1. RFB 25-26-03 Attachment A - Scope of Services post.pdf

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RFB 25-26-03

ATTACHMENT A – SCOPE OF SERVICES

HEAT RECOVERY STEAM GENERATORS (HRSGs) CLEANING SERVICES

TABLE OF CONTENTS

SECTION 1. GENERAL

SECTION 2. SERVICES TO BE PERFORMED

SECTION 3. SPECIFIC REQUIREMENTS

SECTION 4. REPORTS

SECTION 5. COMPLETION OF SERVICES

SECTION 6. HOURS AND DAYS OF SERVICE

SECTION 7. SCHEDULING AND PLANNING

SECTION 8. WORK AUTHORIZATION PROCESS

SECTION 9. WORKMANSHIP

SECTION 10. PERMITS AND LICENSES

SECTION 11. WARRANTY

SECTION 12. CITY FURNISHED MATERIALS

SECTION 13. WORK AREA

SECTION 14. CONTRACTOR’S EQUIPMENT, TOOLS, AND MATERIALS

SECTION 15. DISPOSAL OF WASTE AND SCRAPS

SECTION 16. SAFETY

SECTION 17. INJURY/PROPERTY DAMAGE

SECTION 18. CONTRACTOR PERSONNEL

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SECTION 1. GENERAL

1.1 The purpose of this Scope of Services is to define the requirements and deliverables for the cleaning of the Heat Recovery Steam Generators (HRSGs)

Cleaning “Services” to restore optimal thermal efficiency, reduce backpressure, and extend equipment life.

1.2 Contractor shall provide all necessary supervision, labor, and services, plus all tools, equipment, materials, and supplies required for HRSGs Cleaning

“Services” to remove deposits from the outer surface of two horizontal gas flow

ATS Express HRSGs and other heat transfer equipment in support of Silicon

Valley Power (SVP), the City’s Electric Utility, and other City departments, on an as needed basis.

1.3 Contractor shall perform the Services in accordance with generally accepted industry best practices and the original equipment manufacturer (OEM) specifications. Any deviations must be approved in writing by City.

1.4 Contractor will primarily perform Services in City of Santa Clara limits.

1.5 To the extent not inconsistent with this Agreement, the City’s RFB 25-26-03

(including subsequent updates) and Contractor’s proposal response dated

[Date], are hereby incorporated by reference herein and shall supplement this

Scope of Services and be subject to the terms and conditions of the Agreement.

In the event of a conflict between the Agreement (including its Exhibits and the

RFB 25-26-03 or Contractor’s proposal, the Agreement and its Exhibits shall govern.

SECTION 2. SERVICES TO BE PERFORMED

2.1 Contractor will provide the following Services to the City on an as-needed basis pursuant to the Work Authorization Process described in Section 8 and as further described pursuant to individual Work Authorizations or Purchase Orders

2.2 Place of Performance:

Silicon Valley Power, Donald Van Raesfeld (DVR)

850 Duane Ave Santa Clara, CA 95054

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2.3 Deliverables

2.3.1 Cleaning Plan and Safety Procedures

2.3.2 Pre- and Post-Cleaning Inspection Reports

2.3.3 Final Cleaning Report with Documentation

SECTION 3. SPECIFIC REQUIREMENTS

3.1 Pre-Cleaning Activities

3.1.1 Conduct a site visit and pre-cleaning inspection of the HRSGs.

3.1.2 Review historical performance data and fouling trends.

3.1.3 Identify access points, safety hazards, and logistical constrains.

3.1.4 Submit a cleaning plan including method, schedule, and safety protocols.

3.2 Cleaning Methodology

3.2.1 Contractor shall perform cleaning used the high-pressure Water Jetting method, as approved by the City.

3.2.1.1 Cleaning method must be non=destructive to the HRSG

components.

