C250080_Staff_Report_Release_Attachment_A_Exhibit_A_SOW.docx

SCOPE OF WORK

RFP 250080

EXHIBIT A

Detailed Bus Cleaning and Pesticide Application Services

TABLE OF CONTENTS

GENERAL

The Orange County Transportation Authority (OCTA) requires detailed bus cleaning and pesticide application services for approximately:

· Four hundred ninety-two (492) 40-foot transit buses

· Thirty-six (36) articulated 60-foot buses

· Twelve (12) 30-foot transit buses

· Two hundred forty-six (246) 23-foot paratransit buses

· Four (4) 20-foot cutaway paratransit buses

· Fifty (50) Non-Revenue Passenger Vehicles

· Eight (8) 90-foot electric streetcars Services shall be performed at six (6) OCTA locations throughout Orange County as specified herein.

Cleaning is a critical element of OCTA’s pest management program, providing pest prevention and removal of pesticide residues following application. The Contractor shall possess all required licenses and certifications issued by the State of California, including but not limited to: Pest Control Business License, Qualified Applicator License or Certificate, and Structural Pest Control Board License.

REQUIREMENTS

Labor and Materials Contractor shall provide, on a scheduled basis, all labor, materials, and supplies to perform pesticide application and bus cleaning services for OCTA.

Task Understanding Contractor shall have a full understanding of all cleaning and pesticide application tasks and shall manage all contract activities, scheduling, staffing, and quality control.

Scheduling A schedule shall be developed as a guideline that facilitates pesticide bait replacement and cleaning of all buses, streetcars, and passenger vehicles per the frequency specified in Section 7. The schedule shall maximize weekend cleaning to minimize weekday service disruption. Contractor shall coordinate with OCTA base staff to ensure vehicles are available, particularly for late-returning units.

Point of Contact Contractor shall provide a single point of contact and an alternate for the term of the contract, both capable of managing all aspects of service delivery as well as subcontractor coordination.

Uniforms and Identification All personnel shall wear clean uniforms identifying the Contractor’s name and shall display an identification badge at all times while on OCTA property.

Supervision A qualified, English-speaking supervisor shall be present at each work location during all operations. The supervisor shall be responsible for directing the work crew, ensuring compliance with safety rules, and maintaining work quality.

Equipment and Supplies Contractor shall provide all tools, cleaning supplies, and equipment necessary to complete the services described herein. All chemicals and materials shall comply with current Environmental Protection Agency (EPA) and Occupational Safety and Health Administration (OSHA) requirements.

Chemicals used to clean surfaces and floors cannot leave a residue on surfaces that leave a residue or can cause damage to clothing. Contractor must not use heavy duty cleaning pads that can damage any surfaces.

Safety and PPE Contractor shall comply with all applicable safety regulations, including Cal-OSHA standards. Personnel shall wear personal protective equipment (PPE) appropriate to the work performed and/or location of work bring performed.

OCTA will provide a mandatory four (4)-hour OC Streetcar Roadway Worker Program training/qualification for Contractor field representatives designated to work near the OC Streetcar facility, tracks, and/or the overhead contact system. Contractor shall ensure that all designated field representatives complete this training, remain up to date, and renew it annually. At the discretion of OC Streetcar Maintenance and Storage Facility (MSF) supervision, training may be scheduled on the same day as approved work but must be satisfactorily completed prior to beginning any cleaning work. Training time shall be reimbursable at the applicable straight-time billing rate under the Agreement.

Minimum PPE requirements at Streetcar MSF and all OCTA bus bases:

· Yards - orange hi-visibility vest, closed toe shoes.

· Maintenance Shops & Washes - ASTM F2413 EH rated safety shoes. Orange hi-visibility vests, and clear safety glasses with side shields.

Acceptance Inspection All completed work is subject to inspection by OCTA’s designated representative. Deficiencies shall be corrected at no additional cost to OCTA.

Transportation and Vehicle Use Buses shall be delivered to the cleaning area by maintenance personnel for the scheduled service. After cleaning, maintenance personnel shall return the buses to the designated parking stall. No laundry facilities will be provided for the cleaning crews. All movement of streetcars will be directed by the Operations Control Center.

