4-Attachment C - Scope of Work.docx

ATTACHMENT C

SCOPE OF WORK

I. GOALS AND OBJECTIVES

The goal of transformer oil testing is to assess the condition and integrity of the insulation oil and internal transformer components to ensure safe, reliable, and uninterrupted electrical service. This helps prevent transformer failures, supports preventive maintenance, and maintains operational continuity within the correctional facility, while prioritizing safety and security for staff, inmates, and visitors.

II. PERFORMANCE MEASURES

THE CONTRACTOR will perform in accordance with the following specifications. Quality of service and performance will be measured by response time for the test results, record keeping, and invoicing in accordance with contract requirements, and by measuring and evaluating evidence provided by the CONTRACTOR and monitoring the CONTRACTOR’S compliance with every term and condition as defined in Attachments A through D.

III. DETAILED SCOPE OF PERFORMANCE

CONTRACTOR shall:

A. Provide sampling kits to UDC on an as-needed basis. UDC shall notify the CONTRACTOR when sampling kits are required, and the CONTRACTOR shall furnish and ship the requested kits. Each kit shall include return mail labels and clear instructions for properly packaging and returning the test samples to the CONTRACTOR. The kits must be shipped to the following address:

Utah State Correctional Facility Attn: Darrin Weeks/Maintenance 1480 N 8000 W Salt Lake City, UT 84116

Moisture content (ppm) Acidity (Neutralization Number) Interfacial Tension (IFT)

2. Additional Tests (as required) Visual inspection (color and sediment) Inhibitor content Furan analysis (cellulose insulation degradation) PCB screening (where applicable)

3. Reporting and Documentation The Contractor shall provide detailed written reports that include:

Test results for each transformer Comparison to IEEE/IEC acceptable limits Condition assessment and risk evaluation Identification of abnormal or critical findings Recommended corrective actions or monitoring intervals

4. Reports shall be submitted electronically within thirty (30) business days following sample collection and shall be suitable for regulatory, maintenance, and audit purposes.

UDC shall be responsible for collecting and providing transformer oil samples to the CONTRACTOR for laboratory testing as follows:

IV. CONFIDENTIALITY

Many of the records to which CONTRACTOR may have access are properly classified as “private,” “controlled” and/or “protected” under the Utah Governmental Records Access and Management Act (GRAMA), Utah Code Annotated § 63G-2-1-1, et seq. CONTRACTOR is subject to the same restrictions on disclosure of any such records or record series as UDC. CONTRACTOR agrees to adhere to the following restrictions regarding such records.

A. CONTRACTOR’S use of the record or record series produces a public benefit that outweighs the individual privacy right that protects the record or record series.

B. CONTRACTOR’S access to the record or record series is necessary for the performance of this contract.

C. The record or record series accessed by CONTRACTOR will only be used for the performance of this contract.

D. The record or record series accessed by CONTRACTOR will not be disclosed to any other person; and E. The record or record series accessed by the CONTRACTOR will not be used for advertising or solicitation purposes.

Failure to adhere to all restrictions set forth above may subject CONTRACTOR and/or its staff to criminal liability pursuant to Utah Code Annotated § 63G-2-801.

V. PRICE GUARANTEE PERIOD

All pricing must be guaranteed for two (2) years. Any request for price adjustment must be for an equal guarantee period, must be made at least 30 days prior to any adjustment, must include sufficient documentation supporting the request and demonstrate a logical mathematical link between current price and the proposed price. Any adjustment or amendment to the contract will not be effective unless approved by the State Director of Purchasing and no request for adjustment is guaranteed. The State will be given the immediate benefit of any decrease in the market, or allowable discount.

VI. COMPENSATION

A. Compensation will be based on accepted all-inclusive bid prices for the reporting of oil samples.

B. Prices include CONTRACTOR’S costs for shipping, storage, handling, and delivery F.O.B. destination with all transportation and handling charges paid by the CONTRACTOR.

C. Compensation limits are as defined. No additional costs or fees are eligible for compensation under this agreement.

VII. COST OF SERVICES

A. Payment under this contract shall be made on a fee for delivered services and/or products, as defined in the contract, not to exceed the contract limit.

B. All procurements are subject to provisions of the State of Utah, including Utah Procurement Code and State Division of Purchasing rules.

VIII. BILLING PROCEDURES

A. The CONTRACTOR shall bill UDC by the 10th of each month for services and/or products delivered during the previous month.

