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PROFESSIONAL SERVICES AGREEMENT
With FLUORESCO SERVICES LLC
for Street, Pedestrian, and Festoon Lighting Maintenance Services
This Professional Services Agreement ("Agreement") is entered into and effective between CITY OF GLENDALE,
an Arizona municipal corporation ("City") and Fluoresco Services LLC, an Arizona limited liability company,
authorized to do business in the State of Arizona ("Consultant") as of the day of 2023
(“Effective Date”).
RECITALS
A. City intends to undertake a project for the benefit of the public and with public funds that is more fully set
forth in Exhibit A, Project (the "Project");
B, City desires to retain the professional services of Consultant to perform certain specific duties and produce
the specific work as set forth in the attached Exhibit B, Project Scope of Work (“Scope”);
on Consultant desires to provide City with professional services (“Services”) consistent with best consulting or
architectural practices and the standards set forth in this Agreement, in order to complete the Project; and
D. City and Consultant desire to memorialize their agreement with this document.
AGREEMENT
The parties hereby agree as follows:
1.
Key Petsonnel; Other Consultants and Subcontractors.
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1.2
Professional Services. Consultant will provide all Services necessary to assure the Project is
completed timely and efficiently consistent within Project requirements, including, but not limited
to, working in close interaction and interfacing with City and its designated employees, and working
closely with others, including other consultants or contractors, retained by City.
Project Team.
a. Project Manager.
(1) Consultant will designate an employee as Project Manager with sufficient training,
knowledge, and experience to, in the City's opinion, complete the project and
handle all aspects of the Project such that the work produced by Consultant is
consistent with applicable standards as detailed in this Agreement; and
(2) The City must approve the designated Project Manager.
b. Project Team.
63) The Project Manager and all other employees assigned to the Project by
Consultant will comprise the "Project Team."
(2) Project Manager will have responsibility for and will supervise all other employees
assigned to the Project by Consultant.
c Discharge, Reassign, Replacement.
(1) Consultant acknowledges the Project Team is comprised of the same persons and
roles for each as may have been identified in Exhibit B.
(2) Consultant will not discharge, reassign, replace or diminish the responsibilities of
any of the employees assigned to the Project who have been approved by City
without City's prior written consent unless that person leaves the employment of
Consultant, in which event the substitute must first be approved in writing by City.
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(3) Consultant will change any of the members of the Project Team at the City's
request if an employee's performance does not equal or exceed the level of
competence that the City may reasonably expect of a person performing those
duties, or if the acts or omissions of that person are detrimental to the
development of the Project.
d. Subcontractors. Consultant shall not engage any subcontractor for the work or services to
be performed under this Agreement.
Schedule. The Services will be undertaken in a manner that ensures the Project is completed timely and
efficiently in accordance with the Project.
Consultant’s Work.
3.1
3.2
3.3
3.4
Standard. Consultant must perform Services in accordance with the standards of due diligence,
care, and quality prevailing among consultants having substantial experience with the successful
furnishing of Services for projects that are equivalent in size, scope, quality, and other criteria under
the Project and identified in this Agreement.
Licensing. Consultant warrants that:
a. Consultant currently holds all appropriate and required licenses, registrations and other
approvals necessary for the lawful furnishing of Services ("Approvals"); and
b. Neither Consultant nor any Subconsultant has been debarred or otherwise legally excluded
from contracting with any federal, state, or local governmental entity (""Debarment").
(1) City is under no obligation to ascertain or confirm the existence or issuance of any
Approvals or Debarments, or to examine Consultant's contracting ability.
(2) Consultant must notify City immediately if any Approvals or Debarment changes
during the Agreement's duration. The failure of the Consultant to notify City as
required will constitute a material default under the Agreement.
Compliance. Services will be furnished in compliance with applicable federal, state, county and
local statutes, rules, regulations, ordinances, building codes, life safety codes, and other standards
and criteria designated by City.
Consultant must not discriminate against any employee or applicant for employment on the basis
of race, color, religion, sex, national origin, age, marital status, sexual orientation, gender identity or
expression, genetic characteristics, familial status, U.S. military veteran status or any disability.
Consultant will require any Sub-contractor to be bound to the same requirements as stated within
this section. Consultant, and on behalf of any subcontractors, warrants compliance with this
section.
Coordination; Interaction.
a. For projects that the City believes requires the coordination of various professional
services, Consultant will work in close consultation with City to proactively interact with
any other professionals retained by City on the Project ("Coordinating Project
Professionals").
b. Subject to any limitations expressly stated in the Project Budget, Consultant will meet to
review the Project, Schedule, Project Budget, and in-progress work with Coordinating
Project Professionals and City as often and for durations as City reasonably considers
necessary in otder to ensure the timely work delivery and Project completion.
c For projects not involving Coordinating Project Professionals, Consultant will proactively
interact with any other contractors when directed by City to obtain or disseminate timely
information for the proper execution of the Project.
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3.5
Work Product.
a.
Ownership. Upon receipt of payment for Services furnished, Consultant grants to City
exclusive ownership of and all copyrights, if any, to evaluations, reports, drawings,
specifications, project manuals, surveys, estimates, reviews, minutes, all "architectural
work" as defined in the United States Copyright Act, 17 U.S.C § 101, et seg., and other
intellectual work product as may be applicable ("Work Product").
