Professional Documents
Culture Documents
PUBLICWORKSSERVICESDEPARTMENT
RIGHTOFWAYDIVISION
REQUESTFORPROPOSAL(RFP)FORPROFESSIONALSERVICES
PROJECTTITLE:
ELECTRICALMAINTENANCESERVICES
MIKEGIBBONS
PUBLICWORKSSUPERINTENDENT
PUBLICWORKSSERVICESDEPARTMENT
1400Broadway
RedwoodCity,CA94063
DueDate:December22,2010NoLaterThan4:30p.m.PDT
ThetimeanddateProposalsaredueshallbestrictlyobserved.
1. Introduction
The City of Redwood City, California (City) is soliciting Proposals from qualified electrical
maintenance firms (Contractor) to provide electrical maintenance services for the Citys street
lights, traffic signals, lighted crosswalks, flashing beacons, speed signs, safety lighting, perimeter
lighting,parkinglotlighting,andanyotherlightingequipmentonanybuilding,land,orproperty
ownedbytheCity.Inaddition,theContractorwouldbeaskedtoperformUndergroundService
Alert(USA)alongwithotheradhocworkandemergencyresponseasdescribedinAttachmentB
(ScopeofServices).Theawardedcontractwillbeforaone(1)yeartermthatmayberenewedfor
uptothree(3)consecutiveyearsafterthefirstyearatthediscretionandapprovaloftheCity.
2. Attachments
The attachments below are included with this Request for Proposal (RFP) for your review.
Attachmentswithanasterisk(*)shallbefilledout,signedbytheappropriaterepresentativeofthe
company,andreturnedwithyoursubmittal.
AttachmentA
LiquidatedDamagesClause
AttachmentB
ScopeofServices
AttachmentC
SampleAgreementforServices
AttachmentD
SampleProjectReferencesFormat
AttachmentE
SampleCostProposalFormat
AttachmentF
CalendarofExpectedCosts(OptionAMonthlyPM)
AttachmentG
CalendarofExpectedCosts(OptionBQuarterlyPM)
3. InstructionstoProposers
3.1.
QuestionsRegardingtheRFP
Should discrepancies or omissions be found in this RFP or should there be a need to
clarifythisRFP,questionsregardingthisRFPmustbeputinwritingandreceivedbythe
Citynolaterthan1:00p.m.PDT,Friday,December10,2010.
Correspondenceshallbeaddressedto:
CityofRedwoodCity
PublicWorksServices
Attn:RussellNarahara
1400Broadway
RedwoodCityCA94063
oremailedtoRNarahara@redwoodcity.org
ResponsesfromtheCitywillbecommunicatedinwritingtoallinterestedpartiesofthis
RFP. Inquiries received after the date and time stated will not be accepted. All
acceptedquestionsshallbecomeapartofthisRFPandshallbeacknowledgedonthe
ProposersAcknowledgementofResponsibilities(AttachmentA).
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The City shall not be responsible for nor be bound by any oral instructions,
interpretationsorexplanationsissuedbytheCityoritsrepresentatives.
3.2.
ExaminationofProposalDocuments
ThesubmissionofaProposalshallbedeemedarepresentationandcertificationbythe
Proposerthatthey:
Havecarefullyreadandfullyunderstandstheinformationthatwasprovidedby
theCitytoserveasthebasisforsubmissionofthisProposal.
Havethecapabilitytosuccessfullyundertakeandcompletetheresponsibilities
andobligationsoftheProposalbeingsubmitted.
RepresentthatallinformationcontainedinthisProposalistrueandcorrect.
Did not, inany way,collude;conspire to agree, directly or indirectly,with any
person,firm,corporationorotherProposerinregardtotheamount,termsor
conditionsofthisProposal.
Acknowledge that the City has the right to make any inquiry it deems
appropriate to substantiate or supplement information supplied by Proposer,
andProposerherebygrantstheCitypermissiontomaketheseinquiries,andto
provideanyandallrelateddocumentationinatimelymanner.
Norequestformodificationoftheproposalshallbeconsideredafteritssubmissionon
groundsthatProposerwasnotfullyinformedtoanyfactorcondition.
3.3.
SubmissionofProposals
AllProposalsmustbetypewritten.
ProposalsaredueonorbeforeWednesday,December22,2010at4:30p.m.PDT,at
whichtimetheywillberecordedandforwardedtoaSelectionAdvisoryCommitteefor
evaluation.Proposalswillnotbeopenedandreadaloud.
Proposalsmustbesealedandsentto:
CityofRedwoodCity
PublicWorksServices
Attn:RussellNarahara
1400Broadway
RedwoodCity,CA94063
TheProposershallsubmitone(1)originalandfour(4)copiesofitsproposalinasealed
envelope,addressedasnotedabove,bearingtheProposersnameandaddressclearly
marked,RFPforELECTRICALMAINTENANCESERVICES.
Theuseofdoublesidedpaperisencouraged.
The Proposer shall also email a pdf version of their Proposal to:
RNarahara@redwoodcity.org or include a CD containing the pdf version with their
sealedProposal.
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3.4.
WithdrawalofProposals
AProposermaywithdrawitsProposalatanytimebeforetheexpirationofthetimefor
submission of Proposals as provided in the RFP by delivering a written request for
withdrawalsignedby,oronbehalfof,theProposer.
3.5.
RightsoftheCityofRedwoodCity
ThisRFPdoesnotcommittheCitytoenterintoacontract,nordoesitobligatetheCity
to pay for any costs incurred in preparation and submission of Proposals or in
anticipationofacontract.TheCityreservestherightto:
Maketheselectionbasedonitssolediscretion;
RejectanyandallProposals;
IssuesubsequentRequestforProposals;
Postponecontractstartdateforitsownconvenience;
RemedytechnicalerrorsintheRFPprocess;
Approveordisapprovetheuseofparticularsubconsultants;
Negotiatewithany,allornoneoftheProposers;
Acceptotherthanthelowestoffer;
CanceltheRFPandanyandallquotationsmayberejectedinwholeorinpart
whenitisinthebestinterestoftheCity;
WaiveinformalitiesandirregularitiesintheProposals
Enter into an agreement with another Proposer in the event the originally
selectedProposerdefaultsorfailstoexecuteanagreementwiththeCityandor
EnterintoanagreementwithmultipleProposersfordifferentportionsofwork
asoutlinedinAttachmentB(ScopeofServices).
AnagreementshallnotbebindingorvalidwiththeCityunlessanduntilitisexecuted
byauthorizedrepresentativesoftheCityandoftheProposer.
4. RFPTimeline
TheRFPTimelineisasfollows:
Action
RFPIssued
DeadlineforQuestions
AnswerstoQuestionsReleased
RFPSubmittalDeadline(DueDate)
Consultant Interviews (if any) and Consultant
Selection
ContractAwardWorkCommences
Date
Friday,December3,2010
Friday,December10,2010by1:00p.m.PDT
Wednesday,December15,by4:30p.m.PDT
Wednesday,December22,by4:30p.m.PDT
WeekofJanuary3,2011
MonthofFebruary2011
5. ProposalFormat
These instructions outline the guidelines governing the format and content of the Proposal and
the approach to be used in its development and presentation. The intent of the RFP is to
encourage responses that clearly communicate the Proposers understanding of the Citys
requirementsanditsapproachtosuccessfullyprovidetheproductsand/orservicesontimeand
withinbudget.Onlythatinformationwhichisessentialtoanunderstandingandevaluationofthe
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Proposal should be submitted. Items not specifically and explicitly related to the RFP and
Proposal,e.g.brochures,marketingmaterials,etc.willnotbeconsideredintheevaluation.
AllProposalsshalladdressthefollowingitemsintheorderlistedbelowandshallbenumbered1
through6intheProposaldocument.
5.1.
Chapter1ProposalSummary
Thischaptershalldiscussthehighlights,keyfeaturesandProposersunderstandingof
theScopeofServices(AttachmentB).
A separate sheet shall include a list of individuals and contacts for this Proposal and
how to communicate with them. Limit this Chapter to a total of three (3) pages
includingtheseparatesheet.
5.2.
Chapter2ProfileontheProposingFirm(s)
This chapter shall include a brief description of the size of the Proposers firm and a
chartshowcasingtheorganizationstructure.Includeadiscussionofthefirmsfinancial
stability,capacityandresources.IncludeallotherfirmsparticipatingintheProposal,
includingsimilarinformationaboutthefirm(s).
ThissectionshouldalsoincludeaProfileofLawsuit,Litigation,Injury,orFatality
Listanylawsuitorlitigationandresultofthatactionthatisstillpendingorhas
occurredwithinthelastfive(5)years.
List all projects where claims or settlements were paid by the firm or its
insurerswithinthelastfive(5)years.
Listallworkrelatedinjuriesorfatalitiesinthelastfive(5)years.
5.3.