3.2.1.2 Minimize downtime and environment impact.

3.2.1.3 Comply with OEM recommendations and industry best practices.

3.3 Execution of Cleaning

3.3.1 Contractor shall be responsible for providing and mobilizing the following, as required for the Services:

3.3.1.1 All necessary labor, supervision, tools, equipment, and materials required to perform the Services in accordance with the terms of this Agreement;

3.3.1.2 Transportation and logistics related to the movement of personnel, equipment, and materials to and from the work site(s);

3.3.1.3 All applicable permits, licenses, certifications, and approvals required by local, state, or federal authorities to lawfully perform the Services;

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3.3.1.4 Compliance with all health, safety, and environmental regulations and the implementation of appropriate safety procedures and protective measures at all times during the execution of the Services;

3.3.1.5 Any documentation, reports, or deliverables specified in the scope of services or otherwise required by the City for project monitoring, completion, or compliance purposes;

3.3.1.6 Any documentation, reports, or deliverables specified in the scope of services or otherwise required by the City for project monitoring, completion, or compliance purposes;

3.3.1.7 Contractor shall perform thorough cleaning of all internal components of the HRSGs, including but not limited to the catalysts. Cleaning shall be accomplished via multiple pressure waves, providing a minimum of 100 individual pressure waves per module from each side or face, or as deemed prudent based on the module size. The cleaning process shall ensure the effective removal of dust, debris, fouling, and any other foreign materials that may impair HRSG performance. All services shall be performed in accordance with OEM specifications, industry best practices, and in a manner that prevents damage to any internal components.

3.3.1.8 Contractor shall ensure that noise levels generated during the performance of services do not exceed 90 decibels (dB) when measured at a distance of 50 feet from the HRSGs. Contractor shall take all necessary measures, including the use of noise-reducing equipment or sound barriers, to maintain compliance with this requirement and to minimize disruption to site personnel and surrounding areas.

3.3.1.9 The cleaning method employed by the Contractor must be capable of providing 360-degree cleaning coverage of the finned tube modules within the HRSGs. The method shall ensure that all surfaces of each tube, including areas between closely spaced fins, are effectively cleaned to restore optimal thermal performance. Cleaning shall be performed without causing damage to the fins or tube surfaces and in accordance with OEM recommendations and industry best practices.

3.3.1.10 Contractor shall ensure that no deformation, bending, or displacement of high-pressure tubes is permitted during any activity undertaken to reach or access deep into a tube bundle.

All access methods and tools used must preserve the structural integrity and alignment of the high-pressure tubing. Any damage

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3.3.1.11 All debris cleaned from the tube surfaces shall be removed from the HRSG and placed in drums for later profiling as hazardous waste. Vanadium may be present in the debris.

3.3.1.12 Deposits to be removed may include dirt, iron oxides, and other residues.

3.3.1.13 All work must be completed during the scheduled annual Spring and/or Fall outages.

3.3.1.14 Contractor shall provide all parts, materials, tools, equipment, and consumables necessary to complete all tasks.

3.3.1.15 As requested by the City, expedited procurement and

transportation of materials, parts, and equipment.

3.3.1.16 Supervision and administrative support

3.3.1.17 Program and project management services

3.3.1.18 Scheduling and logistical planning

3.3.2 On-site miscellaneous services (portable restroom facilities, rental equipment such as light standards, generators, fueling services, etc.

3.4 Post-Cleaning Activities

3.4.1 Contract shall conduct post-cleaning inspection with client representatives.

3.4.2 Provide a detailed cleaning report including:

3.4.2.1 Before and after photos

3.4.2.2 Descriptions of fouling and cleaning effectiveness

3.4.2.3 Recommendations for future maintenance

3.4.3 Demobilize equipment and restore the site to original condition.

3.5 Schedule

3.5.1 Schedule of Milestones

The following schedule outlines the deliverables and/or milestones:

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3.5.2 Annual Spring and Fall Outage Periods TBD

3.5.3 HRSG Cleaning Start Date TBD

3.5.4 HRSG Cleaning Finish Date TBD

3.5.5 HRSG Inspection and Close Out TBD

SECTION 4. REPORTS

4.1 Service Reports

4.1.1 Within seven (7) days after final acceptance by the City of Services associated with each Work Authorization (as defined in Section 8), Contractor shall provide a report to the City, which shall include the following information:

4.1.1.1 Type of service such as preventative maintenance, inspection, repair, testing

4.1.1.2 Summary of existing conditions

4.1.1.3 Description of noted issues/deficiencies (including photos) and recommended corrective action

4.1.1.4 Description of service/repairs performed

4.1.1.5 Summary list of spare parts and materials inventory including serial number of all parts removed and installed

4.1.1.6 Other information that may be requested by the City.

4.2 Status Reports

4.2.1 Contractor shall provide regular cost, schedule, and status updates on Services performed throughout the Term.

4.2.2 Depending on the nature and scope of the Services, Contractor may be required to provide status updates daily, weekly, or monthly at the direction of City.

