C260461_RFP_Exhibit_A_SOW.pdf

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Hydrogen Mobile Fuelers for 40-Foot Hydrogen Fuel Cell Buses
Solicitation number
260461
Issued by
Orange County, California

About this file

This Scope of Work document outlines the requirements for the Orange County Transportation Authority (OCTA) to procure two temporary hydrogen mobile fuelers to support its fleet of fuel cell electric buses (FCEBs). OCTA currently operates ten 40-foot FCEBs and anticipates delivery of an additional forty buses by the end of 2026, with one mobile fueler to be deployed at the Santa Ana Base and one at the Garden Grove Base. Each mobile fueler must be capable of dispensing gaseous hydrogen at 350 bar to support a minimum of fifteen buses within an eight-hour window, with potential capacity to service up to twenty-five buses. The contractor is responsible for all project aspects including planning, design, permitting, equipment procurement, and commissioning. The anticipated installation and commissioning phase runs from January 1, 2026, through June 30, 2027, with full operational status required by July 1, 2027. Offerors are encouraged to conduct pre-bid site visits at both locations to assess suitability of the proposed equipment.

The contractor must comply with all federal, state, and local regulations, including fire code, NFPA, Cal/OSHA, NEC, ANSI, and NIOSH standards. The mobile fueler dispenser must be rated for H35 (350 bar) operation and comply with SAE J2601-2 standards, equipped with either a WEH TK16-HF or WEH TK25 fast-fill nozzle or an approved equivalent compatible with TN1 or TN5 receptacles on New Flyer XHE40 buses. The contractor must provide monthly Fuel Purity Certificates of Conformance verifying compliance with SAE J2719 hydrogen purity standards, with specific limits on CO2, CO, sulfur, ammonia, and iron content. The contractor shall submit a preliminary project schedule within five working days of the Notice to Proceed and participate in weekly one-hour conference calls from contract execution through commissioning, with bi-weekly or monthly schedule updates. The contract budget is $5,872,800 for a one-year initial term.

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RFP 260461

EXHIBIT A

Scope of Work

Hydrogen Mobile Fuelers for 40-Foot Hydrogen Fuel Cell Buses

1. Overview The Orange County Transportation Authority (OCTA) seeks to procure two

(2) temporary hydrogen mobile fueler for two (2) OCTA locations to support its growing fleet of fuel cell electric buses (FCEBs). One (1) mobile fueler will be deployed at each of the following locations: the Santa Ana Base and the Garden Grove Base. OCTA currently operates ten (10) 40-foot FCEBs and anticipates the delivery of an additional forty (40) buses by end of 2026.

Once the anticipated forty (40) buses are delivered, each base will be assigned twenty-five (25) buses.

Each of these FCEBs have a hydrogen storage capacity of 37.5 kg, Contractor shall be responsible for all aspects of the project, including planning, design, permitting, equipment procurement, and commissioning of the Mobile fueler.

Each mobile fueler shall be capable of dispensing gaseous hydrogen for a minimum of fifteen (15) buses within an eight (8) hour window at 350 bar with the potential to support up to twenty-five (25) buses.

2. Requirements

2.1 General

The intent of this specification is to describe the Authority’s expectations of the requested deliverables without necessarily describing each individual item, connector, product, features, attributes, functionality, interface, etc., in all-inclusive detail; therefore, the Contractor shall be expected to understand the requirements and submit its bid accordingly.

2.2 Pre-Bid Requirements

Offerors are encouraged to visit the Santa Ana and Garden Grove bases and participate in the site visits prior to providing proposals. OCTA will coordinate and facilitate these visits to ensure that the locations selected by OCTA are suitable for the offeror’s equipment.

2.3 Legal

All provided products and work shall comply with all applicable federal, state, local regulations, and accepted industry practices typical for this type of work/deliverables.

In the event of any conflict between the requirements of this specification and any applicable legal requirement, the legal requirement shall prevail.

Technical requirements that exceed the legal requirements are not considered to conflict.

2.4 Schedule

Offerors shall provide the proposed delivery timeline in weeks or months for the fueling solution, and all other deliverables associated with the fueling solution for each location: Santa Ana Base and Garden Grove Base. Anticipated start date for the installation and commission phase is January 1, 2026, and end date June 30, 2027. The equipment is expected to be on site and fully operational at both locations by July 1, 2027.

2.5 Code of compliance

Code Compliance Contractor’s interim fueling solution and placement must meet all local, state, federal building code requirements, must meet all fire code, NFPA, Cal/OSHA, NEC, ANSI, NIOSH standards, and any and all other applicable codes and standards.

3. Project Coordination

3.1 Kickoff and Meeting Requirements

Within five (5) working days of the Notice to Proceed (NTP), the Contractor shall submit a preliminary project schedule to OCTA for approval. The final schedule, incorporating OCTA’s feedback, shall be submitted within ten (10) working days of preliminary schedule approval. This approved schedule will serve as the official baseline for tracking project progress.

Schedule updates shall be provided bi-weekly or at least monthly.

Contractor shall conduct an in-person kickoff meeting with OCTA within ten

(10) days of contract award. The meeting will cover the project scope, schedule, budget, roles, responsibilities, and include an initial site walk of the proposed Mobile fueler location.

