RFP: Traffic Signal Maintenance

I.  INTRODUCTION AND BACKGROUND:

The City of Merriam, Kansas is requesting qualified contractors to submit proposals for traffic signal maintenance and repair. Public Works staff currently performs routine maintenance on 17 signals and 4 HAWK signals located within the city. The City is requesting proposals from qualified contractors to perform various planned and emergency maintenance that is not performed by city staff. 

II. SCOPE OF SERVICES

Public Works staff currently performs general routine preventative maintenance on traffic signals. The selected contractor will perform various planned and emergency maintenance activities, including, but not limited to:

Planned Maintenance:

• Removing and replacing equipment, such as traffic signal mast arms, cabinets, detection, and controllers;
• Testing existing conflict monitors and replacing faulty monitors as necessary on an annual basis; and
• Installing flashing yellow arrow (FYA) at selected intersections.

Emergency Maintenance:

• Full signal outages;
• Troubleshooting for signals that will not reset from flash mode;
• Inoperative protected or protected/permissive indications; and
• Damaged equipment. 

The selected contractor shall be staffed with IMSA certified Level 2 and 3 personnel to perform the required maintenance and repair tasks. The selected contractor agrees to provide emergency response within two hours of notification. The contractor shall maintain a telephone number where an on-call technician can be reached at all times, twenty-four hours per day.

III. SUBMITTAL OF PROPOSALS

Interested and qualified firms are invited to submit one electronic copy of the proposal to the contact provided below in Section VII. The selection of the firm will be made from the information provided. The information should be submitted and organized in the following manner:

1. Cover letter.
2. Title Page.
3. Table of Contents.
4. Relevant Experience (one page for each project listed). 

   Provide a list of specific experience on projects related to this type of work, including work experience in the City of Merriam. A minimum of five similar projects which you are currently working on or have completed within the last five years shall be included. Each project shall include the following information;

   • Name, address, and telephone numbers of contract persons for whom work was performed.
   • Your firm’s personnel and their responsibility on the project.
   • Initial cost of contract and final cost of the contract. Explain any increase in cost.
5. Staff (one page for each resume, one page for an organizational chart).
   • Resumes of staff that would be assigned to work on the project and their responsibilities, along with applicable IMSA certifications. 
6. Standard Hourly Rate Sheet

• Original construction cost estimate, construction contract amount and final cost of construction.
• Brief description of work completed and how it relates to the proposal. Include any innovative solutions used.

• Hourly rates must be included for all employment classifications for planned maintenance and emergency maintenance. Standard rates should also be included for equipment costs and any reimbursable expenses. 

The following items do not apply to the page count:

• Exhibits (verbiage on exhibit must be kept to a minimum)

IV. SELECTION PROCEDURE

The City will use the following selection procedure:

A committee will review the submittals and rank the firms. The criteria used for selection will include:

• Adherence to proposal submittal outline (10 points).
• Relevant Experience, including past performance of firm with City of Merriam or other municipalities, and firm’s knowledge of City, State and Federal procedures (30 points).
• Staff (including IMSA certifications) and Availability (25 points).
• Project Schedule, including ability to perform the desired services within the time prescribed or consultants’ justification for modifying the time schedule (10 points).
• Cost (hourly labor rate and equipment costs) (25 points).

The selection committee will negotiate contract requirements from the first ranked firm. If an agreement can not be negotiated, the City will move to the second ranked firm. Once an agreement is reached, it will be submitted to the City Council for approval. The remaining firms will be notified by letter or email after the agreement is approved by the City Council.

V. CONTRACT REQUIREMENTS IF AWARDED

The contractor shall bill the City using the labor and equipment rates provided in the proposal.  For planned maintenance, the contractor shall submit a quote for material and equipment prices and will be subject to approval by the City.

The contract will be from the effective date through December 31, 2026 and may be renewed for up to two separate additional one-year terms, upon the written agreement of both parties.

If awarded, the contractor will be required to obtain a City of Merriam Business License and meet the insurance requirements of the City. 

VI.  OTHER

This Request for Proposal (RFP) is an invitation by the City of Merriam for interested firms to submit qualifications and standard hourly rates. A firm’s submittal of proposal does not create any right in or expectation to a contract with the City.  The City reserves the right to reject any and all responses to this request.  Materials submitted in response to this request shall become the property of the City and will not be returned.  The City is not providing any compensation for the submission of a response to this RFP.

VII. CITY CONTACT

Please direct all questions to:

Celia Kumke, P.E.
913-322-5571
Email

Submit one electronic proposal on or before 4:00 p.m. on December 22, 2025 to:

Celia Kumke, P.E.
Public Works Director
City of Merriam
6901 Knox St.
Merriam, KS  66203

Email