1_Spec AEM 15-003_RFP 44-24 03.13.2024~1.pdf

SPECIFICATION AEM 15-003

RFP 44-24, MBTA Fuel & Fluid Dispenser Systems Maintenance and Repair

INTRODUCTION

This Specification describes the minimum requirements and MBTA’s expectations for performing inspections, monthly preventative maintenance (“PM”), calibration, tests, repairs and replacements to the MBTA owned; Fuel, MBTA Garage Fuel Dispensing Systems, Fluids, Vapor Recovery and Cathodic Protection Systems without describing each individual task in all-inclusive detail. The Contractor shall provide all labor, materials, services, tools, and equipment required for “turn-key” completion of services outlined in this scope of work. Items not specifically mentioned, but necessary to inspect, maintain, calibrate, repair (minor), test, etc. a system so that it is fully operational and in compliance with Specification requirements, shall be provided by the Contractor. These items shall be considered incidental and within the scope of this Specification.

All services in this scope of work shall be completed on-site at the MBTA. The days and times for preventative maintenance, calibration, tests, repairs and replacements shall be mutually agreed to by the Contractor and MBTA.

Monthly Preventative Maintenance Services shall require the successful Contractor to visit each of the eight (8) MBTA Garages every four (4) weeks to perform the work specified for fuel dispensing systems. Inspections and tests shall be performed by the Contractor at the required intervals. A list of monthly PM services to be performed is found in Sec 1.1.3.

Repairs to fuel and fluid dispensing systems shall be made as needed, twenty-four (24) hours a day, seven (7) days a week, including holidays, basis.

The Base Contract is 3 years with 2, 1-year options to extend at MBTA’s discretion.

SECTION 1.0

SCOPE

1.1 This scope of work shall include, but not be limited to, the following:

1.1.1 All inspections, calibrations, repairs, tests, maintenance and replacement of MBTA Fuel and Fluid Dispensing Components & Systems shall be made in strict accordance with the requirements of the original equipment manufacturer (OEM) and Federal and State Regulations. The Contractor shall be responsible for being familiar with these requirements including the configuration of the MBTA Fuel and Fluid Dispensing Systems.

1.1.2 The Contractor shall ensure that all aspects affecting the cost of the preventative maintenance, calibration, test and repairs are evaluated. There shall be no additional cost to the MBTA when evaluating and preparing price estimates.

1.1.3 The Contractor shall be responsible for performing all tasks involved with completing monthly and otherwise, inspections, preventative maintenance, tests, calibration and minor repairs. Monthly PM services include:

• Inspections, preventative maintenance, tests, calibration, minor repairs and other services listed below

• Set up and break down warning devices for vehicles and personnel

• Lock out and tag out components

• Check tanks for water

• Check spill containment for fuel, water and debris. If required, empty and properly dispose of fluids and/or debris.

• Inspect and test vapor recovery systems

• Inspect and test cathodic protection systems

• Complete & submit PM reports, findings, and recommendations

Perform the following for fuel, fluid, vapor recovery and cathodic protection systems:

• Troubleshoot/diagnose

• Clean items as required

• Follow up on delivery of parts as required

• Test component and system operation

Examine fuel dispensers for, but not limited to, the following:

• Belt wear, adjustment and/or replacement as needed

• Leaks

• Registration and printing of gallons

• Hose retractor operation

• Condition of hose, nozzle, breakaway and swivel

• Filter replacement in accordance with OEM schedule

• Vapor recovery system operation

• Gallons per minute flow rate

• Calibration

Perform the following for all activities:

• Provide status reports as required

• Generate, maintain on file and provide detailed reports on all work performed including inspections

• Telephone the MBTA regarding inspections, tests, repairs and maintenance as required

• Attend meetings at MBTA as required

1.2 Inspection, Test, Preventative Maintenance, Calibration, Repair & Reporting

1.2.1 It is critical that the Contractor have the materials and manpower to complete inspections, tests, preventative maintenance, calibrations, and repairs in a timely fashion. The Contractor shall provide a written statement of compliance with this requirement and the others that appear in this Section with their Bid.

1.2.2 The length of time that a system is out of service must be kept to a minimum. If parts are required, obtaining these shall be diligently pursued by the Contractor.

1.2.3 Within 3 days of award, the contracted Vendor shall provide the name (s), phone number

(s), email addresses to be used by MBTA personnel that are to be used to obtain service for normal business hours and outside normal business hours. Lack of response could be considered grounds for canceling the Contract. The Contractor shall comply with following response time limits:

Normal Business Hours (Monday – Friday, 9:00 AM – 5:00 PM)

For emergencies, the Contractor shall provide a telephone response to the initial call from the MBTA within one (1) hour and on-site service response within four (4) hours.

For regular service, the Contractor shall provide a telephone response to the initial call from the MBTA within four (4) hours and on-site service response within twenty-four (24) hours.

Outside Normal Business Hours

For emergencies, the Contractor shall provide a telephone response to the initial call from the MBTA within two (2) hours and on-site service response within four (4) hours.

1.2.4 Upon completion of inspection, preventative maintenance, calibration and/or repairs, all the devices and equipment shall be tested and be returned to proper working order by the

Contractor. The Contractor shall obtain the signature of the MBTA Garage Foreperson on a written report prepared by the Contractor. The report shall have a detailed description of the inspection, test, preventative maintenance, calibration and repairs and a statement that the system is functioning properly. A copy of this report shall be given to the Foreperson at the time the system is returned to operation. Copies of these reports shall be attached to the invoices. In addition, the Contractor shall maintain copies of these reports on file. All records shall be delivered to the MBTA at the end of the Contract.