Chapter3QualificationsoftheFirm
This Chapter shall include a brief description of the Proposers and subProposers
qualificationsandpreviousexperienceonsimilarorrelatedprojects.Provideinatable
format(seeSampleProjectReferencesFormat,AttachmentD)three(3)descriptionsof
pertinentprojectexperiencewithotherpublicmunicipalitiesandprivatesectorclients
in the last two (2) years that includes a summary of the work performed, the total
project cost, the percentage of work the firm was responsible for, the period over
which the work was completed, and the name, title, phone number of clients to be
contactedforreferences,aswellasotherpertinentdetailsasspecifiedonAttachment
D.
This chapter shall also include information regarding any relationships with firms
and/orindividualswhomaysubmitProposalsinresponsetoRFPsbeingdeveloped.
5.4.
Chapter4WorkPlan
This Chapter shall present a wellconceived work plan. Include a full description of
majortasksandsubtasks.ThissectionoftheProposalshallestablishthattheProposer
understandstheCitysobjectivesandrequirements.Succinctlydescribetheproposed
approach for addressing the required services requested in Attachment B (Scope of
Services).
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Additionally,providedetailsaboutyourfirms:
CompliancewiththeCaliforniaInjuryandIllnessPreventionProgram(SB198)
Safety Training: describe your training program, training resources utilized,
initialtrainingplanandcontinuingtrainingplan.
PublicRightofWayjobsitepreparation:describehowthejobsiteisprepared
using temporary signals, barriers, or other safeguards (at Proposers expense)
forthepreventionofaccidentstothepublicandProposersstaff.
Shop,Storage,Equipment,andVehicleInventory
5.5.
Chapter5ProjectStaffing
This Chapter shall discuss how the Proposer will staff this project. Key project team
membersshallbeidentifiedbyname,title,andspecificresponsibilitiesontheproject.
An organizational chart for the project team and resumes for all Proposer personnel
shallbeincluded.
Contractorsmustpossessavalid,current,andingoodstandingClassC10Contractors
license issued by the California State Contractor Licensing Board. Public agencies or
municipalities that submit a bid are not required to possess a Class C10 license. All
Contractors,includingpublicagenciesandmunicipalities,shouldhaveonstaff,certified
personnelwiththefollowingqualifications:
Level Three technician with certification by the International Municipal Signal
Association(IMSA)withatleastthree(3)yearsexperienceintrafficsignalrepairs;
Level Two technician with certification by the International Municipal Signal
Association(IMSA)withatleastthree(3)yearsexperienceintrafficsignalrepairs.
NEMA qualified technician who understands NEMA regulations and has indepth
electricalmaintenancetraining.IMSAroadwaylightingexperiencepreferred.
Personnel that will staff this project will be an important factor considered by the
review committee. Changes in key personnel may be cause for rejection of the
Proposal.
5.6.
Chapter6ProposalCost
Provide a cost breakdown in a format similarto Attachment E (Sample Cost Proposal
Format).AllcomponentsoftheSampleTableshouldbeincorporatedintheProposers
cost breakdown. All pricing must be inclusive, and include labor, material, and
equipmentnecessaryforeachtasklistedinAttachmentB(ScopeofServices).Provision
of this information assists the City in determining whether the Proposer understands
the project, whether the costs are fair and reasonable in light of the services to be
provided,andprovidesstaffwithtoolstonegotiatethefinalcost.
The Proposer shall be responsible for all costs incurred in the development and
submissionofthisresponse.TheCityassumesnocontractualobligationasaresultof
theissuanceofthisRFP,thepreparationorsubmissionofaresponsebyaProposer,the
evaluationofanacceptedresponse,ortheselectionoffinalists.TheCityshallnotbe
contractuallybounduntiltheCityandthesuccessfulProposerhasexecutedawritten
contract for performance of the work. The City of Redwood City does not pay for
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services before it receives them. Submitted Proposals should not propose contract
termsthatrequireupfrontpaymentordeposits.
6. ContractType,TermandMethodofPayment
It is anticipated that the contract resulting from this RFP, if awarded, will be a nottoexceed
budgetpertaskformofcontract.Thetermshallbeforaperiodofone(1)yearfromtheeffective
dateofthecontractand/orfinalexecutionbytheCity.Thecontractmayberenewedforupto
three(3)consecutiveyearsafterthefirstyearatthediscretionandapprovaloftheCity.
A Sample Agreement for Services is provided as Attachment C. The method of payment to the
successfulProposershallbeonapertaskbasiswithamaximumnottoexceedfeeassetbythe
Proposer in the Proposal or as negotiated between the Proposer and the City as being the
maximumcosttoperformallwork.Thisfigureshallincludedirectcostsandoverhead,suchas,
butlimitedto,transportation,communications,subsistenceandmaterialsandanysubcontracted
itemsofwork.CityrequiressuccessfulProposertosubmitdetailedMonthlyInvoicesasdescribed
inAttachmentBScopeofServices.MonthlyinvoicescanbesenttotheCityafterthecompletion
ofthetaskandwillbepaidonanet30daybasis.
7. InsuranceRequirements
Prior to Citys execution of the Agreement, the selected Proposer will furnish certificates of
insuranceandendorsementstotheCity.SpecificdetailscanbefoundinAttachmentC(Sample
AgreementforServices).
8. BusinessLicense
The successful Proposer that is awarded the Agreement will be required to be licensed in
accordance with the City of Redwood City Business License Ordinance, Municipal Code Chapter
3.40through3.96,entitled"BusinessTax".Businesslicenseinformation(application,ordinance,
fees)canbefoundbynavigatingtotheCityofRedwoodCityhomepage(www.redwoodcity.org)
andselectingBusiness,PermitsandLicensing,BusinessLicenses.
9. WagesPaidtoContractorsWorkers
Pursuant to California Labor Code Article 2, Wages, Section 1770 et seq., the work described
herein is a public work as defined by this Article of the Labor Code and requires payment of
prevailing wages pursuant to Labor Code Section 1771. Contractors are advised to familiarize
themselves with this provision and with Department of Industrial Relations opinions and
interpretationsrelativetotrafficsignalmaintenance.FailuretocomplywithLaborCode2,Wages,
of the Labor Code may result in imposition of statutory penalties enumerated in Labor Code
Section1775.
10. ReviewandSelectionProcess
CitystaffwillevaluatetheProposalsbasedonthefollowingcriteria:
QualityandcompletenessofProposal;
Quality,performance,andeffectivenessofservicestobeprovidedbytheProposer;
Proposersexperience,includingtheexperienceofstafftobeassignedtotheproject,
theengagementsofsimilarscopeandcomplexity;
CosttotheCity(Proposalpricealonewillnotbethesoledeterminingfactor);
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Proposersabilitytoperformtheworkwithinthetimespecified;
Proposerspriorrecordofperformance(includingsafetyrecord)withCityorother;and
Proposerscompliancewithapplicablelaws,regulations,policies(includingCityCouncil
policies),guidelinesandordersgoverningpriororexistingcontractsperformedbythe
Proposer.
TheCityreservestherighttorejectanyorallProposalsandtodeterminewhichProposalis,inthe
City'sjudgment,themostresponsive.TheCityalsoreservestherighttowaiveanyinformalityin
anyProposalandtodeletecertainitemslistedintheProposalassetforththerein.
Theselectioncommitteewillmakearecommendationtotheawardingauthority.WrittenNotice
ofAwardwillbemadetothesuccessfulProposer.
11. OralInterviews
Proposersmayberequiredtoparticipateinanoralinterview.NotallProposerswillbeaskedto
interview.Theoralinterviewwillbeapanelcomprisedofmembersoftheselectioncommittee.
Proposers may only ask questions that are intended to clarify the questions that they are being
askedtorespond.
Each Proposers time slot for oral interviews will be determined randomly. Proposers who are
selectedshallmakeeveryefforttoattend.IfrepresentativesoftheCityexperiencedifficultyon
thepartofanyProposerinschedulingatimefortheoralinterview,itmayresultindisqualification
fromfurtherconsideration.
12. AwardofContract
12.1. WhenAwardOccurs
Award of contract occurs when a Purchase Order is issued or other evidence of
acceptancebyTheCityisprovidedtotheProposer.ARecommendationofAwarddoes
notconstituteawardofcontract.
12.2. Award
Ifacontractisawarded,itshallbeawardedtotheresponsiveandresponsibleProposer
whoseProposalfollowedalldirectionsintheRFPandwouldbemostadvantageousto
the Cityasset forth inthe Reviewand Selection Process. The awardof this contract
will not be based on price alone. Factors that would affect the final cost to and the
benefitstobederivedbyTheCitywillbeconsidered.
The City, however, reserves the right to reject any and all bids and to waive any
informalityinbidsreceived.
