5-Attachment C - Scope of Work.docx

ATTACHMENT C

SCOPE OF WORK

I. GOALS AND OBJECTIVES

It is the Utah Department of Corrections (UDC) Division of Prison Operations (DPO) Warehouse goal to establish a safe, reliable, efficient, and sustainable food conveyance system for the Utah State Correctional Facility (USCF). By replacing high-maintenance box trucks with liftgates with a custom Mother-Daughter Trailer Tugger System, UDC will significantly mitigate serious safety hazards, reduce operational downtime, cut maintenance costs, and ensure consistent meal delivery to inmates across all housing units.

II. PERFORMANCE MEASURES

Quality of service and performance will be measured by CONTRACTOR’S ability to deliver fully compliant trailers within the required timeframe of no later than the 30th of June, 2027 for the initial order, maintain precise tracking and turning parameters during operational testing, meet all safety and load requirements, invoicing in accordance with contract requirements, and by measuring and evaluating evidence provided by the CONTRACTOR and monitoring of the CONTRACTOR’S compliance with each and every term and condition defined in Attachments A through C.

A. CONTRACTOR will design, build, and deliver Mother Trailers (Mother-Daughter Trailers type system) in accordance with the following specifications:

1. Design and engineering of Mother trailers (for a Mother/Daughter trailer system) capable of carrying up to four (4) food carts (up to 800 lbs. each) per Mother trailer.

2. Integration of a secure locking mechanism to nest food carts into mother carts during transport.

Ramp system that elevates daughter carts no more than 6 inches above the ground during transit.

3. Implementation of a four-wheel synchronized steering linkage enabling precise tracking fidelity and ability to execute U-turns in restricted 26-foot turn-around areas. This 26-foot turning radius measurement includes the whole consist, measured outside-to-outside width.

4. Bi-Directional towing. Dual-end coupling/uncoupling features allow tugger vehicles to pull from either end of the trailer.

5. The ability to load/unload from both sides of the trailer.

6. Sheet Metal Awning and end cover and side curtain to protect food carts from the elements.

7. Pintle ring tow bar and pintle hitch on the rear. The Pintle Hitch and Lunette Ring should be rated for a minimum of 20,000 pounds with a hitch height between 14" and 20"

8. Must include a parking brake for each trailer.

III. DETAILED SCOPE OF PERFORMANCE

CONTRACTOR shall:

A. Comply with all Federal, State, and local legislations, rules, and regulations relating to the provision of services and equipment under the terms and conditions.

B. Meet all applicable industry standards, including manufacturing, safety, and cart-towing standards. We will accept the Standard that you are familiar with and use, ANSI/ITSDF B56.8, ASME, etc. Trailers run only on facility grounds at tugger speed. A park brake is required along with reflectors/reflective tape. A VIN, titling, or registration is not required; however, a number that can be easily identified should be assigned to each trailer.

C. Comply with all applicable UDC policies and procedures, and joint policies or protocols developed between the CONTRACTOR and UDC.

D. Secure all necessary documents and permits.

E. Provide the following services:

1. System Design & Engineering Specifications:

a. Design and construct Mother trailers (for a Mother/Daughter trailer system) capable of handling food carts weighing up to 800 pounds each. We require Basic drawings that display specifications and ratings. We require a report that verifies and documents that the trailer has been engineered and tested, including results. We will review shop drawings before fabrication and a Professional Engineer is recommended to oversee the project.

b. Construct mother trailers with robust frames, heavy-duty pintle hitches, and precise tracking mechanisms to follow the tugger vehicle around tight corners. If necessary, we can provide route geometry, and the gradient is minimal.

c. Design custom mother trailers equipped with ramps that elevate daughter carts a maximum of 6 inches off the ground during transit. The maximum of 6 inches is measured from the ground to the bottom of the trailer cart wheels. Carts will be pushed up the ramp by hand, and a pivoting ramp is mandatory; we want minimal moving parts. The deck should be heavy duty sturdy metal and built for periodic washdown when necessary, the finish required is orange in color and powder coated. We require Solid Rubber tires. Please keep in mind that this Trailer will be used outdoors and will be subject to extreme weather conditions: temperatures above 100 degrees and below freezing in the teens with wind, rain, sleet, snow, ice, etc.

