NEMAUpgrade_SOW (2)__highlighted changes_ ACC.pdf

NEMA Switches Deployment

The City of Atlanta | Atlanta Information Management

Scope of Work for NEMA Switch Upgrade

March 25, 2025 DRAFT

Background:

The City of Atlanta, Department of Aviation, Technology & Digital Experience (TDE) has end-of-life switches located throughout the six concourses within the airport, as well as in the Atrium. These switches are located in NEMA boxes, which are mounted in the ceiling. There are approximately 55 switches located throughout Concourses A-F, T, and Main

Terminal (an average of about five (5) switches per concourse). TDE is seeking a contractor to replace the switches within the ceilings.

This Statement of Work (SOW) defines the roles, responsibilities, and deliverables for the NEMA Box Switch Upgrade

Deployment at Hartsfield Jackson Atlanta International Airport. The selected Contractor will provide labor, expertise, and materials (excluding airport-provided network switches) necessary to replace the existing end-of-life network switches. The Contractor will be responsible for removing existing switches, installing new ones, testing functionality, and ensuring minimal disruption to operations.

1. Scope of Work

The Contractor work will include but is not limited to:

• Open special tiles in ceilings.

• Replace the old switch with a new switch provided by NOC.

• Remove existing network switches and associate cable as needed.

• Test new switch functionality with NOC Engineer.

• Orient switch according to NOC team’s written and verbal instructions.

• Ensure proper power and network connectivity for each switch.

• Test and verify network connectivity and performance post-installation.

• Provide necessary tools, equipment, and materials for the replacement process.

• Adhere to safety regulations, including the use of proper PPE and fall protection when working in ceiling spaces.

• Maintain a clean and organized work environment.

• Address any issues or defects discovered during installation promptly.

Pre-Site Assessment

• Conduct site assessments to determine the location and accessibility of NEMA enclosures.

o Document NEMA condition – Fan (working properly, noisy, or not working) o Other environmental conditions – dust, pests, signs of leaks, obstructions, etc.

Note: If any environment or facility issues occur that limit or prevent installation, the Contractor is to notify TDE promptly so validation of rescheduling or delay impact can be confirmed and addressed. The contractor is required to provide written formal notification of the conditions (including photographs) and notify the onsite TDE Network Operation Center, the Contractor will also be required to provide a daily report of the progress of work prior to departing the Airport to the assigned TDE Project Manager. The contractor will work with TDE and move forward with the determined remediation as approved by TDE. The remediation will provide written directions regarding next steps. The Contractor shall proceed to the next location, during this period, and shall not be entitled to any extension of time or additional compensation unless expressly approved in writing by TDE. TDE will make reasonable efforts to provide a response within 24–48 hours.

Specifications:

Each NEMA box is 36” high x 24” wide x 13” deep. Each switch is 1.73” high x 17.5” wide x 24.2” deep, including power supplies, power cords, and backplane cables and weighs approximately 26.5 pounds (20.5 lbs. plus 2 x

PSUs at 3 lbs. each).

Current Switch Dimensions to be Replaced:

DRAFT

3850-24XU H x W x D: 1.75 x 17.5 x 16 and the

New Switch Dimensions: (1 of the 2 following models)

9300-48HX H x W x D: 1.73 x 17.5 x 19 or 9300-48HXN

H x W x D: 1.73 x 17.5 x 17.57.

Power supplies, backplane cables, power cords add about 5.2" to the depth of all switch models.

Note: These measurements are for the 9300-48UXM, the largest and heaviest switch in our environment; our standard switch, the 9300X-48HX, is slightly shorter and lighter. Switches are mounted vertically (parallel to the height of the NEMA box), allowing them to fit despite the depth exceeding 13”. If a switch still cannot be installed due to internal obstructions, TDE will evaluate and approve any enclosure modifications and

Contractor will be allowed 10 days within the approval process to start installation.

3. Required Skills & Qualifications

The Contractor should have the following qualifications:

• Certified Lift Driver

• Authorized to open special ceiling tiles.