13. PublicNatureofProposalMaterial
ResponsestothisRFPbecometheexclusivepropertyoftheCity.AtsuchtimeastheRedwood
CityPublicWorksServicesDepartmentrecommendsthefirmtotheCityManagerortotheCity
Council,asapplicable,allProposalsreceivedinresponsetothisRFPbecomesamatterofpublic
record and shall be regarded as public records, with the exception of those elements in each
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proposal which are defined by the Proposer as business or trade secrets and plainly marked as
Confidential, Trade Secret, or Proprietary. The City shall not in any way be liable or
responsible for the disclosure of any such proposal or portions thereof, if they are not plainly
marked as Confidential, Trade Secret, or Proprietary of if disclosure is required under the
PublicRecordsAct.AnyProposalwhichcontainslanguagepurportingtorenderallorsignificant
portionsoftheProposalConfidential,TradeSecret,orProprietaryshallberegardedasnon
responsive.
Although the California Public Records Act recognizes that certain confidential trade secret
information may be protected from disclosure, the City may not accept or approve that the
informationthataProposersubmitsisatradesecret.Ifarequestismadeforinformationmarked
as Confidential, Trade Secret, or Proprietary, the City shall provide the Proposer who
submittedtheinformationwithreasonablenoticetoallowtheProposertoseekprotectionfrom
disclosurebyacourtofcompetentjurisdiction.
14. Collusion
BysubmittingaProposal,eachProposerrepresentsandwarrantsthatitsProposalisgenuineand
notashamorcollusiveormadeintheinterestoforonbehalfofanypersonnotnamedtherein;
thattheProposerhasnotdirectlyinducedorsolicitedanyotherpersontosubmitashamProposal
oranyotherpersontorefrainfromsubmittingaProposal;andthattheProposerhasnotinany
manner sought collusion to secure any improper advantage over any other person submitting a
Proposal.
15. FairDealing/ConflictofInterest
TheProposerwarrantsthatnogratuities,intheformofentertainment,giftsorotherwise,were,
orwillbeofferedorgivenbytheProposer,oranyagentorrepresentativeoftheProposertoany
officer or employee of the City with a view toward securing a recommendation of award or
subsequent contract or for securing more favorable treatment with respect to making a
recommendationofaward.
TheProposerwarrantsthatitpresentlyhasnointerestandshallnotacquireanyinterest,director
indirect,whichwouldconflictinanymannerordegreewiththeperformanceofservicesrequired
under the contract resulting from this RFP. The Proposer also warrants that, to the best of its
knowledge,noofficer,agentoremployeeoftheCitywhoshallparticipateinanydecisionrelating
to this RFP and the resulting contract, currently has, or will have in the future, a personal or
pecuniaryinterestintheProposersbusiness.
16. Disqualification
AProposerwillbedisqualifiedfromtheRFPprocessifanyofthefollowingapplytotheProposer:
Evidenceofcollusion,directlyorindirectly,amongProposersinregardtotheamount,
termsorconditionsofthisRFP;
Anyattempttoimproperlyinfluenceanymemberoftheselectioncommittee;
Existence of any lawsuit, unresolved contractual claim or dispute between Proposer
andtheCity;
EvidenceofincorrectinformationsubmittedaspartoftheProposal;
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17. NonConformingProposal
A proposal shall be prepared and submitted in accordance with the provisions of these RFP
instructionsandspecifications.Anyalteration,omission,addition,variance,orlimitationof,from
or to a Proposal may be sufficient grounds for nonacceptance of the Proposal, at the sole
discretionoftheCity.
18. CityContact
ThesolepointofcontactforthisRFPistheRedwoodCityPublicWorksServicesDepartment.Here
isthecontactinformationforthePublicWorksServicesDepartmentrepresentativeregardingthis
RFP:
RussellNarahara
ManagementAnalystII
1400Broadway
RedwoodCity,CA94063
(650)7807475
RNarahara@redwoodcity.org
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AttachmentALiquidatedDamagesClause
*NOTE:THISFORMMUSTBECOMPLETEDANDINCLUDEDWITHYOURPROPOSAL*
SIGNATUREAUTHORIZATION
NAMEOFPROPOSER/FIRM:
A.
IherebycertifythatIhavetheauthoritytoofferthisproposaltotheCityofRedwoodCity
fortheabovelistedindividualorcompany.IcertifythatIhavetheauthoritytobindmyself/this
companyinacontractshouldIbesuccessfulinmyproposal.
__________________________________
SIGNATURE
__________________________________
PRINTNAME
B.
The following information relates to the legal contractor listed above, whether an
individualoracompany.Placecheckmarksasappropriate:
1.
Ifsuccessful,thecontractlanguageshouldrefertome/mycompanyas:
__Anindividual;__________________________________
__Apartnership,Partners'names:__________________________________
__Acompany;__________________________________
__Acorporation__________________________________
2.
Mytaxidentificationnumberis:__________________________________
ADDENDAACKNOWLEDGMENT:
AcknowledgmentofReceiptofanyAddendaissuedbytheCityforthisRFPisrequiredbyincluding
theacknowledgmentwithyourproposal.FailuretoacknowledgetheAddendaissuedmayresult
inyourproposalbeingdeemednonresponsive.
Inthespaceprovidedbelow,pleaseacknowledgereceiptofeachAddenda:
Addendum(s)#________________________________is/areherebyacknowledged.
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10
AttachmentALiquidatedDamagesClause(Continued)
*NOTE:THISFORMMUSTBECOMPLETEDANDINCLUDEDWITHYOURPROPOSAL*
ProvideElectricalMaintenanceServicestotheCity'sstreetlights,trafficsignals,lightedcrosswalks,
flashingbeacons,speedsigns,safetylighting,perimeterlighting,parkinglotlighting,andanyother
lighting equipment on any building, land, or property owned by the City in accordance with
establishedstandards,suchthattheequipmentfunctionsasdesignedinamannerthatpromotes
thepublic'shealth,safetyandwelfare,isthesinglemostimportantcriteriaforawardingatraffic
signal,streetlight,andlightingmaintenanceservicescontracttotheselectedfirm.Theselected
firm,initsProposal,hascommittedtoprovidingpreventivemaintenanceandscheduledrepairof
all traffic signals and scheduled repair for all street lights, lighted crosswalks, flashing beacons,
speed signs, safety lighting, perimeter lighting, parking lot lighting, and any other lighting
equipmentonanybuilding,land,orpropertyownedbytheCityatafrequencydescribedinthis
Solicitation;and,hascommittedtorespondingtoafterhourcallsforunscheduledoremergency
work("ExtraWork")withintwo(2)hoursofreceivingnotification.
It is expressly understood that the experience, knowledge, capability and reputation of the
selected firm, and the selected firm's commitment to provide timely street light, traffic signal,
lighted crosswalks, flashing beacons, speed signs, safety lighting, perimeter lighting, parking lot
lighting, and any other lighting equipment on any building, land, or property owned by the City
maintenanceservicesareasubstantialinducementforCitytoenterintoanElectricalMaintenance
Services contract with the selected firm. Therefore, in the event the City observes the selected
firm's inability to meet its commitments made in relation to furnishing Electrical Maintenance
Services,certaindamageswillincurandshallapplytopaymentsduetotheselectedfirm.
TheCityproposesthefollowingliquidateddamagesclauseasaconditionofacontractawardedto
theselectedfirm.
SincethedeterminationofactualdamagesforanydelayinperformanceofthisAgreementwould
beextremelydifficultorimpracticaltodetermineintheeventofabreachofthisAgreement,the
Contractor and its sureties shall be liable for and shall pay to the City the following sums noted
hereinforeachfailureordelayintheperformanceoftheservicesrequiredhereunder.TheCity
maywithholdfromanymoniespayableonaccountofservicesperformedbytheContractorany
accruedliquidateddamages.
Failure to provide preventive maintenance at any given location once every two months: $500 per
instance
Repetitivecallsforserviceatasinglelocation:$500perrepeatedcall
Failuretorespondtoafterhourcallsforunscheduledoremergencywork("ExtraWork"):
Callrespondedto,technicianreportstolocation2to3hoursafternotification:$1,000
Callrespondedto,technicianreportstolocation3to4hoursafternotification:$2,500
Callrespondedto,technicianreportstolocation4ormorehoursafternotification:$5,000
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AttachmentALiquidatedDamagesClause(Continued)
*NOTE:THISFORMMUSTBECOMPLETEDANDINCLUDEDWITHYOURPROPOSAL*
LIQUIDATEDDAMAGESCLAUSE
OneofthefollowingstatementsmustbeacknowledgedbytheProposer.Thestatementthatdoes
notapplyshallbecrossedoutorotherwisemarkedtoindicateitdoesnotapply.
IherebycertifythatIhavereadandunderstoodtheproposedLiquidatedDamagesclauseincluded
inthisAttachmentA,andagreetoitsinclusioninacontractawardedtomyfirm.
