3-Attachment C - SOW 2026.pdf

Attachment C

Baggage Handling System Maintenance and Repair Services Request For Proposal

Scope of Work

The selected Respondent shall provide the following:

This Scope of Work (SOW) is for Baggage Handling System (BHS) maintenance and repair services only.

The BHS shall mean collectively all structures, improvements, facilities, equipment, inventories, conveyors, control components, control systems, computer hardware and software, networks, systems, spare parts, and other components or equipment used for transporting normal and odd/oversized baggage located within the Airport Terminal Building and associated garage structure at the Airport, including, but not limited to, the following:

• Ticketing, Lobby, and Curbside,

• Conveyors,

• Lift devices,

• Powered and non-powered doors for security, fire protection, or other function,

• Baggage make-up and claim devices,

• Ski claim devices,

• IOP motor control panels,

• Power distribution panels,

• Manual encoding stations,

• Control devices,

• Baggage tag scanners,

• Baggage camera systems,

• Baggage Dimensioning Device (BDD),

• Baggage Measuring Array (BMA),

• Baggage diverters,

• Para-pushers,

• Computers, battery back-ups, servers, workstations, and remote monitoring stations,

• Networks, Ethernet TCP/IP, ControlNet, and Serial RS232/RS422, and

• HMI monitoring and fault annunciation.

The BHS shall be maintained by the selected Respondent to the highest standard and shall be on a Predictive and Preventive Maintenance basis such that the BHS can provide the Airlines/Carriers at the Airport with unimpeded and uninterrupted operations. The selected Respondent shall furnish all services impartially to all users of the Airport and shall not favor any Airline/Carrier or Itinerant User. The selected Respondent will be expected to work in a coordinated and collaborative environment with the

Airline/Consortium Operations Selected Respondent to assure the Airline/Carriers receive the highest level of service and reliability of the BHS.

The selected Respondent shall coordinate with the City, TSA, and Airline/Consortium Operations Selected Respondent as needed to perform system cleanup of Airline flight schedules and configure data clean-up of the BHS servers in order to minimize disruption to operations.

The number of assets in the BHS may change during the term of this agreement due to on-going construction phases and plan changes. The monthly fee and staffing requirements are subject to change due to the change in asset count as determined by the Contract Administrator and negotiated with the selected Respondent.

The selected Respondent shall in a good, safe, and efficient manner maintain all portions of the BHS from the point where baggage is loaded into the BHS by the Airline/Carrier or passenger to the final point where the baggage is unloaded by the Airline/Carrier or passenger. This shall include all BHS equipment in between load/unload areas, Make-up/Claim areas, and TSA inspection areas. The BHS shall always be kept in a neat and orderly condition.

The selected Respondent shall manage, supervise, and train all personnel required to perform the maintenance and repair at the minimum service standard defined in this SOW and shall meet the Key Performance Indicators (KPI). The selected Respondent shall schedule, maintain, and monitor the BHS in accordance with the terms and provisions of this SOW and coordinate with the Operations Consortium Site Manager all maintenance activities to minimize equipment downtime or disruption of BHS operations.

The selected Respondent shall ensure that maintenance personnel are stationed in areas/zones within the BHS where personnel can adequately and timely respond to maintenance problems such that the defined KPI’s are achieved.

The selected Respondent shall maintain the BHS on a predictive and preventive maintenance basis in a safe and efficient manner to assure the equipment is inspected regularly and repaired prior to actual failure so that equipment operates continuously without unexpected failure. The selected Respondent shall provide all labor and procure spare parts not supplied through SLC warehouse procurement, other materials or consumables to promptly repair, rebuild, and/or replace all damaged, worn, or defective parts and components or materials should the equipment fail despite the preventive maintenance efforts.

The selected Respondent shall be responsible for complete and accurate record keeping and shall maintain a good record keeping methodology so that information pertaining to BHS spare parts, maintenance, performance, and reliability can be readily and easily identified and reported. The selected Respondent shall keep proper records of events impacting the BHS. Records shall be maintained on-site or other designated location(s) under the direction of the Airport.

The selected Respondent shall provide reports for the maintenance of the BHS as required and defined by this SOW or as requested by the City.

The selected Respondent shall ensure that all personnel working on the BHS comply with the Airport and TSA security and safety requirements; additionally, the selected Respondent shall abide by all Airport rules and regulations.

Electronic pictures shall be taken to provide an accurate record of maintenance events and damage, vandalism, or tampering, including but not limited to, the following:

• Baggage jams resulting in damaged equipment/baggage or delay in delivery of baggage,

• Damage to BHS (e.g. Airline equipment running into BHS impact protection, BHS equipment),

• Failure of BHS equipment and associated repairs (e.g. power curves, vertical lifts, ski claims).

I. STAFFING

For the purposes of this SOW, the following persons shall be regarded as key personnel:

1. Site Manager

2. Administrative Assistant

3. Supervisors

A. Minimum Staffing Levels

At a minimum, the selected Respondent shall provide (1) Site Manager, (1) Administrative Assistant, (1) Supervisor for each proposed shift, and BHS Maintenance Mechanics in order to meet the performance requirements of the specifications. Please refer to Attachment D – Management and Administrative Staff Descriptions, for detailed position qualifications/descriptions.

