RFQ27006878 Scope of Work.pdf

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RFQ – AGENCY SOLICITATION SPECIFICATIONS

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TITLE: DEM – RADIO TELECOMMUNICATION TOWERS – SERVICE,

INSPECTIONS & MAINTENANCE CONTRACT

DESCRIPTION: THIS CONTRACT IS TO SERVICE, INSPECT, AND MAINTAIN SIX

(6) RADIO TELECOMMUNICATION TOWERS FOR THE RHODE ISLAND

DEPARTMENT OF ENVIRONMENTAL MANAGEMENT, DIVISION OF PARKS &

RECREATION (RIDEM).

SECTION A. BACKGROUND

The Department of Environmental Management, Division of Parks and Recreation (RIDEM) operates and manages an approximately 8,000-acre park system that hosts over 9 million visitors annually. Regular maintenance on radio communication towers is crucial for their optimal performance and safety. Routine inspections, cleaning, and repairs are essential to identify and address potential issues. By proactively maintaining these towers, we can ensure their continued operation, maximize communications, and minimize environmental impacts.

RIDEM is seeking competitive bids from qualified vendors for a three (3) year contract for the annual maintenance and annual inspections of its self-supporting lattice structured telecommunications towers. These towers are strategically located at various sites throughout the park system. The successful vendor will be responsible for ensuring the structure integrity, operational efficiency, and regulatory compliance with these critical assets.

SECTION B: SCOPE OF WORK AND REQUIREMENTS

VENDOR RESPONSIBILITIES:

A. GENERAL

1. Annual Maintenance Services

i. Annual maintenance services shall be performed on each tower site within Exhibit A as per industry’s best practices and manufacturer specifications. This includes, but is not limited to:

1. Visual Inspection:

a. Thorough visual inspection of all tower components, including structural members, bracing, guy wires (if applicable), ladders, platforms, safety

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2. Corrosion Control:

a. Identification and treatment of rust and corrosion on all metallic components. This may include wire brushing, priming, and painting as necessary.

3. Fastener Tightening:

a. Verification and tightening of all bolts, nuts, and other fasteners to ensure proper torque specifications.

4. Component Lubrication:

a. Lubrication of moving parts, hinges, and other components as required.

5. Grounding System Verification:

a. Inspection and testing of the grounding system to ensure continuity and effectiveness. Repair or replacement of faulty grounding components as needed.

6. Obstruction Lighting System Check:

a. Verification of proper operation of all tower obstruction lighting, including bulbs, photocells, and wiring. Reporting and repairing any malfunctions.

7. Cable Management:

a. Inspection and securing of all cables (coaxial, fiber optic, power, etc.) for proper routing, support, and protection against abrasion or damage.

8. Site Cleanliness:

a. Removal of debris, vegetation overgrowth, pests, and any other obstructions from the tower base and immediate surrounding areas.

9. Documentation:

a. Detailed record-keeping of all maintenance activities performed, including date, time, personnel, observations, and corrective actions taken.

2. Annual Inspection Services

i. Annual inspections shall be comprehensive and conducted by certified and experienced tower climbers and inspectors. The inspections shall include:

1. Structural Integrity Assessment:

a. A detailed assessment of the tower’s structural integrity, identifying any signs of damage, deformation, cracks, or excessive corrosion that could compromise stability.

2. Welding and Connection Integrity:

a. Close examination of all welds and bolted connections for signs of stress, fatigue, or failure.

3. Antenna and Appurtenance Mounting:

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a. Verification of the secure mounting and proper alignment of all antennas, dishes, and other appurtenances.

4. Safety Climbing Device Inspection:

a. Thorough inspection and functional testing of all safety climbing devices (e.g., ladder climbing systems, fall arrests systems) to ensure compliance with safety standards.

5. Foundation Inspection:

a. Visual inspection of the tower foundation for cracks, settling, erosion, or other signs of distress.

6. Guy Wire (if applicable) Tensioning and Inspection:

a. For guyed towers, verification of proper guy wire tension and inspection for fraying, corrosion, or damage.

7. Regulatory Compliance Check:

a. Verification that the tower and associated equipment comply with all applicable local, state, and federal regulations.

8. Detailed Inspection Report:

a. Provision of a comprehensive written inspection report for each tower, including photographic evidence of observations, identified deficiencies, and recommended corrective actions. The report should prioritize findings based on severity.

B. EQUIPMENT AND MATERIALS

1. Vendor to supply all consumable materials necessary to perform annual inspections and annual maintenance work and repairs.

2. Vendor to provide all equipment and tools necessary to perform annual inspections and annual maintenance work and repairs. All torque wrenches and precision tools shall be calibrated and in good working order.

3. If a crane or aerial man-lift is used to access the towers, the vendor shall arrange for and provide the equipment.

4. Vendor shall provide all work-at-height personal fall protection equipment necessary for the work environment.

C. VENDOR ACCESS

1. Vendor shall coordinate site access to each tower site with the designated RIDEM staff. If a crane or aerial lift equipment is used, coordination with the designated RIDEM staff is required to ensure parking lot areas and roadways around the antenna base are kept clear of cars and pedestrians.

D. PERSONNEL

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1. The VENDOR will be responsible for hiring and maintaining properly trained and experienced personnel to conduct the services mentioned.