During the site visit, the Contractor shall review recommended site locations, including structures, utilities, traffic flow, and access routes.

Contractor shall participate in weekly one-hour conference calls throughout the contract period—from execution through commissioning and testing— unless otherwise approved in writing by OCTA.

OCTA’s Project Manager (or designee) will conduct regular project reviews. Contractor shall provide status updates, including risks, schedule reviews, budget status, and a three-week lookahead of upcoming activities.

Contractor shall host all meetings via web conferencing, submit written action items within two (2) days of each meeting, and maintain an action log through project completion.

4. Specification

4.1 Bus Information

New Flyer Fuel cell electric bus (FCEB) XHE40 – 40-foot buses. Buses are equipped with TN1 and TN5 receptacles. These buses are equipped with communication plug for temperature compensated fill and wireless SAE J2799 Standard Infrared Fill Communication (IrDA) Protocol. Contractors may propose a configuration that supports either option.

NF OEM bus fuel tank specification (Buses with 37.5kgs fuel storage) Operating Pressure... 5,075 psi (34,990 kPa) Volume......... 82.4 GAL (312 L) 5,075 psi Construction...........................All Composite Weight......................262 lbs. (119 kg) 35 psi Service life……………………………20 years Hydrogen fuel storage system capacity of each tank ............7.5 kg, H2 (at 15 °C/59°F)

Codes and compliance per OEM

ANSI/CSA HGV2, HGV3.1

EC 79/2009 EU 406/2010

SAE J2578, J2579

FMVSS 304

4.2 Bus Fuel Dispenser

The fueling dispenser shall be compatible with TN1 or TN5 receptacle on the bus. Below is the picture of fill receptacle on an OCTA bus.

4.3 NF OEM bus Fuel Fill specification

Nominal Working Pressure: ..................350 bar / 5,075 psig (at 15 °C/59°F) Maximum Allowable Pressure: ....................................438 bar / 6,350 psig Maximum Allowable Temperature: ..........................................85 °C/185°F

4.4 Mobile fueler dispenser requirement

The dispenser shall be rated for H35 (350 bar) operation and shall comply with SAE J2601-2 standards. The dispenser shall be equipped with either a WEH TK16-HF (High Flow) nozzle or a WEH TK25 fast-fill nozzle, or an approved equivalent. Contractor shall specify whether the selected nozzle supports temperature-compensated communication fill or infrared (IrDA) communication fill.

TN1

TN5

4.5 Fuel Purity

Contractor shall provide a Fuel Purity Certificate of Conformance verifying compliance with SAE J2719 hydrogen purity standards. Contractor shall submit this certificate monthly to OCTA’s Facilities Manager.

Fuel quality requirements from OEM bus manufacturer New Flyer:

Hydrogen quality must meet or exceed SAE J2719 specifications as well as the following exceptions to J2719:

CO2 < 1 ppm CO < 0.1 ppm

S < 1 ppb

NH3 < 1 ppb

Fe <= 4 μg/h

Ni <= 3 μg/h

Cu, Cr, Al <= 1 μg/h

4.5 Estimated Fuel Usage

OCTA plans to operate twenty-five (25) 40’ FCEBs at each base with an average daily usage of 25kgs/day per bus. OCTA requires fueling support for fifteen (15) buses at each base. Therefore, total daily usage is anticipated to be 375 kgs/day at each base. Such operations are expected seven (7) days a week. OCTA does not guarantee the exact usage of 375 kgs per day at each base as it is an estimate for the purposes of this solicitation. Based on this information, Contractor needs to include reserves to account for potential supply issues. Hence, Contractor shall provide a backup supply of hydrogen fuel to reduce the risk of not being able to fuel the OCTA buses. Note: OCTA has not taken delivery of 40 buses out of total projected 50 buses, so daily hydrogen usage may change in the future.

Total usage

# of Buses

Fuel tank Capacity (Kg)/bus

Estimated Daily H2 usage (Kg)/bus

Total fuel usage per day (kg)

Fuel tank configuration/bus

30 37.5 25 750 5 tanks each 7.5kgs

Usage per base

Bases # of Buses

Estimated Daily H2 usage (Kg)/bus

Total fuel usage per day (kg)/base

Sant Ana 15 25 375 Garden Grove 15 25 375

Total Usage 750

4.6 Boil-Off Rate Disclosure

Contractor shall clearly identify and quantify the expected hydrogen boil-off rate (if any) associated with the hydrogen mobile fueler.

5. Delivery

5.1 Location

Contractor shall be responsible for delivering all equipment and fuel to below locations:

Santa Ana Base, Maintenance.

4301 MacArthur Blvd, Santa Ana, CA 92704

Garden Grove Base 11790 Cardinal Circle Garden Grove, CA 92843

Note: Contractor shall be fully responsible for delivery, unloading, placement, and on-site assembly of two (2) mobile fueler at the designated OCTA facilities. This responsibility includes, but not limited to, all shipping, freight, handling, off-loading, rigging, hoisting, and any special equipment required to remove the systems from delivery vehicle(s) and place them inside the facilities.

