C250403_IFB_Exhibit_A_SOW.pdf

IFB 250403

EXHIBIT A

SCOPE OF WORK

Mobile Radio and Mobile Data Terminal System Maintenance

1.0 GENERAL

The Orange County Transportation Authority (OCTA) operates 248 paratransit vehicles out of its Irvine Construction Circle facility that require maintenance and repair of the communication system. To provide this function there is a two-way mobile radio, In Vehicle Unit (IVU) and a mobile data terminal (MDT) system on-board each vehicle.

Contractor shall be required to perform two (2) activities in support of this scope of work.

Maintenance and Repair

Contractor shall be responsible for maintenance on equipment identified in Section 3.0 EQUIPMENT below. Contractor shall provide radio maintenance and vehicle communication system hardware repair, including parts, for OCTA-owned mobile radios and MDT systems installed in the ACCESS fleet. Vehicle communication system hardware includes, but is not limited to mounting brackets, antenna, cabling, harnesses, and handsets.

Removal and Installation

Contractor shall be responsible for the removal of communication equipment from the existing fleet and installation into the new vehicles as requested by OCTA. Installation protocols found in Attachment 6 shall be followed for proper ergonomics, power, and communication functionality. During manufacturing, new vehicles are pre-wired and roof antenna access covers shall be installed to facilitate antenna-cabling installations.

2.0 VEHICLES

OCTA’s ACCESS fleet consists of 248 Paratransit buses on Ford E-450 chassis (ATTACHMENT 1).

3.0 EQUIPMENT

A list of equipment models and quantities is provided below:

• VoIP tablet 2-way mobile radio (Voice over IP) o Conduent Advantec tablets with IVU4000P (6 buses) o Cradlepoint, model IBR1700-1200M mobile routers (6) o Antenna (9-in-1) (6) o Mini TIB for IVU4000P (6)

• Two-Way Mobile Radio (800 MHz)

(248) TMS-004496 Harris M-7300 mobile radios

• System Processor

(248) 110383-2 IVU-2100T CONDUENT

• Mobile Data Terminal

(248) 110385-4 OrbStar MDT

• Antenna 120004-7 TMS-003875 Radio/GPS/WLAN (694-894 MHz)

• Handset 120004-7 Audio Sears model QEY04

• OBD II Interface 1204105-1 OBD II Scan Tool CONDUENT

4.0 WARRANTY

4.1 Warranty of the communication equipment shall commence upon system acceptance and shall continue for a period of one (1) year (the “Warranty Term”). See ATTACHMENT 2 for additional information.

4.2 The communication equipment shall be operated and maintained in accordance with

Conduent Transport Management Solutions, Inc. (refer as Conduent) Conduent’s’ specific instructions as set forth in the documentation and training in order to maintain this warranty term.

4.3 Warranty repair services are performed at Conduent Depot Repair Center in Columbia, Maryland or at a facility designated by Conduent.

4.3.1 Current shipping addresses for warranty and repair:

Email: TMS_RMA@CONDUENT.COM

IVU, DCM, ORBSTAR, ORBGUIDE

Keltech, Inc., 7575 Robertson Lane, Roanoke, VA 24019

All OTHER PARTS:

Conduent Logistics Center, 7160 Riverwood Drive, Columbia, MD 21046

Conduent’s hardware warranty repair obligation applies only to hardware and accessories (where they are required for normal operation of the hardware and are included at the point of manufacture).

Service does not include (1) the repair or replacement of hardware that has become defective or damaged due to physical, liquid, or chemical damage, misuse, abuse, shipping damage, negligence, or acts of God or has exceeded its useful life (2) the reprogramming of the hardware;

(3) accessories not provided by Conduent or not included at the point of manufacture; (4) custom or special products, modified units or software that were not provided or modified by Conduent.

4.3.2 Contractor shall be required to:

• Complete a Return Materials Authorization (RMA) Request Sheet with a detailed description of the failure and submit it via email at: TMS_RMA@CONDUENT.COM for each piece of hardware in need of service

• A completed RMA Request Sheet shall be mandatory for the start of the hardware support services (ATTACHMENT 3).

• Upon receipt of the RMA# via return email, send hardware along with a completed RMA Request Sheet to Conduent. Accessory items sent in without the Hardware must reference the serial number of the hardware on the RMA Request Sheet

• Pay freight insurance charges for declared values in excess of $100 on inbound shipments.

5.0 PROJECT MANAGEMENT

5.1 OCTA’s Project Manager or designee shall supply direction and shall be the point of contact for any issues concerning equipment listed above. OCTA’s Project Manager shall work with the current transportation provider to coordinate the communications system maintenance activities with Contractor.

