RFP 118-26 MVSS Maintenance Contract Scope of Work.pdf

RFP 118-26 Mobile Video Surveillance System

(MVSS) Maintenance Contract Scope of Work

Massachusetts Bay Transportation Authority

Ten Park Plaza

Boston, Massachusetts 02116

SENSITIVE SECURITY INFORMATION/FOR OFFICIAL USE ONLY

WARNING: This document contains Sensitive Security Information that is controlled under 49 CFR Part 1520.

No part of this document may be released to persons without a need to know, as defined in 49 CFR 1520, except with the written permission of the Massachusetts Bay Transportation Authority Boston, MA. Unauthorized release may result in civil penalty or other action. For U.S. Government Agencies, Public release is governed 5

U.S.C. 552.”

Prepared By:

120 St. James Avenue

Boston, Massachusetts 02116

MASSACHUSETTS BAY TRANSPORTATION AUTHORITY MOBILE

VIDEO SURVEILLANCE SYSTEM (MVSS) MAINTENANCE CONTRACT

TABLE OF CONTENTS PAGE

1. 01 DEFINITION OF TERMS

1. 02 INTENT AND SCOPE OF THE CONTRACT

1. 03 CONTRACT TERM

1. 04 CONTRACTORS WORK HOURS

1. 05 SERVICE REQUEST, RESPONSE, AND PRIORITIZATION PROCESS

1. 06 PERFORMANCE BASED SERVICE METRICS AND CHARGE-BACK PROVISIONS

1. 07 DASHBOARD MANAGEMENT AND LAST-CONTACT REPORTING

1. 08 WORK LOCATIONS

1. 09 CONTRACTOR SERVICES

1. 10 CONTRACTOR’S QUALIFICATIONS

1. 11 GENERAL REQUIREMENTS

1. 12 REPORTS AND DOCUMENTATION REQUIREMENTS

1. 13 WARRANTY

1. 14 MEASUREMENT AND PAYMENT

1. 15 INVOICING

1. 16 BASIS OF BID

PAGES

APPENDIX A

EQUIPMENT SPECIFICATIONS ......................................................................................................... A-1

APPENDIX B

ASSET LOCATION LIST ........................................................................................................................ B-1

APPENDIX C

CONTRACTOR SECURITY REQUIREMENTS ................................................................................ .C-1

APPENDIX D

FORM D BIDDER PRICING RESPONSE ........................................................................................... .D-1

APPENDIX E

SAMPLE MONTHLY REPORT WORK LOG……………..……………………………………..…. .E-1

APPENDIX F

SUPPLEMENTAL MVSS DRAWINGS FOR REFERENCE………………………………………….F-1

Mobile Video Surveillance System Maintenance Contract

1. 01 DEFINITION OF TERMS

A. Wherever in these Contract Documents the following terms, or pronouns in place of them, are used the intent and meaning shall be as follows:

1. Acceptance - Formal written acceptance by the Authority of the Completed Work subject to inspection of the installation on site.

2. Approval - Formal written approval by the Authority.

3. Authority - Massachusetts Bay Transportation Authority, created by Chapter 563, Section 18 of the Acts of 1964, of the Commonwealth, the Party of the First Part to the Contract.

4. Bid - Offer of the Bidder for the Work when submitted on the prescribed Bid Form, properly signed, dated, and guaranteed, and included the schedule of Bid items.

5. Bid Documents - Documents provided by the Authority for the purpose of soliciting

Bids for the Work. Bid Documents will include, as applicable, Standard

Specifications, Contract Specifications, Contract Drawings, Bid Form, and

Addenda.

6. Bidder - An individual, firm, partnership, corporation, or combination thereof, submitting a Bid for the Work on the prescribed Bid Form.

7. Contract Documents - The Contract Specifications and Bid documents revised to incorporate all changes made during the Bid period by Addenda and to incorporate information included in the Bid accepted by the Authority and all authorized changes to the Contract issued subsequent to the execution of the Contract.

8. Contract - The written agreement executed by the Authority and the Contractor, setting forth the obligations of the Parties there under.

9. Contract Item - A specifically described unit of work for which a price is provided in the Contract.

10. Contract Specifications - A set of documents issued by the Authority for the intended Work which includes technical provisions, and other requirements, forms and exhibits identified therein.

11. Contract Term - Number of calendar days allowed or specified date(s) for completion of the Contract.

12. Contractor - The individual, firm, partnership, corporation, or combination thereof, private, municipal, or public, including joint ventures, that as an independent contractor, have entered into Contract with the Authority, as Party or Parties of the

Second Part, and who is referred to throughout the Contract Documents by singular number.

13. Corrective Maintenance – Services provided by the Contractor as required to maintain the Mobile Video Surveillance System.

14. Days - Every day shown on the calendar, Saturdays, Sundays and holidays included.

15. Design Engineer and/or Consultant (Jacobs Engineering) have been retained by the

Authority as engineering consultant during the Bid phase of this Mobile Video

Surveillance System Maintenance Contract. The terms "Design Engineer" and

"Consultant" are at times interchangeable.

16. Extra Work Services - Work that is not included in the Contract Documents as awarded but found to be necessary for the satisfactory completion of the Contract within its intended scope and bears a reasonable subsidiary relation to the full execution of the Work originally described in the Contract.

