On-Call Signal Contract Options for Discussion March 13, 2015 Cape Cod Joint Transportation Committee

On-line Review of Contracts Reviewed 6 contracts from VA, TX, and CA that had different features and cost/bid options that ranged from $50k to $350k Some Interesting (I thought) Features Preventative Maintenance including a maintenance and inventory management system Engineering and design of ITS devices Mobilization limits (time charged before onsite) Minimum emergency response time with liquidated damages for late response

Contracting Options Professional Services Proposal Task Order/Indefinite Delivery Time and Materials Bid Price Contract Most were Hybrids

Professional Services Request for Proposals Selection based on qualifications Specific tasks and scope of work are defined in a request for proposals

Professional Services City of Novato example Broad Scope – “In general, the work to be done consists of providing preventative and routine traffic signal maintenance, emergency service and records and supervision for the maintenance of traffic signals.” Elements are further defined as are compensation parameters

Task Order/Indefinite Delivery There are three types of indefinite delivery contracts: definite quantity, indefinite-quantity, and requirements contracts. Requirements contracts and indefinite quantity contracts are also known as delivery order or “task order” contracts.

Task Order/Indefinite Delivery The contract must require the municipality to order and the contractor to furnish at least a stated minimum quantity of supplies or services. A task order contract must specify the period of performance, including the number of option periods, and must specify the total minimum and maximum quantity of supplies or services.

Task Order/Indefinite Delivery Fort Worth Example Scope - The major work will consist of the (approximate) following: permanent and temporary traffic signal installations, traffic signal modifications, minor roadway work, sidewalk, curb ramps, signing, and pavement markings the extent to which and locations of to be determined by the City on an as-needed basis, with work directives issued via task orders.

Task Order/Indefinite Delivery Fort Worth Example Unit prices are required and an estimated quantity defined.

Task Order/Indefinite Delivery Fort Worth Example – non-resident bidders:

Time and Materials – Wildamar, CA example Compensation for unscheduled maintenance work identified above will be paid at the hourly labor rates, and vehicle and equipment rates, in accordance with the Cost Proposal, Schedules B and C, included in this Solicitation

Time and Materials – Wildamar, CA example Emergency calls that require replacement of equipment will not require approval from City before such replacements are commenced. The contractor shall provide materials for permanent repairs, uses in the repair or replacement of City equipment. The City shall reimburse the selected firm for materials used for permanent repairs, in an amount equal to the cost of the materials including an agreed mark-up price.

Time and Materials – Wildamar, CA example The selected firm will work closely with City Staff throughout the duration of the contract. A firm will be selected for final negotiation of a contract based upon the following factors: Firm Information/Background: Information on the history of the firm, company background, and any negative history; Key Personnel/Staff Qualifications: Qualifications of the staff assigned to manage and provide services related to the project. Experience/References: Past experience and client references; Understanding of Scope of Work and Work Proposal: Proposed work approach to the project, including all tasks and services defined in the document, and a discussion on response to unscheduled or emergency work; Cost: A final contract shall be negotiated with the selected consultant on the basis of the submitted cost proposal and in consideration of reasonable and mutually agreed project costs and time requirements.

Cathedral City, CA - Preventative Maintenance Example Preventative Maintenance The City requires a Contractor to carry on a program of continuing comprehensive preventative maintenance designed to eliminate or reduce the incidences of malfunction, reduce operational complaints, and extend the useful life of the City owned traffic signal and safety light systems.

Bid Price – Cathedral City, CA Example City will compensate Contractor for routine maintenance at the contract lump sum price per signalized intersection, flashing beacon, radar feedback sign, illuminated crosswalk or safety light per month. Said compensation shall include all labor, materials, equipment, overhead and profits for routine service shall be included in the price bid, per intersection, per month, and no extra compensation will be allowed.

Bid Price – Cathedral City, CA Example Extraordinary maintenance shall be billed at the established rates per the approved contract and shall include all labor, materials, equipment and profit. All items not covered shall require a negotiated price and approval by the Director of Public Works or his authorized representative. All extraordinary maintenance in excess of $ requires an authorization prior to beginning the work.

Bid Price – Cathedral City, CA Example The selected Contractor must have on hand and operational an electronic database and asset management software package that will provide the City with remote electronic access to the database to review maintenance activity.

Thoughts? Good Idea? Types of Services? Types of Contract? Other Thoughts?

Findings Lots to think about Scope Professional Services Preventative Maintenance On-Call Services Contract Basis Professional Services Proposal Task Order/Indefinite Delivery Time and Materials Bid Price Contract Hybrid

Suggested JTC Action When in doubt, Form a Committee! Suggest a small committee of interested folks agree to make general recommendations at the May CCJTC for discussion. Committee continue to develop a bid document for further review with a target of obtaining a contract for FY2017.