(1) This grant is effective whether the Work Product is on paper (e.g., a "hard copy"),
in electronic format, or in some other form.
(2) Consultant warrants, and agtees to indemnify, hold harmless and defend City for,
from and against any claim that any Work Product infringes on third-party
proprietary interests.
Delivery. Consultant will deliver to City copies of the preliminary and completed Work
Product promptly as they are prepared.
City Use.
(1) City may reuse the Work Product at its sole discretion.
(2) In the event the Work Product is used for another project without further
consultations with Consultant, the City agrees to indemnify and hold Consultant
harmless from any claim arising out of the Work Product.
(3) In such case, City will also remove any seal and title block from the Work Product.
4. Compensation for the Project.
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4.2
4.3
Compensation. Consultant's compensation for the Project, including those furnished by its
Subconsultants or Subcontractors will not exceed $4,000,000 as specifically detailed in Exhibit C
("Compensation").
Change in Scope of Project. The Compensation may be equitably adjusted if the originally
contemplated Scope as outlined in the Project is significantly modified.
a.
Adjustments to Compensation require a written amendment to this Agreement and may
require City Council approval.
Additional services which are outside the Scope of the Project contained in this Agreement
may not be performed by the Consultant without prior written authorization from the City.
Notwithstanding the incorporation of the Exhibits to this Agreement by reference, should
any conflict arise between the provisions of this Agreement and the provisions found in
the Exhibits and accompanying attachments, the provisions of this Agreement shall take
priority and govern the conduct of the patties.
Allowances. An “Allowance” may be identified in Exhibit C only for work that is required by the
Scope and the value of which cannot reasonably be quantified at the time of this Agreement.
a.
As stated in Sec. 4.1 above, the Compensation must incorporate all Allowance amounts
identified in Exhibit C and any unused allowance at the completion of the Project will
remain with City.
Consultant may not add any mark-up for work identified as an Allowance and which is to
be performed by a Subconsultant.
Consultant will not use any portion of an Allowance without prior written authorization
from the City.
Examples of Allowance items include, but are not limited to, subsurface pothole
investigations, survey, geotechnical investigations, public participation, radio path studies
and material testing.
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5.
44
Expenses, City will reimburse Consultant for certain out-of-pocket expenses necessarily incurred
by Consultant in connection with this Agreement, without mark-up (the “Reimbursable
Expenses”), including, but not limited to, document reproduction, materials for book preparation,
postage, courier and overnight delivery costs incurred with Federal Express or similar carriers,
travel and car mileage, subject to the following:
a. Mileage, airfare, lodging and other travel expenses will be reimbursable only to the extent
these would, if incurred, be reimbursed to City of Glendale personnel under its policies
and procedures for business travel expense reimbursement made available to Consultant
for review prior to the Agreement’s execution, and which policies and procedures will be
furnished to Consultant;
b. The Reimbursable Expenses in this section ate approved in advance by City in writing; and
c The total of all Reimbursable Expenses paid to Consultant in connection with this
Agreement will not exceed the “not to exceed” amount identified for Reimbursable
Services in the Compensation.
Billings and Payment.
5.1 Applications.
a. Consultant will submit monthly invoices (each, a "Payment Application") to City's Project
Manager and City will remit payments based upon the Payment Application as stated
below.
b. The period covered by each Payment Application will be one calendar month ending on
the last day of the month.
5.2 Payment.
a. After a full and complete Payment Application is received, City will process and remit
payment within 30 days.
b. Payment may be subject to or conditioned upon City's receipt of:
(1) Completed work generated by Consultant and its Subconsultants; and
(2) Unconditional waivers and releases on final payment from all Subconsultants as
City may reasonably request to assure the Project will be free of claims arising
from required performances under this Agreement.
5.3 Review and Withholding. City's Project Manager will timely review and certify Payment
Applications.
a. If the Payment Application is rejected, the Project Manager will issue a written listing of
the items not approved for payment.
b. City may withhold an amount sufficient to pay expenses that City reasonably expects to
incur in correcting the deficiency or deficiencies rejected for payment.
Termination.
6.1 For Convenience. City may terminate this Agreement for convenience, without cause, by
delivering a written termination notice stating the effective termination date, which may not be less
than 15 days following the date of delivery.
a. Consultant will be equitably compensated for Services furnished prior to receipt of the
termination notice and for reasonable costs incurred.
b. Consultant will also be similarly compensated for any approved effort expended, and
approved costs incurred, that are directly associated with Project closeout and delivery of
the required items to the City.
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6.2 For Cause, City may terminate this Agreement for cause if Consultant fails to cure any breach of
this Agreement within seven days after receipt of written notice specifying the breach.
a. Consultant will not be entitled to further payment until after City has determined its
damages. If City's damages resulting from the breach, as determined by City, are less than
the equitable amount due but not paid Consultant for Services furnished, City will pay the
amount due to Consultant, less City's damages, in accordance with the provisions of Sec. 5.
b. If City's direct damages exceed amounts otherwise due to Consultant, Consultant must pay
the difference to City immediately upon demand; however, Consultant will not be subject
to consequential damages more than $1,000,000 or the amount of this Agreement,
whichever is greater.