17. Extra Services Work Order - An order in writing issued by the MBTA to the

Contractor prior to performing the Emergency Services, setting forth the Emergency

Services to be done, the basis of payment, and time adjustments, if any.

18. General Terms - Wherever the words "required," "determined," "directed,"

"specified," "authorized," "ordered," "given," "designated," "considered necessary,"

"deemed necessary, "Permitted," "reserved," "suspended," "established approval,"

"approved," "disapproved," "acceptable," "unacceptable," "suitable," "accepted,"

"satisfactory," "unsatisfactory," "sufficient," "insufficient," "rejected,"

"condemned," or words of like import are used, they shall be understood to imply

"by the Engineer" or "to the Engineer," unless the context clearly indicates a different meaning.

19. Herein - A term meaning within this Specification, or other Contract Document.

20. Indicated - A term meaning as shown on the Drawings, as described in the

Specifications, or as required by other Contract Documents.

21. MBTA Transit System - Authority Transit System, including rights-of-way, pavement, tracks, facilities, structures, equipment, appurtenances, and other property of the Authority.

22. Minuteman- The Authority’s contracted third-party warranty labor provider responsible for performing corrective maintenance labor on the SR2753 fleet (Bus

Numbers 3200-3359) through each vehicle’s individual labor warranty end date, as identified in Appendix B-1.

23. Non-System facilities - Facilities which are not a part of the MBTA Transit System.

24. Notice to Proceed - Written notice from the Authority to the Contractor to proceed with the Work.

25. PPE – MBTA approved Personal Protective Equipment that shall include but not be limited to: ANSI/ISEA 107-2020 standard class 3 breakaway green reflective vest, ANSI/OSHA hardhat, ANSI Z78 safety glasses, puncture resistant, composite hard toe boots, and flashlight.

26. Preventative Maintenance – Routine services provided by the Contractor on a scheduled basis to keep the Security System within specifications.

27. Priority Classification – MBTA-assigned urgency level governing response expectations and scheduling.

28. Provide - In reference to work to be performed by the Contractor, "provide" means furnish, install, and (as applicable) test complete in place.

29. Response Time - Time from initial MBTA notification to Contractor acknowledgment and initiation of coordination activities.

30. Security System - Shall mean wires, cables, conduits and fittings, apparatus, devices, fixtures, or other appliances installed and interconnected electrically, electronically, optically, or wirelessly to permit access control, proprietary signaling, surveillance and the detection of burglary, intrusion, holdup, or other conditions requiring response or the transmission of signals or audible alarms.

31. Service Call - Any call initiated by the Security and Emergency Management

Department, or other duly authorized representative of the Authority.

32. ServiceNow- ServiceNow is the official system of record for MVSS maintenance.

33. Specifications - Directions, provisions, and requirements contained in the Contract

Specifications.

34. Subcontractor - The individual, firm, partnership, corporation, vendor, supplier, or combination thereof, to which the Contractor, with written approval of the

Authority, sublets any part of the Contract.

35. Work - All the materials, equipment, and contractual requirements as specified, shown, or indicated in the Contract Documents, including all alterations, amendments, or extensions thereto made by authorized changes for the Corrective

Maintenance of the MBTA Mobile Video Surveillance System.

36. Rail Vehicle – Any Authority revenue or non-revenue rail car equipped with on-board Mobile Video Surveillance System.

37. Ferry – Any Authority vessel equipped with on-board Mobile Video Surveillance

System.

1. 02 INTENT AND SCOPE OF THE CONTRACT

A. The intent of the Contract is to provide for the completion, in every detail, of the Corrective

Maintenance (the Work) as outlined herein. The Contractor shall complete the Work to the satisfaction of the Authority at the prices set forth and agreed upon. Where portions of the

Work are described in general terms, but not in complete detail, the best general practice shall be followed. Only new, unused, current materials and workmanship of best standard quality shall be used.

B. The primary work scope covered in this Contract is to provide necessary repairs of the

MVSS components on the rubber tire bus fleet, ferries, and on rail vehicles, equipped with on board MVSS, including Green Line Trolleys, and the new Red Line and Orange

Line vehicles. MVSS maintenance shall include cameras, camera shrouds, NVRs, storage media, network components, monitors, cabling, mounting hardware, wireless communication components and interfaces, power supplies, fuses, and all associated on-board MVSS components.

C. The Authority strongly recommends that all bidders, or appointed designee, attend the Pre-

Bid meeting to preclude any misunderstanding of the Contract specification requirements, and to ensure the faithful fulfillment of the terms and conditions of the Contract specification stated therein. The Security and Emergency Management Department will be present to answer and discuss any questions pertaining to the requirements of the Contract specification. A Bid proposal should not be submitted without a thorough understanding of the specific services, working conditions, and equipment specified in the specification.

D. Appendix B shows an approximate quantity of equipment to be maintained at the various

Authority facilities. In no way shall this list be considered complete or all inclusive.

E. The SR2753 fleet (Bus Nos. 3200-3359) is currently subject to an active third-party labor warranty performed by Minuteman through each vehicle's individual warranty end date, per Appendix B-1. During the applicable warranty period, Minuteman, not the Contractor, is responsible for performing corrective maintenance labor on these vehicles. The

Contractor remains responsible for supplying hardware and replacement parts required for this work, whether from existing spare inventory or through standard procurement, but is not responsible for labor, response time, or performance-based charge-back provisions on a given vehicle until that vehicle's Minuteman labor warranty has expired.

