REQ_R001045_RFQ_250263_Safety_Spec_-_Lighting_Supplies.pdf

From: Dara Doeum To: Erik Earnest Subject: REQ R001045 RFQ 250263 Safety Spec - Lighting Supplies Date: Wednesday, March 25, 2026 4:21:00 PM Attachments: _SOW_REQ R001045 Lighting Supplies.docx

RFQ_250263_Exhibit_D_Safety_Specs.doc

Hi Erik, Please see attached and advise if its okay to proceed

Thank you, Dara Doeum Contracts Administrator, Contracts and Procurement Contracts Administration and Materials Management Orange County Transportation Authority ( 714.560.5767 | 550 South Main Street | PO Box 14184 | Orange, CA 92863-1584 mailto:ddoeum@octa.net mailto:eearnest@octa.net

RFQ 250263

EXHIBIT A

SCOPE OF WORK

Lighting Supplies

1. GENERAL DESCRIPTION

Contractor shall provide the Orange County Transportation Authority (OCTA) with the required lighting supplies on an as-needed basis. Deliveries shall be made to the specified OCTA locations. All orders must be approved by Material Management Planner or an authorized designee. Contractor shall maintain the resources necessary to provide all the items listed on the Price Summary Sheet.

2. SERVICE REQUIREMENTS

a. Contractor shall supply OCTA with supplies listed on Exhibit B, Price Summary Sheet for the agreed upon price. Quantities listed are for evaluation purposes only and do not imply any guaranteed minimum or maximum usage by OCTA.

b. All pricing shall remain firm and fixed for the entire term of the contract. No price increases, surcharges, or adjustments will be permitted for any reason during the contract period.

c. Contractor shall deliver or ship lighting supplies within four (4) days after receipt of order.

d. Contractor shall provide OCTA, in addition to delivery service, with will-call service. A will-call service refers to a method of delivery for ordered items where OCTA personnel may pick up ordered items at the Contractor’s facility.

e. All supplies provided shall be identified properly and shall include the manufacturer numbers and description.

f. All supplies must be new and unopened; no partial package is permitted without prior approval from authorized OCTA personnel.

g. OCTA reserves the right to return any or all supplies shipped in error, damaged, defective, duplicated, or incorrect from the contractor at no additional cost to OCTA.

h. Miscellaneous supplies:

· For miscellaneous supplies ordered not listed on the Price Summary Sheet, Contractor shall obtain a written approval from Material Management Planner or a designee prior to processing the order.

· Contractor shall provide and obtain written approval by OCTA with a quote for all miscellaneous supplies prior to shipment.

· Pricing shall be based on the most current published price, catalog, or other verifiable source, less Contractor’s applicable discount.

· Contractor shall include both the list price and the discounted price on all invoice(s) for miscellaneous supplies purchased.

i. Contractor shall provide lighting supplies as listed on the Price Summary Sheet, but substitutions may be accepted on a case-by-case basis.

· Any supplies where the Contractor suggests an alternate or lower cost item, the Contractor shall provide OCTA with a cross-reference guide to show that it is an accurate or acceptable replacement.

· OCTA must approve alternate/substitution supply before order is placed.

· OCTA reserves the right to reject any alternate/substitutional supply proposed.

j. Contractor shall monitor OCTA’s monthly usage and provide a product usage report upon request.

3. WARRANTY

Contractor shall provide a standard manufacturer’s warranty on all items supplied. Any defective, damaged, or non-compliant items must be replaced or credited in full within fifteen (15) days of written notification at no additional cost to OCTA.

4. DELIVERY LOCATIONS AND HOURS

a. Contractor shall supply products under this blanket purchase order as required for all OCTA’s listed facilities:

Base Location

Address

Garden Grove Base

11790 Cardinal Cir, Garden Grove, CA 92843

Santa Ana Base

4301 West MacArthur Blvd, Santa Ana, CA 92704

OC Streetcar

2008 West 5th St, Santa Ana, CA 92703

Anaheim Base

1717 East Via Burton, Anaheim, CA 92806

Irvine Sand Canyon Base

6671 Marine Way, Irvine, CA 92618

Irvine Construction Circle Base

16281 West Construction Cir, Irvine, CA 92606

b. Delivery hours are Monday through Friday, 7:00 a.m. to 5:00 p.m., excluding holidays. No weekend deliveries will be permitted unless requested by OCTA.

c. No trip, fuel surcharges or shipment charges will be permitted

5. INVOICING AND PAYMENT REQUIREMENTS

a. Invoice Submission

· Invoices must include the following information:

· Purchase order number

· Base location where the delivery was made

· Order date and itemized details of the purchase

· If miscellaneous parts purchased exceed a unit price of $500, proper documentation (e.g., manufacturer or contractor catalog page, or copy of contractor’s invoice) must be provided to verify the discount or markup.

b. Invoice Submission Methods

· Invoices should be submitted via email to:

VendorInvoices@octa.net

c. Payment Processing Delays

· Failure to comply with invoice requirements (e.g., missing documentation, unclear pricing, or invoice submission method outside of what is deemed acceptable) will result in processing delays, and subsequently the payment schedule.