Conflict. Consultant acknowledges this Agreement is subject to A.R.S. § 38-511, which allows for
cancellation of this Agreement in the event any person who is significantly involved in initiating,
negotiating, securing, drafting, or creating the Agreement on City's behalf is also an employee, agent, or
consultant of any other party to this Agreement.
Insurance. For the duration of the term of this Agreement, Consultant shall procure and maintain
insurance against claims for injuries to persons or damages to property which may arise from or in
connection with the performance of all tasks or work necessary to complete the Project as herein defined.
Such insurance shall cover Consultant, its agent(s), representative(s), employee(s) and any subcontractors.
8.1 Minimum Scope and Limit of Insurance. Coverage must be at least as broad as:
a. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01,
including products and completed operations, with limits of no less than $1,000,000 per
occurrence for bodily injury, personal injury, and property damage. If a general aggregate
limit applies, either the general aggregate limit shall apply separately to this project/location
ot the general aggregate limit shall be twice the required occurtence limit.
b. Automobile Liability: Insurance Services Office Form Number CA 0001 covering Code 1
(any auto), with limits no less than $1,000,000 per accident for bodily injury and property
damage.
c. Professional Liability. Consultant must maintain a Professional Liability insurance
covering errors and omissions arising out of the work or services performed by Consultant,
or anyone employed by Consultant, or anyone for whose acts, mistakes, errors and
omissions Consultant is legally liability, with a liability insurance limit of $1,000,000 for
each claim and a $2,000,000 annual aggregate limit.
d. Worker’s Compensation: Insurance as required by the State of Arizona, with Statutory
Limits, and Employers’ Liability insurance with a limit of no less than $1,000,000 per
accident for bodily injury or disease.
8.2 Indemnification.
a. To the fullest extent permitted by law, Consultant must defend, indemnify, and hold
harmless City and its elected officials, officers, employees and agents (each, an
"Indemnified Party," collectively, the "Indemnified Parties") for, from, and against any and
all claims, demands, actions, damages, judgments, settlements, personal injury (including
sickness, disease, death, and bodily harm), property damage (including loss of use),
infringement, governmental action and all other losses and expenses, including attorneys’
fees and litigation expenses (each, a "Demand or Expense" collectively "Demands or
Expenses") asserted by a third-party (i.e. a person or entity other than City or Consultant)
and that arises out of or results from the breach of this Agreement by the Consultant or
the Consultant’s negligent actions, errors or omissions (including any Subconsultant or
Subcontractor or other person or firm employed by Consultant), whether sustained before
ot after completion of the Project.
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8.3
8.4
8.5
8.6
b. This indemnity and hold harmless provision applies even if a Demand or Expense is in
part due to the Indemnified Party's negligence or breach of a responsibility under this
Agreement, but in that event, Consultant will be liable only to the extent the Demand or
Expense results from the negligence or breach of a responsibility of Consultant or of any
person or entity for whom Consultant is responsible.
c Consultant is not required to indemnify any Indemnified Parties for, from, or against any
Demand or Expense resulting from the Indemnified Party's sole negligence or other fault
solely attributable to the Indemnified Party.
Other Insurance Provisions. The insurance policies requited by the Section above must contain,
ot be endorsed to contain the following insurance provisions:
a. The City, its officers, officials, employees and volunteers are to be coveted as
additional insureds of the CGL and automobile policies for any liability arising from or
in connection with the performance of all tasks or work necessary to complete the Project
as herein defined. Such liability may arise, but is not limited to, liability for materials, parts
or equipment furnished in connection with any tasks, or work performed by Consultant or
on its behalf and for liability arising from automobiles owned, leased, hired or borrowed
on behalf of the Consultant. General liability coverage can be provided in the form of an
endorsement to the Consultant’s existing insurance policies, provided such endorsement is
at least as broad as ISO Form CG 20 10, 11 85 or both CG 20 10 and CG 23 37, if later
tevisions ate used.
b. For any claims related to this Project, the Consultant’s insurance coverage shall be
ptimatry insurance with respect to the City, its officers, officials, employees, and
volunteers. Any insurance ot self-insurance maintained by the City, its officers, officials,
employees or volunteers shall be in excess of the Consultant’s insurance and shall not
contribute with it.
c. Each insurance policy requited by this Section shall provide that coverage shall not be
canceled, except after providing notice to the City.
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of
no less than A: VII, unless the Consultant has obtained prior approval from the City stating that a
non-conforming insurer is acceptable to the City.
Waiver of Subrogation. Consultant hereby agrees to waive its rights of subrogation which
any insurer may acquire from Consultant by virtue of the payment of any loss. Consultant agrees
to obtain any endorsement that may be necessary to affect this waiver of subrogation. The
Workers’ Compensation Policy shall be endorsed with a waiver of subrogation in favor of the City
for all work performed by the Consultant, its employees, agent(s) and subcontractor(s).