The City reserves the right to request increases or reductions to initial staffing levels based on changes to scope of work or efficiencies acquired through innovation and improvements in maintenance processes or procedures.

Minimum Staffing Levels

Staff Position/Title # of Personnel Minimum Staff per

Shift* Site Manager 1

Administrative Assistant 1

Maintenance Repair Tech II TBD by Selected

Respondent

Maintenance Repair Tech I TBD by Selected

Respondent TBD by Selected

Respondent

*shifts shall cover 24/7 period

During times of peak seasonal events and conventions, the selected Respondent shall provide necessary manpower to support operations ensuring that faults are responded to and addressed in accordance with this SOW. Peak seasonal events shall include, but are not limited to, the following*:

• President’s Day weekend (three days prior to President’s Day through three days after),

• Memorial Day weekend (three days prior to Memorial Day through two days after),

• Spring Break (as required to ensure the performance requirements of the contract are met),

• Independence Day weekend (two days prior to Independence Day through two days after),

• Labor Day weekend (three days prior to Labor Day through two days after),

• Thanksgiving (the entire week of Thanksgiving through five days after),

• Christmas/New Year’s (five days prior to Christmas Day through four days after

New Year’s Day),

• Major commercial/industry conventions as they may occur.

*if any black-out days coincide with a weekend, extend to include Monday/Friday

B. Staffing Schedule

The selected Respondent shall provide an updated staffing schedule to the Contract Administrator showing the name of the employees, by position, shift, and recurring bi-weekly work period. The staffing schedule must be updated and resubmitted whenever there is a change in personnel, positions, vacancies, and/or scheduled work.

C. Staffing Deficiencies

Staff deficiencies shall be covered by personnel with the same qualifications/classification (e.g. a BHS Machine Repair Technician shall be substituted by a similarly qualified BHS Machine Repair Technician).

The selected Respondent shall make all efforts to address deficiencies in staffing and report hiring progress status on a weekly basis.

The selected Respondent shall submit a monthly staffing allocation report detailing all hours provided under this contract by staff and position. Deficient hours from the previous month based on the minimum staffing levels shall be clearly denoted.

D. Substitution of Employees

The selected Respondent’s personnel performing work under this contract shall only perform work related to the SOW of this contract. The Contract Administrator may permit specific exceptions when such exception requests are submitted in writing.

The selected Respondent shall instruct their personnel that their employment to work under this contract is their primary employment. Additional employment shall not interfere with or compromise an employee’s ability to perform their duties under this contract.

The selected Respondent shall not reassign key personnel to duties away from the Airport, unless the selected Respondent notifies the Contract Administrator in writing and obtains prior written approval from the Contract Administrator for such substitution. If the employee should be promoted, resigns, or is terminated, the selected Respondent shall immediately notify the Contract Administrator and provide him/her written notice of the name and qualifications of the employee proposed to replace the affected employee.

E. On-Site Management and Staff Descriptions

Position requirements and specifications included in Attachment D – Management and Administrative Staff.

II. SAFETY

The Selected Respondent is responsible for the health and safety of its employees, agents, suppliers, and other persons, who perform work under this contract and for the protection and preservation of the BHS. The Selected Respondent shall take all necessary and reasonable precautions and actions to protect all such persons and property. Such actions shall include, but are not limited to the following;

Compliance with all the applicable laws, regulations, ordinances, rules or orders of any public authority having jurisdiction relating to safety of persons or property.

Implementation of all practices, procedures and programs customarily implemented by selected Respondents performing work of a similar nature.

The Selected Respondent shall ensure that staff are provided with the proper safety equipment, are properly trained in the use of safety equipment and shall enforce the proper use of safety equipment when required by OSHA or the City, for example;

• Eye protection (safety glasses),

• Safety shoes,

• Head protection (hard hats/bump caps),

• Noise protection (ear muffs),

• Electrical shock protection (NFPA-70E – Arc Flash),

• Unintended use (lock-out tags/locks), and

• Face masks.

The Selected Respondent shall ensure that all employees wear the correct PPE including foot wear appropriate for the task being performed.

The City shall have the right to require removal of any employee who fails to wear the proper uniform and PPE in a reasonable condition and the exercise of this right shall not limit the obligation of the Selected Respondent to perform the services defined by this specification.

The Selected Respondent shall ensure that areas for use by the Selected Respondent are properly maintained, regularly cleaned and free from hazards. Shall perform periodic inspections of ladders, mobile stairs, lifts and other maintenance-related equipment. Ladders, mobile stairs and lift equipment shall have an inspection tag attached to document periodic inspections. When a piece of equipment is found not suitable for use as a result of inspection the equipment will be tagged “out of service”. The Selected Respondent will promptly repair or replace equipment deemed out of service.

Maintain all records, make all reports and post all documents required by Federal, State and Local laws and regulations on employee worker safety and protection from hazardous conditions and materials.

A. Site Safety Coordinator

The Selected Respondent’s Supervisors shall be designated as Safety Coordinators for their respective shift and will be responsible for coordinating and enforcing all safety issues on site at the Airport. Designated as the first responder to all safety-related incidents.

