10-Specifications - 250250.pdf

SPECIFICATIONS

SCOPE

Harris County is soliciting bids from qualified vendor(s) to provide services for preventative, predictive, and emergency maintenance, inspection, testing, upgrades, repair, and construction of fiber optic communications systems and related items for the Harris County toll Road Authority (HCTRA). The term shall begin on or about March 1, 2026 and ending one (1) year thereafter or until all services ordered prior to the expiration date have been satisfactorily delivered and accepted or satisfactorily performed for the using department(s).

PRE-BID CONFERENCE

A pre-bid conference is scheduled for February, 24 2026 at 10:00 A.M. CST local time Houston, TX using the following dial-in information. Conference number: 281-985-1862 Phone conference ID: 362 826 682#.

Meeting ID: 279 412 810 476 6; Passcode: Uy9dW35N Attendance is not mandatory but all vendors should attend to discuss the requirements of this bid and answer any questions. Persons with disabilities requiring special accommodations should contact the Office of the Purchasing Agent at 713-274-4400 at least two (2) days prior to the conference.

It is the responsibility of each vendor to examine the entire bid package, seek clarification in writing, and review their bid for accuracy before submitting. Questions relating to this bid must be submitted in writing through Bonfire. The deadline for submission of questions relating to this bid is listed on the Event schedule of this project. All questions submitted in writing prior to the deadline will be compiled and answered in writing. A copy of all questions and answers will be released as a Public Notice to all firms. The County will not be bound by any information conveyed verbally.

RENEWAL OPTIONS

Harris County may consider four (4) one-year renewal options, renewable one (1) year at a time, based on the same terms and conditions but pricing will be revised for goods and services according to the attachment titled

CPI-W Based Price Adjustment Calculations. Any annual CPI adjustment increase shall be capped not to exceed four percent (4.0%) or a negotiated percentage less than the established cap. Renewal is subject to approval by Harris County Commissioners Court. Once renewal options are exhausted, the contract must be rebid. Harris County reserves the right to rebid at any time as is in its best interest and is not automatically bound to renew.

CERTIFICATE OF INTERESTED PARTIES (FORM 1295)

Texas law requires all parties who enter into any contract with the County which must be approved by

Commissioners Court to disclose all interested parties. Form 1295 must be completed in its entirety at the following website: https://ethics.state.tx.us/filinginfo/1295/ prior to submitting your response. Failure to do so may result in disqualification of your response.

USAGE REPORT

Harris County reserves the right to request, and receive at no additional cost, up to two (2) times during the contract period, a usage report detailing the products and/or services furnished to date under a contract resulting from this bid. The reports must be furnished no later than five (5) working days after written request and itemize all purchases to date by Harris County department, description of each item purchased, quantity of each item purchased, per unit and extended price of each item purchased, and total amount and price of all items purchase.

CHANGE IN CONTRACT

Should any changes to the contract be required, a Change in Contract form shall be generated by Harris County

Maintenance and Associated Services for Fiber Optic Cable Communications Systems and Related Items for the Harris County Toll Road Authority https://ethics.state.tx.us/filinginfo/1295/

Purchasing and will be sent to the awarded vendor(s) for execution. Any changes in contract shall be in writing and must be signed by both Harris County and the awarded vendor.

PURCHASE ORDERS

Products and/or services must not be provided, and invoices will not be paid without a purchase order, signed by the Harris County Purchasing Agent. Purchase orders will be written in annual increments when applicable.

Once a purchase order is issued, the using department will contact vendor directly to place orders. Vendor must obtain the names of appropriate personnel and accept repair orders only from those persons having authority to place an order.

PAYMENT CARD INDUSTRY COMPLIANCE

As a merchant accepting payment cards, the County is required to maintain compliance with the Payment Card

Industry (PCI) Data Security Standard (DSS). This requirement extends to all cardholder information and systems within the County’s control, including information and systems that may be accessed or managed by

County contracted vendors.

A County contracted vendor may have access to confidential information, which may include customer credit card information, that may be accessed and utilized by the vendor to perform services under the terms of this

Agreement and/or other agreements between the County and said vendor. The vendor acknowledges that any such confidential information is the sole property of the County and the vendor agrees to protect and secure the information from unauthorized access, whether by the vendor’s employees or other parties.

The vendor agrees to comply with the PCI DSS in all vendor-owned systems, networks, and hosts which interface with County-owned systems. The vendor agrees that the processes it uses for developing and/or accessing systems that contain client confidential information will be PCI DSS compliant. The vendor agrees to promptly notify the County of any security breach or failure of a vendor-owned system that affects confidential information belonging to the County.

INVOICING

Vendor shall furnish Harris County an itemized invoice for services performed. Vendor shall furnish upon request any supporting documentation for invoices including but not limited to service tickets, invoices/receipts of materials used for repairs and subcontractor invoices. Invoices shall state that these specifications have been strictly adhered to, and that the vendor has not received, and will not receive, any money or other type of compensation from any party for the services for which Harris County is paying.

