EXHIBIT A - SCOPE OF SERVICES.pdf

STATEMENT OF WORK

CAFETERIA GREASE EXHAUST SYSTEM CLEANING AND

ANSUL FIRE SUPPRESSION SERVICES

IFB NO. OP142160(2)

I. BACKGROUND AND PROJECT SUMMARY

The Los Angeles County Metropolitan Transportation Authority (Metro) provides public transit services to Los Angeles (LA) County through its Metro transit system. This transit system includes facilities on the A Line (Blue), B Line (Red), C Line (Green), D Line (Purple), E Line

(Expo), G Line (Orange), J Line (Silver), and K Line (Crenshaw/LAX), Rail to Rail (R2R)

Corridor, Traction Power Substations (TPSS), Communication and Signaling Facilities (C&S), Rail Maintenance Yards, Inactive Right-Of-Ways (IROW’s), Parking Lots, and Park & Ride

(P&R) Lots, and non-operational parcel properties and facilities. Other facilities may be added to the scope of work as they become operational during the life of this contract.

Metro is seeking a qualified contractor to provide routine inspection, cleaning, and maintenance of the cafeteria grease exhaust system, and servicing of the ANSUL R-102 wet-chemical fire suppression system, at the Gateway Headquarters 3rd Floor Cafeteria, in accordance with NFPA 96 and NFPA 17A, including all labor, materials, equipment, and approved cleaning agents.

This Contract is a five-year term with no options.

II. FUTURE WORK

Metro is a dynamic agency. There are currently no new locations anticipated to become operational during the life of this Contract. However, should any new locations become operational, they may be turned over to Facilities Contracted Maintenance Services (FCM) and may become part of this contract. If that should be the case, those new locations would be added through a written Contract Modification.

Future work locations are not chargeable against this contract until a written contract modification is issued in accordance with the Schedule of Quantities and Prices

III. METRO RESPONSIBILITY

The Metro Project Manager (PM) will provide the Contractor with the necessary instructions, guidance, and any access to the facilities needed for the purpose of the Cafeteria grease exhaust system and servicing of the ANSUL R-102 wet-chemical fire suppression system. The

Metro PM will work closely with and provide direction for the Contractor. The Metro PM or his/her duly appointed alternate in FCM are the only authorized persons to request service and approve work on this contract.

Metro reserves the right to contract with and/or utilize additional contractors for cafeteria exhaust duct cleaning services at any time, for any reason. Also, Metro reserves the right to add or remove services and/or locations as needed.

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IV. CONTRACTOR RESPONSIBILITIES: GENERAL

A. ALL CONTRACTOR’S PERSONNEL WORKING IN AND AROUND METRO RIGHT OF

WAY (ROW), FACILITIES AND PROPERTIES MUST HAVE THE ABILITY TO

UNDERSTAND, TO RETAIN, TO COMMUNICATE, TO OBSERVE, TO BE AWARE OF

AND TO APPLY ALL METRO SAFETY PROCEDURES, REQUIREMENTS AND

TRAINING PROVIDED BY METRO, TAKING INTO CONSIDERATION THE

POTENTIALLY HAZARDOUS ENVIRONMENTS SERVICED UNDER THIS CONTRACT

INCLUDING EXPOSURE TO TRAIN AND BUS MOVEMENTS.

B. All Contractor personnel shall be able to speak and understand the English language. In addition, Contractor lead personnel shall be able to read, write, speak and understand the English language

C. All Contractor personnel assigned to work on this project must be a minimum of 18 years of age.

D. Prior to commencement of service, Contractor personnel shall familiarize themselves with each location and ensure each worker is aware of any hazards, such as running buses, electrified track work, or overhead power lines, so as to ensure their safety. Buses, trains, and related service equipment are constantly on the move at all locations. Contractor shall comply with all traffic rules and regulations pertaining to the movement of vehicles at each facility. Contractor shall comply with all rail safety rules, regulations and standards at all times. See Attachment A for List of Locations and equipment to be serviced.

E. Contractor shall appoint a PM to be the official liaison between his/her firm and Metro.

Contractor shall also provide an alternate point of contact if the primary contact is unavailable.