The Safety Coordinator shall perform safety related tasks and training, enforce policy and procedures of both the Selected Respondents organization and that of the Airport and shall attend Airport safety meetings and seminars as required by the City.

The Safety Officer shall perform an annual audit of all Safe Work Practices and Procedures (SWPP) and submit the report of the findings to the Selected Respondent’s Site Manager. Site Manager is required to submit a formal written report to the Contract Administrator for all incidents involving injury or near miss incidents for the Selected Respondent or the sub-selected Respondent’s personnel.

Responsible for safety training of all the Selected Respondent’s personnel and/or sub-supplier’s personnel working at the Airport. Perform Job Hazard Assessments (JHA) of the BHS work environment and spaces, identify and correct any hazards.

Review Selected Respondent’s standard maintenance procedures (“SMP”) and identify appropriate warnings, hazards and cautions to ensure employee awareness.

Hold daily “Shift Safe Start” meetings per shift to include pre-task awareness procedures to identify potential risks and hazards for planned work activities for the shift.

Maintain all SDS documentation up-to-date and provide employee training on SDS data sheets, particularly new hire employees. Maintain a training record of SDS training by employee, SDS title/subject and date performed.

Safety Coordinator qualifications include knowledge of principles and practices for evaluating and implementing a comprehensive safety program; training techniques; basic principles of risk management, methods and techniques to ensure and enforce accident prevention.

Good observation, reporting, recording, oral and written communication skills with the ability to;

• Properly investigate and evaluate complex safety problems and issues.

• OSHA 10-hour general industry training as a minimum.

• Establish and maintain an effective working relationship with personnel at all levels of the Selected Respondent and the City organization.

• Analyze situations accurately through observation and personnel interviews.

• Able to make timely and effective recommendations regarding personal safety and Safe Work Practices and Procedures.

• Able to clearly interpret applicable safety and environmental laws and regulations.

• Able to plan and present safety training programs.

• Able to communicate clearly with others to obtain compliance and cooperation with other personnel over whom one has no direct authority.

The Selected Respondent shall have in place an official safety plan detailing the following as a minimum;

• All safe work practices and procedures to be implemented by employees and/or sub-suppliers when performing any work at the Airport.

• Job Hazard Assessment procedures to address deficiencies and actions taken to remedy.

• OSHA annual recurring training program requirement and documentation of employee training received.

• Recurring technical training program to substantiate employee qualifications to perform in their assigned duties and tasks.

The Selected Respondent shall submit a safety plan to the City no later than 60 days after NTP or prior to the commencement of operations (whichever occurs first). In addition, the Selected Respondent shall submit an updated safety plan whenever the Selected Respondent alters the safety plan or there is a material change in State/Federal requirements which require an adjustment to the safety plan.

B. Safe Work Practices, Audits, and Procedures

The Selected Respondent shall perform regular audits of safe work practices and procedures to ensure compliance by all its employees and sub-selected Respondents.

The Selected Respondent is solely responsible for ensuring that all personnel and sub-selected Respondents working at the Airport are fully conversant with all safe working practices and procedures and enforcement of those SWPP.

The Selected Respondent shall put in place a procedure to allow SWPP to be updated and/or corrected. The Selected Respondent shall submit all changed SWPP to City by EOB on the next business day once SWPP have been reviewed, updated and put into place.

C. Employee Training

Selected Respondent to submit a safety plan and training program defining all employee training provided annually and on a recurring basis, training to include OSHA safety training as well as job related technical training that has a direct correlation to an employee’s aptitude and awareness.

Provide a detailed report each month to the City of training activities completed and outstanding for the month indicating the following as a minimum;

• Name of the person trained,

• Type of training performed,

• Quantity (hours) of training performed by type,

• Date training was completed, was scheduled, or has been rescheduled, and

• Grade provided for training.

Provide a list of all outstanding training, overdue or rescheduled.

D. Hazardous Waste

The Selected Respondent shall dispose of any hazardous material used by the Selected Respondent during the term of this contract in a safe, secure and responsible manner using industry best practices.

No materials will be allowed to enter storm water sewer system. Only those products suitable for discharge via the sanitary system will be considered allowable discharges.

All sanitary sewer discharges must comply with the Salt Lake City Municipal Code (Ref Section, Rules and Regulations), along with any other applicable federal, state, or local regulations.

Any other materials identified by the Selected Respondent to be deemed hazardous shall be brought to the immediate attention of the Airport/ TSA/ LEO (as applicable).

The Selected Respondent shall ensure that the area containing hazardous material is marked off and secured where practical.

Under no circumstances shall the Selected Respondent or any persons under the control of the Selected Respondent take steps to move and or otherwise interfere with any material deemed to be hazardous until properly inspected/ disposed of or an ‘all clear’ has been given by authorized personnel.

The disposal of any hazardous wastes on Salt Lake City International Airport property is prohibited. All hazardous waste must be disposed off-site at an appropriately permitted facility. It shall be the Selected Respondent’s responsibility to determine any associated or potential cost of hazardous waste disposal compliance.