d. Build mother trailers with universal or adjustable secure nesting frames designed to safely accommodate and lock food carts of varying sizes (specifically 32" W × 55" L and 30" W × 60" L), featuring reliable locking mechanisms to prevent rolling or dislodging during transport. Overall interior height must be 84" to accommodate 20-inch boxes placed on top of the Food Cart. Food Cart has 6-8" Wheels, the two (2) Center Wheels are Rigid, 4-End Wheels must Swivel, Maximum Loaded Weight 800 lbs. Each Bay must accept both sizes. Please NOTE: UDC will send both carts for inspection and sizing at UDC’s expense. Carts must be returned with the initial Mother Trailer order. Modifications to the existing carts are not permitted.

e. Implement a four-wheel synchronized steering linkage and a dual-ended pull configuration that allows uncoupling from one end and coupling to the other to navigate 26-foot U-turn radius constraints within facility routes.

f. Ensure trailer compatibility with the facility's existing Taylor-Dunn electric tugger. Taylor-Dunn Big Foot XL, Model: BF-030-48; 10,000-pound drawbar capacity with a normal/maximum tow speed of 8-10 mph. The Pintle Hitch and Lunette Ring should be rated for a minimum of 20,000-pounds with a hitch height between 14" and 20". Please note, currently we plan to tow 2 trailers with the Taylor Dunn Burden Carrier Utility Vehicle, in the future we may add additional trailers (up to 4 in total) and purchase another tugging vehicle that can tow over 20,000-pounds.

g. Design systems for intuitive operation without requiring specialized operator training or certifications.

2. Manufacturing & Delivery:

a. Secure all necessary manufacturing materials and quality control documentation.

b. We anticipate the initial order of nine (9) fully engineered and tested Mother trailers to the Utah State Correctional Facility no later than the 30th of June, 2027, after solicitation award and contract execution. We anticipate placing order after the contract is fully executed.

USCF DPO Warehouse 1480 North 8000 West Salt Lake City, UT 84116

IV. TIME FRAME

CONTRACTOR shall deliver service/products no later than the 30th of June, 2027, however, we would request the order filled as soon as time permits after receipt for the initial order of 9 Mother Trailers. During prototype and staged delivery contractor must deliver one first-article trailer for UDC inspection and testing before building the rest of the order, with the balance delivered in stages, will the complete order be received no later than the 30th of June, 2027. (describe this in your plan with your bid).

Trailers purchased for later orders will be expected to be delivered in a timely manner. We are looking at purchasing 9 with the possibility of purchasing more with the same configuration for Food and an additional comparative design to accommodate a different size cart for Laundry.

V. COMPENSATION

A. Compensation will be based on accepted all-inclusive bid prices:

Mother Trailers (Custom engineered per specifications)

B. Price includes 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.

VI. COST OF SERVICES

A. Payment under this contract shall be made on a fee for delivered 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.

VII. BILLING PROCEDURES

A. The CONTRACTOR shall bill UDC by the 10th of each month for products delivered during the previous month. An invoice detailing services shall be submitted to:

Utah Department of Corrections Attention Finance 14717 S Minuteman Dr.

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

UDCaccountspayable@utah.gov C. Invoicing shall begin only after the CONTRACTOR delivers product.

D. Each invoice/service ticket must include a date, invoice/ticket number, and must detail the product/service provided. Include both itemized cost and total cost.

E. Each invoice must reference the purchase order number.

VIII. TIME OF PAYMENT

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

B. Payment must be made with funding allocated for the fiscal year in which the products were delivered. Prompt billings for June receipt of products must be received timely due to fiscal year-end. 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.

IX. PLACE OF PAYMENT

All payments by UDC to CONTRACTOR shall be sent to CONTRACTOR’S address as it appears on the Purchase order. The CONTRACTOR shall notify UDC of the change of address within seven (7) working days.

X. SECURITY MEASURES

UDC reserves the right to conduct a background check on all persons who enter UDC properties.

CONTRACTOR shall submit the names of all employees providing on-site services under this agreement. 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 agreement. 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. 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.

XI. LICENSURE

A. CONTRACTOR’S business and professional licenses will be requested annually and shall remain on file at the Contract Unit office.

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

XII. INSURANCE

CONTRACTOR shall maintain an occurrence-based insurance policy for its employees and professional staff as covered on Page 5-6 of this contract (Attachment A, §18). Said coverage shall continue throughout the term of the contract.

CONTRACTOR shall have the insurance carrier send the Certification to:

Utah Department of Corrections Attention Finance 14717 S. Minuteman Dr Draper, UT 84020-9549

XIII. 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 requested adjustment is guaranteed. The State will be given the immediate benefit of any decrease in the market, or allowable discount.

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