Contractor’s vehicles shall comply with OCTA yard traffic rules. All drivers must observe posted speed limits (maximum 10 mph) and designated parking areas Facility Access and Utilities Contractor shall coordinate access with OCTA base management. Contractor shall not use OCTA facilities beyond authorization. OCTA shall provide all facilities and utilities to perform the cleaning services. The cleaning shall only be performed in the designated cleaning areas at each of the maintenance bases. The vacuum system at the cleaning stations is to be used for dry vacuum process only. This system will not be used to vacuum water or wet materials.

Work Hours Typical work shall be performed between 8:00 p.m. and 5:00 a.m. unless otherwise authorized. Work hours may vary depending on operational needs and coordination with base staff.

Streetcar cleaning services shall be performed after hours and on weekends whenever possible to minimize weekday service disruptions and maintain regular passenger operations.

LOCATIONS

Services shall be performed at the following OCTA facilities:

· Santa Ana – 4301 West MacArthur Blvd. Santa Ana, CA 92704

· Garden Grove Base – 11790 Cardinal Circle, Garden Grove, CA 92843

· Irvine Sand Canyon – 14736 Sand Canyon Road, Irvine, CA 92618

· Anaheim – 1717 E. Via Burton, Anaheim, CA 92806

· Irvine Construction Circle – 16281 Construction Circle West, Irvine, CA 92606

· OC Streetcar MSF – 2008 West 5th Street, Santa Ana, CA 92703

PEST MANAGEMENT AND PESTICIDE APPLICATION

General Requirements Transit buses and streetcars routinely require pest management services, primarily to control cockroach infestations. If other pests such as spiders, fleas, lice, and ants are detected, Contractor shall provide appropriate treatment.

OCTA’s pest management program combines the licensed application of pesticides with thorough cleaning and detailing services performed by the Contractor.

All pesticide applications shall be completed prior to each scheduled cleaning in accordance with applicable federal, state, and local regulations. Contractor must hold all licenses and certifications required by the State of California, including those issued by the Department of Pesticide Regulation, Structural Pest Control Board, and Cal-OSHA.

All pesticide and chemical agents used under this contract shall be approved for use by all governing regulatory agencies and reviewed by OCTA’s Safety Department prior to use.

Pesticide Application Procedures All pesticide applications shall be performed by licensed personnel. Pesticide applications shall occur immediately before each scheduled cleaning to ensure optimal effectiveness and safety.

Chemical Application Notice: Prior to any pesticide application, the Contractor shall complete a Chemical Application Notice as required by the California Code of Regulations, Department of Pesticide Regulation, Structural Pest Control Board, and Cal-OSHA. A copy of this notice shall be presented to the OCTA shift supervisor before work begins. A posting copy shall be displayed on the employee bulletin board or another conspicuous area for at least twenty-four (24) hours after application.

Bait Application Bait shall be specifically targeted for cockroach control and must contain no volatile organic compounds (VOCs), solvent systems, or odors that could adversely affect passengers or personnel.

Bait shall be applied prior to each basic cleaning, distributed throughout the vehicle in voids, behind panels, under rear seats, and in crevices where cockroaches may thrive.

The bait shall have a minimum effective life span of ninety (90) days in the field.

Spraying and Fogging Spraying or fogging shall be performed on an as-needed basis when infestation levels warrant, and always immediately prior to cleaning.

1. Spraying: Application shall consist of pyrethrin-based pesticide delivered via an aliphatic or chlorinated hydrocarbon carrier. Spraying shall target the following areas: floor-to-side-wall interface, rear floor-to-seat-deck interface, side-wall-to-seat-rail track interface, front floor-to-lower-dash-panel interface, and beneath the rearmost passenger bench seat.

Fogging: Fogging shall follow spraying to stimulate insect movement and encourage contact with treated surfaces. Quantity shall be sufficient to promote insect exposure without residue accumulation.

Safety and Airing Out: During spraying and fogging, buses shall display warning signage on the front windshield and each door to prevent entry. Treated buses shall remain secured for three (3) to four (4) hours after application, followed by a minimum one (1)-hour airing period before occupancy is permitted. After the airing period, signage shall be removed and the bus cleared for cleaning and operational use.

Seasonal Pest Treatment: Between May 1 and September 30, up to thirty (35) buses/ streetcars per week at each location, in addition to regularly scheduled units, shall receive treatment for other pests such as spiders, fleas, lice, and ants. These seasonal treatments are performed in addition to normal baiting applications.

