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6736-3 Scope of Work - Underground Utility Location Services Section 1 – Underground Electric and Fiber Optic Utility Lines The scope of work shall be finalized upon the selection of the Firm. The respondent’s submission shall have accurately described your understanding of the objectives and scope of the requested products and services and provided an outline of your process to implement the requirements of the Scope of Work and Services. It is anticipated that the scope of work will include, at a minimum, the following: Contractor shall perform the following in accordance with all State, County, and local laws and ordinances that apply. Underground Electric and Fiber Optic Utility Lines Contractor shall locate and mark all of Denton Municipal Electric’s (DME) electric facilities in addition to fiber optic lines as and when requested, using the appropriate “Digg Tess” color code for marking. This work shall include, but not be limited to physically locating all DME underground facilities in the field or clearing the request (notifying the caller that there are no buried facilitates within the scope of the Digg Tess ticket), and attending pre-Construction and Damage Prevention Association (CADPA) meetings, as required by the City. The City will locate electrical tickets called in by DME. Contractors working directly for the City will be treated as a standard ticket, the City will not locate for them. The Contractor shall be responsible for: (a) Receiving requests and returning completed locate requests back to DME on a daily basis in an electronic or hard copy format acceptable to the City. (b) The cost of interfacing its computerized database ticket information with DME computer system (or provide a suitable replacement) and the Digg Tess Agency. This interface allows for daily updating of tickets and completion information. Since time is of the essence, the Contractor shall establish a twenty-four (24) hour per day, seven (7) day per week method of receiving and responding to tickets. (c) Monitoring all open requests. Contractor shall close and return to DME all locate requests within Five (5) days of receipt of each request. There shall be a reporting system devised that will inform both parties of the status of the work (i.e.; number of tickets received, number of tickets marked before dig date, number of tickets marked late, number of projects, number of emergencies). (d) It may be necessary for the Contractor to open DME facilities in order to properly “clip on” to the conductor for an accurate locate of underground cables. In this occasion DME will be notified and all safety measures regarding minimum approach distances and voltage recognition shall be taken as specified by the Occupational Health and Safety Act or the APPA safety manual. ONE-CALL SYSTEM – DIGG TESS Contractor stall obtain “Digg Tess” information related to DME facilities only for work performed pursuant to Contract and shall not provide such “Digg Tess” information to anyone except Contractor's employees without DME’s prior written consent. Every precaution should be taken to protect this information pursuant to the current Department of Homeland Security concerns for utility information disclosure. Contractor shall sign and adhere to any and all non-disclosure agreements as requested by the City. Digg Tess will send tickets directly to the contractor, with a copy to DME for review. The contractor will not be required to pick up tickets daily from DME. PERFORMANCE AUDITS The timeliness and completeness of Contractor's locates shall be randomly verified by DME or jointly by DME and Contractor at any time. Any issues identified in these audits will require immediate and documented corrective actions by Contractor. Contractor will provide DME a statistical summary of audits performed and a statistical summary of audits performed and access to quality reports. Awarded contractor will provide a quarterly report to DME of audits. Contractor shall include a copy of their standard audit process with their proposals, or make it available upon request. DAMAGES TO DME FACILITIES DME & Contractor will make a reasonable attempt to notify each other of all damages to DME’s facilities within twenty-four (24) hours, excluding weekends. If the cause of damages is marking error or omission, the DME Risk Management Department will submit an invoice to the Contractor for the damage repair costs. If the Contractor disputes the invoice, Contractor shall provide notice to DME within ten (10) calendar days of the invoice date. The dispute regarding the invoice must be resolved within twenty (20) calendar days of the invoice date. Damage payments shall be made to DME within thirty (30) days of the date of the invoice. Contractor Performance Damage to DME facilities due to marking errors and omissions shall be less than two (2) at-fault damages per one-thousand (1000) locates. The quality (timeliness, accuracy and completeness) of the locates shall be randomly verified by DME (or, at the Contractor’s request, jointly) and is expected to be at least 99.8% accurate. If any of these performance parameters are outside the limits set forth above, the parties agree to meet to determine the root-cause and agree on a resolution that will improve the Contractor's performance to where it is compliant with the required specifications. BILLING RELATED ITEMS Billable Unit: Contractor’s timely response to a locate request per ticket. Contractor shall mark to the scope of the “Digg Tess” ticket. Where there is no buried utility, an “All Clear” mark will be required. Unimproved streets, gravel roads, and private drives are to be considered as "streets" and are