RFP_1100_LLM3005_ATT_4_v1.pdf

SCOPE OF WORK RFP

1.0 Purpose

The Contractor shall provide underground utility locating and marking services throughout Austin Energy public utility servicing areas. The Contractor shall furnish qualified personnel, labor, vehicles, all tools, safety devices and equipment, supervision, and materials, necessary or appropriate, to safely, and effectively, provide underground utility locating services as requested by Austin Energy.

For the purpose of safeguarding underground and sub-surface facilities from excavation damage, the Contractor shall receive and respond to all locate requests as required to all Excavation Notices directed to Austin Energy through Texas 811 Notification Center or any other source in accordance with the current existing laws of the Utilities Code Chapter 251 Texas Underground Facility Damage Prevention and Safety Act.

The Contractor shall provide underground utility locate services within the Austin Energy Service Area Map (Exhibit B) upon notification of Austin Energy and shall be available to provide services and equipment 365-days a year, 24-hours a day, 7-days a week. The Contractor shall mark and determine if there are underground utilities running near or through the designated service work area and mark the area accordingly.

2.0 Background

Estimated workload: The number of service ticket calls projected annually is estimated to be between 75,000 to 100,000.

Historical ticket volumes: The number of historical ticket volumes by month is 6,000 - 8,500 Approximate percentage of unlocatable facilities in each of the territories is almost none .01%.

Average repairs costs for single phase, 3-phase and secondaries depends on the extent of the damage.

Percentage of front and rear easements is 50/50. Ticket Management does not collect this information.

3.0 Term of Contract

This Contract shall remain in effect for an initial term of 24-Months, or the City terminates the Contract. This Contract may be extended beyond the initial term for up to three (3) additional 12- Month periods at the City’s sole option.

4.0 Definition of Terms

“Locate, Locating Service or Locating” - the process of identifying and determining whether conflicts exist between proposed Excavations as indicated on a Locate Request, and Underground City Facilities. Also defined as a Notice of Excavation received from Austin Energy for the purpose of clearing/identifying and/or marking the location of Austin Energy underground facilities within a distance of 100 feet of any continuous linear dig area.

CITY OF

AUSTIN

SCOPE OF WORK

UNDERGROUND UTILITY LOCATING SERVICE

RFP 1100

LLM3005

“Normal Locate” - this is standard locate request within the business working hours of 7:00 a.m.

– 5:00 p.m. Monday - Friday. The Contractor shall respond by either marking the approximate location of underground facilities that the utility is clear or not affected.

“Emergency Locate” - the Contractor shall respond on all emergency locates within a two- hour

(2) hour window within receiving the emergency locate ticket.

“Legal Description of Emergency” – is a situation that endangers life, health or property or a situation in which the public need for uninterrupted service and immediate re-establishment of service if services are interrupted compels immediate action.

“Damage/Emergency Dig-up” – a notification of the damage or disturbance of an underground utility. Texas statute requires the immediate notification of the damage, dislocation, or disturbance of an underground utility to an 811 One-Call center. If the damage involves pipeline or natural gas facilities, 911 should be notified as needed.

“Non-Compliant” – used if excavator is requesting a start date and time that gives less than the two (2) business days’ notice of excavation.

“Update/Update and Remark” – Updates can be requested for two different reasons:

1. To extend the life of the ticket to stay in compliance with Texas Administrative Code Chapter 18, which regulates Oil & Gas members (Update)

2. Because the locators’ marks are no longer visible and need to be remarked (Update and Remark).

Both ticket types go out as an Update ticket; however, the remarks of the requests are slightly different.

• When a request is made for the underground utilities to be remarked, we send the ticket with the following verbiage: “Update & Remark – (previous ticket number).”

• When a request is made only to extend the life of a ticket without a request to have the under-ground utilities remarked, we send the request with the following verbiage:

“Update – (previous ticket number).”

Both the tickets are sent out with a two-business day notice.

“No Response/2nd Request” – a second notification reporting that the Contractor did not respond to an existing locate request by marking or notification that they are clear. The Contractor receiving a “No Response Request” shall respond within four (4) working hours.

Failure to meet required timelines may result in a financial credit of ticket.

“Underground Facilities” – shall include all underground structures and facilities owned by Austin Energy.

“Closing Out” – is the term used to describe the completion of a Notice of Excavation.

SCOPE OF WORK

UNDERGROUND UTILITY LOCATING SERVICE

“Markings(s)” – is the application of water-soluble paint, flags, or stakes to clearly identify on a horizontal plane and at each divergence from a straight line the location of the Austin Energy underground facilities in accordance with Austin Energy Marking Specifications (Exhibit C).