F. The Authority reserves the right to add, or subtract, any units set forth in this Agreement.

Where deemed appropriate by the Authority, the number of service personnel and Contract amount may be altered, as the number of units under this Contract is revised.

G. The Contractor shall, unless otherwise specified, furnish all labor, superintendence, materials, tools, equipment, PPE, and incidentals necessary to complete the Work in a proper, thorough, and workmanlike manner.

H. During the life of the Contract, the MBTA may separately soliciting proposals for the installation and upgrade of cameras on board the buses, trolleys and ferries. The successful bidder will be made aware of these upgrade activities during the Contract to allow for knowledge of what vehicles are impacted by these upgrades. The successful

MVSS Maintenance Contractor shall work in harmony with the MBTA and camera upgrade projects. Contractor shall ensure the MBTA MVSS system is not negatively impacted during this process.

1. 03 CONTRACT TERM

A. Term of this Contract shall be a base contract of three (3) years commencing on the date of written Notice to Proceed, with two (2) separate one (1) year extension options.

B. The Contractor shall not commence performance of the Work services until a written

Notice to Proceed (NTP) is issued by the Authority. NTP shall not be issued until all certifications are submitted by the Contractor. Any preliminary Work started, or materials ordered, before the NTP shall be at the sole risk of the Contractor.

C. Each option year shall be exercised at the sole discretion of the MBTA.

1. 04 CONTRACTORS WORK HOURS

A. The Contractor shall perform MVSS maintenance during overnight or non-revenue hours to align with vehicle availability.

B. Response time shall be measured by acknowledgment, coordination, and initiation of work (not physical daytime arrival) unless specifically directed by the MBTA.

C. The Contractor shall be required to respond to corrective maintenance service calls, and perform Emergency Services, as required, as described herein.

D. Corrective maintenance service calls shall be responded to overnight between 11pm and

5am, Monday through Friday (excluding New Year’s Day, Martin Luther King Jr., Presidents Day, Patriots Day, Independence Day, Columbus Day, Veterans Day, Memorial Day, Labor Day, Thanksgiving, and Christmas).

E. The Contractor shall coordinate locating and accessing the buses with the MBTA Bus

Operations Department.

F. The Contractor shall coordinate locating and accessing the light and heavy rail vehicles with the MBTA Subway Operations Department.

G. The Contractor shall coordinate locating and accessing the ferries with the MBTA

Operations Department.

H. The Contractor shall coordinate locating and accessing the Red Line and Orange Line vehicles with the MBTA Operations Department.

I. Delays caused by vehicle availability, access restrictions, or MBTA-directed scheduling shall not be considered Contractor non-performance.

1. 05 SERVICE REQUEST, RESPONSE, AND PRIORITIZATION PROCESS

A. Service requests for MVSS maintenance may be initiated by the MBTA Security and

Emergency Management Department, MBTA Operations, Transit Police or other authorized MBTA personnel utilizing the MBTA’s ServiceNow platform, the official system of record for MVSS maintenance.

B. The Contractor shall receive access to the MBTA ServiceNow platform and is responsible to monitor, access, and provide input into the platform. Initial notification to the Contractor may occur via email, telephone and/or electronic notification via ServiceNow ticket.

C. ServiceNow tickets may be created before or after Contractor notification. The Contractor may receive notification and direction from MBTA prior to formal ticket creation.

D. The Contractor shall ensure that all completed work is documented and reconciled to an associated ServiceNow ticket prior to invoicing.

E. The Contractor shall coordinate with the MBTA to ensure all work performed is ultimately associated with a ServiceNow ticket, and the Contractor is responsible for providing entries on their own behalf into the platform.

F. The Contractor shall not close any ServiceNow ticket with a disposition of “No Trouble

Found” (NTF) without prior written confirmation from the MBTA Security and Emergency

Management Department. Prior to closing an NTF ticket, the Contractor shall document in

ServiceNow all diagnostic steps performed, confirm the system was functional at the time of close-out, and notify the designated MBTA representative. The MBTA shall confirm or reject the NTF disposition within one (1) business day of Contractor notification. Tickets closed as NTF without MBTA confirmation shall be subject to re-opening at the MBTA’s discretion and may be counted against the Contractor’s performance metrics.

G. The MBTA also sends out a “Last Contact Report” to proactively address vehicles and assets that have systems onboard that are not functioning properly.

H. The absence of a ServiceNow ticket shall not delay the Contractor in responding to an issue, and the Contractor shall create the ServiceNow ticket to track the issues, and corrective maintenance response to close the ticket, or to escalate the problem.

I. Service requests shall be classified by the MBTA as priority levels, and the priority levels shall govern the response expectations

1. Level 1 – Standard: Routine maintenance, repair, configuration update, securing cables, replacing fuses or other work to respond to regular service issues regarding MVSS

2. Level 2 – Elevated: Mobile video is not offloading, more than 5 vehicles or approximately 5% of the total number of MVSS assets are experiencing a simultaneous failure.

3. Level 3 – Critical: If the entire system is offline, more than 10 vehicles or approximately 10% of the fleet is experiencing simultaneous failure, there is a video request from MBTA Transit Police, or other critical issue as deemed by the MBTA to be critical and need immediate attention.