Verification of Coverage. Within 15 days of the Effective Date of this Agreement, Consultant shall
furnish the City with original certificates and amendatory endorsements, or copies of any applicable
insurance language making the coverage required by this Agreement effective. All certificates and
endorsements must be received and approved by the City before work commences. Failure to
obtain, submit or secure the City’s approval of the required insurance policies, certificates ot
endorsements prior to the City’s agreement that work may commence shall not waive the
Consultant’s obligations to obtain and verify insurance coverage as otherwise provided in this
Section. The City reserves the right to require complete, certified copies of all required insurance
policies, including any endorsements or amendments, required by this Agreement at any time
during the Term stated herein.
Consultant’s failure to obtain, submit or secure the City’s approval of the required insurance
policies, certificates or endorsements shall not be considered a Force Majeure ot defense for any
failure by the Consultant to comply with the terms and conditions of the Agreement, including any
schedule for performance or completion of the Project.
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10.
1.
8.7 Subcontractors. Consultant shall require and shall verify that all subcontractors maintain insurance
meeting all requirements of this Agreement.
8.8 Special Risk or Circumstances. The City reserves the right to modify these insurance requirements,
including any limits of coverage, based on the nature of the risk, prior experience, insurer, coverage
or other circumstances unique to the Consultant, the Project or the insurer.
E-verify, Records and Audits. To the extent applicable under A.R.S. § 41-4401, the Consultant warrant
their compliance and that of its subconsultants with all federal immigration laws and regulations that relate
to their employees and compliance with the E-verify requirements under A.R.S. § 23-214(A). The
Consultant or subconsultant’s breach of this warranty shall be deemed a material breach of the Agreement
and may result in the termination of the Agreement by the City under the terms of this Agreement. The City
retains the legal right to randomly inspect the papers and records of the other party to ensure that the other
party is complying with the above-mentioned warranty. The Consultant and subconsultant warrant to keep
their respective papers and records open for random inspection during normal business hours by the other
party. The parties shall cooperate with the City’s random inspections, including granting the inspecting party
entry rights onto their respective properties to perform the random inspections and waiving their respective
rights to keep such papers and records confidential.
No Boycott of Israel. To the extent A.R.S § 35-393 through § 35-393.03 are applicable, the parties hereby
certify that they are not currently engaged in, and agree for the duration of the Agreement to not engage in,
a boycott of goods or services from Israel, as that term is defined in A.R.S § 35-393.
Attestation of PCI Compliance. When applicable, the Consultant will provide the City annually with a
Payment Card Industry Data Security Standard (PCI DSS) attestation of compliance certificate signed by an
officer of Consultant with oversight responsibility.
Notices.
12.1 A notice, request or other communication that is required or permitted under this Agreement (each
a Notice") will be effective only if:
a. The Notice is in writing; and
b. Delivered in person or by overnight courier service (delivery charges prepaid), certified or
registered mail (return receipt requested).
c Notice will be deemed to have been delivered to the person to whom it is addressed as of
the date of receipt, if:
(4) Received on a business day before 5:00 p.m. at the address for Notices identified
for the Party in this Agreement by U.S. Mail, hand delivery, or overnight courier
service; or
(2) As of the next business day after receipt, if received after 5:00 p.m.
d. The burden of proof of the place and time of delivery is upon the Party giving the Notice.
e. Digitalized signatures and copies of signatures will have the same effect as original
signatures.
12.2 Representatives.
a. Consultant. Consultant's representative (the "Consultant's Representative") authorized to
act on Consultant's behalf with respect to the Project, and his or her address for Notice
delivery is:
Fluoresco Services, LLC
c/o Gary Gryder
4048 E. Superior Avenue
Phoenix, AZ 85040
ggryder@fluoresco.com, 602-276-0600
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13.
14.
b. City. City's representative ("City's Representative") authorized to act on City's behalf, and
his or her address for Notice delivery is:
City of Glendale
c/o Charlene Carpenter
5850 W. Glendale Ave, Suite 317
Glendale, Arizona 85301
With required copy to:
City Manager City Attorney
City of Glendale City of Glendale
5850 West Glendale Avenue 5850 West Glendale Avenue
Glendale, Arizona 85301 Glendale, Arizona 85301
c. Concurrent Notices.
(1) All notices to City's representative must be given concurrently to City Manager
and City Attorney.
(2) A notice will not be deemed to have been received by City's representative until
the time that it has also been received by the City Manager and the City Attorney.
(3) City may appoint one or more designees for the purpose of receiving notice by
delivery of a written notice to Consultant identifying the designee(s) and their
respective addresses for notices.
d. Changes. Consultant or City may change its representative or information on Notice, by
giving Notice of the change in accordance with this section at least ten days prior to the
change.
Financing Assignment. City may assign this Agreement to any City-affiliated entity, including a non-
profit corporation or other entity whose primary purpose is to own ot manage the Project.
Entire Agreement; Survival; Counterparts; Signatures.
14.1
14.2
Integration. This Agreement contains, except as stated below, the entire agreement between City
and Consultant and supersedes all prior conversations and negotiations between the parties
regatding the Project or this Agreement.
a. Neither Party has made any representations, warranties or agreements as to any matters
concetning the Agreement's subject matter.
b. Representations, statements, conditions, or warranties not contained in this Agreement will
not be binding on the parties.
c. The solicitation, any addendums and the response submitted by the Contractor are
incorporated into this Agreement as if attached hereto. Any Contractor response modifies
the original solicitation as stated. Inconsistencies between the solicitation, any addendums
and the response or any excerpts attached as Exhibit A and this Agreement will be
resolved by the terms and conditions stated in this Agreement.