NO CONFIDENTIALITY OF BIDS

Once opened, bids are public record. There are no exceptions. When submitting a bid, the vendor must be sure to redact confidential information if the information is needed to address requirements of the bid. If there are any questions concerning confidentiality of information to be submitted, contact Patrick Acosta immediately at Patrick.acosta@pur.hctx.net.

ALTERATION OF DOCUMENT

No alterations may be made to this document. Any alterations made may result in the bid being deemed non-responsive and rejected. The terms and conditions contained within this bid supersede all conflicting terms within any cooperative purchasing contracts associated with this purchase.

TOLL/PARKING FEES

Any and all toll/parking FEES incurred by the vendor during the term of this contract will be the responsibility of the vendor.

BACKGROUND CHECK

mailto:Patrick.acosta@pur.hctx.net

In accordance with the HCTRA employment policies for new hires, including temporaries and vendor employees/contractors, the following requirements must be met at vendor’s expense:

1. Background check including, but not limited to, verification of previous employment;

2. Verification of licensure and/or certification;

3. Criminal activity background check;

4. Pre-employment drug screen with confirmatory testing in the event of a positive screen; and

The awarded vendor/contractor must retain the above information and provide for review by Harris County upon request.

Harris County may also conduct its own criminal activity background checks of vendor employees/contractors at the County’s own expense. Upon request, vendor will obtain the consent of its employees/contractors authorizing

Harris County or an authorized vendor to conduct such criminal activity background checks. Employees/contractors who do not consent shall not perform services under this contract.

BACKGROUND

HCTRA improves mobility in the Greater Houston Metropolitan area through effective operation of tolled urban highway systems, while upholding a commitment to leadership, public service, and quality of life.

HCTRA is an Enterprise Fund of Harris County and relies on charges from users of the toll road system to fund operations, debt service, and future projects. Led by its Executive Director, Roberto Trevino, HCTRA operates through multiple divisions that include Administration, Capital Planning, Capital Projects & Infrastructure, Tolling Operations, Public Safety & Operations, and Finance.

The HCTRA Toll Road System consists of approximately 132 miles of roadway to include the Hardy Toll Road, Sam Houston Tollway, Westpark Tollway, Fort Bend Parkway, and the Katy Managed Lanes.

SUBCONTRACTING

Vendor may subcontract any part of these contracted services. However, the vendor shall be the party liable to

Harris County for strict compliance with all contract specifications. Additionally, Harris County must approve in writing any and all subcontractors prior to the subcontractor providing any services. Vendor and subcontractors will have a minimum of three (3) years of experience in services described in this bid. If the vendor shall subcontract services during the term of the contract, the vendor is required to provide a payment bond in the full amount of the contract upon approval of award for this contract. Harris County will provide the bond forms to be completed and returned.

SPECIAL REQUIREMENTS

Vendor may offer for sale additional items related to the scope of goods and/or services described herein and/or listed on the BidTable. Though the related items offered may be considered during the award recommendation, and/or may be made a part of a subsequent contract, if any, with Harris County, the affect of the related items cannot be extended and totaled in determining the lowest bidder since an estimated usage is unknown.

Purchases by Harris County of related items should not exceed 20% of the total annual purchases under the contract.

The rates quoted on the Bid Table must be all-inclusive. “All-inclusive” shall be constructed as costs incorporating all charges for labor, material, equipment, testing and any other cost incurred. No separate line item rates or charges will be accepted.

During the term of the contract, only industry-wide changes in price, reflected by documentation from supplying manufacturer/mill(s) will be approved. Pricing is subject to manufacturer’s increase/decrease, and for the amount of the increase/decrease only. Prices cannot be increased for ninety (90) days after the contract begins. Prices cannot be increased within ninety (90) days of any previous price increase. Price reductions must be applied to Harris County costs as soon as applied to vendor’s costs.

This bid or Commissioners Court approved award does not obligate Harris County to the eventual purchase of any product/service described, implied or which may be proposed. Progress toward this end is solely at the discretion of Harris County and may be terminated at any time.

SPECIFICATION

The vendor shall provide comprehensive services for the preventative, predictive, and emergency maintenance, inspection, testing, upgrades, repairs, and construction of HCTRA’s fiber optic communication system. Services shall also include, but are not limited to, fiber locates, fiber installation, connectorization, fusion splicing, and fiber testing. All work performed under this contract shall be determined and directed by HCTRA’s designated representative.

I. General Requirements

Vendor shall meet or exceed the following general requirements:

A. Minimum Vendor Qualifications

The vendor shall provide all labor, materials, equipment, parts, and traffic control, necessary to meet requirements of the specified services described herein throughout the term of this contract.

The performance of this contract requires specialized knowledge of practices, techniques, operation and maintenance of sophisticated testing and splicing equipment which includes, but not limited to, fusion splicers, optical time-domain reflectometer (OTDR), fiber optical light sources, and fiber optical power meters. The vendor shall be required to use a HCTRA approved OTDR for all testing requiring OTDR to maintain software interoperability with HCTRA testing and acceptance procedures. All repair and testing equipment shall be factory calibrated and current per manufacturer’s guidelines. The vendor shall furnish all testing equipment and instruments necessary for making tests on the systems and/or equipment as soon as the need arises at no additional cost to HCTRA. At a minimum, the vendor shall have fiber optic light sources, fiber optic power meters, fiber optic OTDR, fiber optic fusion splicer, portable computer with daylight visible screen with a 10/100 Base-T Ethernet port, 9-pin RS-232 port, and current version of Windows Operating System for testing.