“Reasonable Accuracy” – refers to marking within an 18-inch tolerance zone, half the normal diameter of the underground facility plus the minimum of 18-inch on either side of the underground facilities.

“Locatable Underground Facility” – an Austin Energy underground facility, the presence of which can be determined by Austin Energy facility records and/or can be field marked with reasonable accuracy by using devices designed to respond to the presence of such Austin Energy underground facilities.

“Damage to Austin Energy Facilities” – the penetration of any protective coating, sheath, housing, raceway, or other protective part of an Austin Energy underground facility, the partial or complete severance of an underground facility, or the rendering of any underground facility partially or completely inoperable.

“Problem Locate” – an underground facility. The presence of which is known, but cannot be field located with reasonable accuracy.

“Excavator” – refers to a person or entity intending to excavate upon first notifying Texas 811 within 48-hours of their intent to excavate.

“Texas Underground Facility Damage Prevention and Safety Act” – refers to Utilities Code Chapter 251

“Korterra Utility Industry Application” – refers to the Korterra Utility Industry Application ticket management system currently used by Austin Energy.

“One Call Center (TEXAS 811)” – the utility notification center for servicing and disseminating notifications of an intent to excavate and of damage to an underground facility to appropriate servicing operators.

“American Public Works Association (APWA) Uniform Color Codes” – https://www3.apwa.net/content/library/colorcc.pdf

“At Fault Damage Sites” – refers to damages caused by excavator when failing to notify Texas 811 prior of their intent to excavate in a worksite where underground facilities are present.

5.0 Contractor Tasks/Requirements

5.1 Contractor’s Responsibilities

5.1.1 The Contractor shall trip each ticket and provide sufficient photos on every cleared ticket.

5.1.2 The Contractor shall provide painting, flagging, or staking services in accordance with Austin Energy Marking Specifications (Exhibit C).

https://www3.apwa.net/content/library/colorcc.pdf

SCOPE OF WORK

UNDERGROUND UTILITY LOCATING SERVICE

5.1.3 The Contractor shall provide sufficient personnel, labor, vehicles, all tools, safety devices and equipment, supervision, and materials required for the safe and proper performance of this solicitation.

5.1.4 The Contractor shall be equipped with two-way communication equipment to facilitate field communications including phone and/or email.

5.1.5 The Contractor locators shall have the ability to work in weather and environmental extremes including temperatures in excess of 100 degrees Fahrenheit, rain, ice, snow, and wind.

5.1.6 The Contractor locators shall be capable of walking for long periods of time, over long distances, and rough terrain during the course of a workday.

5.1.7 The Contractor locators shall have the ability to communicate and interact effectively with Austin Energy personnel other contractors, and the public.

5.1.8 The Contractor shall be responsible for the unlocatable/turnback. Contractor’s lead technician or supervisor shall locate underground and then Austin Energy will meet the contractor onsite to assist.

5.1.9 The Contractor shall report any personnel or operational changes in writing to Austin Energy Project Manager.

5.1.10 The Contractor shall have each locator complete required training within 90 days.

Only then will they be eligible to pick-up their Austin Energy badge for all personnel assigned to the contract. This process will be covered during the Austin Energy Safety and Awareness (Onboarding). Directions/details will be provided so the field technicians will know how/where to pick up their badge(s).

5.1.11 The Contractor shall return badges of locator personnel that are no longer assigned to the Contract to Austin Energy within 14-Business days. The process will be covered during the Austin Energy Safety and Awareness (Onboarding).

5.1.11.1.1 Badges shall be returned to Austin Energy Station at 4815 Mueller Blvd, Austin, TX 78723.

5.2 The Contractor shall have 60-Days initial ramp up period from contract execution to prepare to provide services.

5.2.1 The Contractor shall have a sufficient number of trained and qualified staff available within 60-Days from contract execution to handle the size, volume, and capacity of requirements of this solicitation.

5.2.2 The Contractor locators shall attend an Austin Energy/presentation by Austin Energy One Call personnel within 90-Calendar days of the date of hire. The Contractor shall schedule this presentation with the Austin Energy Project

SCOPE OF WORK

UNDERGROUND UTILITY LOCATING SERVICE

Manager.

5.2.3 The Contractor shall assign a designated person to serve as the point of contact to manage and administer this contract.

5.2.4 The Contractor point of contact shall participate in a conference call as needed or in-person with Austin Energy Project Manager or their designee to ensure the project stays on track and that the data and work assignments scheduled each week are accurate and completed. The meetings will be scheduled for the duration of the contract unless notified of meeting changes in writing by Austin Energy Project Manager.

