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Bid Opportunities

City of Medford Oregon / Public Works / Bid Opportunities

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Infrastructure Maintenance (View All)

Posting Number:
T-271
Project Name:
Traffic Signal Controllers & Central Traffic Control System
Opening Date:
6/23/2020
Opening Time:
2:00 PM
Due Date:
6/23/2020
Status:
Open
Description:
 
 

REQUEST FOR PROPOSALS

FOR PROVIDING TRAFFIC SIGNAL CONTROLLERS AND A CENTRAL TRAFFIC CONTROL SYSTEM FOR THE CITY OF MEDFORD, OREGON

 

 SCHEDULE
Issue Date June 2, 2020
Questions Deadline June 16, 2020
Proposals Due June 23, 2020
2:00 pm PST
Anticipated Interview Dates (if needed) Week of July 13, 2020
Anticipated Notice of Intent to Award July 27, 2020
Anticipated City Council Decision Date August 27, 2020

 

SUBMITTALS

The City of Medford (City) is requesting Proposals to provide traffic signal controllers (hardware and firmware) and a central system for monitoring and controlling signal controllers. The City intends to install the signal controllers in the immediate future at approximately seven intersections along Barnett Rd and approximately eight intersections along McAndrews Rd. The City intends to monitor and manage all 118 signalized intersections in the City of Medford with the central system.
The City intends to enter into two contracts as a result of this RFP: a purchasing contract for the central system; and a separate purchasing contract for up to ten years to provide traffic signal controllers in the City of Medford. The City reserves the right to award both contracts to a single firm or to award the contracts to two different firms.

Under the controller purchase contract, the Vendor shall provide all NTCIP Management Information Base (MIBs) files associated with the licensed controller software including manufacturer specific and extended objects and block object definitions. 

Vendor places no limitations under this contract on the re-distribution and re-use of the MIBs associated with the licensed controller software. The City and its partners are permitted to copy, re-distribute and/or reuse the MIBs as they see fit to support their authorized use of the license software.
The controller motherboard and CPU shall support open architecture and be compliant with the ITE, AASHTO, and NEMA Standard Publication for ATC 5201 Advanced Transportation Controller Standard version 6.x.

All major components shall meet the environmental, design, and operating standards outlined in NEMA Standards Publication TS2-2003 v02.06, Section 2.   

These standards specify minimum requirements for the traffic signal controller except where requirements specified in the contract exceed the aforementioned documents. 

In compliance with the ATC standard, the vendor shall include the current software development tool kit (SDK) including tool-chain and other necessary Linux Libraries for the ATC engine board and shall make the SDK publicly available for the lifetime of the product. 

The ATC hardware shall support an open architecture hardware and firmware platform interface for application programs to operate on the controller.  The controller shall include an interface conforming to the requirements of the ATC 5401 Application Programming Interface (API) standard (v02.x). Functionality provided in the industry standard Application Programming Interface Reference Implementation (APIRI) shall be required at a minimum.

The City will accept questions regarding this Request for Proposals (RFP) up to 5 days prior to submission of the Proposal Response. In the event it becomes necessary to revise any part of the RFP, addenda will be issued in the same manner that the RFP was issued.

Vendors are invited to submit six (6) sealed copies (one signed) of the Proposal addressed to Peter Mackprang, PE, Associate Traffic Engineer, endorsed “Proposal to Provide Traffic Signal Controllers and a Central Traffic Control System for the City of Medford, Oregon”.  Proposals will be accepted at the City of Medford Engineering Division, 200 S. Ivy Street, Medford, OR, 97501, until 2:00 p.m. Pacific Time on March 13, 2020. Thereafter, submittals will be opened and reviewed by the Selection Committee.
 

SELECTION PROCESS          

The selection committee will consist of City, and possibly Oregon Department of Transportation (ODOT), staff. Members of the selection committee will individually score the proposals. The committee may require an interview at the City’s discretion. The most qualified applicant will be determined based on the selection criteria. In accordance with ORS 279B.100, City may cancel the procurement or reject any response not in compliance with all prescribed public solicitation procedures and requirements, or may reject for good cause, any or all proposal responses upon a finding of City that it is in the public interest to do so. City also reserves the right to waive any informality in any response.