The maintenance activities and services to be provided under this contract will require the use of a variety of mechanical equipment including but limited to, pole boring and setting machines, trenching machines, back-hoe and conduit boring machines, bucket truck, digger truck, service van, air compressor, jack hammer, splicing trailer or van set up to allow work on splicing, connectorization and enclosures, free from environmental exposure. This list is not all-inclusive and the vendor shall provide all other tools and machinery as required to perform the work required. The vendor shall ensure that when work is being performed in traffic lanes, the appropriate signs, barrels, and other safety devices are used to ensure the safety of the technicians as well as the travelling public.

Vendor shall ensure all equipment shall be maintained in safe and operable condition and comply with all applicable occupational safety and environmental regulations. The vendor shall be solely responsible for any injury to persons or damage to property resulting from the operation of its equipment or the actions of its personnel.

The vendor shall be responsible for restoring any damage to ground surfaces that exceeds normal and reasonable wear. Minor indentations resulting from heavy equipment traveling over dry ground shall be considered expected and acceptable. However, ruts, sod displacement, or other significant damage caused by equipment operation on wet or soft ground shall be repaired by the vendor at no additional cost to the County, restoring affected areas to their original condition.

Materials, equipment, labor, parts, components, and services will be paid in accordance with the bid items shown on the bid sheets. The vendor shall provide a cost estimate, which the designated

HCTRA representative will approve in writing prior to any work being performed. HCTRA designated representative will also approve any major replacement components prior to installation and HCTRA will be the sole judge when identifying major components. HCTRA reserves the right to obtain service under a separate purchase order should it best serve the interest of HCTRA.

The vendor shall provide all equipment, labor, and materials for utility location services in the vicinity of the fiber duct bank area for Harris County, to include but not limited to, HCTRA existing fiber optic cable, communications cable, electrical cables, multi-duct conduit, polyvinyl chloride (PVC) conduit, rigid metal conduit (RMC), High Density Polyethylene (HDPE)and all other conduits in the system for both conduit in use and for unused conduit in accordance with the National Utility Locating Contractors

Association (NULCA) and American Public Works Association (APWA) guidelines and applicable local, state, and federal laws utilizing the appropriate equipment and latest technology. The existing utilities shall be marked using the appropriate color codes and markings as accepted by the NULCA and

APWA. The utility locates shall be completed within two (2) working days unless the request is deemed an emergency. The vendor shall also install tracer wire in existing and proposed conduits as directed by

HCTRA designated representative.

The vendor shall also coordinate the locations of existing utility lines in the right of way that may be in conflict with the vendor work area.

HCTRA reserves the right to inspect the equipment, installation, and operation of any portion/component of the vendor installed fiber optic cable communications system at any time and/or modify settings whenever deemed necessary by HCTRA.

B. Experience

Vendor shall be a company engaged in the business of providing labor, equipment, tools, and parts to perform preventative, predictive, and emergency maintenance, inspection, testing, upgrades, repair, and construction of fiber optic cable communications systems, associated equipment and related items for a minimum of three (3) years within the past six (6) years. Vendor shall submit as proof with bid, photographs, or other supporting documents, in addition to names, addresses and telephone numbers of the operating personnel of the business or agency where the services described herein were offered.

HCTRA reserves the right to contact the operating personnel of the business or agency.

Vendor shall possess two (2) years of continued experience on projects requiring the location of utility lines including, but not limited to, storm sewers, sanitary sewers, power, natural gas, fiber optic, communication cables and other utility lines commonly found along the right of way.

Vendor shall be a certified fiber optic integrator. Provide documentation of your Fiber Optic

Certifications. FOA certification preferred.

C. Resources

The vendor will be required to employ and maintain a force of qualified communication maintenance professionals on staff and have adequate staff to provide service at more than one location at a time. The vendor shall provide a single point of contact to initiate installation and fiber restoration services. The vendor shall have available key personnel with a combined minimum work force that can meet the response time requirements described herein. In addition, the vendor shall be capable of mobilizing a minimum of two (2) crews with key personnel, equipment, and materials to begin immediate repairs within four (4) hours of notification to critical sections of the fiber backbone.

The vendor shall be required to provide all training to key personnel to upgrade skills and maintain any required certifications based on the latest technology implemented at no additional cost to HCTRA.

The vendor shall be required to diagnose reported problems and to take necessary steps to repair problems associated with HCTRA fiber optic network system. This may include, but not limited to, satellite communication hub buildings, environmental buildings, patch panels, encoders, decoders, and etc. In addition, the vendor will be required to be familiar with the design, construction, and maintenance of both underground and aerial fiber optic cable installations. This may include, but is not limited to, drop cables, outside plant (trunk/backbone) fiber, spider-fan outs, terminations, couplers, splice trays, enclosures, pole risers, buried service boxes, junction boxes, and etc. The vendor shall be familiar and trained in the use of any and all installation, testing, and maintenance equipment necessary to perform these duties.