1.2.5 The Contractor shall respond to notifications (telephone or email requests) for repairs and/or obtain authorization from the MBTA as follows:

1.2.5.1 For emergencies, the Contractor shall respond in compliance with Section 1.2.3.

An emergency is defined as any problem that affects the safety of personnel or equipment, such as a leak. An emergency also includes problems that prevent operation of the entire system. The Contractor shall take action to eliminate potential safety issue(s) and an out of operation fuel system. Any additional work that would require the Contractor to work outside their normal business hours or beyond the minimum call out length (if applicable) shall require that the Contractor obtain authorization from the MBTA. The procedure to obtain this shall require the Contractor to telephone MBTA Central Control and wait for a response from designated MBTA personnel.

1.2.5.2 For non-emergencies, the Contractor shall respond in compliance with Section

1.2.3. The Contractor shall not begin any repair without having sufficient time remaining during their normal business hours to complete the repair unless the entire fuel system is out of service prior to beginning repairs.

1.2.6 Additional requirements for inspection, test, preventative maintenance, calibration and/or repair are found in Sections 8, 9, 10, 11, 12 and 13.

1.2.7 The requirements of Section 1.2, 8, 9, 10, 11, 12 and 13 shall apply to those repairs that are covered by warranty.

1.3 Use of Subcontractors:

1.3.1 Subcontractors: The successful Bidder shall assume responsibility for all work performed, whether provided by the Bidder or by a subcontractor. The successful Bidder shall be responsible for ensuring subcontractor compliance to the Specification Requirements for work performed.

SECTION 3.0

REGULATORY REQUIREMENTS

3.1 The Contractor shall be familiar with Federal, State and local ordinances, rules and regulations that may affect the cost, progress or performance of the inspections, tests, preventative maintenance, calibrations and/or repairs of non-retail Fuel Dispensing Systems and Fluid Dispensing Systems, Stage I Vapor Recovery Systems and Cathodic Protection Systems.

3.2 The Contractor shall comply with the applicable sections of the following:

a. ANSI Z244.1, Safety Requirements for the Lock Out/Tag Out of Energy Sources

b. Local regulations

c. Commonwealth of Massachusetts Regulations

d. U. S. Environmental Protection Agency Regulations

3.3 The Contractor shall perform work (inspection, preventative maintenance, test, calibration, and repair) using personnel, procedures and schedules that comply with the applicable regulations.

3.4 The Contractor shall complete and deliver records of inspection, preventative maintenance, test, calibration and repair that can be used to comply with the applicable regulations.

3.5 Any regulatory deficiency shall be corrected by the Contractor at their expense.

SECTION 4.0

WARRANTY AND GUARANTEES

4.1 The Contractor shall provide a warranty for all repairs and components installed, both new and rebuilt. The warranty shall begin on the date that the repair is completed and/or component is installed and operated.

4.2 Repairs and components shall be warranted and guaranteed from defects and related defects.

4.3 The warranty shall cover materials, labor and shipping costs for returning from and delivering materials to the MBTA.

4.4 The Contractor shall respond to requests for and complete warranty repairs in compliance with the requirements of Section 1.2. It is critical that the amount of time that a fuel or fluid dispensing, vapor recovery or cathodic protection system is out of service be kept to a minimum.

4.5 Warranty after Repair/Replacement: If any component, unit, or subsystem is repaired or replaced by the Contractor, the component, unit or subsystem shall have the un-expired warranty period of the original.

4.6 Units and Parts Not Specified: All units or parts not otherwise specified shall be the original equipment manufacturer’s units or parts. The successful Bidder shall assume all responsibilities for these specialties and parts, whether made by the original equipment manufacturer or purchased from another source.

4.7 Written Terms of Warranty: The Bidder shall submit a written statement as to the terms of their warranty as part of their proposal and the extent of their compliance with the above requirements shall be evaluated by the MBTA for responsiveness.

4.8 The warranty shall not apply to any repair or component of the fuel, fluid, vapor recovery or cathodic protection system that has been subject to misuse, negligence, accident, or that has been repaired or altered in any way so as to adversely affect its performance or reliability.

SECTION 5.0

SITES AND EQUIPMENT FAMILIARIZATION

5.1 Before servicing or repairing MBTA Fuel and Fluid Dispensing Systems, the successful

Contractor shall be solely responsible for obtaining and understanding all information they need to comply with Specification requirements and Federal, State and local regulations.

This information shall include, but not be limited to, the following:

• The configuration(s) and components of MBTA Fuel and Fluid Dispensing, Vapor

Recovery and Cathodic Protection Systems

• System component OEM requirements for inspection, test, calibration, maintenance, repair and repair personnel training/certification

• Ingress and egress routes

• Conveyances to the environment

• MBTA Spill Prevention, Control and Countermeasure (SPCC)/Contingency Plans

• usages of the areas adjacent to the locations of the MBTA Fuel and Fluid Dispensing, Vapor Recovery and Cathodic Protection Systems. The MBTA shall be utilizing the repair facility at the same time the Contractor is performing work. Therefore, the Contractor shall minimize the impact that their activities have on the MBTA.