At any time, the MBTA reserves the right to directly contact the Maintenance Contractor and request emergency support with the greater Boston Metropolitan Area to support this contract. A ServiceNow ticket may not be generated yet in that case and becomes the responsibility of the Maintenance Contractor to accurately documents on the ServiceNow platform.

J. If any of the calls described above cannot be cleared within two (2) hours of notification of incident, the Contractor shall submit a ServiceNow report to the Security and Emergency

Management Department detailing the repair criteria causing the delay. Failure to comply with this directive will be grounds for withholding of payment and possible termination of the Contract.

1. 06 PERFORMANCE BASED SERVICE METRICS AND CHARGE-BACK PROVISIONS

A. To ensure system availability and accountability, the MVSS maintenance program shall include performance-based requirements tied to fleet availability and duration of outages.

B. Out-of-Service Threshold: An MVSS-equipped vehicle shall be considered “Out of

Service” for performance tracking purposes if the onboard MVSS system is non-functional, non-communicating, or unable to offload video for more than 24 consecutive hours after initial notification.

C. Daily Performance Chargeback: For each calendar day beyond the first 24 hours that a vehicle remains Out of Service due to causes within the Contractor’s control, the MBTA may assess a performance charge-back in the amount of $500 per vehicle per day.

D. Exclusions: Performance chargebacks shall not apply where delays are directly attributable to:

1. MBTA-directed deferrals

2. Vehicle unavailability

3. Acts of vandalism or collision damage not related to MVSS workmanship

4. Supply chain delays documented and approved by the MBTA

E. ServiceNow as Source of Record: Out-of-service duration, root cause, and responsibility determinations shall be based on ServiceNow ticket data, timestamps, and Contractor documentation.

F. Chronic Performance Issues: Repeated or systemic failures resulting in excessive out-of-service durations may trigger corrective action plans, enhanced oversight, or other contractual remedies/liquidated damages at the discretion of the MBTA.

1. 07 DASHBOARD MANAGEMENT AND LAST-CONTACT REPORTING

A. There shall be a dedicated contractor provided Program Oversight Role as a MVSS

Program Manager or equivalent role responsible for daily:

1. Oversight of all ServiceNow activity

2. Review and validation of ticket quality and timeliness

3. Coordination with MBTA Security, Operations, and Transit Police

4. Proactive identification of systemic issues and trends

5. Invoice development

6. Attend bi-weekly meetings with MBTA

7. Receive and manage Last-Contact Reports twice daily

B. Dashboard Ownership: The Contractor shall be responsible for managing, responding and entering information into ServiceNow.

C. The Contractor shall review the MBTA “Last Contact Report” email generated twice-daily email notifications (morning and afternoon) to designated MBTA stakeholders identifying:

1. Vehicles with last communication

2. Duration since last contact

D. Escalation: Last-contact vehicles exceeding MBTA-defined thresholds shall be escalated by the Contractor without waiting for MBTA direction.

1. 08 WORK LOCATIONS

A. The Contractor shall perform work on the buses at the following MBTA bus maintenance facilities:

1. Albany Bus Garage

2. Arborway Bus Garage

3. Cabot Bus Garage

4. Charlestown Bus Garage

5. Fellsway Bus Garage

6. Lynn Bus Garage

7. North Cambridge Trackless Trolley Garage

8. Quincy Bus Garage

9. Southampton Bus Garage

B. The Contractor shall perform work on the Green Line Trolley at the following MBTA light rail vehicle maintenance facilities:

1. Riverside

2. Reservoir

3. Lake Street

4. Somerville

5. Mattapan

C. The Contractor shall perform work on the Red Line vehicles at the following MBTA heavy rail vehicle maintenance facilities:

1. Cabot

2. Codman

3. Cadigan

D. The Contractor shall perform work on the Orange Line vehicles at the following MBTA heavy rail vehicle maintenance facilities:

1. Wellington

2. Forest Hills

E. The Contractor shall perform work on the ferries at the following MBTA ferry terminals:

1. Charlestown

2. East Boston

3. Winthrop

4. Hingham/Hull

5. Lynn

6. Quincy

F. Additional locations may be provided after NTP.

G. This list may change as the MBTA assesses its operations and maintenance needs. As such, vehicles and locations may be added or removed at no additional expense to this Contract.

H. Travel costs to and from the locations are the responsibility of the Contractor and are not reimbursable.

I. Maintenance on Red Line and Orange Line vehicles shall be performed in coordination with a designated MBTA force account representative. All work at Red Line and Orange

Line facilities is subject to the operational requirements and garage access protocols of the MBTA Heavy Rail Division. MBTA personnel shall be present during Contractor maintenance activities on Red Line and Orange Line vehicles. The Contractor shall coordinate scheduling directly with the applicable facility and shall not commence work without confirmation of MBTA personnel availability.

1. 09 CONTRACTOR SERVICES

A. The Work consists of furnishing of all labor, personnel, transportation, material, replacement parts and components, tools, equipment, and supplies to assure that the equipment listed herein operates in a safe and reliable manner and condition at all times. In addition, provide and perform corrective maintenance, service, repair, installation, programming, inspection, testing, MBTA personnel training, and technical support of the equipment and their associated systems described herein.