5.2.5 The Contractor shall be responsible for keeping track of and requesting updated electronic prints of Austin Energy underground facilities quarterly or as agreed upon by Austin Energy Project Manager.

5.2.6 The Contractor shall contact Austin Energy for a Problem Locate via email at AEOneCall@austinenergy.com and a phone call to the Austin Energy On Call locator. This process and procedures will be covered during the AE Safety and Awareness (Onboarding). The Contractor will be provided the name and phone number on call during this time.

5.2.7 The Contractor shall ensure that all work is completed in a good and workmanlike manner.

5.2.8 The Contractor shall be in compliance with the following standards and guidelines:

a. OSHA – Occupational Safety and Health Administration

b. ANSI Standards

c. American Public Works Association (APWA) Uniform Color

Codes,

d. Austin Energy specifications

e. Austin Energy Industry-related safety requirements and codes,

f. Underground Utility Damage and Safety Prevention Act

g. Austin Energy Safety Standards

h. Austin Energy Quality Management System Standards

i. Austin Energy Tobacco-free Worksite Policy

j. Texas Railroad Commission, Damage Prevention Rules Title 16

Texas Administrative Code, Chapter 18

k. The Common Ground Alliance’s (CGA) Best Practices

5.3 Response Time

5.3.1 Business locating service hours and working days for the Contractor shall be from 7:00 a.m. to 5:00 p.m., Monday through Friday except for those holidays observed by the City of Austin.

5.3.2 The Contractor shall meet the following requirements:

mailto:AEOneCall@austinenergy.com

SCOPE OF WORK

UNDERGROUND UTILITY LOCATING SERVICE

5.3.2.1 Normal Locate Requests: 48-Hour response time to complete normal locate requests including initial markings, updates, remarks, no response, projects and non-compliant locating requests. Requests will be sent electronically through the ticket management system. Normal Locate Requests applies to all tickets.

5.3.2.2 Emergency during normal business: Two (2) hour response time for emergency locates and dig ups. Locating service hours will be paid at the Normal Locate rate during the hours of 7:00 a.m. – 5:00 p.m., Monday – Friday.

5.3.2.3 Emergencies Locate Request/Dig-Ups outside of normal business service hours: Two (2) hour response time for emergency locates and dig ups. This includes all weekends and holidays and will be paid at the afterhours locating rate Monday-Friday including weekends, Hours from 5:01 p.m. - 6:59 a.m. (Contractor staffing shall be adequate to handle Austin Energy’s “on-call” after business working hour’s responsibilities if so, requested by Austin Energy.)

5.3.3 The Contractor shall meet with Austin Energy Project Manager or their designee at all fault damage sites within three (3) hours of being notified by Austin Energy Project Manager or their designee to assess damages during normal business hours. Any after business hours will be next business day.

5.4 Technical Specifications

5.4.1 Austin Energy uses KorTerra Utility Industry Application, a ticket management system to dispatch, manage and research tickets. The Contractor’s system must interface with the current internet version of Austin Energy’s Korterra’s internet operating system.

5.4.2 If the Contractor utilizes an internal ticket management system in addition to KorTerra, the Contractor shall provide Austin Energy Project Manager or their designee full access to billing information and the Contractor uploaded post-locate photos and notes/documentation stored in Contractor internal ticket management system.

5.4.3 The Contractor shall allow secure communication from a device with the Austin Energy enterprise to connect to their internal ticket management system. This connection will utilize an encrypted transport such as IPSEC, SSL, SSH, SCP, or other agreed upon protocol. Austin Energy Project Manager or their designee will always initiate the connection to push locating requests and pull for job completion status. The Contractor is to link with Korterra (Ticket Management System) and not to Austin Energy system.

SCOPE OF WORK

UNDERGROUND UTILITY LOCATING SERVICE

5.4.4 The Contractor shall follow the guidelines used when marking underground utilities in accordance with the American Public Works Association (APWA) Uniform Color Codes, Marking Specifications (Exhibit C).

5.4.4.1 Markings will include Austin Energy “AE” initials for company identifier.

The identifier “AE” initials are to be placed at the beginning and at the end of the proposed work site.

5.4.4.2 Markings will be placed at the beginning and at the end of the proposed work site.

5.4.4.3 Marks will be approximately 12” to 18” in length and 1” width where applicable marks shall encompass multiple underground parallel conductor runs.

5.4.4.4 Changes in direction are to be clearly indicated at the point where the change in direction occurs with an arrow indicating the path of the facility.

5.4.4.5 Marks will be placed on all permanent structures such as riser pipe, pull box lids and transformer slabs so that there is evidence that it has been marked.