• Conditions that may in any manner effect cost, progress or performance of inspections, tests, preventative maintenance and/or repairs

• Service and repair reports for the previous twelve months

• Days and hours when Systems are available to be inspected, tested, maintained, and repaired

If required, the Contractor shall arrange for site inspections by telephoning the

Superintendent of Engineering at 617-222-5132.

5.2 An inventory of MBTA fuel storage tanks appears in Attachment One. If requested, the Contractor shall arrange for inspections of these tanks. This would occur at the request of the Superintendent of Engineering, or their delegate.

5.3 Replacement and/or upgrade of the tanks themselves, tank monitoring equipment, computers and software as on-going. Therefore, the Contractor shall be responsible for becoming familiar with the upgraded/new items and their service requirements. Also, if required, the Contractor shall make minor modifications to checklists, service work and/or periodic work.

5.4 All service and repair work on the MBTA Fuel Dispensing Systems performed requires awarded Contractor to document work being performed. The successful Bidder shall review the reports on this work to become familiar with the systems, schedule service and periodic work at the appropriate times and ensure regulatory compliance. The Contractor shall arrange for a review of these reports by telephoning the Superintendent of Engineering at 617-222- 5132.

5.5 The MBTA shall not be required to relocate, modify and/or alter the configuration and/or operation of Fuel and Fluid Dispensing Systems, surrounding equipment or infrastructure to accommodate the proposed inspection, preventative maintenance, calibration, tests, repairs or replacements.

5.6 The amount of fluid that goes through each dispenser varies at each location and during the time of year. The Contractor shall be responsible for familiarizing themselves with the variation in amounts. The Contractor shall adjust the maintenance schedule of each dispenser based on the amount of fluid put through it.

5.7 The estimated amounts of gasoline pumped from all dispensers at the listed location over the period of one year are estimated, as follows:

Regular Gasoline:

Location Estimated Annual Usage in Gallons

Arlington Avenue Truck Garage 178,000 Cabot Bus Garage 273,000 Quincy Garage 27,000

TOTAL ESTIMATED

ANNUAL USAGE 478,000

Premium Gasoline:

Cabot Automotive Garage 2,500

TOTAL ESTIMATE

ANNUAL USAGE 2,500

5.8 The estimated amounts of ultra-low sulfur diesel pumped, from all dispensers at the listed location, for one year are as follows:

Fellsway Garage 420,000 of #2 Arlington Avenue Truck Garage 16,000 of #1 and 110,000 of #2 Lynn Garage 950,000 of #2 Quincy Garage 830,000 of #2 Albany Street Garage 730,000 of #2 Charlestown Bus Garage 2,420,000 of #2 Southampton Street Garage 480,000 of #2

(Silver Line Maintenance Facility) Cabot Bus Garage 160,000 of #2

TOTAL ESTIMATED ANNUAL USAGE: 6,100,000 of #2, 16,000 of #1

5.9 The amounts in 5.7 and 5.8 are estimates. The actual amounts that are pumped will vary.

5.10 If, during a Contract, a system is taken out of service due to upgrade and/or replacement, the Contractor shall not charge the monthly service fee that was shown in their Bid for this location. However, if a temporary system has been installed, the Contractor shall familiarize themselves with this and shall change the fee to reflect the service now required.

The Contractor shall FAX (617 – 222 - 4837) checklists, a description of the monthly service and the proposed fee to the Superintendent of Engineering, or their designee, for review before submitting the first monthly bill showing the new fee.

5.11 If, during a Contract, upgrade and/or replacement of a system is completed, the Contractor shall familiarize themselves with the upgraded or new permanent system and shall change the fee if any to reflect the monthly service required. The Contractor shall FAX (617 – 222

- 4837) checklists, a description of the monthly service and the proposed fee to the Superintendent of Engineering, or their designee, for review before submitting the first monthly bill showing the new fee.

5.12 There shall be no additional cost to the MBTA for Contractor performance compliance with the requirements of this Section.

SECTION 6.0

BIDDER REQUIREMENTS

6.1 The Bidders shall submit evidence with their bid that they are fully competent and have the necessary facilities, equipment, licensing, and financial resources to fulfill the conditions of this Specification. At the request of the MBTA, Bidders shall certify that such facilities are either owned, leased or under Contract. The MBTA reserves the right to determine whether or not said items are sufficiently adequate to comply with the MBTA’s requirements.

6.2 Experience: The Contractor shall have a minimum of two years’ experience in the inspection, maintenance, calibration, test and repair of fuel and fluid dispensing, vapor recovery and cathodic protection systems. Evidence of this experience shall be provided to the MBTA with bid submission. The MBTA reserves the right to reject Bids for which the Bidder is unable to furnish evidence of the experience.

6.3 All Contractor’s personnel and if applicable, subcontractor personnel, performing inspections, tests, maintenance and/or repairs to MBTA Fuel, Vapor Recovery and Fluid Dispensing, Vapor Recovery and Cathodic Protection Systems shall be appropriately licensed as applicable and successfully trained and certified in compliance with OEM requirements including applicable state and federal licensing to perform the work with bid.

6.4 The Contractor shall provide adequate supervision, oversight and training to maintain strict work discipline and perform all work in full compliance with all applicable laws and regulations, particularly those pertaining to occupational safety and health.

6.5 The Contractor shall identify, provide and prepare all applicable permits, certificates, manifests, restriction forms and any other forms required by Federal, State and local laws, regulations to inspect, test, repair and/or service MBTA Fuel and Fluid Dispensing, Vapor Recovery and Cathodic Protection Systems. The Contractor shall furnish and deliver copies of this paperwork to the MBTA upon request.