4.3 Contractor shall provide all reports in electronic format and hard copy if requested by the City.

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SECTION 5. COMPLETION OF SERVICES

All Services shall be completed in a timely, efficient manner so as to ensure the site, equipment, and/or system is operational as soon as possible and as provided in the applicable Work Authorization or Purchase Order as defined in Section 8.

SECTION 6. HOURS AND DAYS OF SERVICE

Contractor will generally perform the required Services during regular business hours, Monday through Friday. City will, at its discretion, allow access during non-business hours when required.

SECTION 7. SCHEDULING AND PLANNING

7.1 Contractor will coordinate with City to schedule outages associated with performance of Services. When requested by City, Contractor shall be able to plan, staff and execute scheduled maintenance and inspections with thirty (30) days advance notice.

7.2 Contractor may be required to work shifts longer than twelve (12) hours per day or alternative shifts including night shifts. Work hours may be limited by City noise restrictions.

SECTION 8. WORK AUTHORIZATION PROCESS

All Services under this Agreement must be approved by the City prior to commencement of work, and must be authorized through a valid Purchase Order issued by the City.

Contractor shall not perform any Services without such authorization. No Purchase Order or cumulative Purchase Order shall exceed the maximum compensation of the Agreement. All issued Purchase Order shall be incorporated the Agreement. This section may be amended in writing by the City.

SECTION 9. WORKMANSHIP

9.1 Contractor shall perform all Services in a professional and environmentally responsible manner that meets or exceeds industry and professional standards of performance. All Services shall be performed by a Contractor employee skilled in the particular task to which they are assigned.

9.2 All parts and/or components replaced or newly installed in the system shall be factory new and free of defects in title, materials and workmanship at the time of their delivery and installation. However, if approved by the City in writing including as part of a Work Authorization or Purchase Order, Contractor may use rebuilt

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9.3 Poor or inferior workmanship, as determined at the sole discretion of the City, shall be removed and replaced to conform to the quality standards of the industry, or otherwise corrected to the City’s satisfaction, at Contractor’s sole expense.

9.4 City reserves the right to inspect any Services performed by Contractor and its subcontractors. If, upon inspection, the City determines that there is any unsatisfactory or defective Services, the Contractor must correct the Services at no additional cost to the City.

SECTION 10. PERMITS AND LICENSES

10.1 Contractor shall obtain, maintain, and pay for all licenses, permits, and certificates required by any statute, ordinance, rule, or regulation in order to perform the Services.

10.2 Contractor is responsible for working with the City of Santa Clara’s Fire

Department to obtain permits including those related to the proper storage and handling of explosives.

10.3 Change Orders/Amendments to the Agreement will not be granted to extend the period of performance to obtain permits.

SECTION 11. WARRANTY

11.1 Services. For each Work Authorization and Purchase Order, all Services shall carry a warranty of a minimum of twelve (12) months from the date of completion of Services set forth in each Work Authorization or Purchase Order. Contractor shall perform all warranty-related work at no additional cost to the City.

11.2 Parts. All parts provided by Contractor shall include a warranty of no less than the greater of either twelve (12) months or the OEM warranty period. In the event the OEM warranty is less than twelve (12) months, Contractor shall extend the

OEM warranty to a minimum of twelve (12) months. All parts fabricated by

Contractor shall include a warranty of twelve (12) months. Contractor shall provide the City with a copy of any manufacturer’s warranty or extended manufacturer’s warranty.

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11.3 Contractor shall be responsible for performing all warranty work within a reasonable time. In emergencies where damage may result from delay or where the loss of service may result, the City may choose to perform the work covered in the warranty. The cost associated with the City completing the warranty work shall be charged to Contractor.