____________________________________
SIGNATURE
____________________________________
PRINTNAME
IherebycertifythatIhavereadandunderstoodtheproposedLiquidatedDamagesclauseincluded
in this Attachment A, but propose an alternative Liquidated Damages clause (enclosed) for
inclusioninacontractawardedtomyfirm.
____________________________________
SIGNATURE
____________________________________
PRINTNAME
(FailuretoincludeaproposedalternativeLiquidatedDamagesclausemayrenderabidasnon
responsive).
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AttachmentBScopeofServices
Background:
TheCityofRedwoodCity(City)issolicitingProposalsfromqualifiedelectricalmaintenancefirms
(Contractor)toprovideelectricalmaintenanceservices.TheCityhadpreviouslyusedinhouse
maintenance electricians for this work until those positions were eliminated from the budget in
2009.Sincethattimecontractorshavebeenusedforthismaintenancework.ThenewContractor
willstartprovidingservicesinFebruary2011.
SiteDescription:
The project area covers approximately 19 square miles of urbanized neighborhoods and
commercial districts of the City. There are approximately fifty seven (57) traffic signals, five
thousand five hundred (5,500) street lights, and five (5) lighted crosswalks in the City. The City
does not have an inventory of the number of flashing beacons, speed signs, safety lighting,
perimeterlighting,parkinglotlighting,andanyotherlightingequipmentonanybuilding,land,or
propertyownedbytheCity.TheCitydoesnotmaintainthetrafficsignalsoneitherHighway82
ElCaminoRealorHighway84WoodsideRoadasthesearemaintainedbyCaltrans.Finally,the
Cityrespondstoapproximatelyforty(40)UndergroundServiceAlert(USA)requestspermonth.
ScopeofServices:
TheselectedContractorwillprovide,asaminimum,thefollowingservices.
TASK1TRAFFICSIGNALMAINTENANCEANDREPAIR
1 Alllabor,tools,equipment,materialsnecessarytoproperlymaintaintheTrafficSignalsowned
by the City. All parts and materials not included in proposed maintenance cost should be
highlightedinChapter6(ProposalCost)ofthesubmittedProposal.
2 PreventativeMaintenance(PM):TheContractorwillprovidepricingforOptionAandOptionB
inChapter6(ProposalCost)oftheirsubmittedProposal.
Option A is made up of a Monthly PM, SemiAnnual PM, and Annual PM. Each month, the
ContractorwillperformtheMonthlyPM.TwiceayeartheContractorwillperformtheSemi
Annual PM which includes the Monthly PM. Once a year, the Contractor will perform the
AnnualPMwhichincludestheSemiAnnualPM,andMonthlyPM.
OptionBismadeupofaQuarterlyPM,SemiAnnualPM,andAnnualPM.Eachquarter,the
ContractorwillperformtheQuarterlyPM.TwiceayeartheContractorwillperformtheSemi
Annual PM which includes the Quarterly PM. Once a year, the Contractor will perform the
AnnualPMwhichincludestheQuarterlyPMandSemiAnnualPM.
AttachmentFshowsaCalendarofExpectedCostsassumingOptionA(MonthlyPM).
AttachmentGshowsaCalendarofExpectedCostsassumingOptionB(QuarterlyPM).
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MonthlyorQuarterlyPM
On a monthly or quarterly basis, Contractor will perform the following PM inspection and
completerepairsasnecessary.
a. InspectSignalControllerandCabinetContentsforproperfunctioningtoinclude:
1. CheckgeneraloverallappearanceofControllerCabinet,Type3ServiceandBattery
BackUpCabinets(vacuumifnecessary).
2. CheckpresenceofSignalCabinetWiringSchematicsandRecords.
3. VerifycurrentSignalControllerTimingLogs.
4. VerifythatProgrammedSignalControllerTimingmatchesIntersectionTimingLogs.
5. VerifythatSignalControllerandConflictMonitorfunctioninrelationtotraffic.
6. InspectLoopDetectorAmplifiers(tuneifnecessary).
7. InspectVideoDetectionUnit/CameraAlignment(ifapplicable).
8. LoadSwitchesandRelays.
9. LightSwitchesandGroundFaultReceptacles.
10. InspectCabinetFanandThermostat.
11. InspectBatteryBackUpUnitchargingsystem(ifapplicable).
12. InspectPreemptionSystem.
13. InspectSignalInterconnect.
14. Wire terminals for corrosion and integrity of all wire connections (including BBS
batteryterminals).
15. Inspect Ground Rod and Grounding System for corrosion and ensure integrity of
wireconnections.
16. Inspect Cabinet Filter for cleanliness and serviceability (clean or vacuum if
necessary).
17. WeatherproofgasketonControllerCabinetandallotherassociatedCabinets.
18. InspectDoorLockoperation.
b. InspectIntersectionforproperfunctioningtoinclude:
1. Inspect Vehicular Signals for alignment, paint, outages, bent, broken, or corroded
hardware.
2. InsectPedestrianSignalsandAudiblesforalignment,paint,outages,bent,broken,
orcorrodedhardware.
3. Inspect Pedestrian PushButtons for Signal Controller actuation and bent, broken,
orcorrodedhardware.
4. InspectSignalPolesforpaint,dents,orcracksandmissinghandholecovers.
5. Inspectpullboxesforcracked,broken,ormissinglids.Checkconditionofsplices.
6. InspectLoopsinRoadwayforexposed,torn,orbrokenwires.
c. RecordDateandTimealongwithfindingsandworkperformed.
SemiAnnualPM
Onasemiannual(every6months)basis,ContractorwillperformtheMonthlyorQuarterlyPM
aswellastheSemiAnnualPMandcompleterepairsasnecessary.ListedbelowistheSemi
AnnualPMinspectionlist.
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1.
2.
RotateBackUpBatteries.
Take voltage measurements from BackUp Batteries by performing Battery Load
Test.
TestBatteryBackUpbydisconnectingPG&Epoweratservicecabinet.
Checkgroundrodclampandwire.
Visuallycheckintegrityofwiresplices.
Adjustallmastarmmountedstreetnamesignsasneeded.
RecordDateandTimealongwithfindingsandworkperformed.
3.
4.
5.
6.
7.
AnnualPM
Onanannual(every12months)basis,ContractorwillperformtheMonthlyorQuarterlyPM,
SemiAnnualPM,AnnualPM,andcompleterepairsasnecessary.ListedbelowistheAnnual
PMinspectionlist.
1. Inspect Utility Electrical Service Cabinet and hardware supplying power to Signal
ControllerCabinet.
2. Vacuum and clean Signal Controller Cabinet, Electrical Service Cabinet, and BBS
Cabinet(ifapplicable).
3. Take voltage measurements at service inputs to Signal Controller Cabinet from
UtilityServiceFeed.
4. TakevoltagemeasurementsatBBSinputsfromUtilityServiceFeed(ifapplicable).
5. TakevoltagemeasurementsatserviceinputstoSignalControllerCabinetfromBBS
(ifapplicable).
6. Checkforwateraccumulationandductsealantasnecessary.
7. ReplaceSignalCabinetFilterifnylonmeshtype.
8. VacuumandcleanSignalCabinetFilterifaluminummeshtype.
9. Inspect hinges and locking mechanisms on all Signal Associated Cabinets and
lubricateasnecessary.
10. RecordDateandTimealongwithfindingsandworkperformed.
3 OtherMaintenance
a. InadditiontoPMinspectionsandrepair,Contractorwillrespondtoothermaintenance
service requests such as but not limited to traffic signal outages, traffic signal
malfunctions,andrequeststoreplaceburntoutsignallamps.
b. Contractorwillmakeeveryefforttoincorporateothermaintenanceservicerequestsinto
PMinspectionandrepair.
c. Other Maintenance is considered Extra Work and will be billed at the negotiated Time
andMaterialsRate.
4 EmergencyResponse
a. Anyservicerequests
b. Anycallouts
c. PreventativeMaintenance(Monthly/Quarterly,SemiAnnual,Annual)
5 SignalTurnoffandSignalonFlash
a. Contractor shall immediately notify the Citys Police Department and designated City
contactofanySignalTurnofforSignalonFlashnecessitatedbytheiroperationsinexcess
offifteen(15)minutes.
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TASK2STREETLIGHTMAINTENANCEANDREPAIR
1 Alllabor,tools,equipment,materialsnecessarytoproperlymaintaintheStreetLightsowned
bytheCity.Materialsnotincludedinproposedmaintenancecostshouldbehighlighted.
2 RegularService(normalbusinesshours:MondayFriday,7am4pm)perlight
a. Anyservicerequests
b. Anycallouts
3 EmergencyService(afternormalbusinesshours,weekends,holidays)
a. Anyservicerequests
b. Anycallouts
4 QuarterlyNightSurveysofstreetlightsinnonresidential,commercialareas,mixeduseareas,
andotherarterialsintheCity.AlldamagedstreetlightsdiscoveredduringtheNightSurveys
willbeloggedbytheContractorandscheduledforrepair.ContractorwillnotifyCityofNight
Surveyresults.
