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DME Substation Maintenance Contract SOW v2 City of Denton, Texas Request for Proposals #7674 Statement of Work Substation Maintenance Services A: INTRODUCTION Denton Municipal Electric (DME, City of Denton, Texas) is seeking proposals for services required to perform annual maintenance of substation equipment such as transformers and circuit breakers. The contract will include unit pricing for standard maintenance items and hourly prices for the Contractor to provide labor and equipment on an as needed basis to perform work in DME and Texas Municipal Power Agency (TMPA) substations and for DME’s generation facility. The contract term is for 3 years with 2 optional annual renewals. This document is intended to detail the requirements of the units listed on the pricing sheet. The Bidder shall furnish unit and hourly prices. It shall be the sole discretion of DME to determine if the Contractor performs any assigned tasks using hourly work. Hourly work shall be defined before the Contractor starts the assigned tasks. DME will determine after the bid is awarded the units and quantity of units to assign the Contractor to complete. DME is not obligated to assign out all tasks listed on the pricing sheet. B: SCOPE OF WORK Description of Work The City of Denton is seeking to select a company or individual(s) (henceforth referred to as Contractor) to provide periodic maintenance and on-call repairs to electrical substation and power switching equipment within the Denton Municipal Electric (DME) system. More specifically DME is seeking qualified electricians, supervisors, and support staff to perform regular, periodic, and/or routine maintenance procedures on equipment within any of the 22 substations or the Denton Energy Center (DEC) located within DME service territory. DME may also request Contractor emergency work on substation equipment. Contract services include labor, supervision, equipment, tools, safety equipment, materials, and conveyances for accomplishing the work set forth in this scope of work. The volume of work assigned may vary as DME may choose at any time to do some or all of the work functions internally, as workload and project schedules permit. Services to be Provided by the Contractor under this agreement include but are not limited to: i) Tear down transformers including removing bushings, draining oil, removing radiators, etc., in preparation for moving them. ii) Install and rebuild transformers including installing bushings, pulling vacuum, adding oil, installing radiators, etc., after moving them. iii) Replace bushings on transformers. iv) Replace bushings on breakers. 2 v) Fix leaks on transformers (nitrogen or oil). vi) Perform load tap changer (LTC) maintenance including cleaning oil, interior inspection, cleaning contacts, replacing contacts, etc.). vii) Perform transformer testing (Doble, TTR, etc.). viii) Remove and replace CTs on transformers and breakers. ix) Obtain transformer and LTC oil samples and send them to a laboratory for testing. x) Obtain gas samples from SF6 breakers and send them to a laboratory for testing. xi) Perform periodic inspection and maintenance on breakers per manufacturer’s specifications. xii) Receive, load, transport, and unload materials in a safe and efficient manner. xiii) Assemble and erect 13.2kV through 138kV hardware, bus, conductor, equipment, steel structures, including switch stands, bus support columns, potential/current transformers, surge arresters, air switches, static masts, post insulators, station dead-ends, grounding plates, raceways, etc. as needed to facilitate work on substation transformers or breakers. xiv) Disassemble, uninstall, transport, and dispose of existing structures, station equipment, conductor, cable, etc., as directed. xv) Connect station ground grid including connecting/transferring/removing grounds to steel supports, fences and electrical equipment. xvi) Conduct substation electrical equipment maintenance and testing. xvii) Perform maintenance, repair, inspection, and test of auxiliary AC (alternating current) systems and equipment rated at 600V or less. xviii) Perform maintenance, repair, inspection, and test of auxiliary DC (direct current) systems and equipment rated at 600VDC or less. This may include battery chargers, rectifiers, and load tests. xix) Perform other tasks as may be deemed necessary by DME to support installation/maintenance services for substation, transmission, distribution, and /or generation improvement activities. Responsibilities of the Contractor under this agreement include but are not limited to: i) The Contractor shall perform all services properly as authorized by DME in a timely and efficient manner and may be required to mobilize Contractors, and as applicable Subcontractor forces, on short notice from DME. The Contractor shall exercise all reasonable effort to comply with DME requirements in performing this contract. Quick response time and efficient execution of service is vitally important during both routine and emergency work. The Contractor shall provide labor and equipment, materials and supplies as authorized, and subcontractor services as applicable to the work site(s) in compliance with DME schedules, procedures, and specifications. ii) For each day worked, the Contractor shall provide their DME Representative with a labor/equipment time sheet and/or a field unit sheet, by location, indicating all hours worked by Contractor's personnel and equipment or subcontractor's personnel and equipment, including a brief description of the work accomplished for each work release in progress. 3 iii) The Contractor shall be responsible for the payment of all third-party materials, equipment, and labor used in the work or project. The Contractor will maintain the materials and equipment, including ensuring the materials and equipment are work ready and free and clear of liens. iv) After completion of a project or at DME's request, Contractor shall provide DME with affidavits stating that all invoices for labor, equipment, services and materials have been paid in full. Should DME so request, the Contractor shall provide a certified payroll document and/or daily time sheets, material invoices, equipment rental, subcontractor's invoices, or other requested documents, for any work performed under this Contract. DME may withhold payment to the Contractor, pending receipt of satisfactory affidavits. v) Confined Space Entry- The Contractor shall perform confined space entries in strict accordance with OSHA 1910.146 Confined Space Standard. All Contractor entries into confined spaces shall be performed under the guidelines of the Contractor's confined space program, which shall include, but not be limited to: (a) all required personnel training, (b) confined space monitoring and evaluation, (c) entry tag system, and (d) personnel protective equipment required by confined space conditions. All entries will be coordinated in advance of entry with DME's