5.2 Damage

Contractor assumes all liabilities and risks associated with component delivery, storage, proper licensing and insurance for drivers and companies used to transfer components, to and from the Authority’s properties.

Contractor shall exclusively be responsible for all damages, liabilities, risks, and others, and excludes OCTA, OCTA property, OCTA personnel, representatives, agents and others of any liabilities, damages and/or risks associated with the delivery of these components to the specified OCTA Location.

6. Site Planning Contractor shall be responsible for all design aspects of the Mobile fueler and shall include a preliminary site layout fifteen (15) business days after the kickoff meeting. The Preliminary Site Layout must include at a minimum:

1. Site Plan

2. Equipment Plan

3. Single Line Diagram, including load list

4. Grounding Plan

5. Lighting Plan (if needed)

6. Flame and Gas Detection and Emergency Shutdown Plan

7. Exposure Setback Plan

The specifics of the plans must include the proposed location of all equipment, utility connection diagrams and schematics, safety equipment, barriers, Emergency Shutdown Devices, Flame/Gas detection devices, and a site layout including Contractor’s proposed traffic circulation plan for filling the Mobile fueler and bus refueling.

OCTA requires sufficient space for maneuvering its bus fleet and Contractor shall ensure that regular bus operations are not impeded by the delivery and assembly of the Mobile fueler. Contractor must propose SOPs and provide appropriate traffic circulation and traffic control plans that demonstrate how the FCEBs will be parked for refueling at the Mobile fueler. Mobile fueler equipment assembly shall be secured as necessary on OCTA’s property, subject to OCTA’s approval. The delivery and assembly shall be in a controlled area with restricted public access.

7. Base Maps The location of the Mobile fueler will need to be assessed for the best location based on the proposed mobile fueler. Contractor shall provide their recommended location in their proposal. Below are maps shown for both Santa Ana and Garden Grove base locations. OCTA preferred location is marked as location A on each map. Contractor shall take into consideration flow of traffic (shown in blue arrows).

OCTA SANTA ANA BASE

OCTA GARDEN GROVE BASE

8. Data Provisions

Contractor shall provide a system to log total fuel dispensed for each fueling event. Automatic electronic logging is preferred; however, if not feasible, a manual readout of dispensed fuel must be available for recordkeeping.

Additionally, the Contractor shall provide a method to schedule fuel deliveries proactively, either through an automated system or by supplying the necessary data for OCTA staff to manage delivery scheduling.

9. Electrical Provisions OCTA shall provide the required electrical service. Contractor must submit all necessary technical information within five (5) business days of kickoff meeting.

10. Lighting Improvements

Contractor shall evaluate site lighting at the proposed Mobile fueler location and recommend any additional lighting required. If improvements are needed, OCTA shall install the lighting.

11. Permitting

Contractor is responsible for obtaining all required permits and approvals from relevant Authorities Having Jurisdiction (AHJs), including the City of Santa Ana and City of Garden Grove, Orange County (and Fire District), and South coast Air Quality Management District (SQAMD). All permit submittals to AHJs must also be provided to OCTA.

Contractor shall prepare and submit all drawings, studies, and supporting documentation necessary for permitting, delivery, and commissioning of the Mobile fueler. Permit applications must be complete, comply with all federal, state, and local regulations, and include any additional documents requested by AHJs.

Contractor shall pay all applicable permit fees, respond to AHJ comments, revise plans as needed, and ensure all inspections are passed. Contractor is responsible for closing out all permits.

All permit fees will be reimbursed at cost upon submission of official payment receipts.

12. Site Preparation and Equipment Delivery

Contractor shall perform all site preparation and equipment delivery tasks unless otherwise noted. OCTA anticipates no structural improvements or permanent installations.

Contractor shall ensure all Mobile fueler equipment is assembled, tested, and calibrated using an OCTA-supplied FCEB prior to commissioning.

Written authorization from the local fire authority must be obtained before the first hydrogen fill.

Contractor shall attend monthly on-site meetings with OCTA to review site conditions, access, delivery progress, and potential utility conflicts. OCTA or its agents may conduct inspections and develop punch lists for corrective action. Completion timelines for punch list items shall be mutually agreed upon.

Any field deviations from approved plans must be verified by OCTA, redlined on the Contractor’s drawings, and incorporated into the as-built documentation submitted after commissioning.

13. Special Provisions

Contractor shall supply all miscellaneous materials necessary for full installation and compliance, including but not limited to:

1. Grounding the Mobile fueler

2. Crash protection

3. External materials required by codes and standards

4. Equipment and installations needed to Meet AHJ requirements

5. Secure Contractor-supplied equipment

14. Signage

Contractor shall install all required and safety-critical signage for the Mobile fueler, including access restriction notices. Temporary traffic control devices (e.g., cones or signs) must be provided during Mobile fueler filling or bus refueling, as required by law or OCTA.

15. Commissioning

15.1 Commissioning Plan

Contractor shall provide a detailed Mobile fueler Commissioning Plan outlining steps, responsibilities, and schedule for commissioning activities. A summary plan must be included with the proposal, and the full plan submitted to OCTA at least twenty (20) business days before commissioning begins.

Contractor shall coordinate performance testing with OCTA to minimize disruption to transit operations.

