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6640 - Supply of Maintenance and Repairs of TxDOT Street Lights, 3.Statement of Work/ Specifications Materials Management Department 901-B Texas Street Denton, Texas 76209 REQUEST FOR PROPOSALS RFP #6640-3 SCOPE OF WORK SUPPLY OF MAINTENANCE AND REPAIRS OF TXDOT STREET LIGHTS NIGP CLASS and ITEM 968 76 Issue Date: December 14, 2017 Response due Date and Time (Central Time): Thursday, January 16, 2018, 11:00 A.M. C.S.T. The City highly recommends that respondents do not wait until minutes before the due date and time to email a submission. It can take significant time for the submissions to reach the City. RFP# 6640 EXHIBIT 3 SCOPE OF WORK FOR THE MAINTENANCE AND REPAIRS OF TXDOT STREET LIGHTS 1 RFP#6640 EXHIBIT 3 INTRODUCTION The City of Denton, Texas is accepting offers for maintenance of Texas Department of Transportation (TXDOT) installed street and thoroughfare lighting. Currently, the City of Denton is responsible for 310 street lights along Interstate Highway 35E (IH 35E) of which are a Type III distribution patterns. Respondents must be familiar with all aspects of streetlights and streetlight maintenance. Except where noted, only those streetlights installed by TXDOT, and within the City of Denton, Texas, are covered by the services requested in the scope of this contract. These lights are identified in Exhibit 4A and 4B (however, the lights included with this contract may change based on future decisions by Denton Municipal Electric). Denton Municipal Electric (DME) shall be responsible for administration of the contract and maintaining the inventory of materials needed to successfully execute the tasks covered in this RFP. This includes poles, underground cable, overhead conductor, lamp fixtures, photocells, lighting contactors, connection cabinets, luminaires (TXDOT Specification), breakaway bases or any other materials needed for street lights. Exhibit 5 provides the design of the street lights and fixtures/lamps. SCOPE OF SERVICES Parties agree that street light maintenance services shall include replacement streetlights and or street poles, customer service/dispatch, night patrols, circuit breakers, photocells, and spot re-lamping. Items outside of the scope of streetlight maintenance services include, but are not limited to, underground cable repair and/or replacement, leaning poles and pole painting. 1. Streetlight System Data. The City of Denton will provide available streetlight system data in an Excel Spreadsheet format and/or GIS export for the Contractors use. Any changes or updates will be noted on the Contractor’s monthly report so the City is able to maintain an accurate and up-to-date database 2. Street Light Inventory- Contractor shall maintain initial survey information that includes attributes relevant to location, condition, and type of pole. (Pole numbering is necessary to ensure the timely service that both the Contractor and the City of Denton, Texas wish to provide. It insulates the Owner and the Contractor from exposure to otherwise warrantable material defects, and minimizes the occurrence of callbacks associated with the inability of the Contractor to pinpoint the precise location of outages). 3. Real Time Management System- Within two (2) months of project award, the Contractor shall have a real-time status of scheduled maintenance or night checks, service requests, and inventories, with the ability to add as built plans, and digital photos accessible via the City internet. 4. Customer Service/Dispatch. Contractor shall provide an emergency contact number for internal DME use. a. The Contractor shall provide a responsive designated point of contact (Contract Manager) that is authorized and able to promptly address any issues that may arise in association with any contract resulting from this RFP. b. City Staff should be able to report lighting outages and other issues via the Contractor’s call center phone number and electronically via the internet 24/7. c. The Contractor shall have a dedicated call center that maintains a computer based record of all RFP# 6640 EXHIBIT 3 SCOPE OF WORK FOR THE MAINTENANCE AND REPAIRS OF TXDOT STREET LIGHTS 2 RFP#6640 EXHIBIT 3 lamps, including pole numbers, nearest address, lamp type, and service history and logs of all service requests and provides status reports of service requests d. The Contractor will inform DME/ Authorized Designated Agent of the status of service requests any time they are not able to meet the minimum response times for that particular service. 