not to be confused with, or considered to be an individual's driveway. Late Marking: Any request that is marked after the start date (dig date) and time, including emergency requests. Late Notice: Any request giving the Contractor less than two (2) working days to mark. Emergency Request: A locate request requiring immediate dispatch of a local crew to the specified site. Site arrival time must be within two (2) hours after notification to Digg Tess Contractor shall respond to a routine locate request and mark the involved facilities in advance of the proposed construction start time. Contractor shall provide DME with a written explanation for any locate request not completed prior to the start date and time. (a) Contractor shall respond to a locate request marked/labeled "emergency" by dispatching a local crew in the vicinity to the location site immediately upon notification. Arrival time to the site must be within two (2) hours after receipt of such notification and locate request. (b) Contractor shall respond to Late Notices within twenty-four (24) hours of receiving the notice. (c) Time and material rates will apply to any special projects or standby work assigned to the Contractor. DME must approve time and material rates before the work is completed. MAPS, RECORDS AND MATERIALS DME will provide maps and records to assist the Contractor in performing the work properly. THESE MAPS AND RECORDS ARE INTENDED TO SERVE AS A GUIDE ONLY AND SHALL NOT BE USED IN LIEU OF ELECTRONIC LOCATING EQUIPMENT FOR LOCATING FACILITIES. The Contractor shall electronically verify the location of all facilities prior to marking or "field clearing". If the Contractor cannot locate a facility, or if there is a discrepancy between the maps and records and the Contractor's findings in the field, Contractor shall request assistance from a representative designated by DME. If Contractor discovers an error in DME maps or records, Contractor shall furnish sufficient documentation (a corrected copy of said record) to DME so that DME records can be corrected. Marking intervals and lengths/widths of each mark shall be DME standard. All marking paint shall be furnished by the Contractor and adhere to the current published “Digg Tess” color codes for each type of utility marked. Marking Flags will be furnished by DME. Additional specifications shall be as follows: MARKING MATERIALS Paint: Electric = RED others as determined by “Digg Tess” Flags: Marking flags provided by DME shall match “Digg Tess” color codes and be sized and labeled accordingly with DME Logo. The Contractor shall visit the location for each ticket received from DME. If there are no facilities involved in the proposed activity, the Contractor shall leave an “All Clear” mark with flag. (If, for whatever reason, an All Clear flag cannot be left, the Contractor shall notify the caller or use the procedure determined by the parties prior to the start of work. CONTRACTOR EMPLOYEE TRAINING Prior to the performance of the services specified, each of the Contractor's employees shall have successfully completed the Contractor's basic training course. Contractor shall supply the training outline and any updates to DME for review prior to Contractor performing the services. Contractor shall be trained in voltage recognition; minimum approach distances and supplies DME the training outline for review prior to Contractor performing the services. ADDITIONAL INFORMATION The estimated percentage of tickets that are “All Clear” are approximately 40 percent. Regarding project tickets, eight (8) hours on a job does not have to be consecutive hours. Contractor may come back to complete work as needed. Prior approval from DME is required for project tickets. The claims process will start with a valid ticket. For high profile locations, contractor must contact DME. DME will determine who locates. Contractor is required to report daily, via e-mail, to the designated DME representative. Reports must be provided in pdf and Excel format. Reporting shall include, but not be limited to, daily line locate count, ongoing line locate projects, and completed line locates for the day. The following are definitions of a locate: Commercial accounts– locate to transformer or to pedestal Residential accounts – locate to meter No transmission lines will be located under this contract. Streetlight circuits are to be located without assistance from DME. The contractor will need to be able to clip on the neutral conductor of a circuit that is under 600 volts. DME will assist should the contractor be unable to locate a line, or should other extenuating circumstances arise, however DME is requesting that the contractor be able to open the streetlight box and clip on. Contractors shall provide, or make available upon request, details of how they locate streetlight circuits for other electric utilities. There is no digging under this contract. DME is to be contacted if a line cannot be located. Mapping Software Licensing DME will provide mapping software licensing for up to four (4) computers, at no cost to the contractor, for use throughout the contract term. A contractor may purchase additional licenses at their own expense. Current costs are: ESRI ArcGIS Engine license $500 each ArcFM Viewer license $495 each Each laptop can be updated with current information on a monthly or quarterly basis.  The database upgrade process will take about 10 minutes per unit. DME will purchase and own the unit licensing for each of the contractor’s laptops.  This will enable DME to maintain the licenses once the contractor’s term expires. The licensing is machine specific; therefore, if a laptop is replaced during the contract term, DME will have to obtain the new laptop machine hardware ID so that the license can be transferred from the old machine to the new machine.  