TASK3UNDERGROUNDSERVICEALERT(USA)
1 Alllabor,tools,equipment,materialsnecessarytoproperlyperformUndergroundServiceAlert
(USA)intheCity.MaterialsnotincludedtoperformUSAshouldbehighlighted.
2 AllUSAshouldbescheduledasRegularService(normalbusinesshours:MondayFriday,7am
4pm).
3 Ifrequired,USAwillbeperformedaspartofEmergencyService(afternormalbusinesshours,
weekends,andholidays).
TASK4EXTRAWORK
1 ContractorshallprovideEmergencyServiceafternormalbusinesshours(MondayFriday,7am
4pm) as required to fix traffic signals, street lights, or other electrical problem that requires
immediateassistance.
2 Contractor shall maintain and repair Other Lighting Equipment (all of the lighted crosswalks,
flashingbeacons,speedsigns,safetylighting,perimeterlighting,parkinglotlighting,orother
lightingequipmentonanybuilding,land,orpropertyownedbytheCity).
a. Alllabor,tools,equipment,materialsnecessarytoproperlymaintaintheOtherLighting
Equipment owned by the City. Materials not included in proposed maintenance cost
shouldbehighlighted.
b. RegularService(normalbusinesshours:MondayFriday,7am4pm)
1. Anyservicerequests
2. Anycallouts
3 ContractorshalldesignaterepresentativeswhowillbeavailabletootherCitydepartmentsfor
consultationuponrequest.
a. AllconsultationswillbebilledattheContractorsstraighttimelaborrate.Laborrates
forallstaffshouldbeprovidedinChapter8(ProposalCost)ofthesubmittedProposal.
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4 Contractorshallinstallnewequipmentasrequired.Newequipmentbroughtintoservicewill
be included in the contract at the proposed unit prices as specified in Chapter 6 Proposal
Cost of the submitted Proposal. At the Citys discretion, new electrical equipment may be
installedbyaseparatecompany.
OtherDetails
ResponseandService
Contractorwillprovide24HourEmergencyphoneserviceandhavequalifiedTechniciansavailable
24Hoursperday,7daysaweekonanannualbasistorespondtoallemergencycallsinatimely
manner,meetingorexceedingstandardssetbytheCity.Contractormustprovideservicewithin
thespecifiedtimeframes:
1 TrafficSignals
a. EmergencyandAccidentresponse1hourorless
b. OutagesandSignalmalfunction2hoursorless
c. Replacementofburnedoutsignallamps2hoursorless
d. Safetystreetlighting48hoursorless
2 StreetLighting
a. EmergencyandAccidentresponse2hoursorless
b. Outagesormalfunctions48hoursorless
Permanentrepairworkfromnormalmaintenanceandemergencyresponseshallbecompletedas
soonaspossibleandinallcaseswithin21calendardaysorless,unlessextendedbytheCity.
Meetings:
ContractorshallworkwithCitystafftoidentifyameetingschedule.Thepurposeofmeetingsshall
includeupdatesaboutworkperformed,newprojects,orotherrelatedtopics.Contractorshould
makeeveryefforttomeetwithCitystaffasrequired.
ServiceRequests:
CallsmadebyCityresidentstoCitystaffregardingrequestsforservice(brokenstreetlight,signal
inflash,downpole,etc.)shallbeloggedbyCitystaffonanExcelspreadsheet(rollinglistofservice
requests).TheExcelspreadsheetwillbeemailedbyCitystafftoContractor12timesperweek.
Upon receipt of Excel spreadsheet from City staff, Contractor shall take note of new service
requests and schedule the work, update the Excel spreadsheet with work completed, and email
theupdatedExcelspreadsheetbacktoCitystaffassoonaspossible.
CitystaffwillcallContractordirectlytoreportservicerequeststhatrequireimmediateattention.
Service requests that require immediate attention will not be communicated using the Excel
spreadsheet log; however, they should be logged on the Excel spreadsheet after repairs are
completed.
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MonthlyInvoices:
Contractor shall submit a detailed monthly invoice for each task (traffic signal call, street light
repair,preventativemaintenance,oranyotherworkperformed).Invoiceswilldetail:
1 LaborChargeperworkerassignedtothetask(amountoftimexhourlyrate=laborcharge)
2 Equipment Charge itemized breakdown of equipment used for the task (hourly rate x unit
charge=equipmentcharge)
3 MaterialsChargeitemizedbreakdownofmaterialsusedforthetask(quantityxunitcharge=
materialscharge)
4 Separatelineitemforsalestax
5 Separatelineitemforanymaterialmarkup
Eachmonth,allinvoicesforworkperformedinthepreviousmonthshouldbesubmittedtoCity
staff.InvoicesthatdonotprovidethedetailslistedabovewillnotbepaidbytheCity.
PartsandMaterials
1 All labor, tools, equipment, parts and materials necessary to properly maintain the Traffic
Signals,StreetLights,OtherLightingEquipment,andExtraWorkperformedintheCity.
2 Contractor will highlight all parts and materials that are not included in the proposed
maintenancecostforeachTASKinChapter6(ProposalCost)ofthesubmittedProposal.
3 If a repair requires parts and materials not covered in the proposed maintenance cost, the
ContractorwillcontactCitystafftoinformthemofthecostofthosepartsandmaterialsbefore
therepairoccurs.CityexpectsContractortoprovidelikepartsandmaterialsthatareofthe
same(orhigher)brandandqualityofthosepartsandmaterialsbeingreplaced.Cityexpects
Contractortopassalonganydiscountsreceivedbeforemarkingupthepartsandmaterialsby
theagreeduponMarkup%asspecifiedinChapter6(ProposalCost)ofthesubmittedProposal.
4 DuringanEmergencyRepair,Contractorwillprovidereplacementpartsandmaterialsassoon
aspossible.AftertheEmergencyRepairhasbeencompleted,ContractorwillcontactCitystaff
to discuss the purchase of parts and materials to replace those replacement parts and
materialsusedduringtheEmergencyRepair.CityexpectsContractortoprovidelikepartsand
materialsthatareofthesame(orhigher)brandandqualityofthosepartsandmaterialsbeing
replaced.CityexpectsContractortopassalonganydiscountsreceivedbeforemarkingupthe
partsandmaterialsbytheagreeduponMarkup%asspecifiedinChapter6(ProposalCost)of
thesubmittedProposal.
5 Allmaterials,parts,andequipmentfurnishedbytheContractorintheworkshallbenew,high
grade,andfreefromdefects.Qualityofworkshallbeinaccordwiththegenerallyaccepted
standards.MaterialandworkqualityshallbesubjecttotheCitysapproval.
Salvaged/NonSalvageableEquipmentorMaterial:
1 Contractorshalleitherholdinitsstoragefacility,ordelivertoalocationdesignatedbytheCity,
anysalvageableequipmentormaterialasperdirectionbytheCity.
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3 Contractorshalltrytoutilizeanysalvagedequipmentingoodworkingconditionifpossible.
WarrantyService
New traffic signals, street lights, and other electrical parts and materials are covered by the
installing Contractors material and workmanship warranty for one (1) year after acceptance.
Wherepartsormaterialbecomedefectiveduringthiswarrantyperiod,theContractorshallnotify
theCitysothatthewarrantymaybeexercised.TheContractorshallberesponsibleforexercising
maintenanceandreplacementcoveredbythewarranty.Atexpirationofthewarranty,servicing
oftrafficsignals,streetlights,andotherelectricaldevicesshallbeperformedinaccordancewith
thesespecifications.Noadditional,orseparate,compensationshallbepaidforwarrantyservice
work.
ProtectionofProperty/PublicSafety
Contractorwilldothefollowing:
1 Confineoperationsatsitetoareaspermittedbycontractdocuments.
2 Donotencumbersitewithexcessivematerialorequipment.
3 Donotimposeanyloadonanystructurethatwilldamageorendangerstructure.
4 Takeprecautionsnecessarytopreventannoyancetooccupantsadjacenttoorinthevicinityof
thework.
5 Contractorissolelyresponsibleforconditionsofthejobsite,includingsafetyofallpersonsand
propertyduringperformanceofwork.Thisrequirementwillapplycontinuouslyandwillnotbe
limited to normal working hours. Safety and sanitary provisions shall conform to applicable
Federal,State,County,andlocallaws,regulations,ordinances,standards,andcodes.Where
anyoftheseareinconflictthemorestringentrequirementshallbefollowed.Allpublicand
private property, pavement or improvement shall be safely guarded from injury or loss in
connectionwiththiscontractbytheContractoratalltimes.Shouldanyfacility,structure,or
propertybedamagedduringoperationsoftheContractor,he/sheshallimmediatelynotifythe
properownerorauthorities.