5. Repair Response a. Standard Response: Contractor shall respond to light out calls within eight hours or 1 business day. In no event will regular response work be considered overtime without prior approval from the DME or designated authorized agent. (An example is streetlight outages). b. Scheduled and “As-Required Repairs” will be within seventy two hours (72) or three (3) business days. These are maintenance and repair request made by the City that are not critical or the work involved is of such a nature as to require advance scheduling shall be completed “As Required” basis. Work authorization of this type shall include but not be limited to major equipment repair/replacement, permanent replacement of knockdowns, major rewiring, and general maintenance of streetlights. c. Repairs will be made immediately to restore the light to working order within seventy two hours (72) or three (3) business days. However, some types of maintenance may require the crew to leave the site to obtain the necessary materials or equipment to complete such repairs. In the event extensive repairs are required, contractor shall perform the repairs as soon as reasonably possible. However, not longer than fourteen (14) days after knowledge of the outage. d. Repairs requiring special factory orders shall be completed within seven (7) days after receipt of material. e. Repair response time shall be subject to adjustment for inclement weather defined as: when rain, sleet or snow is falling in sufficient amounts to be apparent that to start work or to continue work outside would result in unsafe work conditions. Contractor will not be required to perform outside work during inclement weather unless such work is necessary to protect life or property. f. Emergency Response: 1) The Contractor shall make immediate maintenance response when notified by the City and informed that the call is an emergency. In no instance, shall the response time of an emergency call exceed two (2) hour from the time of notification. If the response exceeds this time limit, the Contractor shall reimburse the City for all additional costs related to City Staff and equipment to monitor the emergency site until the Contractor arrives on scene. 2) Contractor shall remove conditions of public peril within two (2) hours of notification of such condition. Such conditions include, but are not limited to downed poles and/or power lines from streets associated with street lighting, or other repairs designated to need emergency response by the City. 3) The contractor shall maintain a local telephone number where he can be reached twenty-four (24) hours per day. The telephone number shall be made available to the Denton Municipal Electric and Emergency Dispatch. RFP# 6640 EXHIBIT 3 SCOPE OF WORK FOR THE MAINTENANCE AND REPAIRS OF TXDOT STREET LIGHTS 3 RFP#6640 EXHIBIT 3 6. Replacement Parts/ Supplies- the City of Denton will provide all parts and supplies for the preventive maintenance of the TXDOT Street Lighting within City of Denton, to be maintained under this contract. 7. Responsibility of Contractor a. The Contractor shall furnish all transportation, tools, equipment, machinery, barricading, all necessary safety and/or PPE requirements and all suitable appliances, requisite for the execution of this Contract and shall be solely answerable for the same and for the safe, proper, and lawful construction, maintenance, and use thereof. b. The Contractor shall wholly own equipment required to perform this contract such as bucket truck, cranes and other such equipment. c. The Contractor shall cover and protect work from damage and all injury to the same. d. The Contractor shall be solely answerable for all damage to the Owner or the property of the Owner, to other contractors or other employees of the Owner, to the neighboring premises, or to any private or personal property, due to improper, illegal, or negligent conduct of Contractor or subcontractors, employees, or agents in and about said work, or in the execution of the work covered by this Contract, or any extra work undertaken as herein provided. e. The Contractor shall be responsible to the Owner for any defect in, or the improper use of, any scaffolding, shoring, apparatus, ways, works, machinery, or plant. f. The Contractor shall provide qualified trained personnel within requirements as listed in Licensing requirements/ Minimum Qualifications item #9. g. The contractor shall provide an experienced, competent Supervisor who will be responsible for effectively supervising all work in progress. In addition to supervision or work in progress, the Superintendent must be capable of instructing his subordinates in correct and proper maintenance/ safety techniques. h. The Contractor shall employ experienced streetlight technicians qualified in repair or trouble detection of the city’s streetlight fixtures. i. If at any time, an employee, Superintendent, Foremen, Laborer, or Subcontractor of the Contractor appears to City Staff to be intemperate, incompetent, troublesome or otherwise undesirable to be on the work site, the employee shall be immediately removed from the work site at the request of DME or designated Authorized Agent. 