RFP_1100_LLM3009_ATT_4_v2.pdf

SCOPE OF WORK

Relay Services

RFP 1100

LLM3009

1. PURPOSE

Contractor(s) shall provide relay services for substation, power plants, transmission and distribution systems.

1.1. The purpose and intent of this Contract is to provide the City of Austin, dba Austin Energy, with ready access to Contractor's labor force, supervision, equipment, tools, safety devices, temporary materials, and conveyances for the installation and performance of routine and emergency relay services for substation, power plants, transmission and distribution systems.

1.2. Contractor shall cooperate with Austin Energy and coordinate with other Contractors for site access, transportation, work area space, utilities, material storage, thru traffic, and parking.

1.3. The scope of services provided by the Contractor shall include all facets of relay services for substation, power plants, and transmission and distribution systems under this Contract.

2. BACKGROUND:

Austin Energy's service area includes 300+ distribution circuits spanning approximately 437 square miles. Currently Austin Energy owns, develops and maintains 78+ substations throughout its service area and surrounding counties.

3. CONTRACT TERM:

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

4. CONTRACTOR REQUIREMENTS:

The amount of work assigned to the Contractor is variable and subject to conditions beyond Austin Energy's control. Austin Energy shall determine the amount and type of services to be performed based upon a variety of factors affecting projects. Any discrepancy between the quantities of work stated or implied and the actual quantity of work assigned to be performed shall not be grounds for claiming breach of Contract.

Typical Services: The work or services performed by the Contractor under this agreement include, but are not limited to:

4.1. Receive, load, transport, and unload Austin Energy materials in a safe and efficient manner.

4.2. Install and remove fiber optic cable and inner-duct within control houses and out to individual equipment as instructed.

4.3. Assemble, install, disassemble, uninstall, transport, and dispose of existing relay panels, battery chargers, battery racks, AC/DC panels, etc.

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4.4. Install and wire SCADA remote terminal units and RTACs.

4.5. Perform equipment, system, station, transmission and distribution commissioning, testing and startup to full energization using forms and testing procedures accepted by Austin Energy. Test results (i.e. Doble, CT Ratio, RTS Enoserv, Primary and Secondary Current Injection, Commissioning Forms) shall be provided in a report format acceptable to Austin Energy.

4.6. Conduct substation, power plant, transmission and distribution relay system and equipment maintenance and testing.

4.7. Perform other tasks associated with relay work as may be deemed necessary to services for substation, power plant, transmission and distribution improvement activities.

5. CONTRACTOR RESPONSIBILITIES:

5.1. The Contractor shall perform services as authorized by Austin Energy and may be required to mobilize on short notice from Austin Energy. The Contractor shall comply with Austin Energy requirements in performing this contract. Quick response time and speedy execution of service is of the essence during periods of routine and emergency work.

5.2. Contractor shall ramp up and be ready to perform assigned work in all areas within 15 days of Contract execution, unless otherwise agreed to by Austin Energy.

5.3. The Contractor shall promptly pay for all materials, equipment and labor used in the work or project. Contractor shall maintain the materials and equipment, including ensuring the materials and equipment incorporated into the project are free and clear of liens.

5.4. After completion of a project or at Austin Energy's request, Contractor shall provide Austin Energy with affidavits stating that all invoices for labor, equipment, services and materials have been paid in full. Contractor shall provide all requested supporting documentation for expenses incurred in the performance of the work.

5.5. Confined Space Entry

5.5.1. All Contractor entries into confined spaces shall be performed under the guidelines of the Contractor's confined space program, which shall include, but not be limited to: (a) all required personnel training, (b) confined space monitoring and evaluation, (c) entry tag system, (d) personnel protective equipment required by confined space conditions and strict accordance with OSHA 1910.146 Confined Space Standard. All entries will be coordinated in advance of entry with Austin Energy's Project Manager.

5.6. De-energizing of Electrical Equipment

5.6.1. Contractor shall coordinate with Austin Energy for Lock-out/Tag-out of equipment. De-energizing of major equipment may require advance planning and scheduling with Austin Energy's Energy Control Center (ECC) personnel to assure stability of the Austin Energy electrical grid.

5.7. The Contractor shall conduct daily safety and job briefings at the site before starting work.

5.8. Contractor(s) working in Austin Energy Power Plants shall abide by the most current work assignment Austin Energy Contractor Work Requirements for each plant. It is the Contractor’s responsibility to verify compliance with the current version of the document.

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6. CONTRACTOR PERSONNEL REQUIREMENTS:

The Contractor shall meet the required production level and provide the necessary personnel to meet the needs of the Work. Any variation in the number of personnel on the system must be approved by Austin Energy. At a minimum, Contractor shall make available skilled, knowledgeable staff to provide the trades required to complete the work assignment.