RFQ. NO. 250263

EXHIBIT D

LEVEL 2 STANDARD HEALTH, SAFETY AND ENVIRONMENTAL SPECIFICATIONS

PART I – GENERAL

1.1

GENERAL HEALTH, SAFETY & ENVIRONMENTAL REQUIREMENTS

A. The Contractor, its subcontractors, suppliers, and employees have the obligation to comply with all Authority health, safety and environmental compliance department (HSEC), requirements of this safety specification, project site requirements, and bus yard safety rules as well as all federal, state, and local regulations pertaining to scope of work or agreements with the Authority. Additionally, manufacturer requirements are considered incorporated by reference as applicable to this scope of work.

B. Observance of repeated unsafe acts or conditions, serious violation of safety standards, non-conformance of Authority health, safety and environmental compliance department (HSEC) requirements, or disregard for the intent of these safety specifications to protect people and property, by Contractor or its subcontractors may be reason for termination of scope or agreements with the Authority, at the sole discretion of the Authority.

C. INJURY AND ILLNESS PREVENTION PROGRAM

The Contractor shall comply with CCR Title 8, Section with California Code of Regulations (CCR) Title 8, Section 3203. The intent and elements of the IIPP shall be implemented and enforced by the Contractor and its sub-tier contractors, suppliers, and vendors. The program shall be provided to the Authority’s Project Manager, upon request, within 72 hours.

D. SUBSTANCE ABUSE PREVENTION PROGRAM

Contractor shall comply with the Policy or Program of the Company’s Substance Abuse Prevention Policy that complies with the most recent Drug Free Workplace Act. The program shall be provided to the Authority’s Project Manager, upon request, within 72 hours.

E. HAZARD COMMUNICATION PROGRAM

1. Contractor shall comply with CCR Title 8, Section 5194 Hazard Communication Standard. Prior to use on Authority property and/or project work areas Contractor shall provide the Authority Project Manager copies of SDS for all applicable products used, if any. The program shall be provided to the Authority’s Project Manager, upon request, within 72 hours.

2. All chemicals including paint, solvents, detergents and similar substances shall comply with South Coast Air Quality Management District (SCAQMD) rules 103, 1113, and 1171.

F. STORM WATER POLLUTION PREVENTION PLAN

1. The Contractor shall protect property and water resources from fuels and similar products throughout the duration of the contract. Contractor shall comply with Storm Water Pollution Prevention Plan (SWPPP) requirements. The program or plan if required by scope shall be provided to the Authority’s Project Manager, upon request, within 72 hours.

G. DESIGNATED HEALTH, SAFETY, ENVIRONMENTAL (HSE) REPRESENTATIVE

1. Upon contract award, the contractor within 10 business days shall designate a health and safety representative and provide a resume and qualifications to the Authority project manager, upon request, within 72 hours.

2. This person shall be a Competent or Qualified Individual as defined by the Occupational, Safety, and Health Administration (OSHA), familiar with applicable CCR Title 8 Standards, and has the authority to affect changes in work procedures that may have associated cost, schedule and budget impacts.

3. The Contractor’s HSE Representative is subject to acceptance by the Authority Project Manager, and the HSEC Department. All contact information of the HSE Representative (name, phone, and fax and pager/cell phone number) shall be provided to the Authority Project Manager, upon request, within 72 hours.

4. The Contractor’s HSE Representative shall hold a current certification from the Board of Certified Safety Professionals (BCSP) and have five years of demonstrated construction/scope experience enforcing HSE compliance on construction, industrial or similar project scopes. The designated HSE Representative shall participate in any required HSE related submittals. The Authority reserves the right to allow for an exception and to modify these minimum qualification requirements for unforeseen circumstances, at the sole discretion of the Authority Project Manager and HSEC Department Manager.

5. Competent Individual means an individual who is capable of identifying existing and predictable hazards in the surroundings or working conditions which are unsanitary, hazardous, or dangerous to employees and/or property, and who has authorization to take prompt corrective measures to eliminate them.

6. Qualified Individual means an individual who by possession of a recognized degree, certificate, certification or professional standing, or who by extensive knowledge, training, and experience, has successfully demonstrated his/her ability to solve or resolve problems relating to the subject matter, the work, or the Project.

