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HomeMy WebLinkAbout9036 Utility Locates Scope of WorkRFP # 9036 Scope of Work Underground Utility Location Services for the City of Denton RFP # 9036 Page 1 of 8 PURPOSE The purpose of this specification is to provide the information necessary to allow contractors to submit a proposal on a contract for the services of Utility Line Locating for The City of Denton, Texas. Locating services will be for all electric, fiber optic, water and wastewater underground lines along city streets, easements, ROW and state roads. This contract will be for the labor, equipment, tools, supervision, bonds and insurance to complete locating services for City of Denton facilities as listed below by department in Sections 1, 2, and 3. The contractor is expected to complete all work in a timely manner, with a minimum of City of Denton departmental supervision. Each City of Denton department covered in this contract will provide all materials required for service as listed in each section but will not provide supplies and materials necessary for operating the contractor’s equipment. 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 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. SAFETY The Contractor, while working for City of Denton, shall conduct all operations in a safe manner and in accordance with all state, federal, and city regulations. As part of the proposal, a copy of the prospective vendor’s annual US Department of Labor OSHA 300 Logs that replaced the OSHA 200 Logs as of January 2002 and safety manual shall be included or made available upon request. Safety Manual shall include shoring and CPR training requirements and curriculum. Also, vendors must submit the Safety Record Questionnaire as included in this document. City of Denton reserves the right to inspect Contractor’s safety and training records prior to and after award of contract. RFP # 9036 Scope of Work Underground Utility Location Services for the City of Denton RFP # 9036 Page 2 of 8 SECTION 1 LOCATE AND MARK UNDERGROUND ELECTRIC LINES, UNDERGROUND FIBER OPTIC LINES AND WATER AND WASTEWATER FACILITIES Contractor shall locate and mark all of the City of Denton’s electric, fiber optic and water and wastewater facilities using the appropriate “Texas811” color code for marking. This work shall include, but not be limited to physically locating all the city’s underground facilities in the field or clearing the request (notifying the caller that there are no buried facilitates within the scope of the Texas811 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 the city 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 the city’s computer system (or provide a suitable replacement) and the Texas811 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 the city 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 city facilities in order to properly “clip on” to the conductor for an accurate locate of underground cables. In this occasion the city 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. 1. ONE-CALL SYSTEM – Texas811 Contractor shall obtain Texas811 information related to city facilities only for work performed pursuant to Contract and shall not provide such Texas811 information to anyone except Contractor's employees without the city’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. RFP # 9036 Scope of Work Underground Utility Location Services for the City of Denton RFP # 9036 Page 3 of 8 Texas811 will send tickets directly to the contractor, with a copy to the city for review. The contractor will not be required to pick up tickets daily from the city. 2. PERFORMANCE AUDITS The timeliness and completeness of Contractor's locates shall be randomly verified by the city or jointly by the city and Contractor at any time. Any issues identified in these audits will require immediate and documented corrective actions by Contractor. Contractor will provide the city 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 the city of audits. Contractor shall include a copy of their standard audit process with their proposals or make it available upon request. 3. DAMAGES TO CITY FACILITIES The City & Contractor will make a reasonable attempt to notify each other of all damages to city facilities within twenty-four (24) hours, excluding weekends. If the cause of damages is marking error or omission, the city 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 the city 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 the city within thirty (30) days of the date of the invoice. Contractor Performance Damage to city 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 the city (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. 4. BILLING RELATED ITEMS Billable Unit: Contractor’s timely response to a locate request per ticket. Contractor shall mark to the scope of the Texas811 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 Texas811 RFP # 9036 Scope of Work Underground Utility Location Services for the City of Denton RFP # 9036 Page 4 of 8 Contractor shall respond to a routine locate request and mark the involved facilities in advance of the proposed construction start time. Contractor shall provide the city 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 must approve time and material rates before the work is completed. 