6.1. A journeyman level technician shall be capable of leading the installation, commissioning, testing, maintenance and repair, troubleshooting, operation, trip and function checks, point-to-point checks, in-service checks, circuit analysis, and protective relay logic verification of protective relaying equipment and schemes, substation equipment, metering, remote control, and data acquisition systems in electrical substations, with voltages up to 345 kilovolts (kV). Work with electrical engineers to identify, troubleshoot, and resolve issues. Complete and maintain Austin Energy documentation during commissioning for International Standards Organization (ISO), Electric Reliability Council of Texas (ERCOT), and North America Electric Reliability Council (NERC) compliance per Austin Energy standards.

6.2. A journeyman level technician is required, at a minimum, and any crews that are four or more, shall be approved by the Austin Energy Project Manager. Any deviations in requirements for personnel requirements must be submitted in writing to Austin Energy and approved by Austin Energy before any changes may occur.

6.3. The Contractor shall have a safety and drug screening program that meets or exceeds industry best practices.

6.4. The Contractor and its employees shall have certifications and licenses as required by labor classification prior to issuing work.

6.5. In the event that the Contractor wants to propose shifting personnel to a different role, the Contractor shall submit a written request to Austin Energy, including associated resumes and certifications 30 days prior to the requested change. Austin Energy reserves the right to approve or not approve the requested change.

7. CONTRACTOR'S TOOLS AND EQUIPMENT:

The Contractor shall provide, at an all-inclusive cost, all tools, equipment, machinery, and safety equipment necessary for the execution and completion of the work included in this Contract. All tools and equipment must be fully accessible to the personnel assigned to perform the work. Refer to Section 12, Authorized Work Release, to review further information on detailed work and pricing structure.

The Contractor shall be responsible for storage and maintenance of all craft tools and expendables used in the performance of the work:

7.1. The following tools, equipment, and vehicles commonly required to perform assigned tasks shall be included in the Contractor’s all-inclusive pricing. The Contractor shall provide tools and test equipment suitable to expediently complete the tasks assigned to the Contractor, including:

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7.1.1. Portable generator or temporary power source

7.1.2. Set of primary phasing and metering sticks

7.1.3. Communications Test Set

7.1.4. Primary Current Injection Box

7.1.5. Hand tools (screwdriver, cutters, cable strippers, etc.)

7.1.6. Relay Test Set (Doble 6150 with satellite communication capabilities)

7.1.7. Enoserv RTS testing software (capable of running end to end test)

7.1.8. Truck

7.1.9. Trailer for hauling materials

The tools and equipment described above are not specific to a specific one installation or maintenance Work Release. They are listed only to indicate the types of tools and equipment, which may be needed in the performance of the work and required by the Contractor.

8. MATERIAL FURNISHED BY AUSTIN ENERGY:

Unless special provisions are made, Austin Energy shall furnish all materials and hardware including but not limited to, mounting hardware, cable control, inner-duct, relays, breakers, electrical equipment and or components, and any associated miscellaneous hardware. Austin Energy shall provide only the quantities of materials reasonably required for the permanent installation of required facilities. The Contractor shall furnish all required labor, equipment, and temporary materials to provide for a complete project, ready to be put into use, in accordance with the drawings and specifications.

Austin Energy will not furnish Contractor or any of its employees with tools, safety equipment or devices of any nature, “cleaning" or “lubricating” chemicals, rags, personal use items, or any other material or equipment.

8.1. Acquisition of Austin Energy Provided Material by Contractor

Materials furnished by Austin Energy will be picked up by the Contractor or made available to the Contractor at locations designated by Austin Energy within Austin Energy's service territory. In general, Austin Energy will set material aside for specific projects, or jobs, in designated areas in Austin Energy's Facilities. The Contractor shall:

8.1.1. Accept/return the materials at locations within Austin Energy's service territory:

a. Kramer Lane Service Center – 2526 Kramer Lane BLDG E, Austin, TX

b. Cameron Warehouse – 14910 Cameron Road, Pflugerville, TX 78660

c. Additional locations may be included at a later date

8.1.2. Visually check and/or test materials to satisfy themselves that the materials delivered are in good condition and the quantities are correct. Any discrepancies shall be communicated in writing to Austin Energy for resolution.

8.1.3. Immediately reject and provide a written notice on any materials which do not meet specifications or are broken or damaged. These materials shall be returned unused to Austin Energy.

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8.1.4. Load, unload, haul, distribute, and store all materials furnished by Austin Energy.