F. Contractor’s PM must be readily accessible to schedule meetings with the Metro PM on a quarterly basis or as requested by the Metro PM to discuss needs, changes, upgrades or further customization of services for the duration of the contract.

G. Contractor shall provide only experienced and well-trained supervision at all Metro locations. Contractor personnel must wear proper uniform.

H. Contractors personnel, equipment, and worksite must at all times present a neat appearance. Contractor’s staff must wear clothing of the trade. Under no circumstance will Contractor’s employees perform work wearing shorts. Personnel must wear proper uniforms with Contractor’s insignia or name. Work must be performed, and complaints handled by the Contractor, with due regard for Metro’s image and public relations.

I. A telephone number attended 24/7 (hours/days) must be provided by the Contractor for direct contact for emergencies. Telephone number(s) as well as e-mail address(es) for these services must be provided to Metro PM upon contract execution. Contractor is to notify the Metro PM immediately if these numbers change during the term of the contract.

Calls for service must be answered within one (1) hour during regular business hours, weekends, and holidays. Contractor’s supervisor and on-site personnel must be adequately equipped with communication equipment such as cellular phones, pagers and two-way radios to facilitate the work.

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J. Within the first two weeks after the issuance of the fully executed contract (prior to the effective start date), Contractor shall develop and submit a work schedule that clearly defines the work plan for Metro’s review and approval. The plan will include staff names and assignments. The contractor is required to notify the Metro PM of any schedule changes or modifications.

K. Contractor shall possess and maintain current throughout the duration of the Contract all applicable and appropriate permits, certificates, licenses, safety training records, etc.

related under this Contract, as well as the systems, facilities, equipment, and personnel used in the performance of the Contract services and obligations. Contractor shall submit updated copies of the licenses to Metro PM as they are renewed or updated throughout the life of the contract.

a) C-16 – Fire Protection Contractor

b) ANSUL R-102 wet-chemical fire suppression system servicing training/certification.

L. Contractor shall perform all work in accordance with all federal, state, county, municipal and other local laws, ordinances, and regulations applicable to said work.

M. Contractor will be responsible for any and all penalties and fines imposed regarding the violation of local, municipal, State or Federal codes, laws, or regulations.

N. Contractor shall perform all services only when the cafeteria is closed and outside normal operating hours. The cafeteria operates from 6:00 a.m. to 3:00 p.m., Monday through Friday. All work shall be scheduled outside of these hours and coordinated in advance with Metro staff, including escort support when required. Any testing, inspection, or maintenance activities that may trigger alarms, notifications, or system alerts shall be scheduled on weekdays after 6:00 p.m., or on weekends unless otherwise approved in writing by Metro PM. Scheduled weekend and night work is also considered part of this contract in accordance with the Schedule of Quantities and Prices form. Please note that Metro is a 24/7 operating agency; therefore, services may be requested outside the hours listed above and per contract pricing. Daytime or early start time is not guaranteed, and schedules must be flexible to accommodate unscheduled occurrences and emergencies.

Contractor shall reschedule the respective work crews to perform these services at no additional cost to Metro.

O. As Metro is a 24/7 agency, Contractor shall respond to as-needed service requests not regularly scheduled within one (1) hour, seven (7) days a week, 24 hours a day. The Metro PM or designated representative has the authority to assign/request unscheduled service via an incident Report. There will be no additional cost to Metro for weekend or after-hours service, Monday through Friday.

P. Contractor may be asked on occasion to prepare cost estimates. These cost estimates will be provided at no cost to Metro and will be valid for 60 (sixty) days after submission.

Q. Quality of work must be in accordance with generally accepted standards as identified within this statement of work. Work quality must be subject to Metro PM’s approval. Metro reserves the right to inspect the work either during or at a reasonable time after

ANSUL FIRE SUPPRESSION SERVICES

completion. If Metro PM does not accept the work done, the contractor is responsible for redoing the work at the contractor’s expense. In the event a callback request is placed, Contractor personnel must perform the necessary repairs or service as directed by Metro

PM at no additional cost to Metro.