6 TheContractorathis/herexpense,shallrebuild,repair,restore,andmakegoodtotheCitys
satisfactionallinjuriesanddamagesresultingfromhis/heroperations.
7 Duringperformanceofthework,theContractorshallerectandmaintainnecessarytemporary
fences,bridges,railings,lights,signals,barriers,orothersafeguards(atContractorsexpense)
as shall be appropriate under the circumstances in his/her judgment for the prevention of
accidents;andhe/sheshalltakeotherprecautionsasnecessaryforpublicsafetyincluding,but
notlimitedto,trafficcontrol.
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WorkingDay
TheContractor'sworkingdayactivitiesshallbelimitedtothehoursbetween7:00a.m.,and4:00
p.m.,MondaythroughFriday,excludingdesignatedCityholidays.Deviationfromnormalworking
hourswillnotbeallowedwithoutpriorwrittenconsentoftheCity.
ThefollowingarethedesignatedCityholidays:
1 January1(NewYear'sDay)
2 ThethirdMondayinJanuary(MartinLutherKing'sBirthday)
3 ThethirdMondayinFebruary(Washington'sBirthday)
4 ThelastMondayinMay(MemorialDay)
5 July4(IndependenceDay)
6 ThefirstMondayinSeptember(LaborDay)
7 November11(Veterans'Day)
8 ThefourthThursdayinNovember(ThanksgivingDay)
9 ThedayafterThanksgivingDay
10 December24(ChristmasEve)
11 December25(ChristmasDay)
WhenadesignatedholidayfallsonaSunday,thefollowingMondayshallbeadesignatedholiday.
WhenChristmasorNewYearsDayfallsonaSundayorMondaytheprecedingFridayshallbea
holiday.
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AttachmentCSampleAgreementforServices
(This document to be used for Agreements over $10,000 in value, remove before finalizing)
B.
Consultant has the necessary experience in providing professional services
and advice.
C.
Selection of Consultant is expected to achieve the desired results in an
expedited fashion.
D.
Consultant has submitted a proposal to City and has affirmed its willingness
and ability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, the Parties agree as follows:
1.
Scope of Work. City retains Consultant to perform, and Consultant agrees to
render, those services (the "Services") that are defined in attached Exhibit "A," which is
incorporated herein by reference. In the event of a conflict between the provisions of
Exhibit A and the terms of this Agreement, the terms of this Agreement shall prevail. City
shall have the right to modify the scope of work to delete tasks in whole or in part.
2.
Standard of Performance. While performing the Services, Consultant will exercise
the reasonable professional care and skill customarily exercised by reputable members of
Consultant's profession practicing in the urban Northern California Area, and will use
reasonable diligence and best judgment while exercising its professional skill and
expertise.
3.
Term. Unless earlier terminated, the term of this Agreement will commence upon
the date first above written and shall expire upon completion of performance of Services
hereunder by Consultant.
[OR]
3.
Term. Unless earlier terminated, the term of this Agreement will be effective for a
period of ________ from the date first above written. The City Manager may amend the
Agreement to extend it for additional periods in an amount not to exceed $_________
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22
of the Services, Consultant will be fully responsible to City for the acts and omissions of
Consultant's subcontractor and of the persons either directly or indirectly employed by the
subcontractor, as Consultant is for the acts and omissions of persons directly employed by
Consultant. Nothing contained in this Agreement will create any contractual relationship
between any subcontractor of Consultant and City. Consultant will be responsible for
payment of subcontractors.
Consultant will bind every subcontractor and every
subcontractor of a subcontractor by the terms of this Agreement applicable to Consultant's
work unless specifically noted to the contrary in the subcontract and approved in writing by
City.
9.
Other Consultants. City reserves the right to employ other consultants in
connection with the Services.
10.
Indemnification. Consultant will defend, indemnify and hold harmless City and its
officers, agents, employees and volunteers from and against all claims, damages, losses
and expenses including attorney fees arising out of the performance of the Services,
caused in whole or in part by the willful misconduct or any negligent act or omission of the
Consultant, any subcontractor, anyone directly or indirectly employed by any of them or
anyone for whose acts any of them may be liable, except where caused by the active
negligence, sole negligence, or willful misconduct of City.
The Parties expressly agree that any reasonable payment, attorney's fee, cost or expense
City incurs or makes to or on behalf of an injured employee under the City's selfadministered workers' compensation is included as a loss, expense or cost for the
purposes of this section.
The parties expressly agree that this section shall survive the expiration or early
termination of the Agreement.
11.
Insurance. Consultant shall obtain and maintain for the duration of the Agreement
and any and all amendments, insurance against claims for injuries to persons or damage
to property which may arise out of or in connection with performance of the Services by
Consultant or Consultants agents, representatives, employees or subcontractors. The
insurance will be obtained from an insurance carrier admitted and authorized to do
business in the State of California. The insurance carrier is required to have a current
Best's Key Rating of not less than "A-:V."
11.1 Coverages and Limits. Consultant, at its sole expense, shall maintain the
types of coverages and minimum limits indicated below, unless the Risk Manager or
City Manager, in consultation with the City Attorney, approves a lower amount.
These minimum amounts of coverage will not constitute any limitations or cap on
Consultant's indemnification obligations under this Agreement. City, its officers,
agents, volunteers and employees make no representation that the limits of the
insurance specified to be carried by Consultant pursuant to this Agreement are
adequate to protect Consultant. If Consultant believes that any required insurance
coverage is inadequate, Consultant will obtain such additional insurance coverage,
as Consultant deems adequate, at Consultant's sole expense.
11.1.1 Commercial General Liability Insurance. $1,000,000 combined singlelimit per occurrence for bodily injury, personal injury and property damage. If
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the submitted policies contain aggregate limits, general aggregate limits will
apply separately to the work under this Agreement or the general aggregate
will be twice the required per occurrence limit.
11.1.2 Automobile Liability. $1,000,000 combined single-limit per accident
for bodily injury and property damage.
11.1.3 Workers' Compensation and Employer's Liability.
Workers'
Compensation limits as required by the California Labor Code and
Employer's Liability limits of $1,000,000 per accident for bodily injury.
Workers' Compensation and Employer's Liability insurance will not be
required if Consultant has no employees and provides, to Citys satisfaction,
a declaration stating this.
11.1.4 Professional Liability. Errors and omissions liability appropriate to
Consultants profession with limits of not less than $1,000,000 per claim.
11.2. Additional Provisions. Consultant will ensure that the policies of insurance
required under this Agreement contain, or are endorsed to contain, the following
provisions:
11.2.1 For Commercial General Liability Insurance and Automobile Liability
Insurance: City, its officers, agents, volunteers and employees will be named
as additional insureds.
11.2.2 Consultant will obtain occurrence coverage, except that Professional
Liability will be written as claims-made coverage.
11.2.3 This insurance will be in force during the life of the Agreement and any
extensions of it and will not be canceled without thirty (30) days prior written
notice to City sent pursuant to the Notice provisions of this Agreement.
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respect to City, its officers, agents, volunteers and employees. Any insurance or
self-insurance maintained by City for itself, its officers, agents, volunteers and
employees, will be in excess of Consultants insurance and not contributory with it.
11.7 Reduction in Coverage/Material Changes. Consultant will notify City thirty
(30) days prior to any reduction in any of the insurance coverage required pursuant
to this Agreement or any material changes to the respective insurance policies.
12.
Business License. Consultant will obtain and maintain a City of Redwood City
Business License for the term of the Agreement, as may be amended from time-to-time.
13.
Maintenance of Records. Consultant will maintain complete and accurate records
with respect to costs incurred under this Agreement. All records will be clearly identifiable.
Consultant will allow a representative of City during normal business hours to examine,
audit, and make transcripts or copies of records and any other documents created
pursuant to this Agreement. Consultant will allow inspection of all work, data, documents,
proceedings, and activities related to the Agreement for a period of three (3) years from
the date of final payment under this Agreement.
14.
Ownership Of Documents. All work product produced by Consultant or its agents,
employees, and subcontractors pursuant to this Agreement is the property of City. In the
event this Agreement is terminated, all work product produced by Consultant or its agents,
employees and subcontractors pursuant to this Agreement will be delivered to City
pursuant to the termination clause of this Agreement. Consultant will have the right to
make one (1) copy of the work product for Consultants records.
15.
Copyrights. Consultant agrees that all copyrights that arise from the Services will
be vested in City and Consultant relinquishes all claims to the copyrights in favor of City.
16.
Notices. The name of the persons who are authorized to give written notices or to
receive written notice on behalf of City and on behalf of Consultant under this Agreement.
For City:
For Consultant
City of Redwood City
Name______________________
Attention: City Manager
Title________________________
1017 Middlefield Road
Address_____________________
Redwood City, CA 94063
____________________________
(650)780-7000
Phone No____________________
Except as otherwise stated, all notices to be provided or that may be provided under this
Agreement must be in writing and delivered by regular and certified mail. Each party will
notify the other immediately of any changes of address that would require any notice or
delivery to be directed to another address.
