Traffic Signal & ITS Equipment Repair

DEPARTMENT OF TRANSPORTATION
ITB No: DOT2614
State of Delaware
DEPARTMENT OF TRANSPORTATION
INVITATION TO BID
TRAFFIC SIGNAL & ITS EQUIPMENT REPAIR
Contract Number:
DOT2614-SIGNITSREP
- Deadline to Respond -
Tuesday, June 30, 2026
PRIOR TO 2:00 P.M. Local
Time
State of Delaware
DEPARTMENT OF TRANSPORTATION
Administration Building
Contract Administration
800 Bay Road, Dover, DE 19901
QUESTIONS are to be submitted via e-mail to DOT-ask@delaware.gov
Responses to Questions will be posted to this project at https://mmp.delaware.gov/Bids/, and
https://deldot.bonfirehub.com/portal/.
Page 1

DEPARTMENT OF TRANSPORTATION
ITB No: DOT2614
ATTENTION ALL BIDDERS:
The enclosed packet contains an "Invitation To Bid" for;
TRAFFIC SIGNAL & ITS EQUIPMENT REPAIR
The invitation consists of the following:
SECTION A - GENERAL PROVISIONS
SECTION B - TECHNICAL SPECIFICATIONS
SECTION C - AWARD AND EXECUTION
SECTION D - GENERAL AUTHORITY
SECTION E - DEFINITIONS
SECTION F - BID REQUIREMENTS
SECTION G - BID SUBMITTAL
ATTACHMENTS
A. Attachment A - Non-Collusion Statement/Affirmation;
B. Attachment B - Subcontractor Information Form
C. Attachment C - Business References Form;
D. Attachment D - Exception Form
E. Attachment E - Confidentiality Form;
Appendix 1 - Bid Price Form
All above documents are made part of this solicitation and are contained within this file, or available for download
at the following site:
https://deldot.bonfirehub.com/portal/?tab=openOpportunities
Please review and follow the information and instructions contained in all section of this Invitation to Bid.
Should you have questions, please email; DOT-ask@delaware.gov.
Page 2

DEPARTMENT OF TRANSPORTATION
ITB No: DOT2614
SECTION A - GENERAL PROVISIONS
DESCRIPTION:
This Invitation to Bid (ITB) is issued to cover requirements for the Department of Transportation for the repair and delivery
of TRAFFIC SIGNAL AND ITS EQUIPMENT, as designated in the proposal and as ordered by Department.
1. KEY DATES/MILESTONES
The following dates and milestones apply to this Invitation To Bid (ITB) and subsequent contract award. Vendors are
advised that these dates and milestones are not absolute and may change due to Addendums to this ITB or unplanned
events during the bid proposal and award process.
Activity Due Date
Written Questions Due No Later Than: Ten (10) business days prior to Bid Due Date
Written Answers Last Posted No Later Than: Five (5) business days prior to Bid Due Date
Bid Due Date: Shown on Page 1 (May be Superseded by Addendums)
Public Bid Opening 2:00 P.M. Local Time on Bid Due Date
The Department may extend the time and place for opening of bids from that described on not less than 2 business days' notice,
by posting such notice on this project's webpage at http://bids.delaware.gov/, and https://deldot.bonfirehub.com/portal/.
2. PUBLIC BID OPENING
Bidders or their authorized representatives are invited, but not required, to be present at the bid opening held at the
Delaware Department of Transportation's Administration Building, 800 Bay Road, Dover, DE.
NEW
Attendance is not required. DelDOT offers a call-in number to hear the Bid Opening telephonically.
The telephone number to call is (302) 504-8986.
When prompted, enter Meeting number (access code): 651 529 280#
It is anticipated the telephone access information will remain the same for all Bid Openings.
The public bid opening ensures the citizens of Delaware that contracts are being bid fairly on a competitive basis and
comply with Delaware procurement laws. The bids will be publicly opened on the date and at the time specified
above unless changed via posted Addendum and shall be awarded within thirty (30) days thereafter, unless extended
by mutual agreement. The main purpose of the bid opening is to reveal the names of the bidders, not to serve as a
forum for determining the apparent low bidders. The disclosure of additional information, including prices, shall be
at the Department's discretion until such time that the responsiveness of each bid has been determined. After receipt
of a fully executed contract(s), the successful vendor(s) and pricing will be posted at http://contracts.delaware.gov/.
3. INQUIRIES & QUESTIONS > DOT-ask@delaware.gov
We welcome your interest in working with us, and we will be pleased to answer any questions you may have in
formulating your response to this ITB.
Questions must be submitted before the date identified above in order to receive a response. All inquiries must be
submitted via E-mail to: DOT-ask@delaware.gov.
The Department's response to questions will be posted according to the procurement schedule to the State of Delaware
Bid Solicitation Directory Website: http://www.bids.delaware.gov/, and https://deldot.bonfirehub.com/portal/.
Page 3

