Scope of Work.pdf

SCOPE OF WORK

WEIGH STATION SCALES MAINTENANCE SERVICE

I. General

A. Contractor Shall Provide the following Services at a Firm Fixed Semi-Annual Fee for

Weigh-In-Motion (WIM), Virtual Weigh-In-Motion (VWIM), and Electronic Screening systems operated by SCDPS. On a semi-annual basis:

B. The contractor shall provide routine maintenance and all necessary labor, materials, computers, software, tools, test equipment, transportation, facilities, calibration vehicles and incidentals required to properly test, calibrate, and maintain in good working condition, the Weigh-In-Motion (WIM), Virtual Weigh-In-Motion (VWIM), and

Electronic Screening systems operated by SCDPS.

1. Contractor shall maintain all components covered by this agreement in accordance with SCDPS specifications for acceptance, accuracy, and tolerances.

C. The contractor shall ensure that each Weigh-In-Motion (WIM), Virtual Weigh-In-

Motion (VWIM), and Electronic Screening system includes all items necessary for proper operation of the site. This shall include, but not limited to, boring, drilling, trenching, hand holes, detector housings, poles, cabinet bases, cabinets, conduit, wiring, traffic detection sensors, scales, load cells, temperature sensors, electrical line and fiber optics, electrical power, telephone service and incidentals.

D. Emergency Repair Service - On an as required basis, Contractor shall provide repair service for the system. Requests for service shall have a maximum response time of forty-eight (48) hours to respond, and seven (7) days to correct the problem for critical spare supplies and materials items and on as soon as possible case-by-case basis for the remainder of the supplies and materials. These services may include diagnosing utility interruptions, making software/setup adjustments, resolving programming errors, analyzing and repairing equipment failures, etc. Emphasis shall be placed on returning the affected station to full and proper weight and traffic data collection activities.

E. SCDPS may repair or replace, at Contractor’s expense, any item not corrected by

Contractor, except for the following:

1. Repairs of Equipment when defect(s) result(s) from one or more of the following causes:

a) Exposure to severe environmental conditions, including direct lightning hit, flooding, explosion, fire, accidents, pavement movement, pavement deterioration, or acts of God;

b) Alteration, repair or overhaul by persons not authorized by

Contractor;

c) Operation, maintenance or modification which is not in accordance with Contractor's instructions.

d) At each contract renewal, equipment that vastly exceeds the life expectancy should be evaluated to determine if still applicable.

F. Any work not covered under this contract must be approved in advance by an authorized employee at SCDPS, and a purchase order submitted to contractor before any work can begin.

G. The contractor shall provide closure signs and barricades while the inspection and maintenance is being completed.

II. Roadway Work and Lane Closure

A. The Contractor shall be responsible for traffic control as required.

B. When lane closures are required for scheduled maintenance purposes, these shall be provided by Contractor at no additional charge. SCDPS and SCDOT Division will be informed by

Contractor of lane closure and scheduled maintenance plans at least two weeks in advance of starting, and Contractor will work closely with SCDOT to coordinate these activities.

C. All Traffic Control Plans must be approved by SCDOT before work zone is set up.

D. Whenever the work covered by this agreement requires lane closures, the work shall be scheduled in accordance with SCDOT guidelines.

E. When SCDPS presence is required within a lane closure for safety purposes, this will be provided by SCDPS.

F. If additional lane closures are required for work outside of the scope of this contract, this will be communicated to SCDPS at that time and charged for on a case by case basis.

G. While working on the roadway, the Contractor shall have sufficient sensors, supplies, and materials on hand to replace or repair all sensors in the lane in which they are working in the event another sensor has failed since prior testing.

H. The contractor shall perform straightedge pavement smoothness testing as described in

ASTM E 1318-09, however, roadway surface conditions outside of two inches (2”) of the sensors are not the responsibility of Contractor.