6.6 Reserved

6.7 All labor and if applicable, subcontractor, provided by the Contractor shall work in harmony with the MBTA Work Force and be in conformance with applicable union agreements.

6.8 MBTA personnel will be working in areas adjacent to Fuel and Fluid Dispensing, Vapor

Recovery and Cathodic Protection Systems that the Contractor will be repairing.

Therefore, Contractor personnel shall be responsible for conducting repairs using procedures and protective equipment that ensure the safety of Contractor and MBTA personnel. Also, procedures used by Contractor personnel shall minimize any disruption to the work being performed in the adjacent areas.

6.9 The Contractor shall meet with the MBTA on-site at an MBTA facility to discuss MBTA Fuel and Fluid Dispensing, Vapor Recovery and Cathodic Protection Systems Repair or Maintenance issues as required.

6.10 If requested by the MBTA, the Contractor shall complete repairs outside their normal business hours.

6.11 Inspection, maintenance, calibration, tests and repairs must be carried out without any spillage or leakage into the environment. The Contractor shall be responsible for the clean-up of any releases or spillage of fuel or fluid that occurs during inspection, maintenance, calibration, test or repair. Contractor personnel shall remain at the inspection, maintenance, calibration, test or repair area throughout the process. In the event of a spill before, during or after inspection or maintenance or repair, and without regard to cause, the Contractor shall be responsible for immediate containment of the spill and immediately notifying the MBTA Foreperson at that facility. The MBTA shall be responsible for notification of the appropriate government authorities of the spill. The Contractor shall be responsible for cleanup of the spill, removal and proper disposal of any contaminated fuel, fluid and/or spent cleanup materials, remediation of the site and submission of an incident report to the MBTA. When applicable, Contractor personnel shall be responsible for securing tank caps and tank cap covers after completing inspection, maintenance, calibration, test or repair.

6.12 Contractor vehicles shall have available equipment (i.e., secondary containment, absorbent pads, absorbent booms, etc.) that is suitable and sufficient to control a potential fuel or fluid spill/release and is in accordance with the MBTA Plan for the Facility. Sizing and amounts of the equipment shall be based on the quantity of fuel or fluid contained within the components being serviced.

6.13 All Contractor personnel and if applicable, subcontractor personnel, shall be trained in spill response/notification procedures and other training as required by local, State and Federal regulations. Contractor shall provide documentation on personnel training to the MBTA prior to the start of the Contract and during the course of the Contract.

6.14 It is critical that the Contractor have the materials and resources to complete inspections, preventative maintenance, calibrations, tests and repairs in a timely fashion. Each time the Contractor comes to the MBTA, they shall bring a supply of replacement parts with them.

This supply shall be based on the type and quantity of parts that will be needed to complete repairs at the same time a problem/defective part is identified. The Contractor shall determine which parts to bring based on their experience, repair history at the MBTA and from information obtained from the MBTA.

6.15 The successful Bidder shall assume full responsibility for all work performed and ensure that all requirements of this Specification are fulfilled. The successful Bidder shall indicate in their Bid if they plan to subcontract any portion of the work required. Subcontractors shall comply with all Specification requirements including, but not limited to, insurance, employee identification and safety training. A description of work to be subcontracted if any shall also be included with their Bid.

6.16 The Contractor and, if applicable, subcontractor personnel, shall carry and maintain, throughout the term of this Contract, including any extensions thereof, all insurance specified in the RFP. A Certificate of Insurance naming MBTA as additional insured shall be provided to the MBTA.

6.17 For the successful Bidder, all personnel performing work on MBTA property shall comply with the following:

• Specification Requirements. This shall include, but not be limited to, checking in and out with the foreperson at a garage prior to beginning work and after completing work.

• MBTA Rules and Regulations. This shall include, but not be limited to, posted speed limits.

• They shall have a MBTA Contractor photo ID that is visible when they are on MBTA property.

• Contractor personnel shall wear a safety vest. The vest shall comply with

ANSI/ISEA 107-2010 Class 2.

• Security gates are installed at the entrances and exits of all garages. Contractor vehicles and personnel shall be required to review and follow security procedures to enter and exit the facilities. If required, the Contractor shall provide items needed to produce MBTA Contractor IDs for employees to the MBTA. These shall include, but not be limited to, employee pictures and information. There shall be no additional cost to the MBTA.

• ROW ID with RAC credentials on their person and appropriate PPE required and stated in the ROW training manual.

There shall be no additional cost to the MBTA for complying with section 6.1.7.

6.18 The Contractor shall provide written notification to the Superintendent of Engineering of the sale or transfer of the controlling interest in the Contractor’s and if applicable, subcontractor’s company no less than 30 days prior to the transaction taking place.

Completion of the transaction shall immediately terminate the Contract.

6.19 The Contractor shall maintain a copy of all correspondence sent to the MBTA, service and repair slips, invoices, reports, etc. on file at their office. Upon request by the MBTA, the Contractor shall furnish and deliver a copy of any record within 1 business day. There shall be no additional cost to the MBTA.