H. SCOPE PLANNING

Prior to any scope work activity or task, the Contractor shall evaluate the hazards of the scope of work and the work environment to ensure proper control measures are identified for employee public and property protection measures to prevent incidents. This evaluation shall be implemented by developing a written site specific Job Hazard Analysis (JHA) or similar tool designed for planning the work to prevent incidents. The plan shall be provided to the Authority’s Project Manager, upon request, within 72 hours.

I. ORIENTATION

1. The Contractor shall conduct and document a project site safety orientation for all Contractor personnel, subcontractors, suppliers, vendors, and new employees assigned to the project prior to performing any work on Authority projects. The safety orientation at a minimum shall include, as applicable, Personal Protection Equipment (PPE) requirements, eye protection, ANSI class 2 or 3 reflective vests, designated smoking, eating, and parking areas, traffic speed limit and routing, cell phone policy, and barricade requirements. When required by scope, additional orientation shall include fall protection, energy isolation/lock-out/tag-out (LOTO), confined space, hot work permit, security requirements, and similar project safety requirements.

2. Copies of orientation documents shall be provided to the Authority Project Manager within 72 hours upon request.

J. TRAFFIC & PARKING

The Contractor shall ensure that all Contractor vehicles, including those of their subcontractors, suppliers, vendors and employees are parked in designated parking areas, personal vehicles shall be parked in the employee parking lot, work vehicles required in the maintenance area of a bus base shall be identified by company name and/or logo, covered by the company insurance, and comply with traffic routes, and posted traffic signs in areas other than the employee parking lots. Vehicles without appropriate company name and logo are considered personal vehicles and not allowed in the maintenance area of the bus base.

K. GENERAL PROVISIONS

1. The Contractor shall provide all necessary tools, equipment, and related safety protective devices to execute the scope of work in compliance with Authority’s HSEC requirements, CCR Title 8 Standards, and recognized safe work practices.

2. The Contractor shall immediately notify the Authority’s Project Manager whenever local, state or federal regulatory agency personnel are identified as being onsite.

3. The Authority HSEC requirements, and references contained within this scope of work shall not be considered all-inclusive as to the hazards that might be encountered. Safe work practices shall be pre-planned and performed, and safe conditions shall be maintained during the course of this work scope.

4. The Contractor shall specifically acknowledge that it has primary responsibility to prevent and correct all health, safety and environmental hazards for which it and its employees, or its subcontractors (and their employees) are responsible. The Contractor shall further acknowledge their expertise in recognition and prevention of hazards in the operations for which they are responsible, that the Authority may not have such expertise, and is relying upon the Contractor for such expertise. The Authority retains the right to notify the Contractor of potential hazards and request the Contractor to evaluate and, as necessary, to eliminate those hazards.

5. The Contractor shall instruct all its employees, and all associated sub-contractors under contract with the Contractor who work on Authority property in the recognition, identification, and avoidance of unsafe acts and/or conditions applicable to its work.

6. California Code of Regulations (CCR) Title 8 Standards are minimum requirements, and each Contractor is encouraged to exceed minimum requirements. When the Contractor safety requirements exceed statutory standards, the more stringent requirements shall be achieved for the safeguard of the public and workers.

1.2 ENVIROMENTAL REQUIREMENTS

A. The Contractor shall comply with Federal, State, county, municipal, and other local laws and regulations pertaining to the environment, including noise, aesthetics, air quality, water quality, contaminated soils, hazardous waste, storm water, and resources of archaeological significance. Expense of compliance with these laws and regulations is considered included in the agreement. Contractor shall provide water used for dust control, or for pre-wetting areas to be paved, as required; no payment will be made by OCTA for this water.

B. The Contractor shall prevent pollution of storm drains, rivers, streams, irrigation ditches, and reservoirs with sediment or other harmful materials. Fuels, oils, bitumen, calcium chloride, cement, or other contaminants that would contribute to water pollution shall not be dumped into or placed where they will leach into storm drains, rivers, streams, irrigation ditches, or reservoirs. If operating equipment in streambeds or in and around open waters, protect the quality of ground water, wetlands, and surface waters.

C. The Contractor shall protect adjacent properties and water resources from erosion and sediment damage throughout the duration of the contract. Contractor shall comply with applicable NPDES permits and Storm Water Pollution Prevention Plan (SWPPP) requirements.

D. Contractor shall comply with all applicable EPA, Cal EPA, Cal Recycle, DTSC, SCAQMD, local, state, county and city standards, rules and regulations for hazardous and special waste handling, recycling and/ disposal. At a minimum, Contractor shall ensure compliance where applicable with SCAQMD Rule 1166, CCR Title 8, Section 5192, 29 CFR Subpart 1910.120, 49 CFR Part 172, Subpart H, 40 CFR Subpart 265.16 and CCR Title 22 Section 6625.16. Contractor shall provide OCTA a schedule of all hazardous waste and special or industrial waste disposal dates in advance of transport date. Only authorized OCTA personnel shall sign manifests for OCTA generated wastes. Contractor shall ensure that only current registered transporters are used for disposal of hazardous waste and industrial wastes. The Contractor shall obtain approval from OCTA for the disposal site locations in advance of scheduled transport date.