Contractor shall conduct testing to verify that all FCEBs located on the property at the time of test can be fully fueled within an eight-hour period.

15.2 Fuel purity testing

Before fueling any bus during commissioning (beginning with the first bus), the Contractor shall perform hydrogen purity testing to confirm that fuel dispensed from the Mobile fueler meets SAE J2719 standards.

Samples shall be collected at the nozzle for each dispenser nozzle.

All test results shall be submitted to OCTA for verification of compliance.

Any abnormalities or deviations from SAE J2719 standards must be immediately reported to OCTA.

Fueling shall not proceed unless hydrogen purity results meet the SAE J2719 requirements

16. Training

Contractor shall submit a Training Plan to OCTA outlining the organization and coordination of training sessions for OCTA staff, local first responders, and other designated stakeholders. These sessions shall include safety demonstrations and instruction on the safe and proper operation of the mobile fueler, tailored appropriately for each audience. OCTA staff and first responders must be trained prior to Project Acceptance. Contractor’s Training Plan shall contain the following details, at a minimum:

1. A description of each course

2. Suggested attendees for each course

3. Suggested course length; and

4. Suggested timing for course delivery.

OCTA personnel must be trained on the following topics:

1. Characteristics of hydrogen.

2. System safety, including safety features and appliances.

3. Topics specific to first responders.

4. Station operation (including understanding of installed signage).

5. Possible incidents and recommended mitigation.

6. Communications plan to respond to a safety incident.

The plan shall include OCTA, first responders, and the Contractor.

OCTA reserves the right to modify the proposed Training Plan to meet the needs of the Agency. OCTA will be responsible for coordinating secondary and annual refresher training sessions with internal staff and first responders.

Contractor’s training course instructor(s) must be capable of training at least twenty OCTA personnel and/or first responders simultaneously in each course.

Contractor shall provide a Hydrogen Safety Training Plan, including all training material, for review and approval by OCTA’s Project Manager prior to the commencement of any training. Contractor shall provide all necessary materials to facilitate the training with a minimum of ten (10) business days prior to course commencement.

Contractor shall prepare a quick reference Emergency Response Guide (ERG) that can be distributed to OCTA personnel and first responders to place in their trucks and engines.

The ERG shall provide a map showing the location of Mobile fueler equipment, ESD devices, as well as the distances to this equipment from the entry driveway and nearby structures. This will be provided in electronic format (PDF) at sufficient resolution (300dpi or greater) so that OCTA can easily reproduce in print/laminated sheets

17. Installation Closeout Documentation Contractor shall provide OCTA with complete documentation at the completion of the Mobile fueler Commissioning as a condition to achieve Project Acceptance. The content of the closeout documentation must include, at minimum, the following:

1. Technical Data sheets and Original Equipment Manufacturer (OEM) Manuals for all Equipment components of the Mobile fueler.

2. As-Built Drawings

3. Operations and Maintenance Manuals for the Mobile fueler and its component parts.

4. Contractor’s Quality Assurance and Quality Control (QA/QC) documentation, including a log of all OCTA, AHJ(s), and Contractor’s routine/periodic maintenance inspections.

5. Mobile fueler Standard Operating Procedures (SOPs), with special consideration made to local fire, life and safety, AHJ(s), NFPA 2 and NFPA 55 requirements.

6. Contractor’s Emergency Response Plan (ERP), with considerations for inclusion into OCTA’s overarching ERP of the Operations facility

7. Contractor’s Hazardous Materials Business Plan, including material Safety Data Sheets (SDSs) for any hazardous materials handled on site in association with use of the Mobile fueler.

8. Contractor’s Traffic Control Plans that document Contractor’s recommended guidance to OCTA for the safe and lawful use of the Mobile fueler, including necessary operational boundaries and setbacks and recommended pavement striping or use of traffic control devices during Mobile fueler filling, bus refueling, or maintenance/operation of the Mobile fueler.

Contractor shall provide written manufacturer’s specifications and guidance to OCTA on minimum hydrogen fuel tank levels, and operations and maintenance manuals shall be provided to OCTA for any equipment that must be maintained, as well as the associated training plans, training manuals, and training quick-reference cards so that OCTA personnel or its agents can clearly read and interpret said maintenance requirements and fuel levels.

18. Project Acceptance Acceptance of the Mobile fueler will occur when OCTA issues Project Acceptance. Project Acceptance will occur when the following are completed, to OCTA's satisfaction:

1. Contractor has completed all commissioning activities for the Mobile fueler.

2. The Mobile fueler has satisfactorily passed the Performance Test.

3. All safety-related open items have been satisfied and closed.

4. Contractor has provided OCTA with all the closeout documentation, including As-Built Drawings.

5. OCTA determined that the Mobile fueler is suitable for operation.

6. Achieving Project Acceptance does not relieve the Contractor from responsibility for errors, improper fabrication, and nonconformance to a requirement, or for deficiencies within Contractor's control.

19. Operations and Maintenance Phase

19.1 Station Operations

Contractor shall ensure the Mobile fueler is fully operational and available for use by OCTA on a continuous basis for the duration of the Contract term following Mobile fueler Commissioning and Project Acceptance.