B. Maintenance services shall include but are not limited to ruggedized NVRs, 5G cellular routers and expansion modules, multi-carrier antennas, solid-state storage media, SIM communications hardware, private network management, cameras, onboard monitor displays, camera shrouds, fuses, cabling, M12 connectors, and all associated supporting equipment for the existing MBTA MVSS. Configuration shall align with the approved

Golden Image and MBTA cybersecurity requirements.

C. Maintenance services do not include system redesign, network architecture changes, cybersecurity remediation, or licensing modifications unless authorized under a separate scope.

D. Maintenance services do include firmware upgrades, supporting overall fleet efficiency and proactive services to improve the fleet operations and reliability.

E. For Orange Line and Red Line vehicle maintenance, the Contractor shall treat each facility as a force account environment. Work schedules, access windows, and on-vehicle activities shall be planned and executed in accordance with the respective garage’s operational requirements as communicated by MBTA personnel. The presence of MBTA personnel is a precondition for work commencement at these facilities. Delays attributable to MBTA force account scheduling or personnel availability shall not constitute Contractor non-performance and shall be documented in ServiceNow accordingly.

F. The Contractor shall agree to prosecute the Contract services, and work continuously and diligently, and no charges or claims for losses or damages shall be made by the Contractor for any delays or hindrances, from any cause whatsoever, during the progress of any point of the services and work specified in the Contract.

G. The Contractor shall meet at 45 High Street, Boston, MA, or location of MBTA choosing, at a minimum, biweekly with the MBTA Security and Emergency Management

Department, and representatives of other various MBTA departments, and representatives of other entities as required. Alternate meeting locations or virtual meetings shall be determined by the MBTA during the course of the Contract. At the MBTA’s discretion meetings may be held more frequently, at no additional charge to the Contract. The

Contractor shall provide a meeting schedule with the Bid showing proposed dates and times for 1-hour biweekly meetings during normal business hours.

H. The Contractor shall supply all necessary vehicles, lift equipment, ladders, materials, test equipment, tools, and labor required to perform the work and conform to the requirements of this specification. Payment for these services is to be covered by the Contractor as part of their Cost Proposal for this Contract.

I. The Contractor shall provide reports and documentation as outlined in Section 1.12

REPORTS AND DOCUMENTATION REQUIREMENTS below.

J. The Contractor shall own an adequate number of maintenance vehicles to allow response to service calls within the timeframes stated within this specification. The Contractor’s maintenance vehicles shall be commercially registered and have the Contractor’s company name, address, and telephone number painted/permanently affixed on them.

K. The Contractor shall provide programming, configuration, and installation of on-board systems as described herein. This will be on an as needed basis and will be considered

Extra Work to be paid for under Contingency or a separate Purchase Order (PO).

L. Work not specifically identified in this specification, but necessary to carry out the intent of complete and proper execution of the work may be required and shall be performed by the Contractor at no additional cost to the Authority.

M. Corrective Maintenance shall be performed as follows:

1. In conformance with all the provisions of this Contract.

2. In conformance with all applicable legal statues and Code requirements.

3. In conformance with all applicable original equipment manufacture’s specifications.

4. In conformance with all the Authority’s rules, policies, regulations, and requirements for work at the Property, as modified and supplemented during the terms of this Contract.

5. In such a manner as to minimize any annoyance, interference, or disruption to services, occupants, patrons, employees, or invitees of the Authority.

N. Equipment to be maintained.

1. The types and locations of equipment to be maintained are listed in Appendices A and B of this specification and shall be considered only as a guideline in establishing the Contractor’s costs under this Contract. The Authority may at any time add or delete equipment from the Contract. The Contractor shall report any inconsistencies with Appendices A and/or B to the Authority’s Security and Emergency

Management Department at the scheduled biweekly meeting following the discovery of the inconsistency with these appendices. The pricing adjustment, if any, shall be determined by the information provided in the Basis of Bid.

2. It is understood that all components to be maintained under this Contract have a

MBTA/3rd Party cellular/wireless network connection for data transmission. The Contractor shall be responsible to maintain, troubleshoot, and repair the component and cabling up to the interface of the network connection. The Contractor shall prove to the MBTA that these devices are functional at this level before requesting

MBTA/3rd Party assistance to investigate the network problems.

3. Prior to commencing any work on the Contract, the MBTA and the Contractor shall agree on system testing parameters, means and methods.

O. Materials:

1. The Contractor shall only install new, current, and unused replacement parts approved by the Authority.

2. The Contractor shall have in their possession, and maintain as needed, an inventory with readily available components necessary to repair and/or replace failed units and components, without delay, covered under this specification and as listed and described in Appendix A. The Contractor is responsible for storage and upkeep of inventory therefore, the lack of having adequate spare parts available shall not constitute an acceptable reason for delay of repair or waiver of penalties as described herein. The Contractor shall discuss with the Authority the ongoing status of the inventory during the Monthly Reports/meetings and more frequently if required.

3. Failed components shall be replaced as a complete unit immediately upon discovery of the failed unit in order to bring the component or system back online. For devices with hard drives with stored data the Contractor must make the subcomponent hard drive available for offsite extraction of recorded data/video. Immediate notification to the Authority is required under these circumstances if the video or data is recoverable.

4. The failed component shall be analyzed by the manufacturer and reviewed by the

MBTA and Contractor to determine if it is feasible and cost effective to repair the failed subcomponent and put back into inventory. Results of manufacturer’s analysis shall be provided in the Monthly Reports.