E. Selected Respondent Emergency Plan

The Selected Respondent shall submit to the City an emergency plan to address the safe evacuation of personnel under the control of the Selected Respondent. The Selected Respondent’s emergency plan shall be properly coordinated with the City’s emergency plan. The plan shall at a minimum include the following:

• Natural disasters,

• Injuries to employees or person under the control of the Selected Respondent,

• Fires,

• Emergency evacuation of offices and work spaces, identifying primary and alternative exit points,

• Bomb threat procedures, and

• Automobile accidents.

The Selected Respondent will ensure that its employees are trained and responsive in accordance with the Selected Respondent Emergency Plan and Airport Policies and Procedures. In the event of an emergency, employees are instructed to call the Airport Emergency number at 801-575-4911.

III. SECURITY BADGE (SIDA)

The Selected Respondent shall ensure that all employees working under this contract comply with the Airport’s badging requirements. Badging costs for fingerprinting and security threat assessments (STA) are reimbursable for new hire employees and renewals; however, if the Selected Respondent experiences an unusual level of turn-over (in excess of 10% of the total staffing within a 6-month period), the cost of badging for new hire employees will be covered by the Selected Respondent.

The Selected Respondent or its employee is responsible for any penalties or fines due to a security violation as imposed by the Airport’s Badging Office or duly authorized representatives.

The Selected Respondent’s Site Manager will be the designated Authorized Signer for the Company and shall coordinate initial badging activities; as well as, ongoing requirements for renewal, enforcement, and training.

Federal Inspection Services may have additional requirements or bonding that the Selected Respondent must comply with at the cost of the Selected Respondent in order to obtain Customs Seal and authorization to work in Customs/FIS areas.

Visit the following website to learn more about the badging requirements, documents, and associated costs for the Salt Lake City International Airport:

https://www.slcairport.com/badging/.

IV. EMPLOYEE PARKING

The Selected Respondent shall provide and pay the Airport’s parking fees for all parking spaces required by their staff and sub-selected Respondents at the going rate throughout the term of the Contract. Parking shall be furnished at no cost to the employee.

Additional parking spaces may be provided in employee parking lots upon request with the Airport’s parking division at the cost of the Selected Respondent. Buses between the employee parking lot and the Terminal operate to a published schedule (subject to change) and are provided by the City at no additional cost to the Selected Respondent or employees.

All Selected Respondent employees shall park in an area designated by the City. At no time shall it be permissible for employees to park their personal vehicles within the Public parking facilities during work hours, unless they pay the full rate for their parking.

Parking fees for authorized personnel will be considered a reimbursable item under the agreement.

V. EMPLOYEE UNIFORMS

The Selected Respondent shall furnish their employees with a uniform as per standards accepted by the City. The Selected Respondent shall submit information pertaining to uniforms to the City for approval no later than 30 days after NTP and whenever the Selected Respondent intends to materially alter uniforms. The City will have final say on uniform color selection to allow for distinction from other Airport employees/selected Respondents.

The Selected Respondent shall enforce a reasonable level of dress code ensuring that all employees will present a neat, clean, and orderly appearance always while at the Airport. Employees will not be allowed to wear commercially trade-marked apparel and logos other than of the Selected Respondent while on duty.

https://www.slcairport.com/badging/

VI. MAINTENANCE REQUIREMENTS

All maintenance performed under this contract shall be categorized as one of the following items:

• Preventive Maintenance (“PM”),

• Predictive Maintenance (“Pd.M.”),

• Scheduled/Corrective Maintenance (“CM”), or

• Unscheduled/Emergency Maintenance (“EM”)

The Selected Respondent shall ensure that all maintenance activities are performed in a timely manner. Any maintenance activities that result in disruption of operations, missed bags, or the like must be reported to the City within 4 hours of the event.

A. Baggage System Maintenance

The Selected Respondent shall maintain all portions of the BHS from the point where baggage is loaded into the BHS by the Airline/Carrier to the final point where the bags are unloaded by the Airline/Carrier, inclusive of all BHS equipment between including load/unload areas and TSA inspection areas. All maintenance activities shall comply with the latest Operation and Maintenance Manuals at a minimum.

The Selected Respondent shall ensure that maintenance personnel are stationed in areas within the BHS where personnel can adequately perform preventive maintenance as well as any corrective maintenance activities required to respond to operational problems in order to maintain the defined KPI’s.

The Selected Respondent is responsible for keeping on site all OSHA required equipment required to safely operate and provide the workforce with the appropriate PPE necessary to maintain the BHS, including but not limited to the following required safety equipment:

• Eye protection,

• Harnesses,

• Fall arrest/tie-offs,

• Hard hats/Bump caps,

• Work boots providing ankle support and heel for climbing/descending ladders,

• Ear plugs or ear protection,

• Safety cones,

• Eye wash stations,

• Respirators,

• Hand cleaner,

• Hand protection,

• Protective clothing,

• First Aid Kit, and

• Fire Extinguishers (Selected Respondent-owned vehicles).

The Selected Respondent is responsible for all mechanical and electrical areas identified as a part of the BHS.