8. Permits and Responsibilities. The Contractor shall be responsible for obtaining any necessary licenses and permits, and for complying with any Federal, State and Municipal laws, TXDOT permits and policies, codes and regulations applicable to the performance of work. 9. Personnel Licensing Requirements / Minimum Qualifications a. All personnel utilized by the contractor for this work will meet or exceed minimum requirements in training and job knowledge that allow those personnel to work in cabinets rated at 600 volts or lower. b. The Contractors personnel operating trucks shall possess an active, valid TXDOT Commercial Driver’s License for the period of this contract. c. All streetlight retrofit work (i.e. removing, installing, or maintenance of street and area lighting) must be performed by personnel who are certified as Qualified Workers as described by OSHA 29 CFR 1910.269. Installation contractors, including sub-contractors, shall be licensed electrical RFP# 6640 EXHIBIT 3 SCOPE OF WORK FOR THE MAINTENANCE AND REPAIRS OF TXDOT STREET LIGHTS 4 RFP#6640 EXHIBIT 3 contractors of the State of Texas and will have experience and qualifications in installing and repair of streetlights on utility poles in compliance with the applicable requirements [OSHA, International Municipal Signal Association (IMSA Certification a plus), NESC and /or NEC by Qualified Workers as described by OSHA 29 CFR 1910.269]. d. It is City of Denton’s understanding that the Contractor will submit documentation demonstrating their Qualified Worker training program prior to issuance of the “City’s Notice to Proceed”. By submitting a proposal, the proposer is certifying that all personnel who will perform under the contract are Qualified Workers as described above. e. Anyone working above the communication space / utility poles/ streetlight poles or within electric distribution enclosures shall be electrically qualified as defined by OSHA 1910.269. f. Customer personnel or qualified electrical workers are never allowed to enter a DME manhole or vault for any reason without DME safety supervision personnel being present on site. g. Labor Compliance- Contractor shall comply with all applicable federal, state, and local laws regarding labor compliance, including but not limited to all applicable provisions related to working hours, the payment of prevailing wages, travel and subsistence payments, apprentices, payroll records, and labor code penalties ( as required by Texas Labor Code). 10. Traffic Control – Contractor will provide traffic control plans as necessary to be reviewed and approved by City of Denton Electric Division and obtain all permits through Texas Department of Transportation (TXDOT), prior to beginning repairs or maintenance. a. Contractor shall conduct his operations in order to minimize obstruction and inconvenience of public travel. At no time shall the Contractor be allowed to stop work for the purposes of a “coffee break” when the public right of way is impeded unless the work being done requires more than four (4) hours to complete. b. Whenever the contractor’s operations create a condition hazardous to traffic or to the public, he shall furnish and maintain as necessary fences, barricades, lights signs, safety cones and other devises per Part 6 of the TXDOT Standard Specification for Construction and maintenance of Highways, Streets and Bridges, November 1, 2014, or most current edition, or as determined by DME or designated authorized agent to be required to give adequate warning of any dangerous conditions that may be encountered, prevent accidents, and avoid damage or injury to the public. c. Contractor will be responsible for cost and management of any necessary traffic flaggers/ police detail required in association with repairs. d. TXDOT/ Highway repairs of Streetlights: When replacing lights along a highway or frontage road, the Contractor must coordinate construction / repairs with TXDOT for permits, to perform maintenance or repairs and for road/ lane closures or detours. These are specified within TXDOT Standard Specification for Construction and maintenance of Highways, Streets and Bridges, November 1, 2014 or more recent. e. Traffic Control: The Contractor shall be responsible for providing all necessary traffic control equipment in all construction or maintenance zones to give adequate warning of any dangerous conditions that may be encountered, to prevent accidents, and avoid damage or injury to the public (per the TXDOT Standard Specifications for Construction and Maintenance of Highways, Streets, Bridges, November 1, 2014 or most current edition or as determined by the DME or designated authorized agent.) f. In addition, when it is necessary to block any traffic lanes to complete any portion of work, at least one (1) lane of traffic shall be kept open in each direction at all times. On major arterials, lane closures shall be avoided on weekdays between 7:00 a.m. and 9:00 a.m. and between 3:00 p.m. and RFP# 6640 EXHIBIT 3 SCOPE OF WORK FOR THE MAINTENANCE AND REPAIRS OF TXDOT STREET LIGHTS 5 RFP#6640 EXHIBIT 3 6:00 p.m., unless approved in advance by DME, or Designated Authorized Agent. g. Failure on the part of the Contractor to provide adequate signing and barricading will be the authority of the City