6.20 Before submitting a Bid, each prospective Contractor shall (1) examine Specification

Documents thoroughly, (2) (3) become familiar with conditions that may in any manner effect cost, progress or performance of inspections, maintenance and/or repairs, (4) be familiar with Federal, State and local laws, ordinances, rules and regulations that may affect the cost, progress or performance of the maintenance and/or repairs and (5) study and correlate information thus determined with the Specified Documents. Therefore, submission of a Bid shall indicate that the Contractor is completely and thoroughly familiar with these.

6.21 All Contractor personnel shall be trained in spill response/notification procedures and all other training as required by local, State and Federal regulations. Documentation of this training shall be furnished and delivered to the MBTA prior to the start of the Contract and during the course of the Contract.

SECTION 7.0

MBTA FUEL DISPENSING SYSTEMS

7.1 MBTA Fuel Dispensing Systems are a combination of gasoline and diesel systems. The

Contractor shall be responsible for inspecting and becoming familiar with the MBTA Fuel Dispensing Systems, ingress and egress routes and other conditions relevant to the performance of work under this Specification. There shall be no additional charges to the MBTA. To arrange for an inspection of the MBTA Fuel Dispensing Systems, the Contractor can contact the Superintendent of Engineering by telephone at 617-222-5132.

Regular Gasoline Dispensing System Locations:

Cabot Bus Garage Arlington Avenue Truck Garage 275 Dorchester Avenue 36 Arlington Avenue South Boston, MA Charlestown, MA

Quincy Garage 954 Hancock Street Quincy, MA

Premium Gasoline Dispensing System Location:

Cabot Automotive Garage 275 Dorchester Avenue South Boston, MA

Diesel Dispensing System Locations:

Cabot Bus Garage Quincy Garage 275 Dorchester Avenue 954 Hancock Street South Boston, MA Quincy, MA

Fellsway Garage Charlestown Bus Garage 447 Salem Street 21 Arlington Avenue Medford, MA Charlestown, MA

Lynn Garage Albany Street Garage 985 Western Avenue 421 Albany Street Lynn, MA Boston, MA

Arlington Avenue Truck Garage Southampton Street Garage 36 Arlington Avenue (Silver Line Maintenance Facility) Charlestown, MA 238 Southampton Street Boston, MA

The MBTA Fuel Dispensing Systems consist of several different configurations and different numbers of components. The Contractor shall consider all components of the Fuel Dispensing Systems to be subject the requirements of this Specification. System components shall include, but not be limited to, USTs, ASTs, piping, valves, leak detection systems, spill and overfill protection, corrosion protection systems, vapor recovery systems, fill and monitoring ports, dispensers, hoses, nozzles, filters, pumps, sumps and breakaways.

SECTION 8.0

FUEL DISPENSING SYSTEMS

SERVICE - INSPECTION, TEST, MAINTENANCE, CALIBRATION

AND REPAIR REQUIREMENTS

8.1 The Contractor shall visit each of the eight (8) MBTA locations every four (4) weeks.

"Service" work to be performed during these visits in described in Section 1.1.4 and this Section. Also, repairs shall be made on an as needed on a twenty-four hour (24), seven (7) days a week, including holidays, basis.

8.2 MBTA Fuel Dispensing Systems vary in configuration and age. In addition, the amount of fuel that goes through each particular dispenser varies. In accordance with Section 5, the Contractor shall be responsible for being familiar these systems and their maintenance and repair history. Scheduling of the initial service inspections, tests, maintenance, and calibrations shall be based on the history.

8.3 MBTA Fuel Dispensing Systems familiarization, Original Equipment Manufacturer requirements and regulatory requirements shall be used by the Contractor to develop service call schedules for each MBTA location. These schedules shall account for all factors affecting fuel dispensing system reliability, regulatory compliance with operation and maintenance requirements and minimize the potential and scope of leaks. In addition, the service call schedules shall comply with minimum requirements of this Section. A copy of the service call schedule for each system at all locations shall be furnished and delivered to the Superintendent of Engineering thirty (30) days prior to the start of monthly visits. The MBTA reserves the right to make minor adjustments to the schedules due to operational needs.

8.4 At a minimum, the Contractor shall visit each of the eight (8) MBTA locations listed in

Section 5 at four-week intervals to inspect, maintain and if required test and/or calibrate all systems at each location. Inspections, tests, maintenance, and calibrations performed shall include all items required to comply with the following:

• Commonwealth of Massachusetts and Federal Regulations

• Specification AEM 15-003 (Section 1.1.4 - General Inspection and

Maintenance and Section 10 - Stage I Vapor Recovery Systems to be incorporated.)

• Original equipment manufacturer requirements for system components

For each system at each of the eight MBTA locations, the Contractor shall develop checklists that include inspections, tests, maintenance and/or calibrations as separate line items. A copy of each checklist for each system at the locations shall be furnished and delivered to the Superintendent of Engineering thirty (30) days prior to the start of monthly visits. The MBTA reserves the right to make minor adjustments to the "service" checklists.

The Contractor shall perform the inspections, tests, maintenance, and calibrations on the checklist for each of the nine locations at four-week intervals. Results shall be noted on the monthly checklists and copies provided to the MBTA in accordance with Sections 12 and 13.

If an item must be inspected and/or tested at intervals that are less than four weeks, the Contractor shall provide a written description of the items and required actions to the Superintendent of Engineering or their designee. Stage I Vapor Recovery Inspections will be conducted by MBTA personnel between visits by the Contractor.

8.5 The Contractor shall respond to telephone calls for repairs in compliance with the requirements of Section 1.2. If required, the Contractor shall obtain authorization from the MBTA in accordance with Section 1.2.5.1.