If the Committee selects a proposal, a Purchasing contracts will be prepared by the City, reviewed and signed by the applicant, then presented to the Medford City Council for final approval. (A copy of a draft Purchasing Contract is attached for review.)
 

GENERAL SCOPE OF WORK

The Scope of Work will consist of:
  1. Providing and installing a central system to manage all traffic signals in the City of Medford; and
  2. Providing traffic signal controllers and software on an ongoing basis.
 

DELIVERABLES

The successful vendor must be able to provide services associated with the following:        
  1. Provide traffic signal controllers that conform to the Concept of Operations dated November 1, 2019;
  2. Provide technical support in operation of the software and preparation of signal timing to run on said controllers;
  3. Provide and install a central system that conforms to the Concept of Operations dated November 1, 2019, to manage all traffic signals in the City of Medford;
  4. Provide technical support in the operation of the central system;
  5. Adhere to a not-to-exceed project price.
 

CITY TRAFFIC SIGNAL FACILITY PROFILE

The Medford Traffic Signal Facility Profile information is intended to provide Vendors with information about the general condition of Traffic signal control and operation in the City of Medford.
 
Description
Count
Server running McCain QuicNet central software 1
Traffic Signal controllers running McCain 200OR firmware 86
Traffic signal controllers running McCain 233R2.9 firmware 8
Traffic signal controllers running McCain 233R3.0 firmware 22
Traffic signals running McCain 233MC1 firmware 2
TOTAL 118 signals
Agency notes traffic signal facilities profile:
  1. Total number of traffic signals operated by the City of Medford is 118 as of December 1, 2019.

 

EVALUATION CRITERIA

Proposals will be scored based on the criteria described below:
Category     
Maximum Points
Basic Requirements (pass/fail)
Conformance to Concept of Operations 30
Firm Experience 5
Key Personnel Experience and Availability 5
Ease of Use 15
Post Installation Services 15
Cost Proposal 30
Total Possible Points 100
 

1.Basic Requirements (0 Points) (Pass/Fail)

  1. Identify the submitting Responder.
  2. Identify the name and title of the person authorized to contractually obligate the Responder.
  3. If a third party will be guaranteeing the work, provide all the contact information for the third party, and a copy of the agreement under which it will provide the Guarantee.
  4. If Responder is a partnership or joint venture, information must be provided for each partner or joint venture. Each partner or joint venture must sign the response and any contracts on behalf of both itself and the Responder, and each will be jointly and severally liable.
  5. The submitted proposal shall be no more than 25 pages in length.
  6. Submit six (6) paper copies and one (1) electronic copy of the proposal, with at least one copy signed by an authorized representative of the firm.
  7. Submit one completed copy of all Responder certifications provided in Appendix A. These certifications will not count toward the 25 page limit.

2.Conformance to the Concept of Operations (30 Points)

Describe your central system architecture. Does it run on a PC or a server? How do users access the system 24/7. How does the system deal with multiple users at a time accessing the system? How are the intersections connected to the central? What are its network requirements?
Using table 1, explain in what ways your central signal management software conforms to the Concept of Operations.
Using table 2, explain in what ways your traffic signal timing software conforms to the Concept of Operations.
Explain any exceptions you are taking to the Concept of Operations (product limitations that will not allow them to completely fulfill the Concept of Operations).

3.Firm Experience (5 Points)

Explain your firm’s experience with providing and supporting traffic signal controllers, software/firmware and traffic control central computer systems, Include at a minimum:
  1. Identify the number of traffic signals controlled and the number of agencies with controller intersections that are operating your controllers and software/firmware.
  2. Identify the number of agencies operating your central software.
  3. A minimum of five (5) client references for traffic signal controller software and five (5) references for central software. Provide a narrative for each agency, including services provided and key statistics about the success of each installation.
  4. Any additional information that may help in evaluating the firm’s experience.