II. Applicable Laws and Standards

All work shall be performed to the most recent standards and specifications included and stated herein, but not limited to, throughout the contract duration and any updates throughout the life of the contract. Vendor shall perform work that produces end results in accordance with Harris County Specifications, all Texas and

Federal standards, and applicable industry codes in effect at the time of the performance of the specific work.

The vendor shall provide all equipment, parts and materials and perform work that produces end results in accordance with HCTRA’s specifications, Harris County Public Infrastructure Coordination (PIC)

Specifications and Standards, TXDOT Standard Specifications for Construction of Highways and Bridges, latest edition, TXDOT Traffic Engineering Standard Plan Sheets, Texas Manual on Uniform Traffic Control

Devices (TMUTCD), National Electric Code (NEC), National Electric Safety Code (NESC), Institute of

Electrical and Electronics Engineers (IEEE), local utility requirements, and applicable industry codes in effect at the time of the performance of the specific work and consistent with the manufacture’s repair and maintenance practices.

All personnel shall be familiar with and all Occupational Safety and Health Administration (OSHA), NEC, NESC requirements as they apply to aerial and underground construction activities as well as relative maintenance practices. In addition, all personnel shall have an International Municipal Signal Association

(IMSA) Work Zone Safety Certification, Valid Texas Driver License, if operating a vehicle.

All personnel performing fiber repairs and/or installation shall have, as a minimum, Lucent, or Corning, or

HCTRA approved equal Optical time-domain reflectometer (OTDR) factory certifications.

A. Safety

All safety materials and or devices necessary to perform the work in a safe and orderly manner shall be furnished by the vendor. Safety equipment for vendor personnel include but is not limited to, reflective vests, hardhats, protective gear including safety glasses and ear plugs, and safety lighting for all vehicles.

Vendor shall maintain project site(s) in a clean and orderly fashion and remove all trash, debris, containers and etc. from the project site(s) upon completion of work each day and dispose of materials in accordance with Federal and State regulations at no additional cost to HCTRA. Harris County is not responsible for vendor errors and omissions.

B. Permits and Licenses

HCTRA reserves the right to direct the vendor to acquire any and all permits and or licenses required to perform services related to this bid from, but not limited to, TxDOT, City of Houston, Harris County, Fort Bend County , Montgomery County, OSHA, Railroad Companies and Etc., as applicable throughout the term of this contract at no additional cost to Harris County.

C. Account Manager

The vendor shall provide the County with a local account manager (name, location, local phone number and email address). Account manager will serve as primary point of contact and shall provide usage report(s), and other documentation as requested by Harris County. This point of contact shall be available during regular working hours at the vendor’s location, or via cellular telephone

The vendor shall also provide Harris County with a toll-free number for after-hours emergencies. The vendor shall provide a cellular telephone to all applicable personnel. The customer service department and contact information shall be a local or toll-free number and available Monday through Friday, 7:30 a.m.– 5:00 p.m. CST. An overnight and weekend contact shall be provided by the vendor. For off-shift hours, the vendor shall provide a point of contact, with a single telephone number, who can be reached twenty–four (24) hours, seven (7) days a week including holidays.

D. Reporting

The vendor shall submit reports as requested by HCTRA, attachment l., Reporting Form. Reports and format standards will be approved by HCTRA and shall be submitted via CAPTRAC or as directed by

HCTRA designated representative. The reports shall include, but not be limited to, the following:

1. . Daily Status Report: The vendor shall provide a daily work report in accordance with requirements established between the vendor and HCTRA.

• Date when work was performed

• Locations or limits of work completed

• Itemized list of charged parts used during that day’s activities, including quantities,

• Problems requiring HCTRA approval to repair, and

• Location of next day Preventative Maintenance activities.

2. Repair Forms:

Summarized by date, location, type of repair or replacement, time spent by the vendor’s technician(s) to complete the assignment, and other information as required by HCTRA.

3. Usage Reporting Requirements

Harris County reserves the right to request and receive at least one (1) usage report during the contract period. The Contractor shall furnish the requested report within five (5) working days of receiving written notice from Harris County.

Each usage report shall detail all services provided to date under the contract and shall include, at a minimum, the following information:

• Harris County department receiving the service;

• Description of each service provided, including service type;

• Quantity of each service performed;

• Unit price and extended price of each service; and

• Total quantity and value of all services rendered to date.

For purposes of this section, “working days” exclude weekends and Harris County holidays (refer to Harris County Holidays for the current schedule).

All usage reports shall be computer-generated and formatted in Microsoft Excel (latest edition) or another format approved in writing by Harris County. Reports shall be provided electronically or on compact disc (CD), as directed by the County.

III. Location and Protection of Utilities

The vendor shall be solely responsible for the location and protection of any and all public, private, and utility customer service lines in the work area.