The Selected Respondent is responsible for development and improvements of a scheduled Preventive Maintenance Plan as conditions or circumstances dictate.

The Selected Respondent is responsible for all maintenance tasks scheduled and non-scheduled.

B. Maintenance Coordination with SLATEC

BHS operations are performed under a separate agreement with SLATEC, an Airline/Carrier consortium. All maintenance activities will be coordinated with the Site Manager of SLATEC. SLATEC will support all troubleshooting activities by modifying operations when possible to accommodate maintenance and repairs.

The Selected Respondent and SLATEC Operations Selected Respondent have a mutual obligation and interest to cooperate in order to immediately resolve BHS issues regardless of the origin or responsibility as per assigned roles. The City and SLATEC will direct their respective contracted staff to work constructively and communicate with each other to apply their best efforts and resources to resolve problems. Either the City or SLATEC can call for a mandatory meeting to brainstorm solutions and to allocate responsibility for tasks to create a joint action plan to acquire the desired outcome to best serve the Airline operations and customers.

The Selected Respondent shall, as required, provide support to other parties, who maintain parts of the BHS on behalf of stakeholders including, but not limited to, the

• EDS equipment,

• Computer systems,

• BSMs,

• FIDS,

• CCTV,

• HVAC, maintenance,

• Lighting, change/replacement,

• Sprinkler, maintenance, testing, and

• Electrical services.

A table identifying the responsibilities of the operations, and maintenance and repair BHS selected Respondent; as well as, the responsibilities of stakeholders/user (i.e. TSA, Airline/Carriers, and the City) can be found in Attachment E – BHS Management Responsibilities and Coordination Table.

C. Maintenance Inspection Activities

The Selected Respondent shall perform regular inspections to determine the status of all components within the BHS and to ensure that such equipment is compatible with the safe and efficient operation of the BHS.

Daily walkthroughs shall be performed throughout the BHS to identify proper operation and adjustment on the entire system. The Selected Respondent shall perform inspections to observe and monitor every operating component in the BHS for potential failure and/or make adjustment on a daily basis.

Records shall be kept properly detailing that scheduled inspections were performed, the labor performing the inspections, and man-hours required to perform the inspection by the Selected Respondent.

The Selected Respondent shall put in place an audit system to be performed by Supervisors to periodically verify that daily inspections and preventive maintenance tasks are being performed properly. Such audits shall be fully documented and attached to the required monthly performance reports.

Inspections shall be performed as required by the approved maintenance plan.

The Selected Respondent shall promptly inspect any equipment deemed to have failed and shall immediately repair or replace any equipment, assembly or component in order to return the equipment to service.

Equipment/components with long inspection intervals, deemed to be in imminent threat of failure before the next inspection, but with a reasonable useful life shall have the inspection interval temporarily adjusted so that the best cost benefit is provided without actual failure during operation. The Selected Respondent shall be mindful of the overall costs of components. Components should be removed and/or rebuilt/refurbished whenever practical and only replaced with a new spare part at the end of its useful life prior to actual failure.

The Selected Respondent shall keep an adequate supply of consumables on site to perform all maintenance activities.

The City shall have the right to have others repair or replace any components or assemblies that the City deemed to be inadequately or improperly maintained at the sole discretion of the City, all such costs to be the responsibility of the Selected Respondent.

The Selected Respondent shall properly coordinate all maintenance and equipment being taken out of service due to scheduled or unscheduled maintenance with all Stakeholders to ensure that maximum possible service can be provided to the Carriers/Airlines at all times.

Any equipment taken out of service for scheduled maintenance inspections shall not;

• Force bags to recirculate,

• Cause peak baggage flows to occur once equipment is returned to service, or

• Route baggage to a higher screening level (CBRA).

D. Preventive Maintenance (PM)

The Selected Respondent shall perform preventive maintenance based on an agreed upon schedule in accordance with the OEM operation and maintenance manuals as a minimum, and the requirements of the City.

The Selected Respondent shall provide a weekly maintenance plan to the Consortium Operations Site Manager for the upcoming week in order to coordinate and schedule maintenance activities. The Consortium Site Manager will respond back to Maintenance and Repair Selected Respondent Site Manager in a timely manner confirming the scheduled maintenance activities for the upcoming week and earnestly support all scheduled maintenance activities to ensure the BHS remains functional.

The SLC approved preventive maintenance plan shall be a detailed plan for performing PM tasks.

The Selected Respondent shall submit to the Contract Administrator for review and approval the preventive maintenance plan within thirty (30) days of operations commencing and shall resubmit whenever the Selected Respondent materially alters either the plan or schedule.

The Selected Respondent shall adjust the preventive maintenance plan (schedule and procedures) based on equipment usage, site conditions and/or under direction from the City, to ensure that equipment is properly maintained and not exposed to unexpected failure.

The Selected Respondent shall keep detailed records of all manpower and spare parts required to perform preventive maintenance tasks.

The Selected Respondent shall report to the City on any equipment that has reached its useful life and/or the cost of maintenance for a piece of equipment or an individual component has become unreasonably expensive to maintain or can no longer be maintained. A written summary report shall be provided to the City on a bi-annual basis.