4.Key Personnel Experience and Availability (5 Points)

Identify the key personnel for providing and installing the central software, including individual responsibilities. Provide a summary of identified individuals’ experience on past projects and comments about their role in the success of those projects.

Provide a summary of the availability of the identified key personnel for this project. Identify other time commitments and how much of their remaining time will be committed to this project.
Resumes can be included in the appendix and are not considered to be part of the fifteen (25) page limit.

5.Ease of use (15 Points)

Explain the expected interaction of a city operator and the central system. Provide descriptions of operator requirements to configure a new intersection; communicate with an intersection and upload or download timing.

Explain the expected interaction of a city operator and a traffic signal controller with software/firmware installed. Provide detailed descriptions of procedures for:
  1. Programming timing for a standard, 8-phase, traffic signal;
  2. Programming flashing yellow arrow operation for protected permissive left turn operation with a four section signal head that stays red when there is a conflicting pedestrian call;
  3. Programming a right turn overlap and;
  4. Programming a HAWK signal.

6.Post Installation Services (15 Points)

Provide the firm’s equipment performance guarantee policies and procedures, including information on your firm’s warranty and your firm’s responsibility, if any, when there is an equipment failure beyond the warranty period.

Explain the firm’s proposed support to be provided including:
  1. Training on the central software and local signal software/firmware for up to ten city staff members and;
  2. Continuing support in programing timing for the controller and software/firmware.

7.Cost Proposal (30 Points)

The proposal is intended to result in two purchasing contracts. One contract for the central system and another for signal controllers. The signal controller contract is anticipated to have a duration of 2 years and with up to 4 each 2 year extensions. The Vendor shall provide cost to purchase:
  1. A traffic signal controller complete and ready to be installed in cabinet;
  2. A unit of software/firmware to be installed in said traffic signal controller;
  3. A unit of central software installed on the city server, configured and ready to communicate with the city’s traffic signal controllers;
  4. Training of up to ten city staff members on the operation of the central software and traffic signal controller software/firmware;
  5. Continuing support of controllers and software/firmware on a yearly, or multi-year basis.
 

OWNERSHIP/ PERMISSION TO USE MATERIALS

All Proposals submitted in response to this RFP become the property of the City. By submitting a Proposal in response to this RFP, Proposer grants the City a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Proposal solely for the purpose of evaluating the Proposal, negotiating a contract, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Laws. Proposals, including supporting materials, will not be returned to Proposer.
 

CANCELLATION OF RFP; REJECTION OF PROPOSALS; NO DAMAGES

City may reject any or all Proposals in-whole or in-part, or may cancel this RFP at any time when the rejection or cancellation is in the best interest of the City, as determined by City. The City is not liable to any Proposer for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the RFP, award, or rejection of any Proposal.
 

COST OF SUBMITTING A PROPOSAL  

Proposer must pay all the costs in submitting its Proposal, including, but not limited to, the costs to prepare and submit the Proposal, costs of samples and other supporting materials, costs to participate in demonstrations, or costs associated with protests.
 

CONFLICT OF INTEREST

Proposer warrants and represents that, to the best of its knowledge, there exists no actual or potential conflict between the business or economic interests of Proposer, its employees, or its agents, on the one hand, and the business or economic interests of the City, on the other hand, arising out of, or relating in any way to, the subject matter of the RFP. Proposer further warrants and represents that to the best of its knowledge, Proposer has not, within the previous five years, entered into an agreement to provide any type of remuneration, or provided any type of remuneration, to any employee of the City. Proposer further warrants and represents that it is not presently engaged in any negotiations with any such employee regarding Proposer’s providing any type of remuneration to that employee pursuant to a future arrangement.

 

SINGLE POINT OF CONTACT      

For questions or information regarding this RFP, please contact Peter Mackprang, Associate Traffic Engineer, at (541) 774–2121, via email at peter.mackprang@cityofmedford.org, or via regular mail at City of Medford Engineering Division, 411 W. 8th Street, Medford, OR, 97501.