5.2 Contractor shall be required to attend project meetings on a monthly or as-needed basis.

6.0 RESPONSE TIME

6.1 Contractor’s response times are as follows.

• On-call response time by phone shall be within fifteen (15) minutes after call is placed

• Response time to site shall be within three (3) hours of logging call

6.2 Daily field equipment maintenance and repair service shall be provided in accordance with the Personnel Criteria outlined in Section 12 below.

6.3 All maintenance activities shall be performed between the hours of 4:00 p.m. and 1:30 a.m., Monday through Saturday, optional hours may be established with prior approval of

OCTA.

6.4 Contractor shall have a representative who shall be the single point of contact, who is readily accessible by phone and e-mail during normal business hours, and an emergency contact available by phone.

6.5 Contractor shall provide the e-mail address and telephone numbers, to be used under the circumstances listed below:

• Single point of contact person during normal business hours

• Primary contact person for ad-hoc/emergency maintenance support

• Alternate contact person for ad-hoc maintenance/repair calls

• On-site maintenance technicians (Cell phone)

6.6 Units removed for repair by Contractor shall be evaluated and their disposition determined within forty-eight (48) hours of removal from service. Any units deemed unrepairable by Contractor on-site, and require factory level service and/or repair, shall be processed and shipped within two business days of removal from the vehicle.

6.7 Contractor shall inform OCTA if there is a need to remove OCTA’s property to another repair or service facility. Contractor shall state the nature of the problem, where it is being sent and for approximately how long.

6.8 OCTA’s Project Manager shall be notified when any vehicle communication equipment shall be removed for repair and/or shipping, to insure the accountability and status of all items.

6.9 Contractor shall be responsible to ensure minimum communication equipment down-time and shall keep OCTA fully apprised of the status of repairs, including any anticipated delays. OCTA vehicles which must be held from service due to required equipment repairs or maintenance shall be reported immediately to OCTA’s Project Manager and the transportation provider, who shall log Contractor’s report.

7.0 REPORTING AND INVOICING

7.1 Contractor shall be responsible for compiling a variety of reports which shall include:

• Daily component removal report, which shall include details related to any components shipped to the repair vendor;

• Fleet Service Report (monthly);

• Fleet Information Update Report (monthly)

• Inventory Update Report (monthly)

8.0 LOCATION

8.1 ACCESS vehicles are maintained and parked at the address below:

Orange County Transportation Authority

16281 Construction Circle West Irvine, CA 92606

9.0 INVENTORY CONTROL

9.1 Contractor shall keep adequate spare parts on-hand to accommodate the normal failure rates of OCTA’s vehicle communication system without undue delay in restoration to full functionality. Attachments with recommended spare parts shall be provided

(ATTACHMENT 4).

9.2 OCTA shall provide a minimum of thirteen (13) spare radios, IVUs, and MDT components.

10.0 STORAGE OF OCTA EQUIPMENT

10.1 OCTA shall provide a designated secure storage area for all OCTA-owned spare equipment. This area will have limited access and be under the control of OCTA or a designated representative. Contractor shall coordinate with OCTA for access to this area as needed to support maintenance operations.

10.2 Within one (1) week of contract award, Contractor shall coordinate with OCTA to inventory and confirm possession of all OCTA-provided spare radios and mobile data terminals stored in the designated location. Upon confirmation of receipt, Contractor assumes responsibility for safeguarding the equipment from loss or damage during handling, use, or transport for maintenance purposes.

11.0 SHIPMENT OF EQUIPMENT

11.1 Contractor shall provide all packing, crating, and shipping services to return equipment to the manufacturer when equipment requires factory service. Contractor shall inform OCTA’s project manager in writing of the need to remove OCTA property to another repair/service facility; including description of failure, destination, and duration for repairs.

Contractor shall be responsible for replacement or repair of any item damaged or lost during shipment.

11.2 Any hardware returned by Contractor for hardware warranty repair where no fault is found and where this occurs greater than four (4) or more times annually, whether on the same asset or four (4) separate assets, then in that event, any subsequent piece of hardware returned for hardware warranty repair and no fault is found, the shipping costs shall be due to Conduent for each piece of hardware returned. If hardware is returned by Conduent to the OCTA that still has fault, such incident shall offset incidences where no fault is found on a one-to-one basis.

12.0 PERSONNEL CRITERIA

12.1 Contractor shall provide daily, onsite coverage with a sufficient number of qualified technicians to support the maintenance and repair of communication systems in OCTA’s fleet of vehicles. Technicians must be present each day during designated service hours to ensure timely response to issues and proactive engagement with OCTA personnel.