R. Contractor shall return to Metro upon request, termination, or expiration of the Contract term all radios, keys, TAP cards, Pro-Tran devices, proximity access cards, prints, diagrams, drawings, manuals, tools, equipment, etc., provided to and used by the Contractor in performing the Contract services and obligations.

S. Contractor shall provide and sustain the appropriate quantity of all workforce labor, administrative, technical, maintenance, professional, supervisory, and management personnel necessary for the complete performance of this Contract. All employees of the Contractor involved in any aspect of providing the Contract services and/or for performing other obligations and requirements under this contract will be subject to the management, supervision, and oversight of Metro.

T. Each employee of the Contractor is to carry identification prepared by the Contractor.

Identification information will include the employee's full name, photograph (portrait), company name, address, telephone number, employee's identification number, and the signature and title of the employee's immediate supervisor.

U. Contractor service vehicles must display proper company name and logo identification and have “Metro Contractor” placard supplied by Metro at no cost to the contractor, displayed on the driver side and rear side of the vehicle. Placards to be displayed only when working for Metro under this contact and must not be used for personal use. Contractor shall return all equipment issued upon request and will be held responsible for replacement of lost or damaged placards, at the current production costs. Vehicles must also be equipped with flashing light bar or strobe.

V. Contractor will be held responsible for the acts of its employees and agents while on the property. Accordingly, Contractor agrees to take all necessary measures to prevent injury and loss to persons located on the property. Contractor will be held responsible for all damages to persons or property caused by Contractor or any of its agents or employees.

Contractor shall promptly repair any damage that it, its employees, or agents may cause to any property or equipment. On Contractor's failure to do so, Metro may repair such damage and Contractor shall reimburse Metro promptly for the cost of repair.

W. Contractor personnel are not authorized to receive any requests for service from anyone other than the Metro PM or his/her designated alternate. All requests for service must be sent to the Contracts-SOS Service Desk at 213-922-5610 or via e-mail at contracts-sos@metro.net. Contractor shall keep Metro PM informed of all outstanding requests for service.

X. Contractor shall observe the following Metro-observed holidays unless otherwise advised by Metro PM in writing. Metro observed holidays are New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day. If a holiday falls on a Saturday, it will be observed on the preceding Friday. If a holiday falls on a Sunday, it will be observed on the following Monday.

ANSUL FIRE SUPPRESSION SERVICES

Y. Contractor shall not store material or equipment on the property without prior written approval from Metro PM. Contractor shall not use office/station trash cans to dispose of any trash, equipment, or parts. Contractor shall remove and dispose of any equipment or parts in a lawful manner through its own means and at its own expense. All debris must be disposed of off-site (the same day) in an approved and legal manner. Metro does not provide disposal service for trash and debris generated by Contractor operations.

Z. Contractor shall maintain and provide Metro with all records, reports, and documents as required to support the Contract services and obligations. These records and reports are to be provided in both electronic and hard copy forms.

V. CONTRACTOR RESPONSIBILITIES: CONTRACT SERVICE

A. Cleaning of indoor grease exhaust system components - Quarterly Services:

a) The Contractor shall perform routine inspection and cleaning of the kitchen exhaust system from the hood openings serving the cafeteria to remove grease and combustible contaminants, in accordance with NFPA 96. Quarterly services shall include, but are not limited to, cleaning of the following components:

1. Hood interiors and exteriors

2. Backsplashes adjacent to the hood and cooking equipment

3. Filters and baffles

4. Air plenums

5. Grease troughs

6. Accessible portions of exhaust ductwork and vertical risers up to fifteen (15) feet, where accessible

b) All cleaned surfaces shall be restored to a clean condition, free of grease and combustible residue, in accordance with NFPA 96 §12.6.2.

c) Where used, steam and/or approved cleaning agents shall be applied in compliance with NFPA 96 and the equipment manufacturer’s recommendations.

d) Service Frequency: Quarterly (three-month interval)

B. Cleaning of outdoor grease exhaust system components - Quarterly Services:

a) The Contractor shall perform routine inspection and cleaning of the outdoor components of the grease exhaust system serving the cafeteria, located on the Union Station Gateway’s 4th floor roof, to remove grease and combustible contaminants, in accordance with NFPA 96. Quarterly services shall include, but are not limited to, cleaning of the following components:

1. Roof-mounted exhaust fans

2. Fan housings

3. Diverters

ANSUL FIRE SUPPRESSION SERVICES

4. Four (4) feet of roof area around fan housing

b) All cleaned surfaces shall be restored to a clean condition, free of grease and combustible residue, in accordance with NFPA 96 §12.6.2.

c) Where used, steam or approved cleaning agents shall be applied in compliance with NFPA 96 and the equipment manufacturer’s recommendations.

d) This contract does not include mechanical repair, modification, or replacement of exhaust fans or HVAC components.

e) Service Frequency: Quarterly (three-month interval)

C. Post-Cleaning Restoration: Upon completion of cleaning, the Contractor shall:

a) Restore all access panels, doors, and cover plates to normal operating condition.

b) Ensure dampers and diffusers are positioned for proper airflow.

c) Return all electrical switches and system components to operational status.

d) Reinstall and secure all removed fan covers, access covers, guards, and associated outdoor protective components to their original positions, ensuring they are properly seated and unobstructed.

e) Upon completion of inspection or cleaning, service labels shall be affixed to the hood and near affected access panels in accordance with NFPA 96, indicating the date of service and service provider information.

D. Service the ANSUL R-102 wet-chemical fire suppression system per NFPA 17A:

The Contractor shall provide a minimum of fourteen (14) calendar days’ advance written notice to the Metro PM prior to the scheduled date of service. All fire suppression services where system activation may occur shall be performed after 6:00 p.m. and only with Metro PM present.

Only properly trained, licensed, and ANSUL manufacturer certified personnel may impair, test, service, maintain, repair, or restore the ANSUL fire suppression system, and only with prior approval and coordination of the Metro PM.

a) Verification of the amount of wet chemical extinguishing agent in container(s) (weight).

b) Reading and verification of container pressure. Gauge the agent tank pressure and confirm it’s full.

c) Verification of container temperature is within the manufacturer’s acceptable range.

d) Inspection of container condition, mounting, and accessibility.

e) Verification of manual discharge station condition, seals, signage, and accessibility.

f) Verification of proper labeling, instructions, and system identification signage.

g) Verification of warning signs at all required points of ingress.

h) Control shut-off valves inspected and checked for leaks.

i) Fusible links inspected for correct type, spacing, temperature rating, and condition. All fusible links must be replaced every six months as they are heat sensors.

ANSUL FIRE SUPPRESSION SERVICES

j) Detection cable or tubing inspected for proper routing, tension, alignment, and condition.

k) Nozzles inspected for proper type, caps in place, correct positioning, cleanliness, and alignment with protected appliances.

l) Verification that nozzle coverage complies with the manufacturer’s design and appliance layout.

m) Verification that automatic actuation components are mechanically intact and functional.

n) Verification that manual actuation devices are operable and unobstructed.

o) Verification that fuel shutoff devices operate properly upon system actuation.

p) Verification that electrical power shutdown to protected appliances functions properly upon actuation, where applicable.

q) Inspection to confirm system compatibility with all protected cooking appliances.

r) Verification that system components are free of grease buildup that could impair operation.

s) Verification that fire suppression components are not painted, coated, or altered.

t) Inspection of the entire system (piping, nozzles, valves, etc...) for corrosion, physical damage, obstructions, or unauthorized system modifications.

u) Confirmation that replacement parts, if any, are manufacturer-listed and approved.

v) Verification that the system installation and condition comply with NFPA 17A, NFPA 96, and manufacturer instructions.

w) Completion and attachment of inspection/service tag indicating date of service, contractor name, and system status.

x) Submission of written inspection and service report documenting findings, deficiencies, corrective actions taken, and system condition.

y) Certification of Pass / Fail status of the system.

z) All testing shall be non-discharge unless authorized by Metro PM in writing.

aa) Service is required semiannually (six-month interval).

E. As-needed services for ANSUL R-102 wet-chemical fire suppression system:

As-needed services may include but not limited to, corrective maintenance and/or replacement of parts to address deficiencies identified during inspection, testing, or servicing, and must be approved by the Metro PM through a Task Order in accordance with Attachment C, Task Order Procedure.