to provide such protection as is necessary by City forces or independent contractor. All work shall be stopped and the job site shall be vacated until the situation is remedied. All costs of protection so provided shall be deducted from the routine maintenance charges of the Contractor h. Should construction be underway by other forces or by other contractors within or adjacent to the limits of the work specified or should work of any nature be underway by other forces within or adjacent to the said limits, the Contractor shall cooperate with all other contractor’s or other forces to the end that any delay, duplication, or hindrance to their work shall be avoided. i. Emergency repairs shall be made whenever required and are not subject to the aforementioned time restrictions but are subject to Traffic Control measures. 11. Standards – Applicable standards in the performance of any work attended in the contract includes, but not limited to: a. National Electric Code (NEC) b. Manual of Uniform Traffic Control Devices (MUTCD), c. Manual of Uniform Traffic Control Devices 2003 Supplement (MUTCD) d. Texas Department of Transportation (TXDOT) Standard Specifications for Construction and Mtnce of Highways, Streets, and Bridges, November 2014 version or later. 12. Maintenance of Streetlights. Contractor agrees to the following Maintenance for streetlights to be paid as identified in 6640 Exhibit 1 Pricing Sheet. a. Night Patrols- Contractor shall provide monthly night patrols whereby every identified TXDOT streetlight shall be checked once each month. The contractor shall provide a written report to the City of the results of the night patrols. Any streetlight poles/ fixtures found to be inoperative will be placed on the normal work schedule for repairs. At DME’s request, this service may include patrolling and reporting of all streetlight poles within the City of Denton. b. Spot Re-lamping- Contractor shall commence repairs of early lamp burnouts or day burners within (3) business days (or 72 hours) of Contractor receiving notification or patrol discovery; this replacement will include lens cleaning and interior wiping of the luminaire. Replacement lamps are to be of identical wattage, lamp type, and provide comparable illumination of the area lighted by the lamp. c. Replacement of Streetlight Pole due to Knockdown or Damage and Streetlight Cut Cable Restoration- Contractor shall make all repairs to downed or damaged poles and cut cables. d. Replacement services- To be performed by Contractor encompass outages from normal deterioration. Each inoperative lamp and / or photoelectric cell shall be replaced within (3) working days or less from the date the Contractor receives notice. e. Routine Preventive Maintenance- shall include the care and servicing by the Contractor for the purpose of maintaining the lighting systems in satisfactory operating condition by providing for systemic inspection, detections and correction of incipient failures either before they occur or before they develop into major defects. Maintenance including tests, measurements, adjustments and parts replacement performed specifically to prevent faults from occurring. Routine maintenance items includes the service or replacement of internal components: lenses, gaskets, reflectors, ballasts, igniters, RFP# 6640 EXHIBIT 3 SCOPE OF WORK FOR THE MAINTENANCE AND REPAIRS OF TXDOT STREET LIGHTS 6 RFP#6640 EXHIBIT 3 sockets, and all integral parts of the light fixture that have failed through normal deterioration, with either like item or selected upgrade to ensure the roadways/ highway are properly illuminated. f. Repairs- The Contractor shall proceed (3) business days (or 72 hours) to the location for the light system which has been reported inoperative and shall service, repair, replace parts, or place in temporary operating condition, or otherwise activate damaged or inoperative equipment when notified either orally or in writing by the DME, City of Denton Police Department, or other recognized City Authority. g. Scheduled / As-Required Maintenance- Consists of non-routine maintenance work. Maintenance and repair requests made by the City are not critical, or the work involved is of such a nature as to require advance scheduling, shall be completed on an “as needed” basis. Examples of Scheduled/ As- Required Maintenance includes, but are not limited to major equipment repair/ replacement, replacement / repair of poles determined to be structurally unstable, permanent replacement of knockdowns, major rewiring, wire theft replacement, placing a slurry mix in the pull boxes (to prevent wire theft), and general maintenance of streetlights. h. Contractor will notify the City of any issues identified during on-site physical inspections related to street lighting system that require repair of poles, wiring, cables, or other system components. i. Supplemental Services. All other repairs not specifically listed in Scope of Maintenance Service: including, but not limited to leaning poles and