This transferring process does not have an associated cost, but it may cause a delay of a day or two in getting the new machine up and operational. Section 2 SECTION 2 - LOCATE AND MARK WATER AND WASTEWATER FACILITIES Contractor shall locate and mark all the City of Denton water and wastewater lines when requested, using the appropriate “Digg Tess” color code for marking. This work shall include, but not be limited to physically locating all water and wastewater underground facilities in the field or clearing the request (notifying the caller that there are no buried facilitates within the scope of the Digg Tess ticket) and attending pre-Construction and Damage Prevention Association (CADPA) meetings, as required by the City. Contractors working directly for the City will be treated as a standard ticket, the City will not locate for them. The Contractor shall be responsible for: (a) Receiving requests and returning completed locate requests back to Water Utilities on a daily basis in an electronic format acceptable to the City. (b) The cost of interfacing its computerized database ticket information with Water Utilities computer system (or provide a suitable replacement) and the Digg Tess Agency. This interface allows for daily updating of tickets and completion information. Since time is of the essence, the Contractor shall establish a twenty-four (24) hour per day, seven (7) day per week method of receiving and responding to tickets. (c) Monitoring all open requests. Contractor shall close and return to Water Utilities all locate requests within Five (5) days of receipt of each request. There shall be a reporting system devised that will inform both parties of the status of the work (i.e.; number of tickets received, number of tickets marked before dig date, number of tickets marked late, number of projects, number of emergencies). ONE-CALL SYSTEM – DIGG TESS Contractor stall obtain “Digg Tess” information related to Water Utilities facilities only for work performed pursuant to Contract and shall not provide such “Digg Tess” information to anyone except Contractor's employees without Water Utilities prior written consent. Every precaution should be taken to protect this information pursuant to the current Department of Homeland Security concerns for utility information disclosure. Contractor shall sign and adhere to any and all non-disclosure agreements as requested by the City. Digg Tess will send tickets directly to the contractor, with a copy to Water Utilities for review. The contractor will not be required to pick up tickets daily from Water Utilities. PERFORMANCE AUDITS The timeliness and completeness of Contractor's locates shall be randomly verified by City of Denton Water Utilities or jointly by City of Denton Water Utilities and Contractor at any time. Any issues identified in these audits will require immediate and documented corrective actions by Contractor. Contractor will provide City of Denton Water Utilities a statistical summary of audits performed and a statistical summary of audits performed and access to quality reports. Awarded contractor will provide a quarterly report to DME of audits. Contractor shall include a copy of their standard audit process with their proposals, or make it available upon request. DAMAGES TO DME FACILITIES City of Denton Water Utilities & Contractor will make a reasonable attempt to notify each other of all damages to City of Denton Water Utilities within twenty-four (24) hours, excluding weekends. If the cause of damages is marking error or omission, the City of Denton Risk Management Department will submit an invoice to the Contractor for the damage repair costs. If the Contractor disputes the invoice, Contractor shall provide notice to City of Denton Risk Management Department within ten (10) calendar days of the invoice date. The dispute regarding the invoice must be resolved within twenty (20) calendar days of the invoice date. Damage payments shall be made to City of Denton Water Utilities within thirty (30) days of the date of the invoice. Contractor Performance Damage to City of Denton Water Utilities due to marking errors and omissions shall be less than two (2) at-fault damages per one-thousand (1000) locates. The quality (timeliness, accuracy and completeness) of the locates shall be randomly verified by City of Denton Water Utilities (or, at the Contractor’s request, jointly) and is expected to be at least 99.8% accurate. If any of these performance parameters are outside the limits set forth above, the parties agree to meet to determine the root-cause and agree on a resolution that will improve the Contractor's performance to where it is compliant with the required specifications. BILLING RELATED ITEMS Billable Unit: Contractor’s timely response to a locate request per ticket. Contractor shall mark to the scope of the “Digg Tess” ticket. Where there is no buried utility, an “All Clear” mark will be required. Unimproved streets, gravel roads, and private drives are to be considered as "streets" and are not to be confused with, or considered to be an individual's driveway. Late Marking: Any request that is marked after the start date (dig date) and time, including emergency requests. Late Notice: Any request giving the Contractor less than two (2) working days to mark. Emergency Request: A locate request requiring immediate dispatch of a local crew to the specified site. Site arrival time must be within two (2) hours after notification to Digg Tess Contractor shall respond to a routine locate request and mark the involved facilities in advance of the proposed construction start