Interpretation.
a. The parties fairly negotiated the Agreement's provisions to the extent they believed
necessary and with the legal representation they deemed appropriate.
b. The parties are of equal bargaining position and this Agreement must be construed equally
between the parties without consideration of which of the parties may have drafted this
Agreement.
c. The Agreement will be interpreted in accordance with the laws of the State of Arizona.
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15.
16.
17.
18.
14.3
14.4
14.5
14.6
14.7
Term.
15.1
15.2
Survival Except as specifically provided otherwise in this Agreement, each warranty,
tepresentation, indemnification and hold harmless provision, insurance requirement, and every
other right, remedy and responsibility of a Party, will survive completion of the Project, or the
earlier termination of this Agreement.
Amendment. No amendment to this Agreement will be binding unless in writing and executed by
the parties. Electronic signature blocks do not constitute execution for purposes of this Agreement.
Any amendment may be subject to City Council approval.
Remedies. All rights and remedies provided in this Agreement are cumulative and the exercise of
any one or more right or remedy will not affect any other rights or remedies under this Agreement
ot applicable law.
Severability. If any provision of this Agreement is voided or found unenforceable, that
determination will not affect the validity of the other provisions, and the voided or unenforceable
provision will be reformed to conform with applicable law.
Counterparts. This Agreement may be executed in counterparts, and all counterparts will together
comprise one instrument.
Renewals. The term of this Agreement commences upon the effective date and continues for a
one (1) year initial period. The City may, at its option and with the approval of the Consultant,
extend the term of this Agreement an additional four (4) years, renewable on an annual basis.
Consultant will be notified in writing by the City of its intent to extend the Agreement period at
least thirty (30) calendar days prior to the expiration of the original or any renewal Agreement
period. Price adjustments will only be reviewed during the Agreement renewal petiod and will be a
determining factor for any renewal. There are no automatic renewals of this Agreement.
Extension for Procurement Process. Upon the expiration of the Term of this Agreement,
including the initial term and any renewals, at the City’s sole discretion, this Agreement may be
extended on a month-to-month basis for a maximum of six (6) months to allow for the City to
complete its procurement process to select a vendor to provide the services/materials similar to
those provided under this Agreement. The City will notify the Contractor in writing of its intent to
extend the Agreement at least thirty (30) calendar days prior to the expiration of the Term. Any
extension provided under this subsection will continue under the same terms and conditions as in
effect immediately prior to the expiration of the then-current term.
Dispute Resolution. Any controversy or claim arising out of or relating to this contract, or the breach
thereof, shall be settled by arbitration administered according to the American Arbitration Association’s
Commercial Arbitration Rules, and judgment on the award rendered by the arbitrator may be entered in any
court having jurisdiction thereof.
Cooperative Use of Contract. This agreement may be extended for use by other governmental agencies
And political subdivisions of the State. Any such usage by other entities must be in accord with the
ordinances, charter, rules and regulations of the respective entity and the approval of the Contractor and
City. For a list of SAVE membets, click on n the following link:
/www.mesaaz.
Exhibits. The following exhibits, with reference to the term in which they are first referenced, are
incorporated by this reference.
Exhibit A Project
Exhibit B Project Scope of Work
Exhibit C Compensation
(Signatures appear on the following page.)
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The patties enter into this Agreement effective as of the date shown above.
City of Glendale,
an Arizona municipal corporation
By: Kevin R. Phelps
Its: City Manager
ATTEST:
Julie K. Bower (SEAL)
City Clerk
APPROVED AS TO FORM:
Michael D. Bailey
City Attorney
Fluotesco Services LLC,
a limited liability company
By: Gary -
Its: Vice President of Business Development
10
10/6/2020
EXHIBIT A
Professional Services Agreement
PROJECT
Contractor will provide installation, maintenance, repair or replacement of street, pedestrian and festoon lighting
throughout the City of Glendale as defined in EXHIBIT A, attached herein.
Glendale
AKTZOMA
| G
City of Glendale Dement pity
Solicitation Number: RFP 23-32 / 42300048 | seso west Glendate avenue,
STREET, PEDESTRIAN, AND FESTOON | Suite 317
LIGHTING MAINTENANCE SERVICES Gtoneaies Arizona 85904
1, INTRODUCTION
1.1 The City of Glendale, Arizona (“City”), Transportation Department invites
sealed
proposals from qualified vendors to install and maintain street,
pedestrian, and festoon lighting throughout the City.
1.2 The Transportation Department oversees the maintenance and installation of
approximately 20,700 streetlights, 867 pedestrian lights and over 300 festoon
lights.
Approximately 50% of these lights are in the Salt River Project (SRP)
service area and 50% in Arizona Public Service (APS) service area.
1.3 The City averages approximately 1,200 work orders for streetlight upgrades,
repair,
install, and/or removal of street, pedestrian, and festoon lighting.
2. OBJECTIVE
The City of Glendale is seeking qualified contractor(s) to install, maintain, repair or
replace street, pedestrian and festoon lighting throughout the City.