DEPARTMENT OF TRANSPORTATION
ITB No: DOT2614
Direct contact with State of Delaware employees other than DelDOT's Contract Administration staff regarding this ITB
is expressly prohibited without prior consent. Vendors directly contacting State of Delaware employees risk elimination
of their proposal from further consideration. Exceptions exist only for organizations currently doing business in the
State who require other contact in the normal course of doing that business.
4. DESIGNATED CONTACT > DOT-ask@delaware.gov > (302) 760-2031
All requests, questions, or other communications about this RFP shall be made via E-Mail to the Delaware Department
of Transportation. Address all communications to the email address listed above; communications made to other State
of Delaware personnel may disqualify the vendor. Attempting to ask questions by phone or in person will not be
recognized as valid and Vendors should rely only on written statements issued by the ITB designated contact. All contact
with State of Delaware employees, contractors or agents of the State of Delaware concerning this ITB shall be conducted
in strict accordance with the manner, forum and conditions set forth in this ITB. Other issues call (302) 760-2031.
5. CONTRACT PERIOD AND EXTENSIONS
Each awarded vendor's contract and prices shall be valid for an initial Term of three (3) years from contract execution.
The contract may be renewed for two (2) additional, one-year extension periods through negotiation between the Vendor
and the Department. Negotiation should be initiated no later than ninety (90) days prior to contract termination. The
State reserves the right to extend this contract on a month-to-month basis for a period of up to three months.
6. PRICE ADJUSTMENT
The Vendor is not prohibited from offering a price reduction on its services or materiel offered under the contract. The
State is not prohibited from requesting a price reduction on those services or materiel during the initial term or any
subsequent options that the State may agree to exercise.
7. ADDENDA TO THE INVITATION TO BID
If it becomes necessary to revise any part of this ITB, revisions will be posted at http://bids.delaware.gov/. By submitting
an offer to the State, vendors have acknowledged receipt, understanding and commitment to comply with all materials,
revisions, and addenda related to the Invitation to Bid.
8. SHIPPING TERMS
F.O.B. DESTINATION; Freight Pre-paid and Allowed: Items to be repaired shall be collected and boxed up by the
Department ready for shipment to, or pick-up by, the selected Vendor.
9. SAMPLES OR BROCHURES
No samples or brochures required.
10. BID BOND REQUIREMENT
The requirement for a Bid Bond has been waived.
11. PERFORMANCE BOND REQUIREMENT
There is no Performance Bond required.
12. STATE OF DELAWARE BUSINESS LICENSE
If required, prior to receiving an award the successful vendor shall either furnish proof of State of Delaware Business
Licensure or initiate the process of application where required. An application may be requested in writing to: Division
of Revenue, Carvel State Building, P.O. Box 8750, 820 N. French Street, Wilmington, DE 19899-8750 or by telephone
to one of the following numbers: (302) 577-8201 - Public Service, (302) 577-8205 - Licensing Department.
Page 4