8.6 If the Contractor finds a problem with the system during inspection or performing preventative maintenance then, the Contractor shall review the problem to determine if they can fix it within normal working hours on the day the problem was found. If yes, the Contractor shall notify the MBTA Garage Foreperson and obtain authorization to make the repair. The Contractor shall submit a separate service report and invoice for this repair. If the Contractor cannot make the repair, then, they shall notify the Garage Foreperson and make arrangements to complete the repair as soon as possible.

8.7 Additional general requirements appear in Section 12 and Section 13.

SECTION 9.0

FUEL DISPENSING SYSTEMS

PERIODIC - INSPECTION, TEST, MAINTENANCE,

AND CALIBRATION REQUIREMENTS

9.1 In additional to Section 8.0 "Service" Work, "periodic" work shall be performed by the

Contractor. "Periodic" work shall be items that are required to be performed at intervals other than thirty (30) days, such as every six months, yearly, etc. "Periodic" work shall comply with Section 1.1.4 and this Section. Whenever possible, the Contractor shall complete "periodic" work at the same time "service" work is completed.

9.2 MBTA Fuel Dispensing Systems familiarization, Original Equipment Manufacturer requirements and regulatory requirements and determination of the date when the periodic work was last completed shall be used by the Contractor to develop a periodic work schedule for each MBTA location. These schedules shall account for all factors affecting fuel dispensing system reliability, regulatory compliance with operation and maintenance requirements and minimize the potential and scope of leaks. In addition, the periodic schedules shall comply with minimum requirements of this Section. A copy of each periodic work schedule for each system at the locations shall be furnished and delivered to the Superintendent of Engineering thirty (30) days prior to the start of Contract performance. The MBTA reserves the right to make minor adjustments to the schedules due to operational needs.

9.3 If no records of periodic inspections, tests, maintenance, and calibrations are available, those items shall be scheduled to occur at the beginning of the Contract. After initial periodic inspections, tests, maintenance and calibrations, the Contractor shall then schedule and perform periodic items as appropriate.

9.4 Periodic inspections, tests, maintenance, and calibrations performed shall include all items required to comply with the following:

• Commonwealth of Massachusetts and Federal Regulations

• Original equipment manufacturer requirements for system components

• For USTs, the Contractor shall develop inspection, test, maintenance, and calibration checklists that encompass the recommendations made in the United States Environmental Protection Agency Publication, Operating and Maintaining Underground Storage Tank Systems: Practical Help and Checklists (EPA 510-K-16-001) February 2016, found at https://www.epa.gov/ust/operating-and-maintaining-underground-storage-tank-systems-practical-help-and-checklists. The Contractor shall develop checklists for each location that addresses fuel dispensing system components and if applicable, cathodic protection system components and/or vapor recovery system components.

• For USTs sumps and spill buckets, the Contractor shall develop inspection, test, maintenance and calibration checklists that encompass the Recommendations made in the United States Environmental Protection Agency Publication, UST Systems: Inspecting and Maintaining Sumps And Spill Buckets - Practical Help and Checklists (EPA 510-R-05-

001) May 2005, found at http://epa.gov/oust/pubs/sumpmanl.htm. The Contractor shall develop checklists for each location.

• Specification AEM 15-003 (Section 10 - Stage I Vapor Recovery Systems)

For each system at the nine MBTA locations, the Contractor shall develop checklists that include periodic inspections, tests, maintenance and/or calibrations as separate line items.

A copy of each periodic checklist for each system at the locations shall be furnished and delivered to the Superintendent of Engineering thirty (30) days prior to the start of monthly visits. The MBTA reserves the right to make minor adjustments to the periodic checklists.

The Contractor shall perform the inspections, tests, maintenance, and calibrations on the periodic checklist for each of the eight locations at the appropriate intervals. If required, the Contractor shall inform the Superintendent of Engineering or designee that a subcontractor shall be performing the periodic inspections, tests, maintenance and calibrations and separate site visits will be made. Results shall be noted on the periodic checklists and copies provided to the MBTA in accordance with Sections 12 and 13.

9.5 The Contractor shall perform periodic inspections, tests, maintenance on days and times that are mutually acceptable.

9.6 If the Contractor identifies a problem with the system during inspection or performing preventative maintenance then, the Contractor shall review the problem to determine if they can fix it within normal working hours on the day the problem was found. If yes, the Contractor shall notify the MBTA Garage Foreperson and obtain authorization to make the repair. The Contractor shall submit a separate service report and invoice for this repair. If the Contractor cannot make the repair, then, they shall notify the Garage Foreperson and make arrangements to complete the repair as soon as possible.

9.7 Additional general requirements are found in Section 12 and Section 13.

9.8 When required, the Contractor shall inform the Superintendent of Engineering or their designee in writing that the local fire department is to be notified that periodic service will be performed and the date and time it will occur. The MBTA will then notify the local fire department on behalf of the Contractor. If required, the Contractor shall identify, provide, and prepare all applicable permits, certificates, and any other forms required by the Federal, State and local laws and regulations for the periodic service. These shall be delivered to the Superintendent of Engineering or their designee and then submitted to the local fire department by the MBTA on behalf of the Contractor. All labor, material and other costs for this work shall be included in the Bid.

http://epa.gov/oust/pubs/sumpmanl.htm

SECTION 10.0

STAGE I VAPOR RECOVERY SYSTEMS

10.1 Stage I Vapor Recovery Systems are installed at the following locations:

Cabot Bus Garage Arlington Avenue Truck Garage 275 Dorchester Avenue 36 Arlington Avenue South Boston, MA Charlestown, MA

Quincy Garage Cabot Automotive Garage 954 Hancock Street 275 Dorchester Avenue Quincy, MA South Boston, MA

10.2 The Contractor shall include the items listed in this Section in the "service" and "periodic" checklists as noted. The items listed are minimum requirements. The Contractor shall be responsible for adding items so that the final checklists comply with the requirements of Sections 8.4 and 9.4.