pole paints, shall be billed on an hourly basis per the costs provided by the Contractor’s bid during the course of the contract, the City may also solicit quotes from other Contractors for Supplemental Work and employ their services for said work. 13. Quality of Work: Denton Municipal Electric or Authorized Designated Agent, shall have access at all times to work in progress or completed and shall be furnished with all reasonable means and facilities for ascertaining the progress of work and the quality of the materials used. a. All work performed and all materials furnished shall be subject to inspection and approval. By DME or Designated Authorized Agent. Any item not meeting the complete satisfaction shall be replaced immediately. b. Inspection of the work shall not relieve the Contractor of any obligation to fulfill the contract as prescribed. Defective work or materials shall be made good, and unsuitable material will be rejected notwithstanding the fact that such defective work and unsuitable materials have been previously inspected by the DME or Designated Authorized Agent and accepted. c. All work, which is determined by DME or Designated Authorized Agent to be defective in its construction or is deficient in any way, shall be remedied or removed by the Contractor at his expense in a manner acceptable to the City. d. DME or Designated Authorized Agent, shall decide all questions that may arise regarding the quality or acceptability of materials furnished or work performed, the manner of performance and rate of progress of the work, and the acceptable fulfillment of the contract. DME or Designated Authorized Agent decision will be final. e. City’s Right to Cure Contractor’s Defaults. If the Contractor shall default or neglect to carry out any of his obligations under this contract and fail within fifteen (15) days after receipt of written notice from the City to the contractor to commence and continue correction of such default or neglect to remedy Contractor’s deficiencies with diligence and promptness, the City may, without prejudice to any other remedy or right it may have, make good such deficiencies. In such case, the cost of correcting such deficiencies shall be paid by the Contractor to the City within fifteen (15) days of receipt of an invoice. f. The Contractor shall promptly report to DME/ Designated Authorized Agent any observations of any unauthorized work being done by others upon the City’s equipment being maintained by the RFP# 6640 EXHIBIT 3 SCOPE OF WORK FOR THE MAINTENANCE AND REPAIRS OF TXDOT STREET LIGHTS 7 RFP#6640 EXHIBIT 3 Contractor. g. The Contractor shall also report observations or any work in progress which may endanger or damage the equipment of the lighting system. 14. Waste Disposal: The contractor is responsible for the proper disposal of all waste materials generated in the performance of this contract. a. All hazardous material will be disposed of in accordance with the applicable laws and regulations. b. Appropriate records of disposals, shall be maintained and available for inspection by the City within two (2) business days. 15. Billing: a. Contractor shall be compensated for labor and mobile equipment for any regular maintenance or services in accordance with the rates set forth in the proposal. b. Overtime rates shall be charged, once the crew has work in excess of 40 hours in a consecutive week. City of Denton Work Weeks are Saturday 12:00 a.m. thru Friday Night 11:59 p.m. Overtime shall be charged for only the actual time spent at the work site in fifteen (15) minute increments and any minimum call-out. c. The Contractor shall submit time sheets at the request of DME/ Designated Authorized Agent to confirm any personnel and mobile equipment charges whether for regular time or overtime. d. The Contractor’s rates set forth in the proposal shall be complete and final. e. No other charges shall be permitted other than those sited in the Contract proposal. f. Monthly Reports- Contractor shall provide monthly reports to verify response times of maintenance crews to light out calls and shall be attached with monthly invoice. g. Invoicing- 1) Maintain and submit with invoices with the monthly log of night checks including but not limited to date of visit and location of outage or other problem. 2) The contractor shall maintain and submit with invoice a monthly log of each call received, the call information, date of call, the outage or problem reported, and the location of the outage/problem. 16. Bid Pricing will be bid on an hourly basis and separated into three main sections identified in below. Pricing is to be presented in the format shown in Pricing Sheet, Exhibit 6640-1 (This is to be submitted as an excel sheet with your submission). a. Section A is the maintenance and repair of street light poles covered in this contract per crew and hourly rates b. Section B is the Equipment proposal pricing c. Section C is for Minimum Requirements in list format from the RFP Main Document (6640-0 #3, pg 3-4)