 AWG bare copper equipment ground conductor, Galvanizing New traffic signal and street light poles shall have a galvanized finish in con#ormance to the provisions of Section 86-2.15, "Galvanizing," of the SSS. Controller Assembly The controller assembly shall conform to the provisions of Section 86-3.02, "Type 90 Controller Assemblies," of the SSS and the following, The controller assembly shall. be NEMA TS-2 Type "A" traffic signal controller cabinet unless otherwise indicated on plans. Traffic.Signal Faces and Fittings Traffic signal faces and fittings shall conform to the previsions of Section 86-4, "Traffic Signal Faces and Fittings," of the SSS, the SSP and the following. Traffic signal faces shall have metal signal sections and visors conforming to Section 86-4.41 "Vehicle Signal Faces", of the SSS. Plastic signal faces and visors shad not be allowed. Vehicle signal face reflectors shall be made of specular aluminum conforming to Section 86-4.41 A "Optical Units" of the SSS. Backplates shall be furnished and installed on all signal faces. Backplates shall be made of aluminum and installable from the front of the signal head and conform to Section 85-4.0.3 "Backplates" of the SSS and the SSP ES-4C. Louvers shall not be used unless otherwise specified. Plastic backpfates shall not be ailowed. Signal mounting assemblies shall conform fo Section 86-4.06 "Signal Mounting Assemblies" except that terminal compartments, post top adapters, and plain side pale mounts shall be cast bronze. "Clam Shell" mounts shall not be used. Color of the traffic signal housing, visors, and backplates shall be black. All new vehicle signal heads shall have 12" red, amber and green (circular and arrow) light emitting diode (LED) modules. The LED modules shall be Gelcore brand or approved equal. Pedestrian Signals Pedestrian signal -faces shall be-Type A with 3116 inch tempered glass message plate and z-crate type screen conforming to Section 86-4.05 "Pedestrian Signal Faces" of the SSS and the SSP ES-4B. Pedestrian signal heads shall have a combination Portland orange "upraised hand"/lunar white "walking person" LED,module. The LED modules shelf be Gelcore brand ar approved equal. The Countdown Pedestrian Signal shall be user configurable through dipswitches allowing the user to deactivate the countdown operation. or activate countdown of Walk+Don't Walk time, countdown of WaEk time and then .Don't Walk time and countdown of Don't Walk time only. Outline pedestrian symbol is not permitted. Pedestrian Push Buttons Pedestrian push button assemblies shall conform to the provisions of Section 86-5.02, "Pedestrian Push Button Assemblies", of the SSS, the SSP ES-5C and the following. All pedestrian push button assemblies shall be Type B (5" x 7.5") per State Standard Plan ES-SC. Pedestrian push buttons shall be 2" push buttons and ADA compliant. Multiple push buttons on the same standard shall be mounted at the same height with a maximum vertical offset of plus or minus 2 inches between push buttons. Pedestrian push buttons should be parallel to the crosswalk, within 5 feet of the crosswalk extended, and within 10 feet of the edge of curb, shoulder,. or pavement. When wheelchair ramps are present, pedestrian push buttons should be within 5 feet of the edge of ramps. Detector Loops Vehicle detectors shall' conform to the provisions of Section 86-5, "Detectors", of the SSS, the SSP and the following. 1. Detector loops shall have circular configuration. 2. Loop conductor shall' be Type 2 loop wires. No splice is permitted. 3. Detector lead-in cable shall be Type B. 4. Detector lead-in cables between. pull boxes (immediately adjacent to the detector handho(e) and controller cabinet shall run continuously and shall be unspticed throughout the length of the conductors. 5. The sealant for filling slats shall be asphaltic emulsion sealant for ashpa[tic concrete pavement application and hot-melt rubberized asphalt sealant for Portland cement concrete pavement, both as specified in the State SSS. Contractor shall contact the Town Inspector. 72 hours in advance of work which will cut or damage any existing. detector loop or lead-In wire. The Town will install appropriate timing in the traffic signal controller prior to the Contractor cutting the existing loops. Contractor shall make arrangements to replace damaged loop detectors within five days at the Contractor's. expense. Luminaires Luminaires shall conform to the provisions of Section 86-6, "Lighting" of the SSS and the SSP. Unless otherwise specified, luminaires shall be high pressure sodium (HPS), Type III cutoff lamp, 70 watt HPS on focal and collector streets, 100 watt on arterial streets, 1.50 watt HPS at intersections, and 200 watt HPS for traffic signal safety lighting. Ballasts for luminaries shall be of regulated multitap (.120/208/240/277 volt} integral ballasts and held securely in place with devices that allow easy and sa#e removal and replacement in the field without the necessity of removing the luminaire from the bracket arm. Luminaire circuit splicing shall conform to Section 86-2.095 "Fused Splice Connectors" ar the SSS. Photoelectric Controls Photoelectric controls for luminaires sha[I conform to the provisions of Section 86-6.07, "Photoelectric Controls," of the SSS and the following. Photoelectric controls shall be as follows: Type II photoelectric control shall consist of a remote photoelectric unit in a weatherproof housing, a separate contactor and a test switch located in the service enclosure unless shown otherwise; The photoelectric control unit shall be pole-top mounted unless otherwise specified. Type 1V photoelectric control shall consist of a photoelectric unit in a weatherproof housing which plugs into an EEI-NEMAtwist lock receptacle integral with the luminaire. A switch to permit manual operations of the fighting circuit shall be provided for each Type II photoelectric control. The "auto-test" switch shall not have an "off" position. Removing, Reinstalling or Salvaging Electrical Equipment Removing and/or salvaging of equipment shall conform to the provisions of Section 86- .7.01., "Removing Electrical Equipment," of the SSS and the fallowing. All salvaged equipment shat[ be delivered to the Town of Los Gatos Service Center at 41 Miles Avenue. The Contractor shall contact the Town of Los Gatos Department of Parks and Public Works at (408) 395-2859, forty-eight (48) hours in advance to arrange for acceptance of salvaged equipment. This Page Intentionally Left Blai~lc