DEPARTMENT OF TRANSPORTATION
ITB No: DOT2614
Information regarding the award of this contract will be given to the Division of Revenue. Failure to comply with the
State of Delaware licensing requirements may subject your organization to applicable fines and/or interest penalties.
13. EXAMINATION OF SPECIFICATIONS AND PROVISIONS
The bidder shall examine carefully this proposal, forms, attachments, and appendices of this ITB. The bidder shall
investigate and satisfy itself as to the conditions to be encountered, specifications, quality and quantities of the material
to be furnished, and the full requirements of this ITB. The submission of a proposal shall be conclusive evidence that
the bidder has made examination of all requirements of this ITB. Bidders are required to fully acquaint themselves as
to State procurement laws, regulations and this Invitation to Bid prior to submitting a bid.
The Department requires the use of various electronic applications for various documentation processes.
These processes will be identified, and the Contractor's required use will be detailed during the Preconstruction
Meeting. No additional payments will be made to the contractor to use or interface with the applications.
14. QUANTITIES
The attention of bidders is called to the fact that, unless stated otherwise, the quantities given in the proposal are best
estimates and are given as a basis for the comparison of bids. Quantities ordered may be increased or decreased by any
eligible agency as deemed necessary during the period of the contract. Bidders shall recognize there are no guaranteed
minimum contract quantities or values associated with this solicitation.
15. MANDATORY INSURANCE REQUIREMENTS
As a part of the contract requirements, the awarded firm must obtain at its own cost and expense and keep in force and
effect during the term of this contract, including all extensions, the minimum coverage limits specified below with a
surety satisfactory to the State. Awarded firms must carry the following coverage and provide a certificate of insurance
after award:
a. Worker's Compensation and Employer's Liability Insurance in accordance with applicable law.
b. Commercial General Liability - $1,000,000 per occurrence/$3,000,000 per aggregate.
c. Product Liability - $1,000,000 per occurrence/$3,000,000 aggregate.
d. Automotive Liability Insurance covering all automotive units used in the work (including all units leased from
and/or provided by the State to Vendor pursuant to this Agreement as well as all units used by Vendor, regardless
of the identity of the registered owner, used by Vendor for completing the Work required by this Agreement to
include but not limited to transporting Delaware clients or staff), providing coverage on a primary non-
contributory basis with limits of not less than:
1. $1,000,000 combined single limit each accident, for bodily injury;
2. $250,000 for property damage to others;
3. $25,000 per person per accident Uninsured/Underinsured Motorists coverage;
4. $25,000 per person, $300,000 per accident PIP benefits if carrying any of our clients or employees; and
5. Comprehensive coverage for all vehicles leased from the State of Delaware Fleet Services which shall cover
the replacement cost of the vehicle in the event of collision, damage, or other loss.
Should any of the above described policies be cancelled before expiration date thereof, notice must be delivered in
accordance with the policy provisions.
Before any work is done pursuant to this Agreement, the Certificate of Insurance and/or copies of the insurance policies,
referencing the contract number stated herein, shall be filed with the State. The certificate holder is as follows:
Delaware Department of Transportation, P.O. Box 800, Dover, DE 19903 - Contract No: DOT2614
In no event shall the State or Department be named as an additional insured on any policy required under this agreement.
Page 5