5. Consideration shall be given in regard to obsolescence of systems, materials, or parts when both the original equipment manufacturer (OEM) and after-market industry suppliers no longer manufacture or rebuild required parts or assemblies; or updated parameters are required for the device to optimally operate on the system. MBTA approval will be required for any substitution of OEM parts or assemblies.

6. The Contractor shall affix a new asset management sticker to all new equipment installed under this Contract. The Contractor shall also update the asset management system by first indicating any equipment that out for repair, is spare stock, has been permanently taken out of service, and then with any equipment that has been installed.

7. The Contractor shall provide a list of spare stock with the monthly reports.

Whenever a new device is installed on a vehicle the Contractor shall provide and affix an asset label. Durable (expected life greater than five years) asset labels shall be securely fixed to the device. Labels shall be black anodized color-in aluminum, treated with UV resistive black coloring. Labels shall be printed using the Boss Laser FM 20 metal laser marker. If the standard label media described above cannot be used, a suitable replacement can be used after review and approval by MBTA Engineering and Maintenance management.

P. The MBTA will procure and supply approximately two hundred (200) Uninterruptible

Power Supply (UPS) units for installation across the bus fleet. The Contractor shall develop and maintain a UPS Installation Plan, to be submitted to the MBTA within thirty

(30) days of NTP, identifying a schedule for the planned installation of five (5) to ten (10)

UPS units per month. Installations shall be performed during routine maintenance visits or as a dedicated site visit coordinated with the applicable garage, at the MBTA’s direction. UPS installation shall be tracked in ServiceNow and Work Log with a discrete ticket per vehicle. UPS installation labor shall be compensated as a separate Contract Item and invoiced as a distinct line item per unit installed, at the unit rate established in

Appendix D Basis of Bid. The MBTA’s supply of UPS units does not relieve the

Contractor of responsibility for scheduling, coordinating garage access, performing the installation in conformance with manufacturer requirements, and documenting completion.

Q. Upon request from Minuteman for hardware or replacement parts needed to support labor warranty work on the SR2753 fleet, the Contractor shall furnish the required components from existing spare stock or through standard procurement channels. Hardware furnished under this provision shall be invoiced as a material cost only; no labor hours shall be billed for work performed by Minuteman.

R. Minuteman shall be responsible for procuring the parts from the Contractor, including picking up material from Contractor or otherwise agreed upon location by both parties.

S. The Contractor shall label each device with an asset label containing the information listed below. The Contractor shall submit with their Bid an example label to the MBTA for approval prior to creating labels and labeling components.

1. MBTA Logo

2. The vehicle number

3. The device ID

4. A unique QR code (35 x 35 pixel) of the device label information

T. All labels used shall be manufactured to withstand rain, sleet, snow, dust, and temperatures of -20°F to 160°F. Font and font size shall be approved by the MBTA.

U. Labels shall be securely fixed to the asset, where they are visible while the asset is in operation and/or while being maintained. In some cases, multiple tags may be required.

When attaching to assets of a certain type, labels must be attached in the same location on each asset.

V. Attaching asset ID labels will be done using a long-lasting, quick drying, weather resistant adhesive. Prior to applying adhesive, the area where the label will be placed must be cleaned thoroughly to ensure proper bonding.

W. The Contractor is required to have in his possession at all times during the term of the

Contract the following test equipment in order to properly maintain and troubleshoot the various components of the Authority’s Mobile Video Surveillance System. This equipment shall be in good working order and properly calibrated at the time the tests or inspections are conducted. The calibration of each instrument shall be certified by a recognized testing facility. Re-certification shall be conducted annually. Out-of-date instruments will be considered non-certified. Tests conducted with non-certified instruments will be rejected.

Tests that require the use of test equipment shall have the make, model, and calibration date noted on the test data forms. The test equipment shall include, at a minimum, the following:

1. Cable Testing Equipment for testing RG59, LMR-400, Category Cable, 10Base-T, 100Base-TX, 1000Base-T Cable Signal Performance, Digital Toner, Analog Toner, Tracer, Video Signal Detection.

2. Maintenance Laptop for remote viewing of video, network diagnostics, and system troubleshooting.

3. Portable LCD Test Monitor.

4. Digital Multi-Meter.

5. IP Sniffer Software.

1. 10 CONTRACTOR’S QUALIFICATIONS

A. The Contractor shall be experienced the installation and maintenance of networked IP based video surveillance systems.

The Contractor shall be responsible for providing adequate personnel as necessary to meet all schedules and/or requirements outlined in this specification. The Contractor shall have sole responsibility for means, methods, techniques, procedures, and safety precautions in connection with performance of the Work. If the Authority deems that work is not progressing as planned, the Contractor shall agree to supply, at no additional cost to the

Authority, additional personnel as required to return the work to a status of satisfaction to the Authority.

B. The Contractor shall fully comply with MGL Chapter 147, Sections 57-61. All licenses held by the Contractor and his employees shall be valid, and renewed as required, throughout the duration of the Contract.

C. The Contractor shall have personnel (not Subcontractors) that are Genetec Fleet

Monitoring Onboarding certified and are experienced in the programming, installation, and maintenance of the Genetec software, Streamvault Rugged Mobile Sever system and components. All certifications shall be provided with the Contractor’s Bid submittal. If respondent does not have staff with the Genetec Fleet Monitoring Onboarding certification at the time of Bid, a Genetec Security Center certified team member shall be acceptable at

Bid time, however, the Contractor shall be certified in the Genetec Fleet Monitoring

Onboarding certification within 90 calendar days of award. The MBTA may elect to hold up invoice payments until certification is received.