Prior to beginning excavation work, the vendor shall contact the Utility Coordinating Committee at 713-

223-4567 or 811 to locate, mark, uncover, or otherwise protect all such utilities from any damage. Any damage to any utilities caused by the vendor shall be repaired in a timely manner at no additional cost to

HCTRA.

It is the responsibility of the vendor when working near power lines, to comply with the appropriate sections of Texas State Law and Federal Regulations relating to the type of work involved. If any overhead or underground power line needs to be de-energized, the vendor shall coordinate this effort with the governing utility company. Any cost associated with de-energizing the power lines and/or protective measures required shall be at the vendor’s expense.

Fiber optic duct banks owned by TXDOT and Harris County may also exist within the project limits. These fiber optic duct banks are not part of the Texas One Call System. The vendor shall be responsible for locating and marking HCTRA existing fiber optic duct banks as described herein and responsible for contacting

TXDOT, HCTRA, and Harris County Traffic to obtain fiber optic duct bank locates at the following numbers or email.

TXDOT – 713.802.5895

Harris County Traffic Signal Hotline – 713.881.3210

Harris County Toll Road Authority – – ITSMaint@hctra.org

IV. Vendor Personnel and Classifications:

Vendor shall provide trained and qualified personnel to provide all services related to this bid and shall identify classifications and specialties needed to maintain the contract as required. Classifications identified herein shall establish minimum service requirements. Vendor shall identify within bid submission all classifications, specialties and hourly rates needed to perform the services herein.

A. Fiber Optic Technician

The vendor shall have three (3) fiber optic technicians with a minimum of three (3) years of verifiable field experience relative to fiber optic construction, installation, maintenance, testing and use of watertight splice enclosures. The fiber optic technicians shall be required to perform advance fiber optic troubleshooting techniques as well as being able to perform fiber optic fusion splicing, repairs, maintenance, and testing as required on both aerial and underground fiber optic cable.

The fiber optic technicians shall be required to operate a bucket truck or other lift equipment, climb poles, climb towers, enter crawl spaces, tunnels, or trenches to inspect, install, or repair fiber optic lines, terminal boxes, auxiliary equipment, and appliances. The fiber optic technicians shall be required to install, re-install, or repair aerial and underground fiber systems including messenger, lashing wire, fiber https://www.harriscountytx.gov/holidays.aspx mailto:ITSMaint@hctra.org cable, slack storage loops, splice enclosures, poles, attachments, and other necessary cable hardware or appliances. The fiber optic technicians must be proficient in the use of all testing and splice equipment and shall be capable of efficiently testing, troubleshooting, documenting, and analyzing the results using an OTDR and power meter. The fiber optic technicians shall perform uni-directional and bi-directional

OTDR tests, Polarization Modal Dispersion Tests, Chromatic Dispersion Tests, Continuity Tests, and

Optical Light Loss Tests. The fiber optic technicians will be required to become familiar with HCTRA fiber system. Training and certifications required for the fiber optic technicians are as follows:

• IMSA Fiber Optic Technician Level 1 and Level 2 or approved equal

• IMSA Work Zone Safety Certification

B. Electrician

The vendor shall have at least two (2) electricians with a minimum of three (3) years of verifiable field experience each, relative to electrical installation, construction, testing, repair, and maintenance. The electrician shall be capable of installing and repairing electrical metallic tubing (EMT) Conduits, low/high voltage circuits, and service poles. The electrician shall be capable of working both outside and inside of buildings. Training and certifications required for the electrician are as follows:

• Licensed as an electrician by the State of Texas.

C. Common Laborer

The vendor shall have a minimum of four (4) common laborers with a minimum of one (1) year verifiable field experience. Common laborers shall be capable of follow both written and verbal instructions and shall comply with all applicable safety procedures. Laborers may assist fiber optic technicians and perform related duties as required.

Personnel qualifications and all proof of training/certifications shall be submitted with the bid package as part of the required documentation. HCTRA reserves the right to investigate such qualifications, certifications, and references to the extent it deems necessary and the vendor shall be required to assist in the investigation as needed. In addition, HCTRA reserves the right to interview submitted personnel who will be managing and/or performing actual services.

The vendor shall be required to notify HCTRA within two (2) calendar days of any deletions of personnel associated with this contract throughout the term of this contract. Proposed replacement personnel shall meet minimum qualifications and have experience comparable to the person(s) being replaced. Replacement personnel will be provided at no additional costs to HCTRA. Resume(s) and reference(s) will be requested for the proposed replacements and shall be pre-approved by HCTRA.

HCTRA reserves the right to require the vendor to provide a background check on personnel receiving unescorted access to satellite hub buildings and HCTRA facilities.

In the event the qualifications of personnel are not acceptable, HCTRA reserves the right to reject the vendor’s bid, award the contract to the next lowest responsive and responsible bidder, or take any other action deemed in the County’s best interest.