17.
Conflict of Interest. City will evaluate Consultants duties pursuant to this
Agreement to determine whether disclosure under the Political Reform Act and Citys
Conflict of Interest Code is required of Consultant or any of Consultants employees,
agents, or subcontractors. Should it be determined that disclosure is required, Consultant
or Consultants affected employees, agents, or subcontractors will complete and file with
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the City Clerk those schedules specified by City and contained in the Statement of
Economic Interests Form 700.
19.
Discrimination and Harassment Prohibited.
Consultant will comply with all
applicable local, state and federal laws and regulations prohibiting discrimination and
harassment.
20.
Termination. In the event of the Consultant's failure to prosecute, deliver, or
perform the Services, City may terminate this Agreement for nonperformance by notifying
Consultant in writing pursuant to the notice provisions of this Agreement.
If City decides to abandon or postpone the work or services contemplated by this
Agreement, City may terminate this Agreement upon written notice to Consultant pursuant
to the notice provisions of this Agreement. Termination will be effective immediately upon
notification.
Either Party upon tendering thirty (30) days written notice to the other party may terminate
this Agreement.
Within 10 days of termination Consultant will assemble the work product without charge
and put it in order for proper filing and closing and deliver it to City. Consultant will be paid
for work performed up to the termination date; however, the total will not exceed the lump
sum fee payable under this Agreement. City will make a determination of final payment
based upon the value of the work product delivered to City and the percentage of the
services performed.
21.
Covenants Against Contingent Fees. Consultant warrants that Consultant has not
employed or retained any company or person, other than a bona fide employee working for
Consultant, to solicit or secure this Agreement, and that Consultant has not paid or agreed
to pay any company or person, other than a bona fide employee, any fee, commission,
percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting
from, the award or making of this Agreement. For breach or violation of this warranty, City
will have the right to annul this Agreement without liability, or, in its discretion, to deduct
from the Agreement price or consideration, or otherwise recover, the full amount of the fee,
commission, percentage, brokerage fees, gift, or contingent fee.
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22.
Claims And Lawsuits. Consultant acknowledges that if a false claim is submitted to
City by Consultant, it may be considered fraud and Consultant may be subject to criminal
prosecution. Consultant acknowledges that California Government Code sections 12650
et seq., the False Claims Act applies to this Agreement and, provides for civil penalties
where a person knowingly submits a false claim to a public entity. These provisions
include false claims made with deliberate ignorance of the false information or in reckless
disregard of the truth or falsity of information. If City seeks to recover penalties pursuant to
the False Claims Act, it is entitled to recover its litigation costs, including attorney's fees.
Consultant acknowledges that the filing of a false claim may subject Consultant to an
administrative debarment proceeding as the result of which Consultant may be prevented
to act as a Consultant on any public work or improvement for a period of up to five (5)
years. Consultant acknowledges disbarment by another jurisdiction is grounds for City to
terminate this Agreement.
23.
Jurisdiction and Venue. Any action at law or in equity brought by either of the
Parties for the purpose of enforcing a right or rights provided for by this Agreement will be
tried in a court of competent jurisdiction in the County of San Mateo, State of California,
and the Parties waive all provisions of law providing for a change of venue in these
proceedings to any other county.
24.
Successors and Assigns. It is mutually understood and agreed that this Agreement
will be binding upon the Parties and their respective successors. Neither this Agreement
nor any part of it nor any monies due or to become due under it may be assigned by
Consultant without the prior consent of City, which will not be unreasonably withheld.
25.
Paragraph Headings. Paragraph headings as used herein are for convenience only
and will not be deemed to be a part of such paragraphs and will not be construed to
change the meaning thereof.
26.
Entire Agreement. This Agreement, together with any other written document
referred to or contemplated by it, along with the purchase order for this Agreement and its
provisions, embody the entire Agreement and understanding between the parties relating
to the subject matter of it. In case of conflict, the terms of the Agreement supersede the
purchase order. Neither this Agreement nor any of its provisions may be amended,
modified, waived or discharged except in a writing signed by both parties.
///
///
///
///
///
///
///
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27.
Authority. The individuals executing this Agreement and the instruments referenced
in it on behalf of Consultant each represent and warrant that they have the legal power,
right and actual authority to bind Consultant to the terms and conditions of this Agreement.
CITY:
ATTEST:
_______________________________
Silvia Vonderlinden, City Clerk
CONSULTANT:
[NAME]
[ADDRESS]
*By:_________________________
**By:__________________________
Printed Name:__________________
Printed Name:__________________
Title:__________________________
Title:__________________________
If required by City, proper notarial acknowledgment of execution by Consultant must be attached. If a Corporation,
Agreement must be signed by one corporate officer from each of the following two groups.
*Group A.
Chairman,
President, or
Vice-President
**Group B.
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal
empowering the officer(s) signing to bind the corporation.
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EXHIBIT A
SCOPE OF SERVICES
Itemized List of what Consultant will do for City and at what price and schedule.
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AttachmentD
SAMPLEPROJECTREFERENCESFORMAT
CUSTOMERREFERENCE#
1
CustomerName:
CustomerAddress:
Property/SiteName:
CustomerContact/Title:
CustomerTelephone:
ContactEmail:
Date(s)ofAgreement:
TypeofContract:
DollarValueofContract:
10 TypeofWorkPerformed
(Listallelectricaldevicesyourfirm
maintained/repaired,ifpreventative
maintenancewasprovided,if
scheduledrepairswereprovided,if
emergencyresponseoradhoc
electricalworkwasprovided)
From:
To:
TimeandMaterial
NottoExceed
CostPlusFixedFee
Other(Specify)
AttachmentESampleCostProposalFormat
TASK1
TRAFFICSIGNALMAINTENANCEANDREPAIR(FLATRATES)
OptionA
1. MonthlyPM*
2. SemiannualPM(IncludingMonthly)*
3. AnnualPM(IncludingSemiannual)*
$
$
$
OptionB
1. QuarterlyPM*
2. SemiannualPM(IncludingMonthly)*
3. AnnualPM(IncludingSemiannual)*
$
$
$
*Quotedpriceswillincludealllabor,tools,equipment,andmaterialstoproperlymaintainthetrafficsignalsownedbytheCity.
MaterialsnotincludedinquotedpriceshouldbehighlightedinChapter6(ProposalCost)ofthesubmittedProposal.Emergency
Serviceisseparate;willbechargedat"ExtraWork"ratesforlaborandequipmentasshownbelow.
TASK2
STREETLIGHTMAINTENANCEANDREPAIR(FLATRATES)
1.
MonthlyRate(assuming5,500streetlights)*
perstreetlight
*Quotedpricewillincludealllabor,tools,equipment,andmaterialstoproperlymaintainthestreetlightsownedbytheCity.
MaterialsnotincludedinquotedpriceshouldbehighlightedinChapter6(ProposalCost)ofthesubmittedProposal.Emergency
Serviceisseparate;willbechargedat"ExtraWork"ratesforlaborandequipmentasshownbelow.
TASK3
UNDERGROUNDSERVICEALERT(USA)
1.
HourlyRate(assuming~40USApermonth)*
perUSA
*Quotedpricewillincludealllabor,tools,equipment,andmaterialstoproperlyperformUSAintheCity.Materialsnotincluded
inquotedpriceshouldbehighlightedinChapter6(ProposalCost)ofthesubmittedProposal.
TASK4
EXTRAWORKDetailsinScopeofServices(AttachmentD)
HourlyRates
1.5X
RegularTime
1.
2.
3.
4.
5.
MaintenanceElectricianForeman
MaintenanceElectrician
Laborer
Other(ListJobTitle):___________________________
Other(ListJobTitle):___________________________
$
$
$
$
$
$
$
$
$
$
OTHER
EQUIPMENTRATEFOREXTRAWORKFLATRATES
HourlyRate
1.
2.
3.
4.
5.