3. SCOPE OF WORK
3.1 General Information
A. "City Transportation Lighting System" shall be defined as:
1.
12.11.2020
Over 20,700 streetlights (19,400 Cobrahead LED and 1,300 Post Top
HPS) located within the City right-of-way, including streetlights that are
mounted to traffic signal structures and poles owned by Arizona Public
Service (APS) and Salt River Project (SRP).
_ 807 Decorative Pedestrian Post Top Lights mounted on poles and walls
in downtown Glendale (W Ocotillo Rd to W Orangewood Ave between N
54th Ave and N 62nd Ave).
Seven (7) Solar Streetlights near 7100 W Northern Ave and 5600 W
Butler Ave
32 Conical Pedestrian Alley Lights located from W Palmaire Ave to W
Myrtle Ave between N 57th Ave and N 59th Ave.
Over 300 Festoon Lights that are mounted on wire that crosses the street
from pole to pole (i.e. southside of W Glendale Ave to the northside of W
3 rev.
City of Glendale CITY OF GLENDALE
G&S | Solicitation Number: RFP 23-32 / 42300048 | seso west Glendate avenue,
Otentele STREET, PEDESTRIAN, AND FESTOON tend e
vencal LIGHTING MAINTENANCE SERVICES piste: Oricon Sens
Glendale Ave) near Murphy Park (5812 W Glendale Ave). There are
hundreds of more Festoon Lights planned to be installed.
6. 28 Pedestrian Cobrahead Bridge lights located near W Beardsley Rd and
N 63rd Ave
7. 61 Cabinets (power supply pedestals) for street, pedestrian, conical, and
festoon lights.
8. Over 20 miles of underground wire for street, pedestrian, conical, and
festoon lights.
9. Approximately 600 Junction Boxes for street, pedestrian, conical, and
festoon lights.
10. All references in this contract to the term “streetlight” refers to all
items listed in 3.1.A.1 to 3.1.A.9
B. City Transportation Lighting System consists of:
Cobrahead Streetlight LED luminaires;
Post Top Streetlight HPS luminaires;
Incandescent lamps for FAA lights along Northern Parkway;
High Mast Luminaires
Wall mounted lights for street and pedestrian lights;
Decorative post top pedestrian HPS and LED luminaires
Conical pedestrian HPS luminaires
Cobrahead pedestrian LED luminaires
Festoon bulbs and overhead wire
0. Concrete foundation, two (2) foot X six (6) foot, poured in augured hole
with four (4) anchor bolts, backfill, and area restoration;
11. Anchor base steel and aluminum poles with mast arm,
12. Embedded steel and fiberglass streetlight poles with mast arm;
13. Streetlight mast arms mounted on utility poles;
14. Solar panels and battery packs
15. Photocells, cabinets, wire, junction boxes, and bird spikes
RPOMONHDAP WwW hw
C. Contractor shall communicate with City personnel within 24-hour notice for
all downed or damaged poles, 24 hours a day, seven (7) days a week, 365
days a year.
D. Authorization to perform street, pedestrian, and festoon lighting.
maintenance will be in the form of work orders issued to the Contractor. by
4 rev.
12.11.2020
L
[ grt City of Glendale fy ia GLENDALE
© Solicitation Number: RFP 23-32 / 42300048 _| sesowest Glendale avenue,
Glendale STREET, PEDESTRIAN, AND FESTOON lena 2
| wet Zene LIGHTING MAINTENANCE SERVICES ndale, Arizona 85302
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the City and created through the Contractor’s proprietary work order
creation and management system. These work orders will be numbered
and available to the Contractor daily. The only exceptions are for
knockdowns or emergency work covered in this bid. Such exceptions will
have work orders created the next business day. The contractor shall
provide all work order data upon termination/expiration of the contract. In
the instance that the City acquires a work order system of their own, the
contractor shall replace their work order system with the City’s.
3.2 Minimum Requirements
A. Contractor must be experienced in the installation, handling and disposal
of the products associated with the technology of street, pedestrian and
festoon lighting.
B. Contractor shall be prepared to respond as follows:
1, Emergencies: On the effective date of the contract, 24 hours per day,
seven (7) days per week throughout the life of the contract.
2. Normal maintenance (Section 3.4,A): The contractor will have up to: Five
(5) business days to complete a work order.
Outages: Five (5) business days to complete a work order
- w
New pole installs: 60 business days to complete a work order
AZ811 Locating: Two business days to complete a work order
a
6. Pole Painting: 20 business days to complete a work order of 1 - 100
poles. 60 business days to complete a work order of 101 - 600 poles
7. Pole Wrapping, Bee Removal: 10 business days to complete a work
order.
12.11.2020
— City of Glendale ee
Cy Solicitation Number: RFP 23-32 / 42300048 | saso west Glendale avenue,
STREET, PEDESTRIAN, AND FESTOON Suite 317
Glendale LIGHTING MAINTENANCE SERVICES Glendale, Arizona 65302
3.3 Contractor Qualifications
A. Contractor shall employ qualified experienced personnel only to perform the
various functions as required by local codes, ordinances, and statutes
including certification of assigned technicians performing work in the City
through the International Municipal Signal Association (MSA) for Roadway
Lighting Level Il.