SECTION 12. CITY FURNISHED MATERIALS

Contractor shall credit the City for any City-furnished materials that are used, lost, stolen, damaged or rendered unusable by actions of Contractor.

SECTION 13. WORK AREA

13.1 Contractor shall ensure that work area, where Services or other related work are being performed, is free from all surplus materials, waste materials, debris, spills, dirt and rubbish caused by Contractor’s performance of Services. Upon completion of the scheduled Services or at the end of each day, whichever comes first, Contractor shall ensure the work area is in a clean safe condition.

The City shall be the sole judge as to the adequacy of the cleanup.

13.2 Contractor shall follow all directions of City with regard to clean-up both during the course of, and upon completion of Services. If Contractor fails to clean up the work area within forty-eight hours (48) after demand by the City, City may charge

Contractor for any costs of clean-up or other services required to adequately protect the City's electrical or other facilities or to restore work area to a safe condition. City may invoice Contractor or deduct costs from Contractor’s invoice at City’s sole discretion.

13.3 Contractor must provide work and traffic signage as required to warn pedestrians and vehicular traffic of work in progress. Contractor may be required to direct pedestrians and traffic around the work area. Contractor shall also be responsible for providing all equipment and personnel necessary to properly perform the traffic control measures, including but not limited to, flaggers, cones, reflectors, electronic signs, barricades, caution tape, temporary paving, or steel plates.

13.4 Contractor shall make all reasonable efforts to minimize obstructions and inconvenience to City’s operations and others who may be impacted by

Contractor’s Services.

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SECTION 14. CONTRACTOR’S EQUIPMENT, TOOLS, AND MATERIALS

14.1 Contractor shall provide all equipment, tools (including any specialty tooling), and materials required for the performance of the Services. City will not loan tools or equipment to Contractor. Neither Contractor nor its workers shall attempt to borrow tools or other materials from City personnel.

14.2 Contractor shall maintain tools and equipment in proper operating condition and used only for the purpose for which they were designed. City reserves the right to suspend Services if improper tools or equipment are being used or operated.

14.3 Contractor shall safely store and secure tools, equipment, and vehicles under lock and key when not in use. Contractor will not leave keys in any vehicles or equipment when not in use. Contractor shall promptly report to the City any loss or damage to tools, equipment, or vehicles.

14.4 City will not be responsible for the loss of tools, equipment, or materials.

SECTION 15. DISPOSAL OF WASTE AND SCRAPS

15.1 All wastes generated or encountered in the performance of Services must be managed in accordance with all applicable local, State, and federal regulations and laws. Contractor is solely responsible for handling the material safely and placing the material in storage bids provided by the City.

15.2 City will be responsible for the disposal of any hazardous materials.

SECTION 16. SAFETY

16.1 Safety must always be the top priority. Contractor shall take all necessary precautions for the safety of all persons at the work site. Contractor must erect and properly maintain at all times, as required by the conditions and progress of the Services, all necessary safeguards for the protection of all persons and the public including posting danger signs and warnings against known or unusual hazards.

16.2 Contractor shall perform Services according to accepted industry standards and work/safety practices, including but not limited to the National Fire Protection

Association (NFPA) Codes NFPA 70, 70B, and 70E, National Electrical

Manufacturer’s Association (NEMA), NETA, and IEEE standards.

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16.3 Contractor shall maintain an effective Injury and Illness Prevention Program

(IIPP) in writing pursuant to Section 3203, Title 8 of the California Code of

Regulations (CCR). The written plan shall include specific instructions with regard to hazards unique to the employee's job assignment. Contractor will submit a copy of Contractor’s IIPP at the City’s request and Contractor shall make Contractor’s IIPP available on-site.

16.4 Contractor shall schedule safety inspections as necessary and as may be requested by the City to identify and correct unsafe conditions and practices. The

City reserves the right to accompany Contractor during these inspections.