VENDOR will comply with all federal, state, and local laws to minimum wage, social security, non-discrimination, unemployment compensation, and worker’s compensation.

2. The VENDOR will be required to perform background checks on hired personnel that will be assigned to work in these public places. These background checks must be made available when requested by RIDEM.

3. The VENDOR must ensure that all employees are clearly identifiable by uniforms and/or equipment/vehicles displaying the VENDOR’s name and distinguishable from RIDEM staff.

4. The VENDOR will prohibit smoking/vaping by its employees while working on state property.

5. In accordance with Executive Order No. 91-14, employees of the VENDOR shall not be under the influence of illegal drugs, narcotics, other controlled substances, or alcohol.

6. The VENDOR must designate a qualified Site Representative for each crew who will be present on site during all service visits. The Supervisor is responsible for quality control, adherence to the scope of work, and direct communication with designated RIDEM Site Representative(s).

E. CUSTOMER SERVICE AND COMMUNICATION

1. The VENDOR must provide a single, dedicated main Contract Manager, and one (1) back-up Contract Manager who will serve as the primary point of contacts for the duration of the contract.

i. Contract Managers must be available by phone and email during standard business hours (8:00AM – 5:00PM EST).

ii. VENDOR must also provide contact information for after-hours and/or emergencies.

2. The VENDOR must acknowledge all routine inquiries from RIDEM within four (4) business hours and provide a substantive plan of action within one (1) business day.

3. The VENDOR must be able to respond to emergency calls from RIDEM immediately and have a process in place to identify these calls from any routine inquiries whether that be a specific phone number and/or designated VENDOR representative.

4. Employees hired by the VENDOR represent not only the VENDOR but also RIDEM and as such, the VENDOR will ensure that all employees refrain from offensive and inappropriate conduct or language.

5. VENDOR will provide continuous training and evaluation of all employees assigned to the VENDOR's business operations to ensure consistent, efficient, and satisfactory performance.

F. DAMAGES TO PREMISES

1. The VENDOR is responsible for acts of its employees and subcontractors while on the premises, including any damage to person or property.

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2. The VENDOR will take all necessary measures to prevent injury and loss to persons and property located on state property.

3. The VENDOR is responsible for the costs of repair or replacement for any damage to RIDEM property caused by a VENDOR employee and/or equipment.

4. The VENDOR is responsible for the cost of repair or replacement for any damage caused by a VENDOR employee and/or equipment to personal property.

5. The VENDOR will promptly notify RIDEM within fifteen (15) minutes of any incident where damage occurred. RIDEm will determine based on the scope of the damage, if the VENDOR will be authorized to conduct the repair and/or replacement work with a determined time frame for completion or if the repair and/or replacement work requires RIDEm to contract out these services. In the instance where contracted services are required, RIDEm will have the VENDOR invoiced for these costs. At its option, RIDEM may offset against all amounts due to the VENDOR for any and all reasonable expenses incurred in connection with the repair.

G. THIRTY (30) DAY REQUIRMENTS: VENDOR & RIDEM

1. Within thirty (30) days of contract award, VENDOR must provide the following:

i. VENDOR Contract Managers information and Emergency/After Hours contact information as indicated in Section E.

ii. Vendor’s proposed schedule for the 2027 annual maintenance and inspection services, which is subject to RIDEM’s approval.

1. Future year annual maintenance and inspection service schedules will be submitted to RIDEM by July 1st of each year for approval.

iii. Submit any questions regarding site specifics and/or request site visits to RIDEM to clarify contractual obligations.

2. Within thirty (30) days of contract award, RIDEM must provide the following:

i. A current list of designated Site Representatives and any additional RIDEM staff responsible for monitoring and managing this contract.

ii. All necessary keys and/or codes to the VENDOR to access restricted areas requiring services under this contract.

H. MANDATORY PROPOSAL DELIVEERABLES

1. To be considered a responsive bidder, vendors must submit the following items. Failure to include any of the deliverables listed below, or the submission of incomplete documents, may result in the disqualification of the proposal without further review.

2. Required Documentation

i. Staff Qualification

1. Please provide the following:

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a. An organizational chart for the contract showing a minimum of five (5) years of experience in telecommunications tower maintenance and inspection services.

ii. Vendor Qualifications

1. Please provide a detailed description of the following:

a. VENDOR’s experience as a telecommunications tower maintenance and inspection service provider.

List a minimum of three (3) relevant client references, to include client names, addresses, contact names with emails and phone numbers, dates of service and type(s) of service(s) provided.

b. A list of specialized equipment dedicated and has the capacity to fulfil this contract.

I. TENTATIVE SELECTION AND DESCOPE REVIEW

1. Once a VENDOR has been tentatively selected, a descope meeting will be scheduled to finalize project expectations. The VENDOR shall provide the following items prior to the meeting:

i. Emergency Personnel Plan

1. A plan detailing how the VENDOR replaces a primary contact within twenty-four (24) hours, if they leave or fall ill, ensuring no disruption to maintenance schedules.

ii. Work Plan

1. A detailed plan ensuring the successful, timely, and high-quality completion of the scope of work.

iii. Approach / Methodology

1. A detailed description of the VENDOR’s approach that is structured to minimize risk, maximize efficiency, and provide continuous, measurable progress towards RIDEM’s stated objectives.