10.3 At a minimum, the Contractor shall include the following Stage I Vapor Recovery System items in the "service" work checklists and schedules developed in accordance with the requirements of Section 8:

Weekly Inspection of:

• Nozzle boots

• Splash/vapor guards

• Hoses

• Hose retractors

• Coaxial adaptors

• Dry breaks

• Fill caps and gaskets

• Vapor recovery caps and gaskets

• Spill containment boxes and drain valves

• Vapor break seal

10.4 At a minimum, the Contractor shall include the following Stage I Vapor Recovery System items in the "periodic" work checklists developed in accordance with the requirements of Section 9:

Annual Test of:

• Pressure Decay

• Vapor Tie

• P/V Relief Vent

• Dynamic Back Pressure/Liquid Blockage

10.5 Additional general requirements appear in Section 12 and Section 13.

10.6 The MBTA shall be responsible for performing inspections that are required at intervals between "service" work performed by the Contractor.

SECTION 11.0

MBTA FLUID DISPENSING SYSTEMS

11.1 A number of fluid dispensing systems are located the eight (8) MBTA locations listed in Section 7. Motor Oil, antifreeze, automatic transmission fluid, DEF and grease are dispensed through these Systems.

11.2 MBTA Fluid Dispensing Systems vary in configuration and age. Components of these

Systems include, but not be limited to, aboveground storage tanks, piping, valves, filters, pumps, hose, hose reels and nozzles. In addition, the amount of fluid that goes through each system varies.

11.3 In accordance with Section 5, the Contractor shall be responsible for inspecting and becoming familiar with the MBTA Fluid Dispensing Systems, ingress and egress routes and other conditions relevant to the performance of work under this Specification. There shall be no additional charges to the MBTA. To arrange for an inspection of the MBTA Fluid Dispensing Systems, the Contractor can contact the Superintendent of Engineering by telephone at 617-222-5132.

11.4 The Contractor shall respond to telephone calls for repairs in compliance with the requirements of Section 1.2. If required, the Contractor shall obtain authorization from the MBTA in accordance with Section 1.2.5.1.

11.5 Additional general requirements appear in Section 12 and Section 13.

SECTION 12

GENERAL REQUIREMENTS FOR

SERVICE WORK, PERIODIC WORK AND REPAIRS

12.1 The requirements of this Section are in addition to those shown in this Specification, particularly Sections 1, 8, 9, 10 and 11.

12.2 The scope for inspections, tests, maintenance, repairs and calibrations shall include, but not be limited to, the following:

12.2.1 All work shall be done in strict accordance with the requirements of the component OEM. The Contractor shall be responsible for being familiar with these requirements.

12.2.2 All work shall be done in strict accordance with regulatory requirements.

The Contractor shall be responsible for being familiar with these

12.2.3 The days and times shall be mutually agreed to by the Contractor and

MBTA.

12.2.4 The Contractor shall be responsible for performing all aspects involved.

This shall include, but not be limited to:

• Contact garage to schedule work and repairs

• Set up and break down warning devices for vehicles and personnel

• Tag out and lock out the system

• Troubleshoot/diagnose

• Clean items as required

• Purchase replacement parts as required

• Follow up on delivery of parts as required

• Rebuild components if applicable

• Test component and system operation

• Provide detailed reports

• Provide status reports as required

• Telephone the MBTA as required

12.3 It is critical that the length of time that a fuel, fluid, vapor recovery or cathodic protection system is not available be kept to a minimum. The Contractor shall have the materials and manpower to complete inspections, tests, repairs and maintenance as quickly as possible.

The Contractor shall provide a written statement on compliance with this requirement with their Bid.

12.4 If parts are required, obtaining these shall be diligently pursued by the Contractor.

12.5 If the Contractor and/or any of its subcontractors fails to comply with the response requirements or to complete the service or repair in a timely manner, the MBTA reserves the right to engage the services of another contractor. All costs incurred by the MBTA as a result of the Contractor's failure to perform shall be charged back to the Contractor. In addition, the MBTA reserves the right to terminate the Contract.

12.6 Replacement Part Requirements: Each Bidder shall certify that work and repairs shall be completed with the latest model, new and unused, original equipment manufacturer parts.

(Parts that are exceptions to the requirement for new and unused are items that can be rebuilt. The Contractor shall obtain the approval of the MBTA prior to rebuilding and using these items.)

12.7 The Contractor shall contact each MBTA facility to schedule a time that a system can be taken out of service. These times shall be mutually acceptable to the Contractor and the MBTA. Scheduling service and repairs are the responsibility of the Contractor.