• Expert experience with Cisco network switches installation and cabling.

4. Reporting & Communication

The Contractor will report to TDE and be physically located at Hartsfield-Jackson Atlanta International Airport. This person will work closely with the Network Operations and Project Team. Regular progress meetings will be held to review performance, address challenges, and plan further optimizations.

The Contractor is required to do the following:

• Participate in scheduled status meetings with TDE representatives.

• Submit daily, nightly, or weekly progress report as required by TDE , detailing the work performed, including test results and any challenges encountered.

• Maintain open communication with the onsite NOC engineer for coordination and verification of work.

• Provide written notice of any condition, that may impact schedule, access, or performance.

5. Considerations

• The selected contractor will need to get trained on opening ceiling tiles by Airport Facility Mgmt. Group

• The selected contractor will provide a lift for access to the ceilings and be certified to operate a lift

• The selected contractor should already have a DOA security badge (Customs Seal) o Escort Form Completed

• All work will be performed at night during the maintenance period of 10:00 pm-5:00 am

• Lift is to be stored in agreed-upon location

• Contractor will be provided with an online view of approximately where the switch is located in the ceiling.

Please note that the estimated locations of the switches have been identified on the map; however, the estimations could be roughly 50ft-100ft off.

6. Cost Breakdown

The Contractor shall provide a quote breaking down the costs for the following categories:

• Pre-Site Assessment

• Rental equipment

• Labor Costs

• Switch Replacement

7. Assumptions and Constraints

• Work must be conducted during approved hours to minimize operational disruption.

• The client will provide access to ceiling spaces and network closets as required.

• The Contractor is responsible for ensuring compliance with local codes and regulations.

8. Acceptance Criteria

The project will be deemed complete when the following milestones are delivered and payment will be processed based on the fulfillment of the milestones listed below:

The Contractor is expected to provide the following to ensure effective communication and project management oversight and coordination and status updates to demonstrate successful completion on the project.

• Project Plan: Prior to the work begins, a detailed schedule including milestones, work breakdown, and resource allocation. To include the duration of completion for each concourse and project.

• Site Assessment Report: Findings from the initial site survey, including any identified risks or constraints. A detailed work plan on how the work will be structured and completed.

• Installation Reports: Summary of each switch, test verification results, and notes of any deficiencies.

• Final Project Report: A comprehensive, detailed closeout report documenting work performed, including checklist results, removed switches, photos, dates, times, along with any outstanding issues.

Deliverables

All milestone deliverables described in this SOW shall be subject to review and acceptance by TDE. Payment will be authorized only upon TDE’s written confirmation that the corresponding deliverable has been satisfactorily completed.

For all specified switches have been replaced and tested successfully and accepted by the city and validation testing will be allowed. TDE will reject all defective work after unsuccessful testing.

• No major connectivity or functionality issues, all successful test results must show that the switch is online, active uplinks display, interfaces are online, and switch device are connected and pingable to end point devices as configured.

• Testing must be monitored by is performed in the presence of an TDE representative, and results

(including photos and connectivity verification) are submitted in the Installation Report.

• TDE issues written acceptance confirming that all work meets specifications. No work shall be deemed accepted based on use or operation alone.

• TDE retains the right to reject any portion of the work that fails to meet performance or specifications standards, including defects discovered within thirty (30) days after initial testing.

Payment Milestone Percentage Payout Milestone Description

Project Initiation & Mobilization 10% The contractor will procure all needed equipment and mobilization method is outlined.

Substantial Completion & Testing 35% The contractor will replace 50% of the outdated end-of-life devices with new device. New switch device will be provided by TDE.

Completion 35% The contractor has replaced all outdated end-of-life devices with new switch device.

Final report 10% Outlining all test results and recommended conditions or actions needed. DRAFT

• Documentation must be provided and approved by TDE.

• Any identified deficiencies must be addressed and resolved to the satisfaction of TDE.