D. The Contractor shall employ all required personnel to successfully execute the requirements of this Contract. All resumes shall be provided with the Contractor’s Bid submittal. At a minimum, the Contractor shall employ personnel with the following skills:

1. Low Voltage Systems Technician – knowledgeable in all of the mobile components of the Mobile Video Surveillance System, with a minimum of five (5) years of experience in the operations and maintenance of Mobile Video Surveillance System components. The Technician shall possess a current Massachusetts Department of

Public Safety Certificate of Clearance.

2. Systems Engineer – shall be a subject matter expert in all facets of the Mobile

Video Surveillance System. The Systems Engineer shall have a minimum of ten

(10) years of experience in the operations and maintenance of large-scale IP Based

Video Systems.

E. The Contractor shall annually submit a roster of employees assigned to this Contract. The roster shall also include all company and employee certifications required by this Contract.

F. Contractor’s personnel working on the property must complete the Authority administered

Right-of-Way (ROW) safety class. Contractor’s personnel shall have their current ROW safety card on their person whenever working on Authority property. A copy of all ROW licenses shall be provided with the Contractor’s Bid submittal. All costs associated with this training are the Contractor’s responsibility.

G. The Contractor, and its employees, shall be OSHA trained (minimum 10-hour construction safety training), and abide by these guidelines. The Contractor shall possess any and all licensing and/or permits required by the jurisdiction they are working in.

H. The Contractor shall furnish labor forces that shall work in harmony with all other elements of labor employed, or to be employed, at the Authority.

I. The Contractor shall provide a Project Manager (PM) and a Project Manager’s

Representative (PMR) as a single point of contact, who will be available to speak with the

Authority twenty-four (24) hours per day, seven (7) days per week, three hundred and sixty-five (365) days per year for the purpose of administering the Contract, and dispatching personnel to address service calls. This service will be included in the Contractor’s Bid under cost Item 1.

J. The Contractor’s PM and PMR shall be responsible for providing all engineering support, field engineering, and contractual administration deemed necessary by the Authority to fulfill the requirements of this specification at no additional cost to the Authority. The

Contractor’s PM shall be responsible for the supervision and execution of the Work by its employees. An onsite condition review shall be conducted on a semi-annual basis to ensure that all Services hereunder are properly performed. The PM shall notify the Authority of site inspection and provide the Authority with written summary of findings within ten

(10) business days after completion of the review.

K. The Contractor shall provide adequate staff to perform the work covered by this Contract.

All personnel assigned to this Contract shall be fully trained and certified in the maintenance and adjustment of the equipment covered by this Contract. The adequate level of staffing shall be maintained throughout the term of the Contract regardless of holidays, vacations, or time off.

1. 11 GENERAL REQUIREMENTS

A. The Contractor shall be directly responsible to the Massachusetts Bay Transportation

Authority (the Authority), Security and Emergency Management Department, for the level and quality, as well as administration, of a complete programmed maintenance and repair service program as described herein. Maintenance of the equipment shall be at the level necessary to provide a dependable Mobile Video Surveillance System as required by the

Authority, Federal Communications Commission (FCC) Rules and Regulations, TIA and

IEEE Standards, Massachusetts (MEC) and National Electric Code (NEC), and applicable equipment and cable manufacturer specifications.

B. The Contractor shall comply with the requirements of all national, state, and local codes, laws and ordinances, and all rules and regulations of public administrative authorities having jurisdiction over the work where the requirements do not conflict with these

Specifications.

C. The latest published issues of the standards, codes, recommendations, or requirements of the following listed organizations in effect at the date of the Notice to Proceed where the requirements do not conflict with these Specifications. In case of a conflict, the more stringent shall apply.

AASHTO American Association of State Highway and Transportation Officials

ANSI American National Standards Institute

APTA American Public Transportation Association

AWS American Welding Society

ASTM American Society for Testing and Materials

ICEA Insulated Cable Engineers Association

FTA Federal Transit Administration

IEEE Institute of Electrical and Electronic Engineers

IES Illuminating Engineering Society

MEC Massachusetts Electrical Code

NEC National Electrical Code

NEMA National Electrical Manufacturer’s Association

NESC National Electrical Safety Code

NFPA National Fire Protection Association

OSHA Occupational Safety and Health Administration

TIA Telecommunications Industry Association

UL Underwriter’s Laboratories, Inc.

D. The apparent silence of the Contractor as to any detail or apparent omission of any work to be done and materials to be furnished, shall be regarded as meaning that only the best general practice is to prevail and that only the best materials and workmanship is to be used. Interpretation of the Contract shall be made upon that basis.

E. The Contractor shall note that the work of other contracts and that required for maintenance may be ongoing simultaneously within the limits of this Contract. The Contractor shall coordinate and cooperate with all other Contractors and the Authority’s workforce with regard to schedule, access to the site, maintenance of security, temporary facilities, cleaning of the work site/vehicle, and like matters requiring common effort.

F. The Contractor, and its employees, shall adhere to the MBTA badging policy and requirements (see Appendix C). Badges shall be worn so they are visible. Lanyards shall break away.