16.5 Contractor must comply with all site-specific safety requirements and procedures including but not limited to Lockout/Tagout (LOTO), Energy Isolation, Confined

Space, Fall Protection, Chemical Safety, Hazardous Waste, and Personnel

Protective Equipment (PPE). Contractor must comply with SVP’s clearance program for equipment safety requirements. City will provide the clearance program to the Contractor.

16.6 Contractor’s employees (including any subcontractors) must use appropriate

Personal Protective Equipment (PPE) and Fire Resistant (FR) clothing, as required. Any required PPE and FR clothing shall be provided at the expense of Contractor.

16.7 When requested by the City, Contractor shall provide an on-site Safety

Manager/Supervisor to ensure compliance with all applicable safety rules and regulations. The onsite Safety Manager will perform daily audits and submit daily reports to the City that identify discrepancies or non-compliance and provide direction in regard to safety rules and regulations to Contractor Project

Manager/On-Site Supervisor (as defined in Section 18) and Contractor employees.

SECTION 17. INJURY/PROPERTY DAMAGE

17.1 Contractor shall notify the City immediately in the event of an injury or property damage that occurs during the performance of Services. Contractor shall investigate the reported injury or damage upon request from City and provide

City with regular updates including all accident reports until the investigation is resolved. City reserves the right to perform its own investigation. Should City choose to conduct its own investigation, Contractor shall assist as required.

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SECTION 18. CONTRACTOR PERSONNEL

18.1 Project Manager/On-Site Supervisor

Contractor must designate one (1) Project Manager or On-Site Supervisor to communicate with the City during the performance of Services. The Project Manager/On-Site Supervisor is the designated point of contact for the City to communicate tasks and receive feedback. The Project Manager/On-Site Supervisor must be capable of communicating effectively with City staff.

18.2 Staffing

18.2.1 Contractor shall be responsible for its employees' professional and technical competence and will select appropriate individuals who are qualified, certified, and/or licensed to perform the assigned task.

18.2.2 Contractor shall ensure its employees, and any subcontractors supply proper identification when requested by the City.

18.2.3 Contractor shall inform City immediately of any change in key personnel assigned to this agreement. Contractor shall submit the resumes and other qualifications of the proposed replacement employee(s) to City for review and approval.

18.2.4 City may reasonably request reassignment of key staff, including the Project Manager. In the event of a request, Contractor shall submit the resumes and other qualifications of proposed replacement employee(s) to City for review and approval.

18.3 Employee Training

18.3.1 At Contractor’s sole cost and expense, Contractor shall provide recurring, periodic (no less than annual) training to its employees (including subcontractors) appropriate to the duties and responsibilities of each employee.

18.3.2 It is essential that all employees be thoroughly trained and familiar with the equipment and procedures to be followed.

18.3.3 Contractor’s training program shall follow Contractor’s standard policies and procedures and shall be in compliance with all applicable federal, state, and local laws, including but not limited to safety and injury prevention training requirements contained in the OSHA standards.

18.3.4 Contractor shall be familiar with SVP’s operating standards. All employees are required to watch SVP’s safety video once per calendar year or prior to the commencement of the Services.

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18.3.5 At the City’s request, Contractor shall submit copies of training records for its employees.

18.4 Standards of Conduct

18.4.1 Contractor is solely responsible for its employees while on or about the work site. This includes but is not limited to, maintaining discipline, ensuring standards of conduct are adhered to, and enforcing safety policies, procedures, and orders. Contractor shall ensure that while on or about the work site, its employees do not:

18.4.1.1 Display a discourteous, abrupt, abrasive, or belligerent attitude.

18.4.1.2 Use any prescribed or over-the-counter medications which can potentially impair the employee's ability to perform the Services safely.

18.4.1.3 Present or identify themselves as employees of the City of Santa Clara.

18.4.1.4 Possess or use any firearms, narcotics, drugs, intoxicants, or other restricted materials while on City premises or performing Services.

18.4.2 If a Contractor employee fails to meet these standards of conduct, Contractor shall immediately remove the employee and provide a replacement. Contractor shall determine appropriate disciplinary actions in accordance with its own policy, a copy of which may be requested by the City at any time.

18.4.3 In the event that a complaint is made against a Contractor employee, Contractor shall notify the City immediately and provide a written explanation detailing how the situation was resolved.