time. Contractor shall provide DME with a written explanation for any locate request not completed prior to the start date and time. (a) Contractor shall respond to a locate request marked/labeled "emergency" by dispatching a local crew in the vicinity to the location site immediately upon notification. Arrival time to the site must be within two (2) hours after receipt of such notification and locate request. (b) Contractor shall respond to Late Notices within twenty-four (24) hours of receiving the notice. (c) Time and material rates will apply to any special projects or standby work assigned to the Contractor. City of Denton Water Utilities must approve time and material rates before the work is completed. MAPS, RECORDS AND MATERIALS DME will provide maps and records to assist the Contractor in performing the work properly. THESE MAPS AND RECORDS ARE INTENDED TO SERVE AS A GUIDE ONLY AND SHALL NOT BE USED IN LIEU OF ELECTRONIC LOCATING EQUIPMENT FOR LOCATING FACILITIES. The Contractor shall electronically verify the location of all facilities prior to marking or "field clearing". If the Contractor cannot locate a facility, or if there is a discrepancy between the maps and records and the Contractor's findings in the field, Contractor shall request assistance from a representative designated by City of Denton Water Utilities. If Contractor discovers an error in City of Denton Water Utilities maps or records, Contractor shall furnish sufficient documentation (a corrected copy of said record) to City of Denton Water Utilities so that City of Denton Water Utilities records can be corrected. Marking intervals and lengths/widths of each mark shall be City of Denton Water Utilities standard. All marking paint shall be furnished by the Contractor and adhere to the current published “Digg Tess” color codes for each type of utility marked. Marking Flags will be furnished by City of Denton Water Utilities. Additional specifications shall be as follows: MARKING MATERIALS Paint: Potable Water - Blue Sanitary Sewer (Pressurized and Non-Pressurized) - Green Non-Potable Water - Purple Flags: Marking flags provided by City of Denton Water Utilities shall match “Digg Tess” color codes and be sized and labeled accordingly. The Contractor shall visit the location for each ticket received from City of Denton Water Utilities. If there are no facilities involved in the proposed activity, the Contractor shall leave an “All Clear” mark with flag. (If, for whatever reason, an All Clear flag cannot be left, the Contractor shall notify the caller or use the procedure determined by the parties prior to the start of work. CONTRACTOR EMPLOYEE TRAINING Prior to the performance of the services specified, each of the Contractor's employees shall have successfully completed the Contractor's basic training course. Contractor shall supply the training outline and any updates to City of Denton Water Utilities for review prior to Contractor performing the services. Contractor shall be trained in voltage recognition; minimum approach distances and supplies City of Denton Water Utilities the training outline for review prior to Contractor performing the services. ADDITIONAL INFORMATION The estimated percentage of tickets that are “All Clear” are approximately 40 percent. Regarding project tickets, eight (8) hours on a job does not have to be consecutive hours. Contractor may come back to complete work as needed. Prior approval from DME is required for project tickets. The claims process will start with a valid ticket. For high priority mains, contractor must contact City of Denton Water Utilities. City of Denton Water Utilities will determine who locates and while an excavator is crossing the high priority main, a representative from the contractor must be on-site and be able to visually verify that the excavator is remaining at least 2 feet away both horizontally and vertically. Contractor is required to report daily, via e-mail, to the designated City of Denton Water Utilities representative. Reports must be provided in pdf and Excel format. Reporting shall include, but not be limited to, daily line locate count, ongoing line locate projects, and completed line locates for the day. The following are definitions of a locate: Locate from the meter to the main for all service lines if a service line is not locatable (due to the service not having tracer wire) mark the meter or clean out on the curb with an arrow of the appropriate color Locate all mains for the extent of the entire locate There is no digging under this contract. City of Denton Water Utilities is to be contacted if a line cannot be located. Mapping Software Licensing City of Denton Water Utilities will provide mapping software licensing for up to four (4) computers, at no cost to the contractor, for use throughout the contract term. A contractor may purchase additional licenses at their own expense. Current costs are: ESRI ArcGIS Engine license $500 each ArcFM Viewer license $495 each Each laptop can be updated with current information on a monthly or quarterly basis.  The database upgrade process will take about 10 minutes per unit. City of Denton Water Utilities will purchase and own the unit licensing for each of the contractor’s laptops.  This will enable City of Denton Water Utilities to maintain the licenses once the contractor’s term expires. The licensing is machine specific; therefore, if a laptop is replaced during the contract term, DME will have to obtain the new laptop machine hardware ID so that the license can be transferred from the old machine to the new machine.  This transferring process does not have an associated cost, but it may cause a delay of a day or two in getting the new machine up and operational.