G. The Contractor shall be responsible for payment for the Authority personnel required to perform the work. All costs thereto shall be covered under the Contract Item 4 - MBTA

Support Personnel Allowance.

H. Documentation provided to the Contractor shall not be copied without written approval of the Security and Emergency Management Department. All original documentation, and any copies made by the Contractor, shall be returned to the MBTA at the completion of the

Contract.

I. Where conditions, requirements, statements, or clauses are repeated herein, it shall be understood as a point of additional emphasis, or as further qualification and shall not be construed as contradicting or omitting any part of the conditions, requirements, or provisions of this Contract.

J. All terms and conditions set forth herein, under the solicitation of any amendments thereto, and the Contractor’s Bid submittal, shall be made part of this Contract document.

K. The index, format, order, and use of outlines and headings in this Contract document are for convenience only and shall not be deemed construction of intent of any kind, nor do they constitute or limit in any way, any of the requirements and obligations contained herein.

1. 12 REPORTS AND DOCUMENTATION REQUIREMENTS

A. MONTHLY REPORTS - The Contractor shall develop and submit to the Authority a monthly report, in Microsoft Excel format, providing by location and date, a list of all equipment that was serviced or replaced, reason for replacement, labor hours, and any new equipment that was installed. This report will include the model number, serial number, vehicle number, and the start and end dates of the 12-month warranty.

1. The Monthly Report (Work Log) is in addition to the ServiceNow log, and shall include at least each activity or response logged as an incident, including bus number, location, time open, time close, maintenance activity prepared, hours expended, and hardware and software impacted. Appendix E has a draft Monthly Report for the

Contractor’s reference.

B. The Contractor shall provide an electronic copy of these reports to the Authority on a monthly basis with the Contractor’s invoice.

C. The Contractor shall also generate reports at the request of the MBTA on an as needed basis. The following reports are a sampling of the reports that will be required to be submitted:

1. Summary of Systems Trouble Reports.

2. Device Downtime Report (including number of days a device has been offline).

3. Equipment Status Report (including number of days between failure reports).

D. DOCUMENTATION - As-built plans, operating and maintenance manuals, schematic diagrams, pictorials, troubleshooting procedures, software, and parts list, if available, will be made available to the successful bidder for the duration of the Contract. In some cases, the Contractor shall be able to work from a minimum of schematics and layouts. All documentation provided to the Contractor for execution of the Contract shall be returned, in good condition, to the Authority at the conclusion of the Contract. Failure to do so will constitute sufficient grounds for the Authority to withhold compensation through the last fixed monthly fee installment of the Contract. It shall be the responsibility of the Contractor to maintain and, if necessary, update the documentation to an as-in-service condition including any Authority approved modifications to the equipment that is performed by the

Contractor. The Contractor shall ensure that Authority is made aware of these corrections

E. All electronic copies shall be provided in agreed upon document industry standard format such as: DWG, PDF, DOC or XLS.

1. 13 WARRANTY

A. In addition to the warranties provided by component manufacturers of products utilized for maintenance, the Contractor shall warranty that all materials, components, equipment, and accessories utilized to fulfill the requirements of this specification shall perform without failure due to manufacturing defects, product miss-application, or improper installation.

B. The Contractor shall warranty that all components, materials, equipment, and accessories will successfully and acceptably meet design requirements and perform the function for which they are intended.

C. The Contractor shall, without any additional charges, replace any materials or equipment furnished and installed by them under this Contract that develops defects within one (1) year of the installation.

D. All remedied work shall carry the same warranty as the original work starting with the date of acceptance of the replacement or repair by MBTA.

E. Corrective maintenance labor on the SR2753 fleet (Bus Nos. 3200-3359) is performed by

Minuteman under a separate third-party labor warranty through each vehicle's individual warranty end date identified in Appendix B-1. This provision governs labor responsibility only; the Contractor remains responsible for furnishing hardware and replacement parts requested by Minuteman in support of this warranty work. Upon expiration of a given vehicle's Minuteman labor warranty, that vehicle becomes subject to all corrective maintenance obligations, response times, and performance-based charge-back provisions of this Contract in the same manner as any other MVSS-equipped vehicle.

1. 14 MEASUREMENT AND PAYMENT

A. This Contract shall take effect upon receipt of the Notice to Proceed. The equipment covered by this Contract (listed in Appendices A and B) for maintenance, repair, and technical support shall be Bid based on a not to exceed cost as described herein in the Basis of Bid. The Authority shall have the option to cancel the Contract for any cause.

B. The Authority is exempt from all Federal, State, and local taxes including the

Massachusetts Sales Tax. Tax Exemption Certificates will be furnished to the Contractor upon request.

C. The Authority does not recognize a “late fee” on a monthly payment. A payment, or portion thereof, will be retained pending resolution of contractual deliverable(s).

D. Monthly Reports summaries shall be submitted by the Contractor to the Authority containing all maintenance work performed during those periods as specified herein and a requirement for invoicing and payment.

E. Charges or rebates, when applicable, shall be based on the hourly rates quoted in the Basis of Bid of the Contract.

1. 15 INVOICING

A. The Contractor shall utilize an automated invoicing system following the American

Institute of Architects (AIA) format. This system shall be able to generate monthly reports and invoices that show material installed or maintained as well as actual work performed and hours…