V. Types of Maintenance and Construction

The vendor shall perform fiber optic system maintenance and construction, and any and all other activities necessary to maintain and upgrade HCTRA fiber optic system infrastructure. Maintenance and construction activities will be classified as:

• Preventative Maintenance

• Predictive/Emergency Maintenance Repairs

• Construction of Related Fiber Optic Cable Improvements and Upgrades.

A. Preventative Maintenance

Preventative inspection and maintenance shall be performed in accordance with attachment m., Preventative Maintenance Form. The vendor shall be required to complete and sign this form and submit to HCTRA via ManageIT and/or as directed by HCTRA. In addition, the vendor shall provide a daily status report to HCTRA via ManageIT, email, and/or as directed by HCTRA. The daily status report shall include the following:

• Date when work was performed;

• Locations or limits of work completed;

• Itemized list of charged parts used during that day activities, including quantities;

• Problems requiring HCTRA approval to repair; and

• Location of next day preventative maintenance activities.

1. Scheduling of Preventative Maintenance

The Routine Preventative maintenance schedule will be discussed and agreed upon with the awarded vendor and the HCTRA designated representative. Preventative maintenance will also be scheduled on an as-needed basis. This activity will be coordinated through HCTRA designated representative and HCTRA intends to authorize preventative maintenance on a corridor or sub-corridor basis. Once

Preventative Maintenance is initiated at a location or corridor, the vendor shall complete all preventative maintenance tasks at the location or corridor.

2. Payment for Preventative Maintenance And Inspection Operations

The items listed on attachment m., Preventative Maintenance Form, shall be considered to constitute preventative inspection and maintenance, and shall be bid as a lump sum bid as shown on the bid sheet, inclusive of all labor, equipment, and incidentals necessary to accomplish these items.

B. Predictive/Emergency Maintenance

Predictive/emergency maintenance operations of HCTRA fiber optic system infrastructure, refers to the timely response associated with responding to reported malfunction(s), damage(s), or request(s) and making necessary corrective actions and repairs. The response time shall be measured from the time of the initial notification to the vendor, to the time the technician(s) arrive on the job site and begin trouble shooting and/or repairs. Upon receipt of notification of a request to provide emergency maintenance, the vendor shall handle repairs in the following manner:

• Inspect and troubleshoot equipment.

• Make a list of parts and materials needed.

• Provide a cost estimate for written approval by HCTRA designated representative.

• Install and/or repair equipment to bring the system back into operation.

The vendor shall pursue identification of any potential problems and necessary repair operations with all haste in order that HCTRA fiber optic system infrastructure down time is kept to an absolute minimum. It is HCTRA’s intent that all necessary repairs be made during the initial visit to the site, unless scope of work and/or parts availability requires multiple days to complete task(s) required.

Each technician will be required to carry all necessary maintenance troubleshooting, and testing equipment in each service vehicle at all times to accomplish any and all repairs that can be done in the field. To prevent delays, HCTRA reserves the right to require the vendor to carry any additional equipment, parts, and/or materials necessary to perform repairs and/or maintenance activities in the field.

1. Classification of Predictive/Emergency Maintenance Calls

The vendor shall be required to respond immediately to all requests to provide predictive/emergency maintenance, in accordance to the level of response that is associated with each request. All requests shall be classified by HCTRA according to the level of response that is required at the time a call is assigned to the vendor and the vendor shall be able to respond twenty-four (24) hours per day, seven

(7) days per week, including holidays. The level of response classification associated with a given request for Emergency Maintenance may be revised at any time, at the discretion of HCTRA.

The vendor shall be required to respond to requests from HCTRA in accordance with the following three (3) levels of response time:

• Level A – Required response time of one (1) hour, MAXIMUM. Repairs to be completed at the time of initial response.

• Level B – Required response time of four (4) hours, MAXIMUM. Repairs to be completed at the time of initial response.

• Level C – Required response time of five (5) working days, MAXIMUM, if required by HCTRA.

Repairs to be completed at the time of call or within ten (10) working days, MAXIMUM.

The classification of all calls shall be provided by HCTRA at the time each respective call is assigned. In the event that a call is assigned to the vendor without a specific level of response assigned, the vendor shall treat the call as a Level C emergency maintenance call.

2. Payment for Predictive/Emergency Maintenance Operations

The vendor provided materials and/or labor required to complete a request for emergency maintenance at each respective location will be paid at rates submitted by the vendor on the bid sheet. Payment will require the vendor to submit documentation supporting pricing for materials.

The following information shall be included with all invoices for predictive/emergency maintenance:

• Copy of HCTRA repair form; and

• Copy of vendor time sheets, with itemized work time with the labor charges for each predictive/emergency maintenance.

C. Construction of Related Fiber Optic System Improvements, Repair, and Upgrades

The construction of related improvements consists of fiber construction, installation, and repairs. The scope of work includes furnishing all materials, parts, equipment, labor, traffic control, test(s), and services necessary and incidental to performing a complete installation of specified systems, subsystems, and components. The vendor shall be required to provide a cost estimate and schedule to complete each construction project. The cost estimate and schedule shall be approved in writing by HCTRA prior to any work being performed.