DEPARTMENT OF TRANSPORTATION
ITB No: DOT2614
Nothing contained herein shall restrict or limit the Vendor's right to procure insurance coverage in amounts higher than
those required by this Agreement. To the extent that the Vendor procures insurance coverage in amounts higher than
the amounts required by this Agreement, all said additionally procured coverages will be applicable to any loss or claim
and shall replace the insurance obligations contained herein.
To the extent that Vendor has complied with the terms of this Agreement and has procured insurance coverage for all
vehicles Leased and/or operated by Vendor as part of this Agreement, the State of Delaware's self-insured insurance
program shall not provide any coverage whether coverage is sought as primary, co-primary, excess or umbrella insurer
or coverage for any loss of any nature.
16.ORDERING PROCEDURE
Successful vendors are required to have either a local telephone number within the (302) area code, a toll free (800)
number, or agree to accept collect calls. Orders may be accomplished by written purchase order, telephone, email, fax
or computer on-line systems. The vendor must accept full payment by procurement (credit) card and/or conventional
check and/or other electronic means at the State's option, without imposing any additional fees, costs or conditions.
17.PERSONNEL, EQUIPMENT AND SERVICES
a. The Vendor represents that it has, or will secure at its own expense, all personnel required to perform the services
required under this contract.
b. All of the equipment and services required hereunder shall be provided by or performed by the Vendor or under
its direct supervision, and all personnel, including subcontractors, engaged in the work shall be fully qualified and
shall be authorized under State and local law to perform such services.
c. None of the equipment and/or services covered by this contract shall be subcontracted without the prior written
approval of the Department.
18.SUBCONTRACTS
Subcontracting is permitted under this ITB and contract. However, every subcontractor shall be identified in the
Proposal (Attachment B) and agreed to in writing by the Department or as are specifically authorized in writing by the
Agency during the performance of the contract. Any substitutions in or additions to such subcontractors, associates, or
consultants will be subject to the prior written approval of the State.
The Vendor(s) shall be responsible for compliance by the subcontractor with all terms, conditions and requirements of
the ITB and with all local, State and Federal Laws. The Vendor shall be liable for any noncompliance by any subcontractor.
Further, nothing contained herein or in any subcontractor agreement shall be construed as creating any contractual
relationship between the subcontractor and the State.
If a company elects to be a subcontractor for another vendor, the subcontractor may not independently bid on this
solicitation.
19.ITB ORDER OF PRECEDENCE
In the event there is any discrepancy between the provisions of the ITB documents, the following order of precedence of
the Sections govern so that the former prevails over the latter: G-Bid Submittal; A-General Provisions; C-Award and
Execution; F-Bid Requirements; D-General Authority; B- Technical Specifications; Appendixes (if any).
20. MINIMUM WAGE RATES:
Work performed under this solicitation may fall under the State of Delaware Minimum Wage Rates or the Delaware
Prevailing Wage rates. More information can be found at https://industrialaffairs.delaware.gov/wage-hour.
Page 6

DEPARTMENT OF TRANSPORTATION
ITB No: DOT2614
21.APPENDIXES:
If included with this ITB, Appendices are made a part of this solicitation and are available for download at the following
site: https://deldot.bonfirehub.com/portal/.
22.SIGNAGE LANGUAGE: NEW
In order to maintain effective communication with the traveling public, only place signs, banners, flags, or other
displays within the projects limits that meet the requirements of the latest version of the Delaware Manual on Uniform
Traffic Control Devices. Any signs or other materials which deviate from the MUTCD, must be preapproved by the
Engineer. The only signage and materials which may be displayed upon vehicles and equipment within the Project
area are signs denoting the name of the Contractor and any subcontractors and other signs and/or materials required
and approved pursuant to the MUTCD and the Engineer. Contractor shall immediately remove any signs or materials
within the Project that does not meet these requirements immediately upon notification by the Engineer. Failure to
remove signs or other materials following notification from the Engineer will result in Liquidated Damages being
assessed in the manner and amount specified in the Standard Specifications section 108.9.A.
23.BIDDERS MUST BE REGISTERED with DelDOT in order to submit a bid. Registrations are now completed online
through SimpliGov. To complete registration or for more information,
https://deldot.gov/Business/bids/index.shtml?dc=const_contractor_reg.
-remainder of page is blank -
Page 7

DEPARTMENT OF TRANSPORTATION
ITB No: DOT2614
SECTION B - TECHNICAL SPECIFICATIONS
1. SILENCE OF SPECIFICATIONS
The apparent silence of the specifications as to any detail, or the apparent omission from it of detailed description
concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail and only material
and workmanship of the first quality are to be used. Proof of specification compliance is the responsibility of the vendor.
2. OR EQUAL (PRODUCTS BY NAME)
Specifications of products by name are intended to be descriptive of quality or workmanship, finish and performance.
Desirable characteristics are not intended to be restrictive. Substitutions of products for those named will be considered
provided the vendor certifies that the function, characteristics, performance and endurance qualities of the material
offered is equal or superior to that specified.
3. TECHNICAL SPECIFICATIONS:
DESCRIPTION
This contract provides for the repair and delivery of TRAFFIC SIGNAL AND ITS EQUIPMENT to the
Division of Maintenance and Operations, as designated in the proposal and as ordered by the Director of
Highway Operations or his authorized representative.
NOTICE TO PROCEED
A Notice to Proceed is not an authorization to repair signal control equipment. Purchase Orders shall be issued
to authorize repair of equipment.
UNIT QUANTITIES
The quantities shown in the contract are for bidding purposes only. The Department reserves the right to
increase or decrease the quantities at the Department's sole discretion. The Department will specify quantities
of items to be repaired under this contract by purchase order.
PURCHASE ORDER QUANTITIES
The Department will provide open-ended purchase order(s) listing the items to be repaired under the issued
purchase order. When repairs are needed, a list of items to be repaired will be provided to the Vendor to serve
as a tracking mechanism and serve as the basis for an invoice to be created against the open-ended purchase
order for repair work completed.
ITEM PICK-UP AND DELIVERY
Equipment shall be picked up and delivered to locations as specified in the purchase order. Pick-up and Delivery
locations will be limited to the following:
250 Bear-Christiana Road
Bear, DE 19701
Invoices shall be delivered to the attention of the contact person noted on the repair purchase order.
Page 8