F. As-needed services may be required as part of this scope of work. Once services are identified, a Task Order will be issued by Metro PM. The Task Order will include a basic scope of work, project duration, schedule, and delivery date. Contractor must provide proposed cost of entire task in writing to the Metro PM for review. No work will proceed until

ANSUL FIRE SUPPRESSION SERVICES

the task order has been signed and approved by the Metro PM. See Attachment C for Task Order Procedure.

VI. SAFETY REQUIREMENTS: GENERAL

A. Contractors work crews while on Metro properties must wear appropriate Personal

Protective Equipment (PPE) such as, but not limited to, safety vests, gloves, safety shoes, safety glasses, goggles and other necessary safety gear, dependent on the task, to protect them from injuries and accidents while on the job. All PPE must be in accordance with the requirements of American National Standards Institute (ANSI) and/or American Society for Testing Material (ASTM). Special precaution must be taken while working on operational segments of the ROW where it is paramount to strictly adhere to all required safety procedures. Contractor shall ensure that each of its workers are aware of the hazards while working in and around all Metro properties, such as moving trains, buses, automobiles, and high voltage overhead electrical lines.

B. Contractor shall perform all activities in accordance with Cal-OSHA mandated worker safety guidelines and requirements. Any hazardous products defined by O.S.H.A Hazard Communication Standard, Title 29, C.F.R. 1910.1200 (c), must be accompanied by a Safety Data Sheets (SDS). All chemicals, plus quantity per application, which the contractor may utilize, must be submitted by Contractor to be evaluated and approved in writing by Metro Corporate Safety Department prior to use.

C. Contractor shall comply with AQMD or California Air Resources Board VOC requirements if applicable.

D. Contractor shall comply with all applicable laws, codes and regulations concerning any release of contaminants on Metro property resulting from the performance of any Contract service work or emanating from any equipment under this Contract.

E. Contractor shall ensure that no metal ladders or other conductive equipment are used near high electrical voltage transmission lines. Do not load ladders beyond their maximum intended load nor beyond their manufacturer's rated capacity. Use ladders only for their designed purpose. Use ladders only on stable and level surfaces unless secured to prevent accidental movement.

F. In alignment with safety requirements, if you see something, say something. Any unusual incidents found on the ROWs or parcel properties, such as hazardous waste materials, homeless encampments, illegally parked vehicles, criminal activity, adjacent property owner’s encroachments, or any other act that may be deemed hazardous to the public or Metro patrons, are to be reported to the Metro PM in an expeditious manner.

G. Contractor shall comply with Metro’s Electronic Devices Policy. See Attachment B for

Metro’s Electronic Devices Policy.

H. Contractor shall complete a one-hour Indoor Air Quality training provided by Metro Corporate Safety prior to the commencement of the contract. The training will be provided

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at no cost. However, Metro shall not be charged for any time spent by the Contractor’s personnel attending or participating in the training.

I. Contractor shall submit to Metro Corporate Safety his or her safety work plan for review and approval prior to the commencement of the project.

J. Contractor shall be prepared with spill containment and cleanup materials and ensure that no discharges enter storm drains. Compliance with the City and County of Los Angeles environmental regulations is mandatory.

K. Prior to cleaning roof-mounted exhaust fans, the Contractor shall lockout/tagout all fan electrical power sources to prevent accidental startup, in accordance with Cal-OSHA requirements.

L. Roof work shall not be performed during unsafe weather conditions, including rain, high winds, or when roof surfaces are wet, slippery, or otherwise hazardous, as determined by the Contractor and Metro PM.

M. The Contractor shall use only approved access points (ladders, hatches, or stairways) for roof access and shall ensure safe ingress and egress at all times.

N. The Contractor shall implement measures to prevent slip hazards caused by grease residue, including the use of absorbent materials, temporary coverings, or barricades as necessary to protect personnel and Metro property.

O. The Contractor shall ensure that grease exhaust system activities do not impair or disable any fire suppression system components and shall immediately notify the Metro PM of any damage or impairment discovered.

P. Flammable solvents or other flammable cleaning aids shall not be used.

Q. Cleaning chemicals shall not be applied to fusible links or other detection devices of the automatic extinguishing system.