12.8 Prior to beginning work, Contractor personnel shall;

• Contact MBTA foreperson at the garage to notify them of work to be performed

• The length of time that fuel, vapor recovery, fluid dispensing system or cathodic protection will be out of service

• Coordinate accessing the system. It is the responsibility of Contractor personnel to determine that it is safe to proceed with the work and ensure that any MBTA vehicle, which would present a hazard to them, is not being operated in the area.

• Furnish and set up warning devices, such as traffic cones, traffic barrels, signs, etc., at the entrance and exit of the system area to prevent MBTA personnel from driving vehicles into the area and walking into the area.

All Contractor personnel shall wear a safety vest. The vest shall comply with ANSI/ISEA 107-2010 Class 2.

Contractor personnel shall ensure that the system is locked out and tagged out in accordance with OSHA 1910.147 so that it is not turned-on during work or repair.

12.9 The Contractor shall be responsible for clean-up and proper disposal of debris including, but not limited to, used filters, debris, trash, and waste generated during work and/or repair.

Clean up and proper disposal shall include, but not be limited to, residual fluids that remain in various components and the cleaning materials used. All costs associated with proper disposal of used filters, cleaning materials, fluids, etc. are the responsibility of the Contractor. There shall be no additional charge to the MBTA.

12.10 Where it becomes necessary to remove panels or other items to complete the inspection, test, repair or maintenance, the Contractor shall properly return these items to their original position with all fasteners in place. The MBTA shall not be required to perform any assembly or repair prior to returning the system to operation.

12.11 The procedures used for repairs, removal, replacement, adjustment, calibration, test, etc.

shall comply with original equipment manufacturer requirements and/or regulatory

12.12 For each visit to an MBTA facility, the Contractor’s representative shall prepare a written report having the following:

• A detailed description of the work (to include service and/or periodic checklists, parts used, etc.)

• The dates, arrival, and departure times

• A statement approving the system as safe to return to operation.

The Contractor’s representative shall obtain the signature of the MBTA Garage Foreperson on each report and provide a copy of the report to the Foreperson at the time the system is returned to service. Copies of reports shall be attached to invoices.

12.13 The Contractor shall, at all times during the Contract, cooperate with the MBTA in instituting and adhering to procedures to assure proper security measures with respect to accessing MBTA Facilities and service and/or repair of MBTA Systems. Please be advised that MBTA Facilities and Dispensers are subject to video surveillance by the MBTA.

12.15 If requested, the Contractor shall email copies of the work and/or repair reports that were completed each month to the Superintendent of Engineering or designee at 617-222-6420.

12.16 The Contractor's technicians shall pick up those items that are to be repaired when they are on-site at the MBTA. If required, the Contractor shall package and ship these items to the OEM for repair. After repair, the Contractor shall arrange for delivery to the MBTA and installation.

12.17 If the work or repair cannot be completed, the Contractor shall check out with the foreperson at the garage to notify them that the service and/or repair is not complete and provide a date and time when they will return to complete it. The Contractor shall ensure that the system and/or dispenser is locked out and tagged out in accordance with OSHA

1910.147 so that it is not returned to operation.

12.18 The Contractor shall not begin any inspection, repair, test, calibration, or maintenance without having sufficient time to complete it within the period for which it was agreed that the Contractor would have access to the system.

12.19 The Contractor shall inform the Superintendent of Engineering or designee of multiple failures of the same component of a particular system.

12.20 Regulation Compliance: The Contractor shall ensure that work items including, but not limited to, repairs, inspections, calibrations, tests, and documentation of work performed are completed in accordance with all applicable regulations.

12.21 Uniformity of performance by the Contractor is of vital concern to the MBTA. If the

Contractor fails to conduct inspections, repairs, tests, calibrations, or maintenance as scheduled or provide the required documentation to the MBTA then, the MBTA reserves the right to refuse payment of an invoice if Contractor performance is deemed unacceptable. The cost of services obtained by the MBTA from another service provider will be back charged to the Contractor.

12.22 Stage I vapor recovery inspections

The Contractor shall inspect the item, system, etc. to be tested. This inspection shall ensure that the item, system, etc. can be tested. If repairs are required prior to testing, the Contractor shall notify the subcontractor and reschedule the test after repairs have been completed. There shall be no charge to the MBTA for testing that could not be completed by a subcontractor.

MA DEP requires Stage 1 vapor recovery inspections to be done weekly.

SECTION 13.0

CONTRACTOR RECORDS

13.1 The Contractor shall provide the following for work, inspections, tests, repairs, etc.

performed at the MBTA:

• Records generated & delivered to MBTA in accordance with the requirements of Section 12.12 including:

• MBTA location where the work and/or repair took place upon completion and attached to each invoice.

• Reports submitted once a month to: Corey M. Burke, the Environmental Dept. - 10 Park Plaza Boston 02116 Suite 5720

• Report weekly inspections per state DEP requirements.

13.2 If applicable, the Contractor shall identify, provide and prepare all applicable permits, certificates, and any other forms required by the Federal, State and local laws and regulations to document inspections, tests and calibrations. These shall be furnished and delivered to the Superintendent of Engineering or designee.

13.3 The Contractor shall maintain a copy of all MBTA Records, Invoices and Payments on file at their office for a period of 7 years required by the State, Federal and local law. Upon request by the MBTA, the Contractor shall furnish and deliver a copy of any record within one business day.

13.4 During normal business hours, the Contractor shall make records available for inspection, review, audit, by the MBTA, State or Federal Auditor or other government officials authorized by law to monitor this Contract.

13.5 Upon written request, the Contractor shall…