Contractor shall also ensure that any operating permits (such as those with the Fire Department) are maintained by Contractor on OCTA’s behalf throughout the Contract term.

Contractor shall maintain handheld fire extinguishers within the equipment compound as required directed by applicable fire codes.

19.2 Mobile fueler O&M

Contractor shall provide appropriate maintenance for the Mobile fueler equipment, for the duration of the Contract. Contractor shall perform all required preventive maintenance inspections and services on the Mobile fueler to ensure the Mobile fueler is in good condition to reduce potential downtime events.

Contractor shall perform all necessary preventative and corrective maintenance to ensure the proper and on-going operation of the Mobile fueler, including all supplied equipment, supplying spare parts and consumables.

1. Contractor must be available to receive reports of Mobile fueler malfunction 24 hours per day, every day of the year, including holidays and weekends.

2. Critical Callout Service – Contractor must respond within 4 hours or less for critical service problems which prevent bus fueling, disables a safety system, cause a hydrogen gas leak, or that otherwise impact the ability of buses to meet scheduled rollout. Mobile fuelers cannot be down for more than 24 consecutive hours.

3. Non-Critical Service – Contractor must respond within 24 hours for non-critical service problems which do not meet the criteria of critical service problems specified or that otherwise do not impact the ability of buses to meet scheduled rollout, Contractor shall provide OCTA with an Operations and Maintenance (O&M) Plan and associated manuals prior to the start of Mobile fueler commissioning. The O&M Plan must reflect the exact equipment and components that Contractor installs on OCTA property and cannot be a generic O&M Plan.

Contractor shall provide OCTA with SOPs and response protocols that will be incorporated into OCTA’s Emergency Response Plan (ERP) for any emergency situations that may occur during the operation or maintenance of the Mobile fueler.

Contractor shall conduct additional fuel purity tests following any repairs that have the potential of introducing contaminants into the closed system (equipment/materials wetted by H2). Contractor must conduct fuel purity tests each time said circumstance may arise.

Following Mobile fueler Commissioning and Project Acceptance, Contractor shall notify OCTA any time the SOPs are updated for any affected systems, equipment, or components of the Mobile fueler or pertaining to Contractor’s Hydrogen Fueling Services. This includes changes imposed by Contractor’s supplier or sub-Contractor partners (e.g., equipment OEMs).

Scheduled or preventive maintenance of the Mobile fueler may not be performed during OCTA’s fueling window between 6pm –3am daily.

Contractor shall also provide all labor (delivery, assembly, or otherwise), testing, and post- operation commissioning necessary during the Contract term.

Contractor shall correct ESD detection devices that are triggered falsely or in error. Contractor shall replace repeated falsely triggered devices with an alternate approved device as a means of eliminating false alarms. Failure to correct repeated falsely triggered devices shall be grounds for OCTA to withhold Contractor invoice payments until said issues are resolved to OCTA’s satisfaction.

20. Provision of Fuel

Contractor shall provide hydrogen fuel to OCTA’s facility located at:

Santa Ana Base, Maintenance.

4301 MacArthur Blvd, Santa Ana, California 92704

Garden Grove Base, Maintenance.

11790 Cardinal Circle Garden Grove, CA 92843 Hydrogen Fuel Delivery:

1. The hydrogen fuel will be monitored remotely by the Contractor to provide continuous shipments of hydrogen.

2. Contractor must coordinate the scheduling of fuel deliveries with OCTA’s Maintenance Supervisor in order to accommodate OCTA’s schedule.

Contractor shall notify OCTA’s Assigned Personnel one (1) hour prior to delivery.

3. Fuel deliveries or fuel trailer swaps shall not be conducted during OCTA's fueling window from 6:00 p.m. to 3:00 a.m.

4. Upon arrival at the base, the delivery driver will notify OCTA’s Parts Department at (714) 668-4545 or (714) 668-4544.

5. As applicable, chocking the tractor/trailer tires, setting up cones around the delivery truck, attaching delivery hoses, off-loading fuel, closing the station, re-locking the station shall be the responsibility of the Contractor.

6. Contractor is responsible for following all OCTA yard rules including wearing a safety vest, following flow of traffic, except where permitted for truck positioning, and not exceeding the yard speed of 10 mph.

7. OCTA’s staff from the Materials Management Department have the option to oversee the delivery process.

8. Contractor can report any facilities problems to OCTA’s Facilities Department at (714) 668-4532 or the on-duty Maintenance Supervisor.

9. Contractor shall provide OCTA with a delivery slip with each shipment.

Included on the delivery slip will be the before delivery and after delivery tank levels. Any exceptions must be approved in advance by OCTA Materials Manager by calling 714-824-7167

Contractor shall furnish all trucks, trailers, off-loading hose(s), tools, equipment, resources, apparatus, facility, transportation, trained labor and materials necessary to furnish the services herein described.

Contractor is required to furnish the designated supply location for the delivery of liquid or gaseous hydrogen.

Contractor must be in compliance with all relevant local, state, and federal laws/regulations, including, but not limited to transportation of Hazardous Materials and Safety Laws and Regulations. Upon request, Contractor must provide OCTA proof of compliance.