The vendor shall submit to HCTRA for approval an acceptance test plan document for items requiring the upgrade of existing system. Items requiring an acceptance test shall remain in continued, uninterrupted operation for a period of sixty (60) days. If the equipment fails within thirty (30) days, the vendor shall provide all repairs required restoring the equipment to normal operation and a new sixty

(60) day test period will commence when the equipment is restored to normal operation. If the equipment operates for more than thirty (30) days, but less than sixty (60) days, the vendor shall provide all repairs required restoring the equipment to normal operation and a new thirty (30) day test period will begin when the equipment is restored to normal operation.

The vendor shall provide submittals and/or shop drawings for all new materials and components, prior to usage as directed by HCTRA. Submittals will be reviewed and approved by HCTRA designated representative prior to use, and if approved, written approval will be provided by HCTRA.

1. Payment for Construction of Related Improvements

The vendor shall provide all equipment and labor for the construction of related improvements at no additional cost to HCTRA. The fiber optic cable system components, parts, materials, and incidentals will be paid in accordance with the bid items shown on the bid sheets.

VI. Spare Parts

The vendor will not be expected to keep a complete parts and materials inventory but shall be sufficient to allow for prompt response. The vendor shall maintain or have access to an inventory of all essential components and equipment required for fiber optic cable maintenance and repair.

VII. Warranty Requirements

If, within one (1) year from the date of the initial installation, construction, repair and/or emergency maintenance services are completed by the vendor and accepted by HCTRA, a failure occurs with respect to any installed equipment or materials due to a defect in any part and/or equipment installed by and/or in workmanship of the vendors employees or subcontractors, the vendor shall make the appropriate repairs or replacements at no additional cost to HCTRA. The vendor shall promptly respond to HCTRA request to make repairs and shall document the cause of failures. The vendor shall document repairs with normal invoicing procedure, with NO CHARGE/WARRANTY CALL stamped and/or written legibly on all submitted invoices.

All parts, materials, and/or equipment shall be warranted against defects and defects in workmanship for a period not less than one (1) year and shall cover 100% parts and labor. The warranty period shall commence upon date of acceptance by HCTRA. If the manufacturer’s standard warranty period exceeds one (1) year, then the standard warranty period shall be in effect. The vendor shall be ultimately responsible for the warranty.

All items installed under this contract having a manufacturer’s guarantee shall be installed by or under the direction of the manufacturer and his certified agency when so required, to conform to the manufacturer’s guarantee. All such manufacturer’s guarantees, warranties and bonds shall be forward to HCTRA designated representative prior to leaving the job site.

VIII. Equipment/Material Acceptance

All parts, equipment, and materials shall be in compliance with HCTRA’s specifications, PID Specifications and Standards, TxDOT Standard Specifications for Construction of Highways and Bridges, latest edition and other standards described herein. All parts, equipment, and materials furnished and installed shall be new, unused, corrosion resistant, and in strict accordance with this specification. HCTRA reserves the right to reject any parts, equipment, and/or materials that do not comply with the specifications and standards described herein.

All equipment, parts, and related hardware provided by the vendor shall meet or exceed the original equipment manufacturer (OEM) specifications and warranty requirements. Vendor shall provide global positioning system (GPS) coordinates for all field equipment installed and shall label the field equipment with a bar code formatted and approved by HCTRA designated representative. All hardware furnished and installed shall be currently manufactured and supported by the manufacturer. The Contractor shall not provide discontinued products or hardware that is at or approaching its end-of-life or end-of-support phase.

All replaced and salvaged materials and components shall be tagged, cleaned, and returned to HCTRA, unless HCTRA requires the vendor to dispose of the material. The tag shall indicate date and location of repair and replacement.

IX. Disposal

All replaced and salvaged materials and components shall be tagged, cleaned, and returned to HCTRA, unless HCTRA requires the vendor to dispose of the material. The tag shall indicate date and location of repair and replacement. Vendor shall dispose of all hardware, materials, equipment, and components removed under the bid determined by HCTRA not to be salvageable. Vendor shall not dispose of any material HCTRA has not determined and approved to be disposed of by vendor or a Harris County Disposal contract. The designated HCTRA representative will determine if items are salvageable. Any hardware, materials, equipment, and components returned by the vendor to HCTRA, and later found not to be salvageable, will be removed from its location at the time of that determination and disposed of by the vendor at no additional cost to HCTRA. Disposal and recycling of non-salvageable materials shall be considered a part of the bid.

X. Traffic Control

Vendor shall be responsible for providing all necessary traffic control to provide services for preventative, predictive, and emergency maintenance, inspection, testing, upgrades, repair, and construction of fiber optic communications systems and related items The vendor must perform all work in conformance with

TMUTCD and TXDOT’s Barricade and Construction Standards. Unique or complex work situations may require the preparation of individual Traffic Control Plans (TCP's).

Unless otherwise approved by the HCTRA Engineer or Project Manager, individual TCP's shall be submitted to the HCTRA Engineer or Project Manager for approval a minimum of seventy-two (72) hours prior to use. Locations that could pose a hazard to the traveling public shall be signed and delineated using appropriate markings, such as barrels, chevrons, object markers, etc.