1.3

INCIDENT NOTIFICATION AND INVESTIGATION

A. The Authority shall be promptly notified of any of the following types of incidents including but not limited to:

1. Damage incidents of property (incidents involving third party, contractor or Authority property damage);

2. Reportable and/or Recordable injuries (as defined by the U. S. Occupational Safety and Health Administration), a minor injury, and near miss incidents;

3. Incidents impacting the environment, i.e. spills or releases on Authority property.

B. Notifications shall be made to Authority representatives, employees and/or agents. This includes incidents occurring to contractors, vendors, visitors, or members of the public that arise from the performance of Authority contract work. An immediate verbal notice followed by a written incident investigation report shall be submitted to Authority’s Project Manager within 24 hours of the incident.

C. A final written incident investigative report shall be submitted within seven (7) calendar days and include the following information. The Current Status of anyone injured, photos of the incident area, detailed description of what happened, Investigative photos of the existing conditions and area around the injury/incident scene, the contributing factors that lead to the incident occurrence, a copy of the company policy or procedure associated with the incident and evaluation of effectiveness, copy of task planning documentation, copy of the Physician’s first report of injury, copy of Cal/OSHA 300 log of work related injuries and illnesses, the Cal/OSHA 301 Injury Illness Incident Report, and corrective actions initiated to prevent recurrence. This information shall be considered the minimum elements required for a comprehensive incident report provided to OCTA.

D. A Serious Injury, Serious Incident, OSHA Recordable Injury/Illness, or a Significant Near Miss shall require a formal incident review at the discretion of the Authority’s Project Manager. The incident review shall be conducted within seven (7) calendar days of the incident. This review shall require a company senior executive, company program or project manager from the Contractors’ organization to participate and present the incident review as determined by the OCTA Project Manager. The serious incident presentation shall include action taken for the welfare of the injured, a status report of the injured, causation factors that lead to the incident, a root cause analysis (using 5 whys and fishbone methods), and a detailed recovery plan that identifies corrective actions to prevent a similar incident, and actions to enhance safety awareness.

1. Serious Injury: includes an injury or illness to one or more employees, occurring in a place of employment or in connection with any employment, which requires inpatient hospitalization for a period in excess of twenty-four hours for other than medical observation, or in which an employee suffers the loss of any member of the body, or suffers any serious degree of physical disfigurement. A serious injury also includes a lost workday or reassignment or restricted injury case as determined by the Physician’s first report of injury or Cal/OSHA definitions.

2. Serious Incident: includes but not limited to property damage of $500.00 or more, an incident requiring emergency services (local fire, paramedics and ambulance response), news media or OCTA media relations response, and/or incidents involving other agencies (Cal/OSHA, EPA, AQMD, DTSC, Metrolink, FTA, FRA etc.) notification or representation.

3. OSHA Recordable Injury / Illness: includes and injury / illness resulting in medical treatment beyond First Aid, an injury / illness which requires restricted duty, or an injury / illness resulting in days away from work.

4. Significant Near Miss Incident; includes incidents where no property was damaged and no personal injury sustained, but where, given a slight shift in time or position, damage and/or injury easily could have occurred.

1.4

PERSONAL PROTECTIVE EQUIPMENT

Contractors, and all associated subcontractors, vendors and suppliers are required to provide their own personal protective equipment (PPE), including eye, head, foot, and hand protection, respirators, reflective safety vests, and all other PPE required to perform their work safely on Authority projects.

1.5

LANGUAGE REQUIREMENTS

The Contractor for safety reasons shall ensure employees that do not read, or understand English, shall have a bilingual supervisor or foreman when on the Authority property or projects.

1.6

WARNING SIGNS AND DEVICES

The Contractor shall provide signs, signals, and/or warning devices to be visible when and where a hazard exists. Signs, signals, and/or warning devices shall be removed when the hazard no longer exists.

1.7

REFERENCES

A. CCR Title 8 Standards (Cal/OSHA)

B. FCR Including 1910 and 1926 Standards

C. NFPA, NEC, ANSI, NIOSH Standards

D. Construction Industry Institute (CII)

E. Board of Certified Safety Professionals (BCSP)

F. OCTA Yard Safety Rules

END OF SECTION

1008402.1

Level 2 HSE Specifications

Revision 8, 11/11/2019