Sufficient coverage is defined as maintaining the operational readiness of the fleet’s communication equipment assigned to OCTA’s transportation provider, and shall include, at a minimum, the following:

• No more than five (5) Paratransit bus radios, MDT’s, or IVU’s out-of-service per day

12.2 Contractor shall receive and review required repair information daily upon check-in with the Base Maintenance Supervisor. All defects and driver complaints will be documented on a Driver Vehicle Inspection Report (DVIR) (ATTACHMENT 5). The DVIR shall be provided to the technician assigned to perform communication equipment repairs. Upon completion of repairs and prior to leaving the site, technicians must return the DVIR and a copy of the Contractor’s work order to the Maintenance Supervisor.

12.3 The Contractor’s objective shall be to continually minimize daily out-of-service vehicles due to communication equipment failures by executing a consistent and proactive preventive maintenance program. Preventive maintenance shall occur during evenings and weekends, with vehicles generally available for repair between 4:00 P.M. and 1:30 A.M., Monday through Saturday. Field response/repair efforts are intended to diagnose and replace faulty components efficiently—extensive repairs should be minimized.

Technicians shall maintain a stocked inventory of functional spare components in their service vehicles at all times.

12.4 Contractor shall provide corrective maintenance daily, as needed, and perform preventive maintenance activities in accordance with the approved preventive maintenance plan to ensure system uptime meets the standard defined in Section 12.1. Failure to meet daily performance expectations may be grounds for assessment of penalties as outlined in Section 13.0.

12.5 Contractor shall provide technicians who are trained and experienced in the installation, maintenance, troubleshooting, and repair of Harris M-7300 mobile radios, Conduent IVU systems, MDT systems, mobile routers, antennas, and associated vehicle communication equipment. Prior to contract award or upon request by OCTA, Contractor shall provide documentation demonstrating technician qualifications, including manufacturer training certificates, factory training records, or equivalent experience acceptable to OCTA.

13.0 PERFORMANCE STANDARDS

During the contract term, OCTA may review the standards established for Contractor to ensure that those standards remain appropriate. In consultation with Contractor, OCTA may, at its discretion, adjust standards to ensure and encourage increased efficiency and improved performance of services.

Assessment of Penalties

Before assessing penalties, OCTA shall use the following procedure:

OCTA shall notify Contractor of its intent to assess a penalty in writing within sixty (60) days of occurrence. No penalty may be assessed if timely written notice is not given to Contractor.

Contractor shall be given an opportunity to demonstrate that it could not reasonably have prevented the failure. Failures caused by actions of OCTA’s staff, natural disasters, or extreme and unusual weather may be considered as not preventable. Any such claim shall be supported by adequate documentation provided by Contractor. If OCTA determines that the failure was not preventable, then the penalty shall be waived.

OCTA’s decision to waive the assessment of any penalty shall in no way affect OCTA’s right or intent to assess a penalty for a similar failure in the future and shall in no way affect Contractor’s obligation to meet the associated performance standard. Continued non-performance by Contractor and/or serious violation of service standards may result in the assessment of penalties up to and including termination of contract.

Category

Standard Penalty Comment

Vehicles out of service due to required radio/MDT/IVU repair

A vehicle may not be out of service due to a required radio/MDT repair more than seven

(7) consecutive days.

$400.00 per day for any vehicle out of service due to required radio/MDT repair more than the 7-day standard.

The beginning of the 7-day period will commence from the date the failure was first reported.

Hardware returned by Contractor for warranty repair

No more than four (4) hardware devices returned, annually, by Conduent to Contractor where no fault is found

Contractor will be responsible for any costs associated with shipping and diagnostic services performed by Conduent for any devices exceeding the allowable standard.

Annual period will commence concurrent with the inception of the warranty with Conduent.

14.0 TRAINING

14.1 Contractor shall fully instruct all technicians on the proper and most efficient techniques of repair and maintenance of all OCTA equipment as listed. All instructions and training shall take place prior to commencing any repairs or maintenance of OCTA equipment.

No unqualified technician is permitted to have access to OCTA’s equipment.

14.2 Contractor shall attend OCTA or Conduent provided training classes when available.

15.0 SERVICE VEHICLES AND TEST EQUIPMENT

15.1 Contractor shall provide at least one (1) service vehicle equipped adequately to service and maintain OCTA’s vehicle communication equipment.

15.2 OCTA shall provide a test bench for component diagnosis and testing which will be located within OCTA’s maintenance facility.