5. MAPS, RECORDS AND MATERIALS The City 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 the city. If Contractor discovers an error in city maps or records, Contractor shall furnish sufficient documentation (a corrected copy of said record) to the city so that records can be corrected. Marking intervals and lengths/widths of each mark shall be city standard. All marking paint shall be furnished by the Contractor and adhere to the current published “Texas811” color codes for each type of utility marked. Marking Flags will be furnished by the city. Additional specifications shall be as follows: MARKING MATERIALS Paint: Electric = RED others as determined by Texas811 Fiber = ORANGE others as determined by Texas811 Potable Water - Blue Sanitary Sewer (Pressurized and Non-Pressurized) - Green Non-Potable Water - Purple Flags: Marking flags provided by the City shall match Texas811 color codes and be sized and labeled accordingly with appropriate City Logo. The Contractor shall visit the location for each ticket received from city. If there are no facilities involved in the proposed activity, the Contractor shall leave an “All Clear” mark with flag. (If, for RFP # 9036 Scope of Work Underground Utility Location Services for the City of Denton RFP # 9036 Page 5 of 8 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. 6. 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 the City for review prior to Contractor performing the services. Contractor shall be trained in voltage recognition; minimum approach distances and supplies the city the training outline for review prior to Contractor performing the services. 7. ADDITIONAL INFORMATION a) The estimated percentage of tickets that are “All Clear” are approximately 40 percent. b) 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 the city is required for project tickets. c) The claims process will start with a valid ticket. d) For high profile locations, contractor must contact the city. City will determine who locates. e) Contractor is required to report daily, via e-mail, to the designated city 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. f) The following are definitions of a locate: DME & FIBER a. Commercial accounts– locate to transformer or to pedestal b. Residential accounts – locate to meter WATER/WASTEWATER c. 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 d. Locate all mains for the extent of the entire locate g) Underground 138kV transmission lines could be located under this contract. h) Streetlight circuits are to be located without assistance from the city. The contractor will need to be able to clip on the neutral conductor of a circuit that is under 600 volts. City will assist should the contractor be unable to locate a line, or should other extenuating RFP # 9036 Scope of Work Underground Utility Location Services for the City of Denton RFP # 9036 Page 6 of 8 circumstances arise, however the city is requesting that the contractor be able to open the streetlight box and clip on. i) Contractors shall provide, or make available upon request, details of how they locate streetlight circuits for other electric utilities. j) There is no digging under this contract. The city is to be contacted if a line cannot be located. k) Mapping Software Licensing City of Denton will provide on a monthly basis a geodatabase extract of our current ArcGIS database for each department. The information will be uploaded to the City of Denton FTP site where permissions will be granted to the vendor. 8. EVALUATION CRITERIA: Proposals will be evaluated based on detailed criteria including, but not limited to, the following: • Experience, Qualifications and Probable Performance 30% • Cost Proposal 50% • Compliance with Scope of Work Specifications 10% • Safety 10% 1. Technical Requirements will be evaluated. a. Provide references from past clients with similar needs. b. The qualifications of the technicians, including certifications and industry experience, should be highlighted to show proficiency in Line Locate Service and adherence to technical standards. 2. Cost Proposal a. The cost proposal should include a detailed breakdown of all associated costs, including hourly labor rates, travel fees, parts % discount, and any potential additional charges. b. The financial component will be highly weighted, so vendors are encouraged to provide transparent and comprehensive pricing with consideration for the technical requirements listed in the price sheet. RFP # 9036 Scope of Work Underground Utility Location Services for the City of Denton RFP # 9036 Page 7 of 8 3. Compliance with Scope a. The vendor must demonstrate compliance with the stated specification(s) in this Scope of Work, including providing detailed responses that meet or exceed the Owner's expectations. b. Provide a timeline and response process when service is requested. c. Provide an example invoice. d. Provide a single point of contact for service requests and invoicing. 4. Safety a. Demonstrate the vendor’s safety standards and controls. b. As part of the proposal, a copy of the prospective vendor’s annual US Department of Labor OSHA 300 Logs that replaced the OSHA 200 Logs as of January 2002 and safety manual shall be included or made available upon request. Safety Manual shall include shoring and CPR training requirements and curriculum. Also, vendors must submit the Safety Record Questionnaire as included in this document. Minimum Qualifications for Bidder 1. Commercial Experience been in business at least 5 years. 2. The company must have a controlled substance testing policy for their Technicians and Assistants. 3. Staff must pass background checks as required for secure City areas. This must be done at; a. Vendor’s expense and verification of a clear background must be given to the contract administrator before the Vendor’s employee(s) is allowed to work in a building that falls under this requirement. b. Under no circumstances shall any Vendor personnel having any convictions or pending criminal hearings be assigned to the City contract. 4. Require that Vendor employees wear a uniform, or at a minimum, a company issues identification badge. 5. Provide the number of staff members per position, years of experience per member and acquired licenses/certifications/registrations from government agencies. RFP # 9036 Scope of Work Underground Utility Location Services for the City of Denton RFP # 9036 Page 8 of 8 Minimum Qualifications for Technician 1. Must be registered with the Texas Department of Licensing & Regulation for the specific trade required during the project scope. 2. Must have at least three years of experience.