Product Approval and Safety All pesticides and chemical agents used under this contract must be approved for use by applicable state and federal regulatory agencies, applied strictly in accordance with manufacturer recommendations and safety data sheets (SDS), and reviewed and accepted by OCTA’s Safety Department prior to initial application.

SAMPLE VEHICLES

Prior to the commencement of full contract services, Contractor shall perform complete detailed cleaning and pesticide application on one (1) each designated sample bus and streetcar. The purpose of the sample vehicle is to establish OCTA’s performance standard for cleaning and pesticide application quality.

The sample vehicle shall be inspected and approved by the OCTA Project Manager, or designated personnel, prior to authorization for full production cleaning.

Any deficiencies identified during inspection shall be corrected promptly at no additional cost to OCTA. Once approved, the sample bus will serve as the benchmark for cleanliness, detailing, and pesticide application performance for the duration of the contract.

GENERAL CLEANING AND SAFETY PROVISIONS

Extreme care must be taken and safeguards established to protect all electrical components and systems from water damage during the cleaning process. Under no circumstances shall free-flowing water (such as from water hoses) be allowed in the interior of any bus.

Contractor shall use damp mops and towels only when cleaning interior surfaces.

All towels shall be lint-free microfiber type to eliminate lint residue and remnants on all surfaces.

Contractor shall remove graffiti using only approved chemicals. All gum must be removed from floors, behind bench seats, and underneath seats.

On-board signage shall not be removed. Only dust-cleaning of signs is permitted. OCTA books and brochures shall be removed before cleaning and returned once cleaning is completed. Bus books and brochures must not be discarded.

Prior to leaving the base, all standing water and debris must be swept and removed from the bus/streetcar cleaning bays. The cleaning area shall be left in a clean and orderly condition at the end of each shift.

These provisions apply to all vehicle types and all service frequencies described herein.

WORK PLAN BY SERVICE FREQUENCY

Quarterly Services (40-Foot Transit Buses, 60-Foot Articulated Transit Buses, and 90-foot Electric Streetcars) Perform detailed interior and exterior cleaning and pesticide bait application every three (3) months for all listed vehicle types. Streetcar services shall follow the same general cleaning and pest-control standards as transit buses, with adjustments necessary to accommodate streetcar interior layouts and materials detailed interior and exterior cleaning and pesticide bait application every three (3) months.

Each scheduled streetcar shall be inspected by the Contractor within four (4) hours of completion to ensure that the level of quality meets OCTA standards.

Tasks Include:

· Driver’s Area: Clean dash panel, side panels, modesty panels, HVAC grills, farebox, and area behind driver’s seat.

· Passenger Area: Clean side panels, ceilings, vents, handrails, window frame, seat frame crossbars, and emergency boxes. Thoroughly brush clean all screws and metal plates within the seats, bench seats, and handrails.

· Seats: Clean all seats including cushions and backs, by brushing, vacuuming and, if required, gum removal and/or scrubbing of spots/stains. OCTA employees will lift rear bench seat to allow Contractor to clean underneath the seat, and over the engine compartment when requested. Contractor will request replacement of damaged seats from OCTA cleaning coordinator, when required.

· Floors, including driver’s area, passenger area, wheel housing, and steps: Remove trash, sweep, scrub, and mop; remove gum, yellow stains, and residue.

· Glass: Clean all interior and exterior glass, acrylic, and mirrors; remove exterior water spots from the front windshield, driver’s side window, front door upper glass, and mirrors.

· Ramp Area: Open wheelchair ramp, blow out or vacuum debris, and clean with appropriate chemical cleaner.

· Pest Control: Apply bait in voids, under seats, and within panels.

· Finishing: Remove all trash, wipe down surfaces to remove chemical residue, and ensure a bright, clean appearance.

Semi-Annual Services (30-Foot and Paratransit Buses) Perform comprehensive interior cleaning and pesticide bait application twice per year.

Where Applicable, tasks Include:

· Driver’s Area: Clean dash panel, side panels, modesty panels, HVAC grills, farebox, and area behind driver’s seat.