DEPARTMENT OF TRANSPORTATION
ITB No: DOT2614
Items to be repaired shall be collected and boxed up by the Department ready for shipment to, or pick-up by,
the Vendor. A repair request shall be prepared that contains a complete list of the items to be repaired (including
equipment tracking number, if appropriate) and the active open-ended purchase order number that will be used
to invoice the repairs as well as provide the location for pick-up and delivery. The completed, dated, repair
request shall be sent electronically to the Vendor. Upon receipt of the repair request, the Vendor shall make
arrangements for the pick-up of the items for repair.
Requests for items to be picked up for repair will be limited to at most two per month for each type of item.
DIAGNOSTIC EVALUATION
The Vendor shall be compensated for each individual diagnostic evaluation made at the unit price bid for the
individual item to be repaired at the Vendors bid price for Diagnostics. The diagnostic unit price bid shall
include all costs to transport/ship the item to be repaired from the Department's delivery location to the Vendor,
perform the diagnostics necessary to determine the repair needed, and return the item to the Department.
The Vendor shall perform diagnostics on each item to be repaired and determine if the item can be repaired or
is beyond repair. For items beyond repair a brief description of the noted problems shall be provided to the
Department and a list of potential repair parts needed to make the repair. The notification to the Department
(with explanation) of items beyond repair shall be made within 21 calendar days of receipt of notice of needed
repair. Upon receipt of the notification of items beyond repair, the Department shall use the information
provided and make the sole determination if the item is to be repaired, returned to the Department without
repair, or is to be disposed of by the Vendor. The Department shall notify the Vendor of their decision. The
Vendor shall proceed to return the item without repair, make repairs, or dispose of the item as directed by the
Department.
The unit price bid for diagnostics repair shall include the cost of delivery of the item to any delivery location
specified herein. The cost of pick-up and delivery of items for repair shall be incidental to the cost of repair and
will not be paid separately. Similarly, if an item is deemed beyond repair and the Department indicates that the
item is not to be returned to the Department, the cost of proper disposal of the item is also incidental to the unit
price bid for Diagnostics. Any item marked by the Department for disposal shall become the property of the
Vendor. Items marked for disposal shall be disposed of in accordance with all state and local regulations
regarding disposal of electronics.
REPAIR PROCEDURES
Upon receipt of an item to be repaired, the Vendor shall perform the diagnostics as noted above. For items
submitted for repair that pass diagnostics as repairable, the Vendor shall proceed to make the necessary repairs.
The Vendor shall repair those items identified to be repaired and ship them back to the Department to be
received at the specified delivery location within 60 calendar days of receipt of notice of needed repair. For
items identified by the Vendor as beyond repair that the Department further determines that the item is
repairable, the expected 60 day turnaround time for repair shall begin upon receipt of the Department's notice
that the repair is to proceed.
The Vendor shall be compensated for each repair at the unit price bid for the repair of the item, per each. The
unit price bid shall include all costs to repair the item, including labor, equipment used, electronic parts, 90 day
warranty and any other incidentals.
Page 9

DEPARTMENT OF TRANSPORTATION
ITB No: DOT2614
ITEM WARRANTY
The Vendor shall provide a 90 day warranty for all items that are repaired under this contract. Should failure of
the repaired equipment occur within that timeframe, it shall be picked up, repaired and delivered at no additional
cost to the Department within 30 calendar days of notice to the Vendor of said failure.
-remainder of page is blank -
Page 10