R. After the exhaust system is cleaned, it shall not be coated with powder or any other substance.

S. Service of the ANSUL R-102 pre-engineered wet-chemical fire suppression system may require temporary system impairment. Any such impairment shall be performed only by properly trained, licensed, and ANSUL manufacturer-certified personnel, and only as necessary to perform inspection, testing, maintenance, or corrective service. Temporary impairment shall be coordinated in advance with the Metro PM and limited to the minimum duration required to complete the authorized work. Upon completion of service, the Contractor shall immediately restore the system to full operational status and verify system readiness.

VII. SUBMITTALS AND REPORTING REQUIREMENTS

Contractor shall invoice Metro once a month for work completed. Contractor shall not invoice

Metro for incomplete tasks, job orders, or Modifications. Any invoices submitted for payment without written authorization from Metro PM will not be honored. Supporting documentation must be attached to the invoice upon submittal for payment.

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Invoices for payment must be submitted after the end of each month, no later than the 7th of the following month, reflecting all the work performed within that particular month, and must include the following information

A. Metro Purchase Order number.

B. Date of Service.

C. Location of service and project.

D. Grand total of all costs.

E. Copies of executed task order(s) (as necessary) – See Attachment C

F. Itemized list of items or materials delivered

G. Copies of receipts or original invoices

H. Payment Certification – See Attachment E

I. Contractor Employee Timesheet – See Attachment D

Contractor shall submit Contractor Employee Timesheet attached to each submitted invoice.

The submitted Contractor Employee Timesheet must cover the entire invoicing period. The document must be in compliance with Metro format (see Attachment D - Contractor Employee

Timesheet Form) and at a minimum must clearly display names of personnel, and hours worked each day of the month. Contractor shall also submit a copy of their certified payroll report upon uploading into LCP Tracker at the end of each pay period to Metro PM. Payment will be released upon review of the Employee Timesheet Form and Certified Payroll Report form in accordance with contract requirements. Failure to provide these documents will result in a rejection of the invoice pending receipt of the required documents.

The monthly invoice date must reflect the date of submission to Metro’s PM. If a monthly invoice is revised, the invoice date must reflect date of re-submission to Metro. The payment certification form must also reflect the date of invoice submission.

Supporting documentation must be attached to the invoice upon submittal for payment verifying

Contractor’s cost for parts, materials and supplies. Acceptable documentation will be copies of the Contractor’s original purchase invoice(s) as determined by Metro’s PM. Any invoice submitted for payment without a Metro PM’s authorization, or a duly authorized representative of Metro, will not be honored. Contractor shall not invoice Metro for incomplete tasks, job orders, or Modifications.

Within two (2) weeks of cleaning the grease exhaust system, the Contractor shall provide a written report to Metro detailing the findings and services performed, in accordance with NFPA

96 §§12.6.14 and 12.6.15. Reports shall identify areas requiring cleaning, inaccessible areas, locations of access panels, and any observed deficiencies, unsafe conditions, or code non-compliant conditions observed during inspection or cleaning. The report should also include the

Date cleaning was performed, the name of the person who performed the cleaning, and the address and phone number of the service provider.

Within one (1) week of servicing the ANSUL R-102 wet-chemical fire suppression system, the

Contractor shall provide a completed California Code of Regulations, Title 19 – Inspection, Testing, and Maintenance (ITM) report to Metro. The report shall document the inspection and services performed in accordance with applicable requirements, including verification of system

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condition, agent quantity, inspection of system components, confirmation that the system was restored to normal operational status, and identification of any deficiencies, impairments, unsafe conditions, or non-compliant conditions observed during servicing. The report shall include the date service was performed, the name and certification of the technician who performed the service, and the name, address, and phone number of the service provider

On a monthly basis, Contractor shall submit a Monthly Report that summarizes the activity during the previous month, due when the monthly invoice is submitted. The report shall include the date, location, description of work performed, number of man-hours and the date of work completed per location. The report shall include photographic documentation of the work performed, consisting of clear before-and-after detailed images (pictures) of all components of the grease interceptors that were serviced. The monthly reports will be subject to revision during the life of the Contract as directed by Metro PM.