Contractor shall be responsible for off-loading fuel into the Contractor’s proposed fueling solution and providing trained personnel capable of performing the off-loading of fuel without assistance from OCTA.

Prior to delivery of the first load of hydrogen under this Contract, Contractor shall inspect and provide to OCTA’s Assigned Personnel, their safety validation of the site and equipment. The Assigned Personnel must acknowledge receipt and submit written approval to the Contractor before delivery of the first load of hydrogen will be accepted.

Contractor shall notify OCTA prior to the delivery of any reformulation of products supplied under this contract, and changes shall not be accepted without the prior written consent of OCTA.

20.1 Backup Fuel Supply

Contractor shall provide a backup supply of hydrogen fuel to reduce the risk of not being able to fuel the OCTA buses.

20.2 Liquidated damages

In the event the mobile fueling station is inoperable or otherwise unable to provide fuel for any reason beyond the initial twenty-four (24) consecutive hours, the Contractor shall be assessed liquidated damages in the amount of Two Hundred Fifty Dollars ($250.00) per day per bus, not to exceed 15 buses

21. Project Closeout and System Decommissioning Contractor shall restore the Mobile fueler assembly site to its original condition and clean up, remove, and haul any debris, materials, equipment, Ellis Hoskin LD’s are not typically included in the SOW. LD’s are included in the applicable Agreement. Pia agreed with this. Keeping this for visibility, please confirm to remove.

or hazardous waste from OCTA’s yard upon Contract termination or expiration within thirty (30)-days written notice from OCTA, following the decommissioning and removal of the Mobile fueler at the conclusion of the Project.

22. Work Hours

Standard Business Hours 7am-4pm Monday – Friday.

Contractor shall obtain written approval from OCTA’s Project Manager for at least one (1) workday prior to any date upon which Contractor needs to deviate from those Work Hours (this includes any irregular, nighttime, Saturday or Sunday work due to limited staff available for oversight/monitoring).

23. Definitions:

SAE – Society of Automotive Engineers

ASME – American Society of Mechanical Engineers

FMVSS – Federal Motor Vehicle Safety Standards

HGV – Hydrogen Gas Vehicle

ANSI – American National Standards Institute

IBC – International Building Code IEC – International Electrotechnical Commission