B. Contractor shall have, or have the ability to obtain, all licenses,
certifications, registrations, etc., required to perform all work included
herein. As the Roadway Lighting Level || certification through IMSA requires
meeting IMSA's training schedule, prompt documentation of progress
toward this certification by all assigned technicians shall be provided.
Backup technicians shall also be Roadway Lighting Level I| certified so there
is no interruption or discontinuation of the expected training and service
level in this regard once achieved.
C. Contractor shall note that a certified lineman (International Brotherhood of
Electrical Workers (IBEW) or equal classification) is required when working
on lighting equipment on utility company facilities and a certified lineman
may be required monthly depending on repair needs and locations. OSHA
Regulation 1910.333(c\2) states “Only qualified persons may work on
electric circuit parts or equipment that have not been deenergized under
the procedures of paragraph (b) of this section. Such persons shal! be
capable of working safely on energized circuits and shall be familiar with
the proper use of special precautionary techniques, personal protective
equipment, insulating and shielding materials, and insulated tools.”
D. Contractor shall possess and keep in force all licenses, business permits,
and other permits required to perform the services of this bid. To be eligible
for award, the Contractor shall be registered in the State of Arizona with the
class of license required by the Registrar of Contractors for work performed.
The Contractor shall provide a Contractor’s License that includes: class
name, license number, and expiration date at the time of bid submittal.
3.4 Equipment Operation and Maintenance Services
This contract shall include, but not be limited to, the following services. See
Price Sheet Section for additional services.
A. Streetlight Repair Services
6 rev,
12.11.2020
—
| —_ City of Glendale ity OF GLENDALE
| G Solicitation Number: RFP 23-32 / 42300048 | saso west Glendale Avenue,
STREET, PEDESTRIAN, AND FESTOON Suite 317
Glendale, Arizona 85301
Glendale LIGHTING MAINTENANCE SERVICES
1. Trip Fee - The cost associated with a crew traveling to an assigned work
order location(s). A trip fee covers work orders within a two-mile radius
per day. All non-emergency open work orders within the two-mile radius
must be completed on the same day of when the trip fee is applied unless
the Transportation Department determines otherwise (i.e. painting 100
poles in a day). Not applicable to emergency call outs.
2. Emergency Call Out — Exposed wires, electrified pole, leaning pole, etc.
Contractor has two hours to get to the location.
3. “False Call” is a work order where there was a field trip made, but no
work was performed due to an incorrect or unclear location, the light was
found to be working, or the light was determined to not be a City
streetlight.
4. Streetlights that have been determined by the Contractor to have an
underground fault, on the source feed side of the fuse, shall be marked
with red tape or ribbon, and reported to the appropriate utility (either
SRP or APS) by the contractor within 48 hours. The Contractor shall
conduct a monthly follow up with the utility regarding repair status when
a light repair has not been reported as complete and update the work
order notes accordingly until the repair is reported as complete.
5. Luminaire replacement.
6. Photo-electric control replacement.
7. Placing or replacing pole identification numbers (material supplied by
the Contractor) 6’ about ground level. Pole number shall be yellow
jetters/numbers on black background, three inches (3”) high.
8. Lamp installation or replacement and disposal, including group
replacement and spot replacement, disposal of old lamps by using the
manufacturer's recommended method.
9. Install bird spikes (on arm from pole to luminaire).
10. Install luminaire backlight or nose-end shield or other shielding
attached to the luminaire. Current specs are 8” shields that need to be
trimmed down to 3” for nose-end shields.
7 rev.
12.11.2020
[es City of Glendale CITY OF GLENDALE
Cex Solicitation Number: RFP 23-32 / 42300048 | seso west Glencate Avenue,
lens \ STREET, PEDESTRIAN, AND FESTOON lente eg
federated LIGHTING MAINTENANCE SERVICES "Arizona 85302
11. Level/Rotate luminaire.
12, Close Luminaire Door
13. LED driver replacement.
14. Clean LED refractors (lenses) to assure that luminaires are free of dust,
dirt, or anything that would impair the output of the light after it has
been repaired or replaced. This should be completed on routine
repairs.
15. Deep clean the inside of a post top or pedestrian fixture, refractors
(lenses) and reflectors to assure that luminaires are free of dust, dirt,
bugs, or anything that would impair the output of the light after it has
been repaired or replaced.
16. Vandalized fixture clean-up (remove loose glass from luminaire, sweep
ground of glass).
17. Install or secure refractor (HPS lens cover).
18. Ballast kit installation.
19, Replace starter.
20. Replace capacitor.
21. Replace defective fuses.
22. Replace fuse holder.
23. Hand hole cover repairs.
24. Install and connect ground rod.
25. Repair or replace damaged junction box as determined by the
Transportation Department.
26. Level Junction Box
8 rev.
12.11.2020
City of Glendale CITY OF GLENDALE
Procurement Division
Solicitation Number: RFP 23-32 / 42300048 5850 West Glendale Avenue,
STREET, PEDESTRIAN, AND FESTOON Suite 317
Glendale LIGHTING MAINTENANCE SERVICES Gilendals Arizons 590%
27. Replace Junction Box Lid
28. Install or remove a Junction Box
29. Pedestrian Pole and Fixture Painting. Includes removal of old paint
30.