· Passenger Area: Clean side panels, ceilings, vents, handrails, window frame, seat frame crossbars, and emergency boxes. Thoroughly brush clean all screws and metal plates within the seats, bench seats, and handrails.

· Seats: Clean all seats including cushions and backs, by brushing, vacuuming and, if required, gum removal and/or scrubbing of spots/stains. OCTA employees will lift rear bench seat to allow Contractor to clean underneath the seat, and over the engine compartment when requested. Contractor will request replacement of damaged seats from OCTA cleaning coordinator, when required.

· Floors, including driver’s area, passenger area, wheel housing, and steps: Remove trash, sweep, scrub, and mop; remove gum, yellow stains, and residue.

· Glass: Clean all interior and exterior glass, acrylic, and mirrors; remove exterior water spots from the front windshield, driver’s side window, front door upper glass, and mirrors.

· Ramp Area: Open wheelchair ramp, blow out or vacuum debris, and clean with appropriate chemical cleaner.

· Pest Control: Apply bait in voids, under seats, and within panels.

· Finishing: Remove all trash, wipe down surfaces to remove chemical residue, and ensure a bright, clean appearance.

· Supplemental tasks: Requested tasks which may be required on an as needed basis.

Annual Services Perform one (1) annual cleaning and detailing of non-revenue passenger vehicles.

Tasks Include:

· Shampoo seats, belts, carpet; scrub plastic panels.

· Clean all glass and mirrors.

· Wash and wax exterior, buffing as required.

· Clean dash, console, and doors; apply protectant as specified.

· Supplemental tasks: Requested tasks which may be required on an as needed basis.

As-Needed Services (Supplemental Cleaning Tasks) Performed as directed by OCTA’s Fleet Management with no guaranteed usage.

Tasks may include, but are not limited to, the following:

1. Exterior Window Cleaning and Sealing Clean and seal exterior bus windows using Navajo Pumice for glass and Cerium Oxide for acrylic surfaces. Buff and clean all exterior windows to remove water spotting, mineral deposits, and scale. After thorough cleaning, apply OCTA-reviewed/ approved sealant to protect and maintain finish.

Non-Revenue Passenger Vehicles Provide complete cleaning and detailing services in accordance with the following:

· Scrub the entire front dash and plastic sidekick panels in the driver’s and passenger’s foot area.

· Scrub all four doors, including the center door beam between front and rear doors.

· Shampoo front seats, rear back seats, and clean the center console.

· Shampoo all seat belts.

· Shampoo the entire interior carpet of the vehicle.

· Wash exterior of the car and all four tires.

· Apply protectant (such as Armor-All) to the front dash, center console, and all doors, including center door beams and tires. Do not apply Armor-All to the steering wheel or steering column.

· Wax the exterior of the vehicle with approved car wax; buffing is preferred.

1. Spraying or fogging pesticide applications for roaches, fleas, or other infestations.

1. Increase in pest control during summer months to manage seasonal pest activity.

1. Targeted re-cleaning or special detailing of specific vehicles as requested.

PERFORMANCE EXPECTATIONS

OCTA considers standard cleaning performance to be satisfactory; however, detailing services must reflect greater thoroughness and attention to detail.

Areas for Improvement Emphasis:

· Cleaning behind and beneath seats, and under seat frame crossbars.

· Consistent cleaning of modesty panels and HVAC grills.

· Thorough glass spot removal and inspection for clarity in high-glare areas.

· Enhanced pest control during summer months to manage roaches and fleas.

OCTA reserves the right to provide feedback and require corrective action when detailing performance falls below expected standards.

WORK RULES

· Check-In Procedure: Contractor shall report to the maintenance supervisor upon arrival and departure.

· Safety & PPE Requirements: All workers shall wear required personal protective equipment.

· Vehicle Use: Contractor vehicles shall observe OCTA traffic and parking rules; maximum yard speed is 10 mph.

· Electronic Devices: Cell phone and radio use are not permitted while operating any vehicle or equipment within OCTA facilities or while walking through any base lot.

· Housekeeping: Work areas shall be left clean and free of debris upon completion of each shift.

ACCEPTANCE AND INSPECTION

Each completed service shall be inspected by OCTA’s designated fleet supervisor. Any vehicle or area not meeting cleanliness or pest management standards shall be re-cleaned or re-treated promptly at no additional cost to OCTA.