All equipment whether in use or not in use shall have an inspection performed as a minimum once each calendar month.

E. Timely Completion of PM Inspections

The Selected Respondent shall ensure that all PM inspections are completed as follows:

• Daily inspections, due the day assigned,

• Weekly inspections, within one (1) day of the inspection becoming due,

• Monthly inspections, within three (3) days of the inspection becoming due,

• Quarterly inspections, within one (1) week of the inspection becoming due,

• Bi-annual inspections, within one (1) week of the inspection becoming due,

• Annual inspections, one (1) week of the inspection becoming due.

F. Indicators for Potential Equipment Failures

The Selected Respondent shall inspect all parts of the BHS and promptly initiate preventive action to correct any known defects including, but not limited to;

• Abnormal, intermittent and/or excessive noise,

• Abnormal, intermittent and/or excessive vibration including vibration effecting other equipment,

• Tracking issues of conveyor belting, at no time shall belting miss-track into conveyor side walls,

• Proper alignment of conveyor components, or

• Leakage of lubricants, such leakage shall be promptly cleaned up and disposed of in accordance with the City, Local, State and/or Federal regulations.

G. Scheduled Corrective Maintenance

The Selected Respondent shall coordinate and schedule repairs with the Consortium Operations Site Manager to minimize impact on Airline/Carrier operations and correct any equipment or operational deficiencies discovered as a result of periodic inspections performed by the Selected Respondent’s personnel or the City’s.

The Selected Respondent shall minimize impact to any effected stakeholders by completing Scheduled Corrective Maintenance as follows;

• When operations are complete;

• Equipment being repaired/impacted by repair is no longer required by the stakeholder;

• Stakeholder agrees to relocate to redundant equipment and repair does not affect redundant equipment.

Any item scheduled for corrective maintenance shall be completed within 72 hours of the event becoming known or reported to the Selected Respondent.

H. Unscheduled Corrective Maintenance

The Selected Respondent shall notify the City and Consortium Operations Site Manager immediately during any failure.

Unscheduled Maintenance shall be regarded as Emergency Maintenance following a failure or malfunction or improper function of equipment in use by any stakeholder irrespective of the impact on the stakeholder.

The Selected Respondent shall immediately assign resources to address any unscheduled failure effecting operations without impact to other operations.

Any unscheduled failure not effecting operations shall be resolved within four hours.

The Selected Respondent shall coordinate all unexpected repairs with all Stakeholders as necessary to ensure that any impact to others is properly communicated and minimized.

Additional manpower shall be provided as needed to complete corrective action and/or move baggage around the failure in order to minimize impact to operations.

I. Equipment Damage and Documentation

The Selected Respondent shall repair and maintain all BHS impact protection.

The Selected Respondent shall perform periodic inspection not only to ensure impact protection performs the required task, but also to verify loosening of retainers. Any loose retainers shall be adjusted appropriately; retainers, which cannot be adjusted, shall be replaced.

Notification and written reporting to the City shall be provided no later than 12:00 PM of the next business day after it becomes known to the Selected Respondent, if damage to the impact protection is beyond repair.

The Selected Respondent shall keep detailed records of damage, which is attributed to carelessness by other parties working and/or operating in the vicinity of the damage, to allow the City to provide evidence to the responsible party for recovery of costs including;

• Photographs (obtain company logo’s, if possible),

• Witness reports (if possible),

• A detailed description of the damage including time and location, or

• A detailed breakdown of the work done to repair the damage including materials and manpower, fully priced at agreed rates.

J. Equipment Uptime and Availability

Availability shall be calculated based on any equipment being available for service during operations except for the following:

• Equipment that is scheduled for downtime (EQDT),

• Maintenance work that can be completed without affecting the BHS’s ability to meet the demand imposed upon it by operations (PMDT),

• Scheduled Operating Time (SOT) is equivalent to the amount of time that the equipment is required to be in service less the items identified above,

• Daily availability would be equivalent to (1440 minutes – (EQDT + PMDT)),

• Monthly availability for a 30-day month would be equivalent to (30 days *

1440 minutes – (EQDT + PMDT)),

• Annual availability would be equivalent to (365 days * 1440 minutes –

(EQDT + PMDT)).

Removing any portion of the BHS from operation in order to perform maintenance whether scheduled or unscheduled which results in dieback, bags miss-connection as a result of BHS delays (which could have normally connected), and/or aircraft delays (as a result of bag delays) shall be regarded as NOT meeting demand.

Availability Calculation

Availability % = (Scheduled Operating Time SOT – Downtime EQDT+PMDT) * 100

Scheduled Operating Time SOT

K. Key Performance Indicators (KPI)

The Selected Respondent shall, through the Baggage Maintenance activities, ensure that the Key Performance Indicators (KPI’s) defined herein are fulfilled. The KPIs are created to have a very clear and straightforward measuring system in place to evaluate the performance and quality of the operations and maintenance activities provided by the Selected Respondent.

Downstream equipment failures shall be limited to no more than fifteen (15) minutes before fallback methods are put in place to continue ticketing operations.