31.
32.
33.
34.
35.
36.
37.
38.
39.
40.
Al.
12.11.2020
and/or rust, foreign material, grease, oil, etc., applying paint primer,
and paint coat per the City Street Lighting Manual (paint and material
supplied by contractor).
Residential/Coltector Pole and Arm Painting. Includes removal of old
paint and/or rust, foreign material, grease, oil, etc., applying paint
primer, and paint coat per the City Street Lighting Manual (paint and
material supplied by contractor). These tend to be P3, P4, and P6
streetlight poles.
Arterial Pole and Arm Painting. Includes removal of old paint and/or
rust, foreign material, grease, oil, etc., applying paint primer, and paint
coat per the City Street Lighting Manual (paint and material supplied
by contractor). These tend to be P1, P2, P5, and P7 streetlight poles.
Clean Pole/Arm — Remove dirt, grease, tape, paper, bird feces, or any
foreign material.
Festoon light bulb replacement
Festoon light bulb strand replacement
Trouble shoot festoon lighting
Electrical Room/Cabinet Adjustment: Reset Clock Timer, Reset
Breaker, etc.
Replace Solar Panel for Solar Pole
Replace Battery Pack for Solar Pole
Energize or De-energize Light
Tape HHC
Remove Base Plate Cover
Procurement Division
Solicitation Number: RFP 23-32 / 42300048 5850 West Glendale Avenue,
STREET, PEDESTRIAN, AND FESTOON Suite 317
Glendale, Arizona 85301
Glendale LIGHTING MAINTENANCE SERVICES |
City of Glendale CITY OF GLENDALE |
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42. Power wash AZ811 Paint or Bird Feces
43. Data Collection — Pole measurements, parts numbers, inventory count,
etc.
44, Install Safety/Security Item. Includes locks and cones (hole hazard of
removed pole).
45. Remove foreign object/device. Typically, devices that residents install
on the streetlights such as cameras, festive decorations, wires, shoes,
etc. Bring object to transportation staff.
46. Repair or replace defective wiring
47. Pole Inspection — Perform a hammer impact test and look for any other
external issues such as damaged or missing parts. This wouldn't
include opening the HHC/luminaire/J-Box to look for issues or
checking if the light is operating.
48, Bee Removal
49. Vegetation Trimming — Fixture: Trimming of vegetation (trees, bushes,
shrubs) that comes in contact with the luminaire or affect the lighting
pattern from the streetlight fixtures as determined by the
Transportation Department or designee. Trimming will be provided by
the Contractor of branches up to a diameter of two inches and debris
disposed by the contractor.
50. Vegetation Trimming — Pole: Trimming of vegetation to access the
streetlight pole, for purposes such as pole painting and pole
numbering.
51. Seedling/Sapling vegetation removal. This is usually used for feral
palm trees.
52. Light Function Check — Check if a light is working as intended.
53. String of lights out: Determine the cause of the outage and report it to
the utility company if needed.
10 rev.
12.11.2020
[- SS, City of Glendale ia GLENDALE
'C) Solicitation Number: RFP 23-32 / 42300048 | saso west Gtendate Avenue,
Glendale STREET, PEDESTRIAN, AND FESTOON tender ta”
Deon LIGHTING MAINTENANCE SERVICES " Arizona 85302
54. Wrap Pole - Dig a small radius completely around pole between 12” -
18” deep from grade. If pole is in good condition, clean with wire brush.
Apply rust protective paint to clean area to 2’ above grade. Tape pole
with 2” rubber grey tape. Start at the bottom of the pole using the 4
lap process and go up the pole a minimum of 12” above ground level.
Tape pole with black 10 mil tape. Tape 2 ¥,” lap layers starting at the
bottom of the pole and taping past the rubber tape at the top of the
pole and continuing back to the bottom of the pole. Wrap one layer of
black tape 2” above the HHC to act as guide for painting process. Install
ground rod if required a minimum of 12” away from the pole. Ground
rod needs to be driven 6” below ground level being cautious of all
Utilities. Blue stake is required, and wet installation is preferred. Bond
ground wire from pole to ground rod using proper connector (Acorn).
Paint pole with appropriate color. Start at the bottom of the pole and
paint up to the alignment black tape above HHC. Replace of fill dirt
around the pole. Restoring landscaping and clean up area.
55. Cut new HHC: Cutting a new hand hole in pole for hand hole cover
installation
56. Cut new arm hole: Cut hole for mast arm to be installed and install arm
clamp.
57. Replace wire from J-Box to Fixture
58. Repair defective wiring fault, on the source feed side of the fuse, shall
be marked with red tape or ribbon.
B. Pole Removal and Replacement Services
1, Emergency removal of downed embedded (direct bury) pole.
2. Install embedded (direct bury) pole with mast arm, luminaire, lamp (as
necessary), photo-electric control, wiring, fuse, pole number, J-Box, and
bird spikes.
3. Emergency removal of downed pole on a concrete foundation.
4, Install pole on existing or newly constructed concrete foundation with
mast arm, luminaire, lamp as necessary, photo-electric control, wiring,
fuse, pole number, J-Box, and bird spikes.
lt rev.
12.11.2020