CGA – Compressed Gas Association

NEC – National Electrical Code

NFPA – National Fire Protection Association

Cal/OSHA - California's Division of Occupational Safety and Health

NEC – National Electrical Code

ANSI - American National Standards Institute

NIOSH - National Institute for Occupational Safety and Health

1. Overview
The Orange County Transportation Authority (OCTA) seeks to procure two (2) temporary hydrogen mobile fueler for two (2) OCTA locations to support its growing fleet of fuel cell electric buses (FCEBs). One (1) mobile fueler will be deployed at each of ...
Each of these FCEBs have a hydrogen storage capacity of 37.5 kg,
Contractor shall be responsible for all aspects of the project, including planning, design, permitting, equipment procurement, and commissioning of the Mobile fueler.
Each mobile fueler shall be capable of dispensing gaseous hydrogen for a minimum of fifteen (15) buses within an eight (8) hour window at 350 bar with the potential to support up to twenty-five (25) buses.
2. Requirements
2.1 General
Offerors are encouraged to visit the Santa Ana and Garden Grove bases and participate in the site visits prior to providing proposals. OCTA will coordinate and facilitate these visits to ensure that the locations selected by OCTA are suitable for the ...
2.3 Legal
2.4 Schedule
4. Specification
4.1 Bus Information
NF OEM bus fuel tank specification (Buses with 37.5kgs fuel storage)
4.2 Bus Fuel Dispenser
4.3 NF OEM bus Fuel Fill specification
5. Delivery
5.1 Location
5.2 Damage
OCTA SANTA ANA BASE
OCTA GARDEN GROVE BASE
8. Data Provisions
Contractor shall provide a system to log total fuel dispensed for each fueling event. Automatic electronic logging is preferred; however, if not feasible, a manual readout of dispensed fuel must be available for recordkeeping.
Additionally, the Contractor shall provide a method to schedule fuel deliveries proactively, either through an automated system or by supplying the necessary data for OCTA staff to manage delivery scheduling.
9. Electrical Provisions
OCTA shall provide the required electrical service. Contractor must submit all necessary technical information within five (5) business days of kickoff meeting.
10. Lighting Improvements
Contractor shall evaluate site lighting at the proposed Mobile fueler location and recommend any additional lighting required. If improvements are needed, OCTA shall install the lighting.
11. Permitting
Contractor is responsible for obtaining all required permits and approvals from relevant Authorities Having Jurisdiction (AHJs), including the City of Santa Ana and City of Garden Grove, Orange County (and Fire District), and South coast Air Quality M...
Contractor shall prepare and submit all drawings, studies, and supporting documentation necessary for permitting, delivery, and commissioning of the Mobile fueler. Permit applications must be complete, comply with all federal, state, and local regulat...
Contractor shall pay all applicable permit fees, respond to AHJ comments, revise plans as needed, and ensure all inspections are passed. Contractor is responsible for closing out all permits.
All permit fees will be reimbursed at cost upon submission of official payment receipts.
12. Site Preparation and Equipment Delivery
Contractor shall perform all site preparation and equipment delivery tasks unless otherwise noted. OCTA anticipates no structural improvements or permanent installations.
Contractor shall ensure all Mobile fueler equipment is assembled, tested, and calibrated using an OCTA-supplied FCEB prior to commissioning. Written authorization from the local fire authority must be obtained before the first hydrogen fill.
Contractor shall attend monthly on-site meetings with OCTA to review site conditions, access, delivery progress, and potential utility conflicts. OCTA or its agents may conduct inspections and develop punch lists for corrective action. Completion ti...
Any field deviations from approved plans must be verified by OCTA, redlined on the Contractor’s drawings, and incorporated into the as-built documentation submitted after commissioning.
13. Special Provisions
Contractor shall supply all miscellaneous materials necessary for full installation and compliance, including but not limited to:
1. Grounding the Mobile fueler
2. Crash protection
3. External materials required by codes and standards
4. Equipment and installations needed to Meet AHJ requirements
5. Secure Contractor-supplied equipment
14. Signage
Contractor shall install all required and safety-critical signage for the Mobile fueler, including access restriction notices. Temporary traffic control devices (e.g., cones or signs) must be provided during Mobile fueler filling or bus refueling, as ...
15. Commissioning
15.1 Commissioning Plan
Contractor shall provide a detailed Mobile fueler Commissioning Plan outlining steps, responsibilities, and schedule for commissioning activities. A summary plan must be included with the proposal, and the full plan submitted to OCTA at least twenty (...
Contractor shall coordinate performance testing with OCTA to minimize disruption to transit operations.
Contractor shall conduct testing to verify that all FCEBs located on the property at the time of test can be fully fueled within an eight-hour period.
15.2 Fuel purity testing
Fueling shall not proceed unless hydrogen purity results meet the SAE J2719 requirements
16. Training
Contractor shall submit a Training Plan to OCTA outlining the organization and coordination of training sessions for OCTA staff, local first responders, and other designated stakeholders. These sessions shall include safety demonstrations and in...
1. A description of each course
2. Suggested attendees for each course
3. Suggested course length; and
4. Suggested timing for course delivery.
OCTA personnel must be trained on the following topics:
1. Characteristics of hydrogen.
2. System safety, including safety features and appliances.
3. Topics specific to first responders.
4. Station operation (including understanding of installed signage).
5. Possible incidents and recommended mitigation.
6. Communications plan to respond to a safety incident.
The plan shall include OCTA, first responders, and the Contractor.
OCTA reserves the right to modify the proposed Training Plan to meet the needs of the Agency. OCTA will be responsible for coordinating secondary and annual refresher training sessions with internal staff and first responders.
Contractor’s training course instructor(s) must be capable of training at least twenty OCTA personnel and/or first responders simultaneously in each course.
Contractor shall provide a Hydrogen Safety Training Plan, including all training material, for review and approval by OCTA’s Project Manager prior to the commencement of any training. Contractor shall provide all necessary materials to facilitate the ...
Contractor shall prepare a quick reference Emergency Response Guide (ERG) that can be distributed to OCTA personnel and first responders to place in their trucks and engines.
The ERG shall provide a map showing the location of Mobile fueler equipment, ESD devices, as well as the distances to this equipment from the entry driveway and nearby structures. This will be provided in electronic format (PDF) at sufficient resoluti...
17. Installation Closeout Documentation
Contractor shall provide OCTA with complete documentation at the completion of the Mobile fueler Commissioning as a condition to achieve Project Acceptance. The content of the closeout documentation must include, at minimum, the following:
1. Technical Data sheets and Original Equipment Manufacturer (OEM) Manuals for all Equipment components of the Mobile fueler.