B. To be paid for services completed under this contract an invoice detailing services shall be submitted to:

Utah Department of Corrections Attention Finance 14717 S Minuteman Dr.

Draper, Utah 84020-9549 Invoices may also be submitted electronically. via email to:

UDCaccountspayable@utah.gov. and to the contract monitor listed on page 2 of the contract.

C. Send a copy of the invoice to the contract monitor by monthly email (contract monitor information can be found on page 2 of the contract).

D. Invoicing should begin only after the CONTRACTOR begins providing service and should continue throughout the contract term as long as actual services are being rendered.

E. Each invoice must include an invoice date, invoice number, date of service, service ticket or invoice detailing what was completed during the monthly maintenance visit, or product/service provided, itemized cost, and total cost.

F. Each invoice must reference the contract number and/or purchase order number.

IX. TIME OF PAYMENT

A. UDC will make payments monthly to CONTRACTOR, for accurate invoices containing required documentation for services provided or products delivered during the previous month, up to the contract limit.

B. Payment must be made with funding allocated for the fiscal year in which the services and/or products were delivered. Prompt billings for June receipt of products and/or services must be received timely due to the end of the fiscal year. Untimely submittal of June invoices may result in payment delays.

C. All payments made by UDC to CONTRACTOR shall be made in accordance with the Utah Prompt Payment Act, Utah Code Annotated, 15-6-1 et. seq., upon receipt of an invoice, unless otherwise provided herein.

X. PLACE OF PAYMENT

All payments by UDC to CONTRACTOR shall be sent to CONTRACTOR’S address as it appears on Page 1, Paragraph 1, entitled CONTRACTING PARTIES. The CONTRACTOR shall notify UDC of the change of address within seven (7) working days.

XI. SECURITY MEASURES

UDC reserves the right to conduct a background check on all persons who enter UDC properties. CONTRACT staff providing services under this contract will be required to obtain Contractor Identification. Upon signing this contract, and annually throughout the contract term, the CONTRACTOR shall submit the names of all employees providing on-site services under this contract. This list will contain names, dates of birth, driver’s license numbers, and social security numbers. If any new staff begins providing services under this contract, the CONTRACTOR shall submit their name, birth date, driver’s license number, and social security number to the UDC for screening. UDC retains the discretion to deny participation of any CONTRACTOR staff based upon criminal background information or convictions. No contracted staff shall be permitted to work within the bounds and environs of this contract until the background checks have been finalized and approved. The CONTRACTOR agrees that employees entering UDC property will cooperate with all security measures, including, but not limited to, searches. CONTRACTOR agrees that the use of wireless devices within the Division of Prison Operations is prohibited, and any such use requires approval by clearance from Security Administrators.

XII. LICENSURE

A. CONTRACTOR agrees to maintain for the duration of the contract period all licenses necessary to lawfully perform the services covered by this contract, including a Business License from the applicable jurisdiction.

B. A CONTRACTOR’S business and professional licenses will be requested annually and shall remain on file in the Contract Coordinator’s office throughout the entire contract term.

C. CONTRACTOR further agrees to advise UDC immediately in writing of any limitation, cancellation, or other termination of such license.

XIII. MONITORING CONTRACTOR COMPLIANCE

UDC will designate staff to oversee CONTRACTOR performance under this contract. The Contract Monitoring Plan will assist the UDC staff with monitoring the compliance of the contract requirements (ATTACHMENT D).

XIV. CORRECTIVE ACTION

CONTRACTOR must acknowledge that failure to adequately perform the services as defined will result in corrective action. Issues of CONTRACTOR non-compliance will be addressed in the following manner:

A. Contract Monitor will inform the CONTRACTOR of the problem and seek resolution by a mutually agreed upon date.

B. If the issue is not resolved, the Contract Monitor will notify the CONTRACTOR in writing documenting the failure to resolve by the agreed upon deadline and send a copy to the Contract Unit.

C. If the CONTRACTOR makes insufficient effort to communicate and resolve the issue, the Contract Monitor will communicate failure to resolve to the Contract Unit.

D. As a final step the Contract Unit will issue a letter notifying the CONTRACTOR of the intent to terminate the contract if the problem is not resolved by a specific deadline. Letter will be sent certified U.S. Postal Service mail requiring a signed return receipt.

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