8.2. Acceptance of Material by Contractor:

Upon acceptance of Austin Energy furnished materials, the Contractor shall assume full responsibility for their care, storage, and protection. The Contractor shall bear all costs associated with the repair or replacement of materials that are damaged, lost, stolen, or destroyed after the Contractor has received them. Should any bundling error or mis-fabricated Austin Energy furnished materials delay the Contractor’s work, Austin Energy may, at its sole discretion, grant the Contractor an equitable extension of time to the project schedule.

This extension shall not entitle the Contractor to any additional compensation for such delays, except a lack of Austin Energy furnished material necessitate a complete shutdown of all operations, actual move-out and move-in upon restarting of the project. Contractor’s cost without markup will be allowed as additional compensation to the Contractor at Austin Energy’s sole discretion. The Contractor is responsible for planning and sequencing its work to mitigate or minimize the impacts of delayed delivery of Austin Energy furnished materials.

8.3. Material Damage, Loss or Excess:

Austin Energy will allow Contractor up to 2% excess on breakable items and other items that require a margin for error, such as control cable/conductor/wire. Any breakage or usage in excess of this limit shall be at the Contractor's expense. All other items will be issued in quantities for the specific project only with no excess.

When directed by Austin Energy or after the project is complete and accepted, the Contractor shall return excess and/or damaged Austin Energy furnished materials to the Austin Energy's storage yard and stack as directed by Austin Energy. All transporting of materials shall be in accordance with all Federal, State and local laws, rules and regulations applying thereto.

All materials, equipment, and wire removed from service, whether designated as reusable or scrap, remain the property of Austin Energy. The Contract Manager or their designee shall determine the disposition of all material, equipment, and wire removed by the Contractor.

Reusable materials shall be dismantled into the smallest standard components, separated from scrap metal, and retained until inspected and returned to Austin Energy for salvage and disposal in accordance with Austin Energy’s requirements.

8.4. Material Storage

After material is issued to Contractor, all material and equipment shall be stored to protect from damage, degradation by the elements, theft, breakage, and in an organized fashion. If outdoor storage cannot be avoided, the material and equipment shall be stacked on supports above ground level and fully protected from the elements possible.

9. ACCEPTANCE OF WORK:

Acceptance or approval by Austin Energy of Contractor’s work shall not constitute nor be deemed a release of the responsibilities and liability of the Contractor for the accuracy, completeness and competency of the Contractor’s work hereunder. No approval or acceptance by or on behalf of Austin Energy shall be deemed to be an assumption of such responsibility by Austin Energy for any defective, erroneous, incomplete or substandard work of Contractor

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10. SAFETY:

10.1. Safety and timeliness are critical components of the work. If Contractor’s personnel are found to be working in a questionable manner concerning safety, the project will be stopped until the safety deficiency is corrected, and no additional time will be allowed for the project.

10.2. Contractor shall ensure all personnel under their supervision shall wear FRC rated clothing in accordance with Austin Energy policy.

10.3. Contractor shall ensure that each crew has the appropriate PPE and safety equipment which shall include a first aid kit and fire extinguisher. Refer to Section 17 to access the external link for PPE requirements with Austin Energy.

11. INVOICING, PAYMENT AND COMPENSATION:

11.1. Contractor shall itemize invoices based on approved contracted rates.

11.2. Austin Energy shall compensate the Contractor based on a total not-to-exceed basis as specified for each authorized work release. Contractor shall commence work only after receipt of a properly approved Purchase Order from Austin Energy. Austin Energy is under no obligation to pay for unauthorized work.

11.3. For work releases, Austin Energy willl pay no more than the labor /equipment rates as provided for in the contract. Personnel, equipment or other craft categories utilized by the Contractor but not included in will not be billed unless amended into the contract prior to work commencement.

11.4. Terms and conditions for authorized expenses governing the Contractor will also apply to Subcontractors.

12. REQUIREMENTS FOR AUTHORIZED WORK RELEASES:

12.1. Properly approved Purchase Orders are required for all work issued unless an emergency situation is declared by Austin Energy communicated to the Contractor in a written statement and acknowledged by the Contractor that work will be done without an approved PO till one has been issued. Refer to Exhibit A for Work Release samples.

12.2. Purchase Orders are valid and authorized if they contain:

12.2.1. Written request from Austin Energy's ESD Project Manager or their designee for Quotes for Services to be performed.;

12.2.2. Written quote received from the Contractor with a defined work scope, schedule, and cost for the services requested which indicates acceptance of the project and an intention to perform the work;

12.2.3. Written authorization (Purchase Order) to proceed.

12.3. Changes in scope of work for Work Releases after initial acceptance of work by the Contractor shall be documented and authorized in the same manner as the original work scope. A new purchase release form shall be completed that describes the required modification in the current scope of work and includes a quotation for the work. The change order shall be numbered with the original purchase release number to allow the total cost of the authorized work to be tracked. No work whose estimated cost during implementation

Scope of Work – Relay Services 7 exceeds the original, authorized not-to-exceed amount will proceed further until a written change order is received from Austin Energy.