2. As-Built Drawings
3. Operations and Maintenance Manuals for the Mobile fueler and its component parts.
4. Contractor’s Quality Assurance and Quality Control (QA/QC) documentation, including a log of all OCTA, AHJ(s), and Contractor’s routine/periodic maintenance inspections.
5. Mobile fueler Standard Operating Procedures (SOPs), with special consideration made to local fire, life and safety, AHJ(s), NFPA 2 and NFPA 55 requirements.
6. Contractor’s Emergency Response Plan (ERP), with considerations for inclusion into OCTA’s overarching ERP of the Operations facility
7. Contractor’s Hazardous Materials Business Plan, including material Safety Data Sheets (SDSs) for any hazardous materials handled on site in association with use of the Mobile fueler.
8. Contractor’s Traffic Control Plans that document Contractor’s recommended guidance to OCTA for the safe and lawful use of the Mobile fueler, including necessary operational boundaries and setbacks and recommended pavement striping or use of traffic...
Contractor shall provide written manufacturer’s specifications and guidance to OCTA on minimum hydrogen fuel tank levels, and operations and maintenance manuals shall be provided to OCTA for any equipment that must be maintained, as well as the associ...
18. Project Acceptance
Acceptance of the Mobile fueler will occur when OCTA issues Project Acceptance. Project Acceptance will occur when the following are completed, to OCTA's satisfaction:
1. Contractor has completed all commissioning activities for the Mobile fueler.
2. The Mobile fueler has satisfactorily passed the Performance Test.
3. All safety-related open items have been satisfied and closed.
4. Contractor has provided OCTA with all the closeout documentation, including As-Built Drawings.
5. OCTA determined that the Mobile fueler is suitable for operation.
6. Achieving Project Acceptance does not relieve the Contractor from responsibility for errors, improper fabrication, and nonconformance to a requirement, or for deficiencies within Contractor's control.
19. Operations and Maintenance Phase
19.1 Station Operations
Contractor shall ensure the Mobile fueler is fully operational and available for use by OCTA on a continuous basis for the duration of the Contract term following Mobile fueler Commissioning and Project Acceptance.
Contractor shall also ensure that any operating permits (such as those with the Fire Department) are maintained by Contractor on OCTA’s behalf throughout the Contract term.
Contractor shall maintain handheld fire extinguishers within the equipment compound as required directed by applicable fire codes.
19.2 Mobile fueler O&M
Contractor shall provide appropriate maintenance for the Mobile fueler equipment, for the duration of the Contract. Contractor shall perform all required preventive maintenance inspections and services on the Mobile fueler to ensure the Mobile fueler ...
Contractor shall perform all necessary preventative and corrective maintenance to ensure the proper and on-going operation of the Mobile fueler, including all supplied equipment, supplying spare parts and consumables.
1. Contractor must be available to receive reports of Mobile fueler malfunction 24 hours per day, every day of the year, including holidays and weekends.
2. Critical Callout Service – Contractor must respond within 4 hours or less for critical service problems which prevent bus fueling, disables a safety system, cause a hydrogen gas leak, or that otherwise impact the ability of buses to meet scheduled ...
3. Non-Critical Service – Contractor must respond within 24 hours for non-critical service problems which do not meet the criteria of critical service problems specified or that otherwise do not impact the ability of buses to meet scheduled rollout,
Contractor shall provide OCTA with an Operations and Maintenance (O&M) Plan and associated manuals prior to the start of Mobile fueler commissioning. The O&M Plan must reflect the exact equipment and components that Contractor installs on OCTA propert...
Contractor shall provide OCTA with SOPs and response protocols that will be incorporated into OCTA’s Emergency Response Plan (ERP) for any emergency situations that may occur during the operation or maintenance of the Mobile fueler.
Contractor shall conduct additional fuel purity tests following any repairs that have the potential of introducing contaminants into the closed system (equipment/materials wetted by H2). Contractor must conduct fuel purity tests each time said circums...
Following Mobile fueler Commissioning and Project Acceptance, Contractor shall notify OCTA any time the SOPs are updated for any affected systems, equipment, or components of the Mobile fueler or pertaining to Contractor’s Hydrogen Fueling Services. T...
Scheduled or preventive maintenance of the Mobile fueler may not be performed during OCTA’s fueling window between 6pm –3am daily.
Contractor shall also provide all labor (delivery, assembly, or otherwise), testing, and post- operation commissioning necessary during the Contract term.
Contractor shall correct ESD detection devices that are triggered falsely or in error. Contractor shall replace repeated falsely triggered devices with an alternate approved device as a means of eliminating false alarms. Failure to correct repeated fa...
20. Provision of Fuel
Hydrogen Fuel Delivery:
Contractor shall furnish all trucks, trailers, off-loading hose(s), tools, equipment, resources, apparatus, facility, transportation, trained labor and materials necessary to furnish the services herein described.
Contractor is required to furnish the designated supply location for the delivery of liquid or gaseous hydrogen.
Contractor must be in compliance with all relevant local, state, and federal laws/regulations, including, but not limited to transportation of Hazardous Materials and Safety Laws and Regulations. Upon request, Contractor must provide OCTA proof of com...
Contractor shall be responsible for off-loading fuel into the Contractor’s proposed fueling solution and providing trained personnel capable of performing the off-loading of fuel without assistance from OCTA.
Prior to delivery of the first load of hydrogen under this Contract, Contractor shall inspect and provide to OCTA’s Assigned Personnel, their safety validation of the site and equipment. The Assigned Personnel must acknowledge receipt and submit writt...
Contractor shall notify OCTA prior to the delivery of any reformulation of products supplied under this contract, and changes shall not be accepted without the prior written consent of OCTA.
20.1 Backup Fuel Supply
Contractor shall provide a backup supply of hydrogen fuel to reduce the risk of not being able to fuel the OCTA buses.
20.2 Liquidated damages
In the event the mobile fueling station is inoperable or otherwise unable to provide fuel for any reason beyond the initial twenty-four (24) consecutive hours, the Contractor shall be assessed liquidated damages in the amount of Two Hundred Fifty Doll...
21. Project Closeout and System Decommissioning
Contractor shall restore the Mobile fueler assembly site to its original condition and clean up, remove, and haul any debris, materials, equipment, or hazardous waste from OCTA’s yard upon Contract termination or expiration within thirty (30)-days wri...
22. Work Hours
Standard Business Hours 7am-4pm Monday – Friday.
Contractor shall obtain written approval from OCTA’s Project Manager for at least one (1) workday prior to any date upon which Contractor needs to deviate from those Work Hours (this includes any irregular, nighttime, Saturday or Sunday work due to li...

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