III. Supplies and Materials

A. In the event the Contractor has insufficient supplies and materials required to complete all work, while work is underway, the Contractor shall not be compensated for additional visits to the site and/or traffic control expenses to complete the work.

B. Any supplies and materials which are consumed by Contractor in the repair or maintenance process shall be replaced by Contractor. Contractor shall consolidate any spare supplies and materials that may reside at the various locations in a central location managed by

Contractor.

1. Critical spare supplies and materials shall be kept in stock in a suitable location either in South Carolina or at the Contractor’s office such that the repairs to the site will be completed within seven (7) days.

2. During the course of any future refreshes, SCDPS may provide Contractor the previous equipment from the sites to be used as possible replacements in the short term at any of the SC sites. When possible, spares should be used prior to deploying new supplies and materials.

C. The Contractor shall be responsible for all equipment which is lost, stolen, or damaged while in the custody of a representative or stored at a facility provided by the Contractor.

D. The Contractor shall properly store, transport, and dispose of hazardous material in accordance with EPA and DOT standards. This includes materials purchased and stored by SCDPS and shall be removed from SCDPS property within seven (7) days after Contractor notification.

IV. WIM Calibration

A. The contractor shall calibrate each WIM lane annually in accordance with ASTM E 1318-

09 Type I WIM Station Standards. Locations which do not have individual right and left wheel weigh capability shall be calibrated to Type II WIM Station Standards.

B. The contractor shall provide a qualified driver with a 5-axle tractor-trailer with air-ride suspension loaded with a non-shifting load at near its legal gross weight limit for each WIM calibration. The loaded calibration truck shall have a minimum weight of seventy-five thousand

(75,000) pounds (lbs.)

C. If the systems are out of calibration before or between one of the regular inspections, Contractor shall respond within forty-eight (48) hours of notification by SCDPS. If on-site adjustments are required, this would be considered Emergency Repair Service.

V. Preventative Maintenance

A. The contractor shall perform on-site manufacturer recommended preventative maintenance and visual inspections of all WIM components and peripherals to include, but not limited to: loops, in-road sensors, detector housings, hand holes, signs, poles, cabinets and cabinet bases. Inspections shall also include camera poles, cameras, lenses, illuminators, and lens cleaning systems. Emphasis shall be placed on road deterioration, sensor, or equipment damage, flooding, etc. The cabinet shall be kept free of debris and graffiti, cleaned as necessary.

Debris and water shall be cleared from WIM scale pits.

B. The contractor shall clean the cabinet interior and all electronic components, replace air filters as necessary, perform a test of each sensor, adjust calibration factors, and send a report via email to relevant SCDPS stakeholders. Variable calibration factors shall be included on this report for all lanes regardless if they were changed. Emphasis shall be placed on sensor performance so that deteriorating sensors can be identified and replaced before causing a system malfunction.

C. The contractor shall ensure that all loops and sensors are properly wired into an existing termination panel in the cabinet at each site.

D. On the day of scheduled preventative maintenance or repair of defective equipment, the contractor shall provide SCDPS with a Weigh Station Service Report. This report shall include:

1. A detailed narrative description of the specific equipment issues or maintenance needs, corrective action taken, work performed, supplies and materials used, time taken, and operational status after work was performed.

VI. Software and Hardware

A. Software Updates - From time to time Contractor may release new versions of software.

When updates are released, they shall be offered to SCDPS at no extra cost as part of the fixed fee portion of this agreement.

1. Contractor shall promptly notify the SCDPS Information Technology department of software updates, provide software specifications, and estimated time requirements to install updates.

B. Operating Systems – Any Contractor supplied hardware shall maintain an operating system which is still within its Mainstream support dates. This shall be provided at no additional cost to SCDPS.

C. Contractor shall provide computer hardware to operate the Weigh-In-Motion (WIM), Virtual Weigh-In-Motion (VWIM), and Electronic Screening systems. The hardware shall be able to support the latest upgrades in traffic data reporting software.