 

LIST OF ATTACHMENTS     

Attachment 1: Responder Certifications
Attachment 2: Sample City Services contract
Attachment 3: City of Medford Traffic Signal Control Program Concept of Operations
Attachment 4: State of Oregon Pay Equity Training requirements

 
 
ATTACHMENT 1
RESPONDER CERTIFICATIONS
SECTION I
REQUEST AND AUTHORIZATION TO RELEASE INFORMATION, RELEASE OF LIABILITY/CLAIMS AND AGREEMENT NOT TO SUE
(This Form Will Be Provided to References)
To Whom It May Concern:
I, the undersigned, have submitted a response to a Request for Proposals (“RFP”) to contract with the City of Medford (“City”). I request and authorize you to furnish to the City any and all information you may have regarding my employment or my firm’s employment, including but not limited to, evaluations or assessments of my/my firm’s work performance and qualifications.
I request and authorize you to provide the information requested or to participate in a phone or in-person interview with a representative of the City.
In consideration of your cooperation with this request, I hereby release you, and any and all other persons employed by or connected with your firm, the City and/or organization from any and all liability and/or claims now or in the future arising from the furnishing of any information, including good faith expressions of opinion, to the City as requested. I further agree not to sue the City, you, or any and all other persons employed by or connected with your firm/community /organization as a result of the furnishing of any information, including good faith expressions of opinion, to the City.
I am aware and understand that the information and good faith opinions furnished to the City pursuant to this request will remain confidential with the City if requested by you and will not be disclosed to me or to any other person, except as required by law.
The individual signing on behalf of Responder hereby accepts all terms and conditions contained in the foregoing Request and Authorization to Release Information:
 
 
Signature of Authorized Representative        Date
 
 
Name of Firm
 
Note: Photocopy or Fax reproduction of this request shall be for all intents and purposes as valid as the original. You may retain this form for your files
 
SECTION II
ADDENDA ACKNOWLEDGEMENT

A. the City reserves the right to make changes to the RFP and the resulting Contract, by written Addendum, prior to the deadline for submissions. Addenda will be sent via e-mail to all qualified vendors. The City is not responsible for a Responder’s failure to receive any addenda. Addenda shall only be issued by the City and upon issuance are incorporated into the RFP or the resulting Purchasing Contract. If required by the Addendum, Responders shall sign and return the Addendum prior to the deadline for submissions.

B. By Responder’s signature on its Response, Responder ACKNOWLEDGES, AGREES and CERTIFIES TO THE FOLLOWING:

1. If any Addenda are issued in connection with this RFP, Responder has received and duly considered such Addenda, and has completed the blanks below identifying all Addenda issued, and acknowledging and agreeing to the terms of all such Addenda as those terms revise the terms, conditions, or Technical Facility Profile associated with this RFP.
ADDENDA: No. ________ to No. ________ inclusive.

2. IN ADDITION to completing the blanks above to identify all Addenda, if any, issued under this RFP, Responder shall sign and return any Addendum that states that it must be signed and returned.
 
 

EMPLOYERS DOING BUSINESS WITH THE CITY OF MEDFORD – NEW REQUIREMENT

 
 The 2019 Legislative session expanded the Pay Equity Training in ORS 279A.167 for Oregon businesses who may want to bid on public contracts. Businesses with one or more employees must now provide proof that they are properly trained on Oregon’s pay equity laws. This requirement affects both state and local government bodies.
 
ORS 652.220 prohibits Oregon businesses from discrimination in compensation and wage payments.

The law also states that Oregon businesses, with one or more employee, that bid or propose on public contracts must provide proof that they've received training on Oregon's pay equity laws.

DAS Procurements Services has just released a free online Pay Equity training for businesses. The training is provided through iLearn Oregon and includes a course quiz that yields a certificate. This certificate is the proof that state and local government bodies need when a public contract is executed.
 
To learn more, visit the Pay Equity Webpage. https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx
 
If you are awarded a public contract, provide a copy of your certificate to the agency prior to contract execution.
 

To receive additional information please submit the following form.

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