Unless otherwise approved by the HCTRA Engineer or Project Manager, a person who is certified by the

American Traffic Safety Services Association (ATSSA) shall supervise the installation and removal of traffic control devices. Except for emergencies, the vendor shall provide a seventy-two (72)-hour advance notice to the HCTRA Engineer or Project Manager of lane closures.

If lane closures are required on the Harris County Toll Road, the vendor shall follow HCTRA lane closure procedures and submit HCTRA’s Request for Approval for Lane Closures for Construction and

Maintenance Form. Dates and times when lane closures will be allowed for main lanes and ramps on the

Harris County Toll Road are; Dates and times when lane closures will not be allowed on TXDOT and City of Houston facilities, are Monday – Friday from 3:00AM to 10:00PM CST unless approved by the HCTRA

Engineer or Project Manager.

Lane Closure Dates and Times

Main Lanes and Ramps (Per TxDOT Requirements):

• Monday – Friday: 9:00 a.m. to 3:00 p.m. CST and 10:00 p.m. to 5:00 a.m. CST

• Saturday – Sunday: 5:00 a.m. to 7:00 p.m. CST and 7:00 p.m. to 5:00 a.m. CST

Main Lanes Toll Plazas:

• Monday – Friday: 10:00 p.m. to 5:00 a.m. CST

• Saturday – Sunday: 10:00 p.m. to 5:00 a.m. CST

The vendor shall minimize the number of lane closures and ensure each closure is as brief as possible. In the event of emergencies such as vehicle accidents, structural failures, or other unforeseen incidents, the vendor shall act promptly to reopen the roadway.

Additional Lane Closure Restrictions:

• Maximum length of any lane closure shall not exceed two (2) miles.

• A minimum distance of two (2) miles shall be maintained between lane closures.

• Closing two (2) consecutive exit or entrance ramps is prohibited unless expressly approved by the

HCTRA Engineer or Project Manager.

Authority and Coordination of Lane Closures

• The HCTRA Engineer or Project Manager reserves the right to deny lane closure requests during special events or public activities that could cause significant delays to the traveling public.

• The vendor shall furnish and install signs notifying the public that the highway is under private maintenance and operation, adhering to TXDOT’s standards for sign location, dimensions, and wording.

• The vendor must coordinate with TXDOT, METRO, and HCTRA regarding major lane closures or other relevant information affecting the traveling public.

• The vendor is responsible for obtaining all required permits from TXDOT, METRO, and HCTRA prior to beginning work, at no cost to HCTRA.

• Any press releases or public information must be routed through HCTRA’s Public Information Officer

(PIO) before dissemination.

• Coordination and correspondence with HCTRA shall be directed through the HCTRA Engineer, Project

Manager, or their representatives.

• For major traffic pattern changes (e.g., lane closures, ramp closures, freeway closures), the vendor must:

o Post portable message boards at least one (1) week in advance. The cost for these boards is included in the lane closure items.

o Notify the Public Information Office a minimum of one (1) week in advance.

• Unauthorized closures of tolled lanes on HCTRA facilities will be charged at $2,500 per lane per hour.

• Flag persons, if required, shall wear proper reflective clothing and carry two-way radios, as directed by the HCTRA Engineer or Project Manager.

XI. Liquidated Damages

In the event a vendor fails to satisfactorily complete the work contemplated in this bid, Harris County shall deduct from the payments due the vendor each month, the sum indicated in this bid where liquidated damages are mentioned, which is agreed upon not as a penalty, but as fixed and liquidated damages for each day/hour of such delay, to be paid in full and subject to no deduction.

Location and Protection of Utilities

The vendor’s failure to complete the utility locates within two (2) working days shall result in the accrual of liquidated damages at $750/day for each utility locate until the utility locates are completed. HCTRA will notify the vendor of its intent to assess an amount for each day of delay as liquidated damages and not as a penalty.

If the vendor damages any fiber optic lines or associated duct banks, the vendor shall be fully responsible for all costs necessary to properly repair or replace the damaged facilities and to restore the duct bank and fiber optic cable to their original condition. The vendor shall replace all affected fiber optic cable from existing splice locations within forty-eight (48) hours of the damage, at no additional cost to the Harris

County Toll Road Authority (HCTRA).

In addition, the vendor shall be liable for liquidated damages in the amount of two thousand five hundred dollars ($2,500) per day for each day that any HCTRA fiber optic line remains inoperable. The parties acknowledge and agree that this amount represents a reasonable estimate of the minimum damages that

HCTRA will sustain due to service interruption and that actual damages would be difficult to ascertain with certainty.

If the actual consequential damages sustained by HCTRA—including, but not limited to, loss of revenue, loss of data, and costs of mitigation—exceed the total liquidated damages assessed, the vendor shall remain liable for the full amount of such additional damages.

Classification of Predictive/Emergency Maintenance Calls

The vendor’s failure to respond and provide a solution/repair within the designated time frames associated with the level of response assigned to a given call shall result in the accrual of liquidated damages at

$750/day for each request until a solution/repair is provided.