D. Contractor shall provide and maintain internet connectivity for their product. This should be achieved by means of fiber cable, WIFI, or cell service connections.

VII. Response Times

A. Definitions:

1. Maximum Response Time refers to the time it takes from the initial call to provide remote support in attempt to bring the system up to operational status. (24 hours)

2. Days to correct the problem refers to time required to perform any on-site service or additional support, over and above the work performed to bring the system up to operational status (work that may require lane closures or coordination with other stakeholders). (Seven (7) days)

3. Correction of Work – Contractor shall re-execute any work that fails to conform to the requirements of this contract and that appears during the process of the work, and shall remedy any defects due to faulty materials or workmanship which appear within a period of time from the date of completion of the repair. The provisions of this article apply to work done by subcontractors, as well as direct employees with

Contractor. (Seven (7) days)

B. The Contractor shall respond within 24-hours to remotely access, test, and diagnose

Weigh-In-Motion (WIM), Virtual Weigh-In-Motion (VWIM), and Electronic Screening system malfunctions. Emphasis shall be placed on evaluating the problem, making software or setup adjustments, tuning sensors, etc. to return the site to normal operating status while minimizing the need for on-site visits.

C. Contractor shall respond to SCDPS for both hardware and technical support issues in a timely manner to not exceed forty-eight (48) hours.

D. Contractor shall supply and communicate the most efficient means (website, telephone, email) to report issues pertaining to equipment covered in this agreement.

E. Requests for service shall have a maximum response time forty-eight (48) hours to respond, and seven (7) days to correct the problem for critical spare supplies and materials and on as soon as possible case-by-case basis for the remainder of the supplies and materials.

F. In general, response time will be dependent upon a number of factors, including supplies and material availability and the availability of traffic closure windows for the SCDOT.

VIII. Support and Deliverables

A. The Contractor will provide technical support to SCDPS for all items supplied or manufactured throughout the warranty period of each item at no additional cost to SCDPS.

B. Operator Refresher Course - Contractor will provide ongoing Operator training on the operation of the system. These trainings shall have a supplementary remote or in-person hands-on portion for a maximum duration of two (2) hours scheduled immediately before or after the

Scheduled Maintenance Services described above.

C. The Contractor will supply a Weigh Station Service Report to the SCDPS STP Facility

Manager outlining the overall condition of the scale, timeline of needed repairs, and recommendations to ensure the best possible scale performance. The report must be completed immediately after each preventative maintenance service and must be signed by an authorized SCDPS representative. A checklist/work order shall be provided to show what work has been done for all maintenance and service. A copy of this checklist must accompany the invoice notice.

D. Supporting pictures to show damages and deficiencies shall be emailed to the SCDPS

STP Facility Manager. Inspection of components for condition(s) that could compromise operations, pictures to be supplied for areas of concern.

E. Weigh Station Service Report/Work Order are required for each weigh station serviced.

One (1) report must be left with an authorized SCDPS representative prior to leaving the Weigh

Station after the service is performed. One (1) report must be submitted with the corresponding invoice.

F. Contractor shall provide weekly status updates for all open support tickets and an itemized list of completed work.

IX. Normal Work Hours, Escalations, and Procedures

A. For normal day to day operations Contractor will work with SCDPS to work out product delivery, maintenance and performance issues. SCDPS shall be the official party for notification purposes of any issues not resolved during the day to day operations between Contractor and

SCDPS. The procedures below spell out escalation procedures for that day to day operational framework to address purchases, delivery, operations and maintenance issues.

1. SCDPS Operations staff contacts Contractor’s provided support number.

a) If the issue cannot be resolved, SCDPS should contact Contractor

Maintenance Contract Manager.

2. The Contractor Maintenance Contract Manager will arrange for supplies, materials, and the service support needed which could be:

a) Technical support

b) Field technician

c) Engineering or Data Services

3. Contractor will employ various redundancies and any configuration changes possible, to allow SCDPS to maintain operation at a reduced capacity until full restoration is achieved.