12.4. Any work not originally included in the Purchase Order will be considered new work and be performed under a different Purchase order. The same process will be followed as any new work requested by Austin Energy.

13. NON-SPECIFIED ADDITIONAL SERVICES:

13.1. Pass Through for Additional Services and Equipment: Third party expenses incurred to complete certain projects shall be billed to Austin Energy at cost with no mark-up added.

Approval is required by Austin Energy for all charges in advance. Austin Energy will notify the Contractor in writing of the acceptance of a successful price quote. Austin Energy may choose not to award the work.

14. RIGHT OF ACCESS AND INSPECTION:

Austin Energy reserves right to enter the worksite at any time to inspect, observe, or test any aspect of the Work. Austin Energy's exercise of its rights of access and inspection shall not relieve Contractor of its obligations, as an independent Contractor, to properly perform and functionally complete the work in accordance with specifications and the terms of this contract, nor shall it render Austin Energy responsible or liable for any acts, errors, omissions or negligence of the Contractor or its subcontractors, employees or agents.

The Contractor shall provide Austin Energy's personnel with reasonable access and assistance necessary to verify that the Work is being performed in accordance with specifications and the terms of this contract. Upon Austin Energy's request prior to final acceptance of the Work, Contractor agrees to leave accessible or uncovered, or to remove or uncover, portions of finished work for inspection as directed. After inspection, Contractor shall restore that portion of the Work in accordance with specifications. Following inspection, the Contractor shall promptly restore the affected Work in accordance with specifications and the terms of this contract. If such inspection showed that portion of the work to be defective, non-conforming, or incomplete, any additional costs to uncover, restore or correct, the Contractor shall bear all costs associated with uncovering, restoring, correcting, and reinspecting the Work. If the inspection confirms the Work was not defective, non-conforming, or incomplete, then such additional costs shall be borne by Austin Energy.

15. PROGRESS REPORTS:

For work releases lasting 30 days or longer and at completion of the project, the Contractor shall submit monthly progress reports to Austin Energy's Project Manager and Contract Manager. The reports shall describe significant achievements and any potential delays or problems, which may affect the approved schedule or cost(s). They should be sufficiently detailed in order to provide a clear and concise representation of the work performed or being performed.

Contractor shall submit a detailed Final Report to Austin Energy no later than thirty (30) days of completion of the job. The Final Report shall include but not limited to field inspections/observations; shop inspections and test results; parts and materials used; and a complete summary of work performed. Reports shall also include color photos of abnormal component conditions or failures found during inspections, and final assembly measurements, clearances, and relevant drawings. Contractor shall provide equipment, product and labor

Scope of Work – Relay Services 8 warranties to Austin Energy at the time of Final Report submission. Reports shall be in electronic format and submitted to personnel as stated in the work proposal as requested by Austin Energy.

16. REFERENCED CODES AND STANDARDS

Although some of these referenced codes and standards may not apply to municipally-owned power generation facilit ies, the Contractor shall perform the Work in accordance with recognized industry practices as found in these documents:

• ANSI / AWS

• ASME

• OSHA

• NFPA

Some of the more commonly used codes are listed below although the list is not inclusive of every applicable code.

• OSHA Standard 29CFR, Part 1910.269- Electric Power Generation, Transmission, and Distribution

• NFPA 101- Life Safety Code

• NFPA 10 - Standard for Portable Fire Extinguishers

• NFPA 17 - Standard for Dry Chemical Extinguishing Systems

• NFPA 70 - National Electrical Code (NEG)

• NFPA 70E - Standard for Electrical Safety in the Workplace

17. EXHIBITS AND LINK RESOURCES

Exhibit/Link Description

Exhibit A Work Release Samples

Exhibit B Austin Energy Safety GWP – Arc Flash Work Procedures

Exhibit C Data Handling Controls

Exhibit D Network Connection Agreement

Exhibit E FACTA Affidavit of Compliance

External Link PPE Requirements for Austin Energy sites https://austinenergy.com/-/MEDIA/PROJECT/WEBSITES/AUSTINENERGY/COMMERCIAL/PDFS-AND-FILES/SUBSTATIONSAFETYREQUIREMENTS.PDF?REV=50FC87DB5C4E472EA6FF6FE4C804E36F&SC_LANG=EN&HASH=AE91FB31D0C53B59F4D1FC04699CAF90