The Maintenance and Repair Selected Respondent shall coordinate and support the Operations Selected Respondent (SLATEC) to remove jams when in the immediate area and expedient to do so to prevent dieback or upstream cascading or damage to conveyor system components. Jams shall be attended to within three (3) minutes of the system reporting the condition. Jams, which cannot be cleared within a further two (2) minutes or total of (5) minutes shall initiate fallback methods to ensure delivery of stranded baggage.

Emergency stop conditions shall be responded to within three (3) minutes of the event being reported. Emergency stops, which cannot be cleared within a further two (2) minutes shall initiate fallback methods to ensure delivery of stranded baggage.

Maintenance call conditions shall be responded to within three (3) minutes of the call being initiated.

Provide minimum staffing levels at all times during relief breaks and lunch periods.

Issue reporting details as required by this specification.

Ensure that the BHS operates and is configured to ensure all baggage is screened in accordance with the description of operation and TSA requirements for screening of baggage.

L. Adjustments to Maintenance Schedule

Should the Selected Respondent decide the OEM inspection timeframes are no longer appropriate based on equipment usage and age, the Selected Respondent shall seek approval from the City to adjust the inspection schedule as necessary to ensure that equipment is adequately inspected. Examples of changes to PM Activities based on usage include but are not limited to the following;

• Environmental filters in MCP’s, cabinets, control stations due to contamination

• High Speed Diverters/Power turns based on usage

The Selected Respondent shall submit to the City any requested changes to the maintenance plan for approval by the City.

Modifications to the agreed schedule shall be properly documented for improvement in availability and reported in writing to the City within seventy- two (72) hours of the changes. A follow-up report shall be issued in writing to the City confirming the expected improvement in performance and shall be submitted within thirty (15) days of changes being implemented.

The Selected Respondent shall properly document all changes made to the maintenance plan.

In the event that an inspection is performed later than expected, the next required inspection shall be performed as if the inspection had been completed as scheduled.

M. Minimum System Availability

The Selected Respondent shall be considered to have failed the KPI performance requirements based on the following availability requirements:

Attain greater than ninety-nine percent (99.0%) on a daily basis per section (less than fifteen minutes downtime weighted per day per section).

Greater than ninety-nine percent (99%) on a monthly basis per section (less than two (2) hours downtime per month per section).

Greater than ninety-nine percent (99%) on a monthly basis (less than six (6) hours accumulated downtime weighted per month) across all modules.

N. Failures

Belting which fails (cannot transport baggage anymore) during operations due to unexpected damage shall be repaired within two (2) hours of the condition becoming a stoppage requiring implementation of fallback methods.

Conveyor components which fail during operations shall be replaced within one hour of the condition becoming a stoppage requiring implementation of fallback methods.

Failures which occur as a result of incorrect adjustment or maintenance by the Selected Respondent and influence operations involving bags missing connections with aircraft and/or aircraft being delayed shall be recorded by the Selected Respondent and reported to the City within four (4) hours of the incident being completed. A written report shall be submitted no later than 12:00 PM on the next business day.

O. Contingency Plan

The Selected Respondent shall coordinate with SLATEC, TSA and the City to develop Contingency Plans for all BHS related system failures. Each plan shall at a minimum contain the following information;

• Description of contingency item (electrical failure, mechanical failure, etc.).

• Notification of required stake holders, names and contact information.

• Detail all the different actions to be taken based on the severity of the failure.

• Procedure for handling baggage during the outage.

• Provide a representative in the Airport Emergency Operations Center when requested by the City.

Ensure an Event Report detailed in this document is provided when Contingency Plans are activated.

• Provide a narrative regarding impact to BHS, Airport, TSA, and Airline Operations

• Timeframe, beginning and end of event

• Actions taken by the Selected Respondent during the event

• Equipment effected by event

• Quantity of misrouted baggage (bags to CBRA, etc.) as provided by the City or

Airline

• Quantity of misconnected bags (failed to load on aircraft) as provided by the

City or Airline

• Quantity of Delayed aircraft as provided by the City or Airline

The Selected Respondent shall submit the plan no later than 30 days after commencement of operations and within five days of the plan being updated or as requested by the City.

P. BHS Control Room

The control room is a shared space for SLATEC operations personnel to perform and coordinate BHS operations, offices for the Maintenance and Repair Selected Respondent Site Manager, and City’s BHS Contract Representative are located in the Control space.

Information and the activities in the control room are considered Security Sensitive and are covered by SSI (49 CFR parts 15 and 1520).

The use of electronic devices not required for BHS operations and maintenance are prohibited.

Consuming food/drink is not allowed except in designated areas.

No smoking or vaping allowed in the Control, only in designated areas.

Loitering, and creating distractions by activities and conversations unrelated to BHS operations is prohibited.

Maintain a clean and organized workspace, general office housekeeping such as files, folders, organization of BHS items shall be kept in an organized and orderly fashion. Do not post information or graphics non-related to Control room activities and procedures.

Q. Failure to Meet KPI

Should the Selected Respondent fail to meet any KPI within a calendar month, the Selected Respondent shall provide the City a written explanation detailing the reasons why the Selected Respondent was unable to meet the KPI. In addition, the Selected Respondent shall provide the City with a written proposal detailing what corrective actions the Selected Respondent will take in order to meet the KPI’s identified in this document.