5.4.4.6 All marks will extend a reasonable distance at least 8’ beyond the bounds of the requested work area.

5.4.4.7 Structures such as manholes or vaults that are physically larger than surface indications are to be marked as to define the parameters of the structure.

5.4.4.8 Refresh Marks – Always mark a new line. Do not go over existing marks. All received locate requests from Austin Energy Project Manager or their designee require fresh markings.

5.4.4.9 When there are no facilities within the work area as described on the locate ticket, mark “AE-CLR” in a location that can be observed by the excavator. When the Excavator has white lined the work area, mark “AE- CLR” in or as near as practicable to the white lined area. Additionally, Contractor shall include content in the notes section of KorTerra why the Contractor cleared the ticket.

5.4.5 The Contractor shall conduct and prepare a Damage Investigation Services Report when damage to Austin Energy underground facilities has occurred as described herein.

5.4.5.1 The Contractor shall provide digital photographs which are required for all Damage Investigation Services Report performed to the Austin Energy Project Manager.

SCOPE OF WORK

UNDERGROUND UTILITY LOCATING SERVICE

5.4.5.2 The Contractor shall provide a minimum of three (3) photos at three (3) different angles showing the direct area of the damage and the surrounding areas of the damage. The photos must be able to allow investigators with an idea of the story of the site excavation and the extent of damage involved. The photos shall indicate the area was properly located and marked. The photograph is to be saved in JPEG or an agreed upon compressed format and must meet a minimum resolution standard of 200 DPI or better.

5.4.5.3 The Contractor shall ensure that required photographs meet Austin Energy-specified resolution standards including that the subject of the photograph is clearly legible, the distance from locate area is not too far away, and that the photograph is not too dark because of shadows and time of day.

5.4.5.4 The Contractor shall include the following information with the Damage Investigation Report:

a. Start and completion dates and time of Locate(s)

b. Post Locate photos

c. Photos/Pictures of damage site including visible signs of location marks relative to damage facility

d. Field Notes/Documentation

e. Utilize a hit kit to help identify the damage for the investigation

a. Ensure a cone or measuring device is used for reference

b. White paint is used to mark the hit line.

5.4.5.5 The Contractor shall have 10-days to complete all documentation and the Damage Investigation Report and submit electronically to Austin Energy Project Manager or their designee upon request, to AEOneCall@austinenergy.com.

5.4.6 The Contractor shall keep a record for up to five (5) years of each Notice of Excavation indicating the time and date a mark-out was made, the type of facility marked, and the name of the contractor personnel notified for the locate.

5.5 Performance Objectives – Acceptance of Work

5.5.1 The Contractor shall comply with the regulations and requirements under this solicitation and those set forth under:

5.5.1.1 The current State of Texas law governing Utilities Code Chapter 251 Underground Utility Damage and Safety Prevention Act;

5.5.1.2 Texas Railroad Commission, Damage Prevention rules – Title 16 Administrative Code, Chapter 18;

SCOPE OF WORK

UNDERGROUND UTILITY LOCATING SERVICE

5.5.1.3 The Common Ground Alliance’s (CGA) Best Practices

5.5.2 The Contractor shall respond to and complete all requests within parameters set forth in this Scope of Work.

5.5.3 The Contractor on time performance requirements shall be 95% in accordance with the contractual obligations. Failure to meet these on time performance requirements without prior written notification from the Austin Energy Project Manager or designee will not be allowed.

5.5.4 Upon acceptance of work, the Contractor shall include the service receipt, recording notes, positive response and closing out of all Notices of Excavation concerning Austin Energy facilities and submit to AEOneCall@austinenergy.com.

5.5.5 Austin Energy reserves the right to audit the performance and compliance of contractor work output and business practices to ensure contractors meet Austin Energy Safety Standards and Austin Energy Quality Management System Standards. Contractor shall address and comply with Austin Energy expectations within 48- hours of Austin Energy notification to contractor.

5.6 Contractor Safety, Personnel and Vehicles

5.6.1 The Contractor shall be responsible for instructing their employees on appropriate safety measures and shall not permit them to place machinery and other equipment in walkways and all other traffic lanes or other locations in such a manner as to create safety hazards.

5.6.2 The Contractor employees and their subcontractor employees shall wear and use all appropriate safety and Personal Protective Equipment (PPE) including but not limited to outerwear, earplugs, reflective vests, hard hats, and safety glasses.

5.6.3 The Contractor shall ensure their employees and subcontractor’s employees always wear proper identification consisting of the name of the contractor on their uniform/shirt or outerwear garment and any necessary safety gear (PPE) as stated above when performing Services on Austin Energy public utility servicing areas.