15.3 OCTA shall provide one diagnostic laptop with software and networking cables.

16.0 WORK METHODS

16.1 All repairs, trouble shooting, and diagnostic work to OCTA vehicles and equipment shall follow the manufacturer’s recommended maintenance procedures (ATTACHMENT 6), provided training, and common appropriate electrical repair practices.

16.2 Repairs done without OCTA authorization for repair/replacement shall be at Contractor’s expense and shall not be reimbursed. Any component found not addressed in this category and not repaired, shall be repaired/ replaced to in-service condition at Contractor’s expense.

17.0 SCHEDULED PREVENTIVE MAINTENANCE PROGRAM

17.1 Contractor shall provide for approval a written comprehensive preventive maintenance plan and schedule, which at a minimum complies with the original equipment manufacturer’s recommendations. In addition to original equipment manufacturer recommendations, OCTA requires the following preventive maintenance performed:

• All cables and connectors inspected for fraying, tightness, and proper routing

• All radio housings, microphones, touch screens cleaned at every repair and inspection

• Insure proper MDT calibration and global positioning satellite (GPS) functions; touch screen and vehicle odometer settings

• Insure proper mobile routers and tablets have power and boot up properly

• Test 2-way voice calls, data messages, and silent alarm operation

• Contractor shall be required to schedule, maintain, and track annual preventive maintenance inspections for the entire fleet. Inspections may be performed throughout the year in monthly increments, provided all fleet vehicles receive one (1) preventive maintenance inspection annually. Contractor shall provide a monthly report identifying vehicles inspected during the reporting period and the status of the annual inspection program.

18.0 MANUALS

18.1 Contractor shall supply each technician with a full set of technical manuals and updates for all components covered with this and shall ensure that each technician is proficient in the repair of all components covered within this scope of work.

Conduent’s “On-Board Equipment Maintenance Technician Manual” is ATTACHMENT 6 to this Scope of Work. We will work with Conduent to provide

Paratransit IVU4000P technical manual.

19.0 SAFETY WORK RULES

19.1 Contractor shall comply with all OCTA safety work rules, regulations pertaining to harassment, and a drug and alcohol-free environment while on property and/or while on duty.

19.2 Purpose:

Due to the level of activities at OCTA facilities and the large number of vehicles and employees, yard congestion and safety is a viable concern. In order to avoid personal injuries or property damage, at a minimum, the following procedures shall be followed in order to promote yard safety.

19.3 Procedures:

1. Contractor’s employees shall check in with the maintenance shop supervisor at the time of arrival and departure from OCTA property.

2. Contractor’s employees working on OCTA property shall possess and display company photo identification at all times.

3. Maximum yard speed is 10 M.P.H.

4. Yield right-of-way to coaches backing out of the shop and parking stalls.

5. Sound horn three (3) times and check for clear passage before backing vehicles.

6. Follow designated yard directional traffic flow. Do not drive across bus stalls.

7. Always be courteous and professional; never demand the right-of-way to the extent of causing an accident.

8. Stop at designated “stop” markings in yard.

9. Pedestrian traffic in or out of the vehicle access gates is prohibited.

10. All field technicians and Contractor’s must wear appropriate reflective vests, safety glasses, any other necessary personal protection equipment at all times while on OCTA property.

11. Cell phones usage is prohibited outside of buildings and vehicles at all times.

20.0 DEFINITIONS

Conduent Transport Solutions, Inc. (Conduent): The provider of the radio and communication system known as ITMS installed in the OCTA vehicles

ACCESS: ACCESS is OCTA’s paratransit service provided for persons who have been certified as ADA eligible.

ADA: American with Disabilities Act

Daily Vehicle Inspection Report (DVIR): The Driver’s Vehicle Inspection Report documents the condition of the vehicle prior to leaving the yard or terminal for revenue service.

Global Positioning Satellite (GPS): Method used to provide physical coordinates used in navigation logic of ITMS.

Intelligent Transportation Management System (ITMS): The electronic system used for communication between dispatchers and the drivers of the buses. Each bus is equipped with devices enabling the ability to communicate by voice or text with driver.

In Vehicle Unit (IVU): Vehicle mounted central controller providing the logic for ITMS

Mobile Data Terminal (MDT): Dash mounted device for communication with dispatch center, also provides driving directions and navigation.

OrbStar: Trade name for the Mobile Data Terminal as installed in OCTA’s fleet.

Return Merchandise Authorization (RMA): Traceable process providing authorization to return goods for repair. Generally, a number provided to the user of the product by the repair entity