The Selected Respondent acknowledges that its services under this Contract require handling and accounting for mission critical equipment and services for the airlines and passengers at the Airport, and therefore the highest standards of competence, integrity, reliability and courtesy are required in the performance of the Selected Respondent’s duties hereunder for the protection of the City’s revenues and delivery of quality service to the public at the Airport.

R. Bad Identification

Automatic Tag Reader (“ATR”) performance shall exceed a read rate minimum of ninety-three percent (93%) per array and ninety-five percent (95%) per module calculated on a daily basis.

S. Tracking Accuracy

Tracking performance shall exceed ninety-seven percent (98%) of all bags being processed over a twenty-four (24) hour period.

Bags lost in tracking can be identified as the total number of bags incorrectly sorted to a MU device.

Bags which are routed to the run-out device due to no-read or no sort information but are correctly tracked shall be deemed to be tracked accurately.

Tracking Performance Calculation

Tracking Performance %

(Total Bags to assigned MU – Bags lost in tracking) * 100

(Total bags to MU)

T. Mean Time to Repair (MTTR)

MTTR analysis shall commence from when equipment goes out of service until equipment is returned back into service.

The Selected Respondent shall report to the City on a monthly basis with information supporting MTTR for the following components as a minimum;

• Belt change,

• Diverter/pusher paddle/belt change,

• Para pusher motor/drive change,

• Motor/gearbox change,

• Photocell replacement,

• Encoder replacement,

• VFD replacement,

• Make-up/Claim drive unit, chain.

U. Operational Coordination

The Selected Respondent shall coordinate with the Contract Administrator in the event of any conflicts or activities required as a result of ongoing airport construction activities in progress

The Selected Respondent shall work with all responsible parties to address scheduled shutdowns. The Selected Respondent is responsible for the coordination between SLATEC, Stakeholders and other third parties involved including but not limited to the

• City Contract Administrator or Staff

• TSA

• TSA EDS equipment selected Respondent

• SLATEC and Airlines/Carriers

• Service baggage handlers/Skycaps

• SLC Airport Maintenance

The Selected Respondent is responsible for contacting SLC Airport Control Center regarding any abnormal environmental issues (high temperatures, water leaks, etc.) in the BHS area, Office/shop/inventory spaces, Control Room and/or BHS Server rooms.

The responsible party shall be immediately contacted of an abnormal environmental condition becoming known to the Selected Respondent. The Selected Respondent shall follow up with the responsible party, who was assigned the task to perform the repair every fifteen (30) minutes until the event has been attended to. Once satisfied that the issue is being addressed, the Selected Respondent shall follow up with the responsible party every thirty (60) minutes until resolved.

V. Bag Clearing

Bag jam clearing is the primary responsibility of SLATEC, however the maintenance and repair Selected Respondent shall assist when in the immediate area of the jam to assure bag flow is maintained; and to assist if bag straps or other materials are entrapped or entangled on equipment components requiring any disassembly or adjustment; and to reduce the possibility of resulting equipment or belt damage. When performing any single jam clearing event, communicate with the Control Room to avoid unnecessary dispatch of personnel by operations staff.

W. General Cleaning of the BHS Operations Area

The Selected Respondent shall perform all cleaning of baggage handling system components as well as immediate area surrounding system, to include the following;

• Conveyor bed sections and side panels,

• Belting,

• Motors and drives,

• Drip pans,

• Photo eyes and reflectors,

• ATR’s,

• BDM’s,

• Divertors and sorting devices,

• Floor area of BHS, and

• Monitors and display screens.

X. Bag Security Screening

The Selected Respondent shall comply with all TSA regulatory requirements.

The Selected Respondent shall ensure that all baggage entering any part of the BHS is properly screened in accordance with TSA regulatory requirements, which are subject to change, before being transported to the make-up devices. Under no circumstances shall the Selected Respondent allow baggage to exit the BHS and bypass any TSA mandated screening. Should an incident occur where baggage exiting the BHS is not properly screened, the Selected Respondent shall take immediate steps to:

• Ensure that no additional bags exit the BHS without being screened. If necessary, the effected CBIS or portions of CBIS, which does not properly screen bags, shall be stopped.

• Alert the local TSA and the City by phone or in person of any situations where the Selected Respondent knows or believes that baggage may have exited the BHS and not been properly screened.

The Selected Respondent shall follow up all incidents where baggage exiting the BHS has not been properly screened with an interim written report to the City within four (4) hours of the situation becoming known to the Selected Respondent. A final written report shall be submitted to the City no later than 12:00 PM on the next business day detailing the following:

• All actions, activities and/or events taken by the Selected Respondent to identify the cause(s) leading up to baggage not being screened.

• All actions taken by the Selected Respondent to mitigate the impact.

• All actions taken by the Selected Respondent to ensure that the incident cannot be repeated.

• Any changes to procedures required to ensure that the incident cannot be repeated.

• Any changes in BHS operation required to ensure that the incident cannot be repeated.

Y. Lighting

Lighting fixtures within the BHS areas shall be maintained by the City.