Boom/BucketTruck
CraneTruck
ServiceTruck
Other(ListEquipmentType):_____________________
Other(ListEquipmentType):_____________________
MaterialMarkUp
$
$
$
$
$
%
2X
$
$
$
$
$
AttachmentFCalendarofExpectedCosts(OptionAMonthlyPM)
Quarter1
Quarter2
Quarter3
Quarter4
January
AnnualTrafficSignal(TS)PMCost
MonthlyStreetLight(SL)Cost
USACost
ExtraWork
AnnualTSPM(includesMonthlyPM+SemiAnnualPM)=flatrate
MonthlySLCost=(5,500SL)x($ProposedCostperSL)
USACost=(#ofUSAforthemonth)x($ProposedCostperUSA)
TS/SLServiceRequests,EmergencyResponse,Consultations(billedattimeandmaterials)
February
MonthlyTrafficSignal(TS)PMCost
MonthlyStreetLight(SL)Cost
USACost
ExtraWork
MonthlyTSPM=flatrate
MonthlySLCost=(5,500SL)x($ProposedCostperSL)
USACost=(#ofUSAforthemonth)x($ProposedCostperUSA)
TS/SLServiceRequests,EmergencyResponse,Consultations(billedattimeandmaterials)
March
MonthlyTrafficSignal(TS)PMCost
MonthlyStreetLight(SL)Cost
USACost
ExtraWork
MonthlyTSPM=flatrate
MonthlySLCost=(5,500SL)x($ProposedCostperSL)
USACost=(#ofUSAforthemonth)x($ProposedCostperUSA)
TS/SLServiceRequests,EmergencyResponse,Consultations(billedattimeandmaterials)
April
MonthlyTrafficSignal(TS)PMCost
MonthlyStreetLight(SL)Cost
USACost
ExtraWork
MonthlyTSPM=flatrate
MonthlySLCost=(5,500SL)x($ProposedCostperSL)
USACost=(#ofUSAforthemonth)x($ProposedCostperUSA)
TS/SLServiceRequests,EmergencyResponse,Consultations(billedattimeandmaterials)
May
MonthlyTrafficSignal(TS)PMCost
MonthlyStreetLight(SL)Cost
USACost
ExtraWork
MonthlyTSPM=flatrate
MonthlySLCost=(5,500SL)x($ProposedCostperSL)
USACost=(#ofUSAforthemonth)x($ProposedCostperUSA)
TS/SLServiceRequests,EmergencyResponse,Consultations(billedattimeandmaterials)
June
MonthlyTrafficSignal(TS)PMCost
MonthlyStreetLight(SL)Cost
USACost
ExtraWork
MonthlyTSPM=flatrate
MonthlySLCost=(5,500SL)x($ProposedCostperSL)
USACost=(#ofUSAforthemonth)x($ProposedCostperUSA)
TS/SLServiceRequests,EmergencyResponse,Consultations(billedattimeandmaterials)
July
SemiAnnualTrafficSignal(TS)PMCost
MonthlyStreetLight(SL)Cost
USACost
ExtraWork
SemiAnnualTSPM(includesMonthlyPM)=flatrate
MonthlySLCost=(5,500SL)x($ProposedCostperSL)
USACost=(#ofUSAforthemonth)x($ProposedCostperUSA)
TS/SLServiceRequests,EmergencyResponse,Consultations(billedattimeandmaterials)
August
MonthlyTrafficSignal(TS)PMCost
MonthlyStreetLight(SL)Cost
USACost
ExtraWork
MonthlyTSPM=flatrate
MonthlySLCost=(5,500SL)x($ProposedCostperSL)
USACost=(#ofUSAforthemonth)x($ProposedCostperUSA)
TS/SLServiceRequests,EmergencyResponse,Consultations(billedattimeandmaterials)
September
MonthlyTrafficSignal(TS)PMCost
MonthlyStreetLight(SL)Cost
USACost
ExtraWork
MonthlyTSPM=flatrate
MonthlySLCost=(5,500SL)x($ProposedCostperSL)
USACost=(#ofUSAforthemonth)x($ProposedCostperUSA)
TS/SLServiceRequests,EmergencyResponse,Consultations(billedattimeandmaterials)
October
MonthlyTrafficSignal(TS)PMCost
MonthlyStreetLight(SL)Cost
USACost
ExtraWork
MonthlyTSPM=flatrate
MonthlySLCost=(5,500SL)x($ProposedCostperSL)
USACost=(#ofUSAforthemonth)x($ProposedCostperUSA)
TS/SLServiceRequests,EmergencyResponse,Consultations(billedattimeandmaterials)
November
MonthlyTrafficSignal(TS)PMCost
MonthlyStreetLight(SL)Cost
USACost
ExtraWork
MonthlyTSPM=flatrate
MonthlySLCost=(5,500SL)x($ProposedCostperSL)
USACost=(#ofUSAforthemonth)x($ProposedCostperUSA)
TS/SLServiceRequests,EmergencyResponse,Consultations(billedattimeandmaterials)
December
MonthlyTrafficSignal(TS)PMCost
MonthlyStreetLight(SL)Cost
USACost
ExtraWork
MonthlyTSPM=flatrate
MonthlySLCost=(5,500SL)x($ProposedCostperSL)
USACost=(#ofUSAforthemonth)x($ProposedCostperUSA)
TS/SLServiceRequests,EmergencyResponse,Consultations(billedattimeandmaterials)
AttachmentGCalendarofExpectedCosts(OptionBQuarterlyPM)
Quarter1
Quarter2
Quarter3
Quarter4
January
AnnualTrafficSignal(TS)PMCost
MonthlyStreetLight(SL)Cost
USACost
ExtraWork
AnnualTSPM(includesQuarterlyPM+SemiAnnualPM)=flatrate
MonthlySLCost=(5,500SL)x($ProposedCostperSL)
USACost=(#ofUSAforthemonth)x($ProposedCostperUSA)
TS/SLServiceRequests,EmergencyResponse,Consultations(billedattimeandmaterials)
February
MonthlyStreetLight(SL)Cost
USACost
ExtraWork
MonthlySLCost=(5,500SL)x($ProposedCostperSL)
USACost=(#ofUSAforthemonth)x($ProposedCostperUSA)
TS/SLServiceRequests,EmergencyResponse,Consultations(billedattimeandmaterials)
March
MonthlyStreetLight(SL)Cost
USACost
ExtraWork
MonthlySLCost=(5,500SL)x($ProposedCostperSL)
USACost=(#ofUSAforthemonth)x($ProposedCostperUSA)
TS/SLServiceRequests,EmergencyResponse,Consultations(billedattimeandmaterials)
April
QuarterlyTrafficSignal(TS)PMCost
MonthlyStreetLight(SL)Cost
USACost
ExtraWork
QuarterlyTSPM=FlatRate
MonthlySLCost=(5,500SL)x($ProposedCostperSL)
USACost=(#ofUSAforthemonth)x($ProposedCostperUSA)
TS/SLServiceRequests,EmergencyResponse,Consultations(billedattimeandmaterials)
May
MonthlyStreetLight(SL)Cost
USACost
ExtraWork
MonthlySLCost=(5,500SL)x($ProposedCostperSL)
USACost=(#ofUSAforthemonth)x($ProposedCostperUSA)
TS/SLServiceRequests,EmergencyResponse,Consultations(billedattimeandmaterials)
June
MonthlyStreetLight(SL)Cost
USACost
ExtraWork
MonthlySLCost=(5,500SL)x($ProposedCostperSL)
USACost=(#ofUSAforthemonth)x($ProposedCostperUSA)
TS/SLServiceRequests,EmergencyResponse,Consultations(billedattimeandmaterials)
July
SemiAnnualTrafficSignal(TS)PMCost
MonthlyStreetLight(SL)Cost
USACost
ExtraWork
SemiAnnualTSPM(includesQuarterlyPM)=flatrate
MonthlySLCost=(5,500SL)x($ProposedCostperSL)
USACost=(#ofUSAforthemonth)x($ProposedCostperUSA)
TS/SLServiceRequests,EmergencyResponse,Consultations(billedattimeandmaterials)
August
MonthlyStreetLight(SL)Cost
USACost
ExtraWork
MonthlySLCost=(5,500SL)x($ProposedCostperSL)
USACost=(#ofUSAforthemonth)x($ProposedCostperUSA)
TS/SLServiceRequests,EmergencyResponse,Consultations(billedattimeandmaterials)
September
MonthlyStreetLight(SL)Cost
USACost
ExtraWork
MonthlySLCost=(5,500SL)x($ProposedCostperSL)
USACost=(#ofUSAforthemonth)x($ProposedCostperUSA)
TS/SLServiceRequests,EmergencyResponse,Consultations(billedattimeandmaterials)
October
QuarterlyTrafficSignal(TS)PMCost
MonthlyStreetLight(SL)Cost
USACost
ExtraWork
QuarterlyTSPM=FlatRate
MonthlySLCost=(5,500SL)x($ProposedCostperSL)
USACost=(#ofUSAforthemonth)x($ProposedCostperUSA)
TS/SLServiceRequests,EmergencyResponse,Consultations(billedattimeandmaterials)
November
MonthlyStreetLight(SL)Cost
USACost
ExtraWork
MonthlySLCost=(5,500SL)x($ProposedCostperSL)
USACost=(#ofUSAforthemonth)x($ProposedCostperUSA)
TS/SLServiceRequests,EmergencyResponse,Consultations(billedattimeandmaterials)
December
MonthlyStreetLight(SL)Cost
USACost
ExtraWork
MonthlySLCost=(5,500SL)x($ProposedCostperSL)
USACost=(#ofUSAforthemonth)x($ProposedCostperUSA)
TS/SLServiceRequests,EmergencyResponse,Consultations(billedattimeandmaterials)