5.6.4 The Contractor shall not open any Austin Energy underground pull-boxes, manholes, streetlights, or transformers.

5.6.5 The Contractor and their subcontractor’s vehicles shall display the Company name. Magnetic signs are acceptable.

5.6.6 The Contractor shall comply with the Austin Energy Guidelines and Work Processes (GWP) Tobacco Free Workplace Policy (Exhibit D) when performing

SCOPE OF WORK

UNDERGROUND UTILITY LOCATING SERVICE

services under this Contract.

5.7 Single Point of Contact

The Contractor shall provide a Single Point of Contact (SPOC) who is skilled, knowledgeable, and experienced in providing the types of services listed in this Scope of Work and who shall be available.

5.7.1 The Contractor shall provide the SPOC’s name, phone number and e-mail address to the Austin Energy Project Manager five (5) days after contract award.

5.7.2 The SPOC shall not be removed from the project without prior written consent by the AE Project Manager or Contract Manager.

5.7.3 The Contractor shall provide a designee for the SPOC, during times the SPOC is unavailable (due to vacation, travel, etc., for example), The designee shall meet the same requirements as specified for the SPOC within this Scope of Work and shall have the same authority as the SPOC.

5.8 Delivery Requirements

5.8.1 The Contractor shall provide underground utility locating and marking services throughout Austin Energy public utility servicing areas, Austin Energy Service Area Map (Exhibit B).

6.0 Austin Energy Responsibilities

6.1 Austin Energy will notify the Contractor through KorTerra ticket management system for all types of locate requests. Austin Energy will initially review each ticket and disperse tickets out to the Contractor.

6.2 Austin Energy will provide the sufficient sets of electronic prints of Austin Energy underground facilities and all other necessary maps and information available required for the proper performance of this agreement as described Austin Energy Data Handling Agreement (Exhibit E).

6.3 All maps and information furnished by Austin Energy will remain the property of Austin Energy and shall be returned to Austin Energy upon termination of this Contract. All maps and information shall be properly safeguarded and shall not be disclosed to persons not approved by Austin Energy.

6.4 All maps will require Adobe PDF for viewing or other appropriate software as required.

6.5 Austin Energy will assign badges to the Contractor locators through the Austin Energy security office.

6.6 Austin Energy Project Manager will begin issuing work to Contractor and all requirements, including stated response times, apply, after 60-Days from Contract execution

6.7 Austin Energy reserves the right to award this contract to one or more Contractor.

SCOPE OF WORK

UNDERGROUND UTILITY LOCATING SERVICE

6.8 Austin Energy screens every ticket that is received prior to sending them to the Contractor’s ticket management system.

6.9 Austin Energy screens routine locate request from 6:00 a.m.-2:30 p.m. daily immediately as they come in, and ALL after-hours requests immediately.

6.10 Austin Energy screens all tickets, majority are underground. Some may still have overheads in the vicinity.

6.11 Austin Energy will give Contractor’s access to the map viewing software. File types are shape files and pdf’s).

6.12 Austin Energy will not require Contractor’s to access enclosures to locate primaries.

7.0 Exhibit & Links Summary

Forms Document Title/File Name

Exhibit A FACTA Affidavit

Exhibit B Austin Energy Service Area Map

Exhibit C Austin Energy Marking Specifications Exhibit D Austin Energy Guidelines and Work Processes (GWP) Tobacco Free Workplace Policy Exhibit E Data Handling Controls

Exhibit F Network Connection Agreement

Link Utilities Code Chapter 251 Texas Underground Facility Damage Prevention and Safety Act

Link Texas Railroad Commission, Damage Prevention rules – Title 16 Administrative Code, Chapter 18

Link American Public Works Association (APWA) Uniform Color Codes Link Common Ground Alliance (CGA) Best Practices

Link Korterra Utility Industry Application

Link One Call Center (Texas 811) https://statutes.capitol.texas.gov/?tab=1&code=UT&chapter=UT.251&artSec= https://statutes.capitol.texas.gov/?tab=1&code=UT&chapter=UT.251&artSec= https://texas-sos.appianportalsgov.com/rules-and-meetings?chapter=18&interface=VIEW_TAC&part=1&title=16 https://texas-sos.appianportalsgov.com/rules-and-meetings?chapter=18&interface=VIEW_TAC&part=1&title=16 https://www.apwa.net/library/resources/uniform-color-code.pdf https://bestpractices.commongroundalliance.com/ https://www.korterra.com/solutions/korweb https://www.texas811.org/