Project Manager. vi) De-energizing of Electrical Equipment- The Contractor shall coordinate with DME for Lock-out/Tagout of equipment. De-energizing of major equipment may require advance planning and scheduling with DME Operations personnel to assure stability of the DME electrical grid. vii) The Contractor shall conduct daily safety and job briefings at the site before starting work. Skillsets required of the Contractor under this agreement include but are not limited to: i) Substation Electrician Supervisor(s) ii) Substation Electrician(s) iii) Power Delivery Equipment Operator(s) iv) Heavy Equipment Operator(s) v) Distribution Electrician(s) Tools and Equipment to be supplied by the Contractor under this agreement include but are not limited to: i) The Contractor shall provide all labor, tools, equipment, machinery, and safety equipment necessary for the execution and completion of the work included in this Contract, except where it is otherwise specifically provided that DME shall furnish the same. It is also understood that DME shall not be held responsible for the care, preservation, maintenance or protection of any material, tools, machinery, or safety devices. Nor shall DME be responsible for any part of the work until it is completed and accepted. Adequate hand tools as required to perform the work and first aid supplies shall be part of the standard equipment. The Contractor shall be responsible for storage and maintenance of craft tools and expendables. These tools and 4 expendables are expected to be part of the Contractor's existing inventory and will remain in the Contractor's inventory throughout the term of this contract. ii) Non-Billable Tools and/or Equipment (includes but is not limited to): Small tools or equipment which are normally required to complete the tasks assigned the Contractor shall be non-billable. Contractor shall provide sufficient quantities of small tools and equipment suitable to expediently complete the tasks assigned to the Contractor, including: a. Hog drill (magnetic drill for steel poles). b. Gasoline powered generator. c. Y-35 and Y45 Hydraulic press head and motor with dies. d. Hydraulic Pipe Bender for bending galvanized steel pipe up to 4”. e. Pipe Threader for threading pipe up to 2”. f. Set of primary phasing sticks. iii) Billable Tools and/or Equipment (includes but is not limited to): Typical equipment to be provided by the Contractor and billable under the terms of the Contract may include, but not be limited to, the following: a. Truck, 3/4 Ton. b. Crane (25 ton minimum), capable of setting up to a 50’ dead-end structure weighing 10,000 lbs. or Oil Circuit Breakers weighing 20,000 lbs. c. Boom Truck (15 ton minimum), capable to assemble and set Circuit Switchers, Air Switches, Potential Transformers, Cuts, steel structures, and for loading and unloading various other equipment and materials. d. Truck and Trailer, capable of transporting 39’ Aluminum Bus, various Steel Structures (60’ lengths), Circuit Switchers, Current/Potential Transformers, etc. e. Trailer (Heavy Duty 16’ minimum) for hauling material. f. Bucket Truck (25’ minimum working height). g. Bucket Truck (50’ minimum working height). iv) DME reserves the right to provide tools and equipment in the course of Contractor's work. If Contractor was required to provide tools and/or equipment through an approved Work Release but such tools and/or equipment were supplied by DME for any reason, Contractor shall not invoice DME for such tools and/or equipment, but shall credit DME the amount approved in the applicable Work Release. Materials Supplied by DME under this agreement: i) Unless specifically stated otherwise or special provisions are made, DME shall furnish all materials and hardware including but not limited to: mounting hardware, control cable, inner-duct, relays, breakers, electrical equipment and or components, and any associated miscellaneous hardware. DME shall provide only the correct amount of materials necessary for the permanent installation of required facilities. Unless otherwise stated herein, the Contractor shall furnish all required labor, equipment, and temporary materials to provide for a complete and acceptable project, ready to be put into use, in accordance with the drawings and specifications. 5 ii) DME shall not furnish Contractor or any of its employees with tools, safety equipment or devices of any nature, “cleaning" or “lubricating” chemicals, rags, personal use items, or any other material or equipment except as stated. iii) When directed by DME or after the project is complete and accepted, the Contractor shall return excess and/or damaged DME furnished materials to the DME’s pole yard and stack as directed by DME. The cost to DME shall be the hourly charge for labor and equipment necessary to perform the service. iv) After material is issued to Contractor, all material and equipment shall be stored so as to be protected from damage, degradation by the elements, theft, breakage, and in a neat and orderly fashion. If outdoor storage cannot be avoided, the material and equipment shall be stacked on supports well above ground level and protected from the elements to the fullest extent possible. Progress Reporting under this agreement: v) For long-term work releases (30 days or more), the Contractor shall submit monthly, or as otherwise mutually agreed upon in writing by DME and Contractor, progress reports to DME's Project Manager and/or Contract Manager. The reports shall describe significant achievements and any potential delays or problems, which may affect the approved schedule or cost(s). They should be sufficiently detailed in order to provide a clear and concise representation of the work performed or being performed. C: OBJECTIVE The objective of this RFP is to identify and select, in the evaluation and approval process, the most qualified contractor(s) for repairing and maintaining substation electrical equipment on a regular and/or emergency basis. A single contractor may be selected to accomplish all of the work in this contract or multiple contractors may be awarded separate line items of this contract. A contractor applying for this contract should specify the line items which the contractor is proposing to accomplish. D: PROFESSIONAL SERVICES REQUESTED Contractor must be registered and/or licensed by the State of Texas to provide services listed above in the State. Include copies of current licenses or certifications of the Supervisor Substation Electrician(s), Substation Electrician(s), and any other contractor employee that will be performing electrical work. 6 E: LENGTH OF CONTRACT Contractor agrees to perform the work set forth in this contract and/or as agreed upon with DME for a period of 3 years from the start of this agreement with the possibility of 2 annual renewals. This contract will remain in force until the contractual period has ended, the parties have mutually agreed upon an earlier end date, or the Contractor becomes in breach of contract.