Specifications - Section I.pdf

SPECIFICATIONS

Roadway and Facility Management, Inspection, and Maintenance (Section I) for the Harris County Toll Road

Authority

SCOPE

Harris County is seeking proposals from qualified vendor(s) to provide all routine activities associated with roadway and facility management, inspection, and maintenance (Section I) throughout various locations for the Harris County Toll Road Authority (HCTRA) as described herein beginning on or about March 1, 2027 and ending one (1) year thereafter or until all services ordered prior to the expiration date have been satisfactorily delivered and accepted or performed satisfactorily for the using department.

PRE-PROPOSAL CONFERENCE AND SITE VISITS

A pre-proposal conference will be held on Tuesday, September 15, 2026 at 9:00AM, local time, Houston, TX via Microsoft Teams. Attendance is not mandatory, but all vendors are strongly encouraged to attend in order to have a better understanding of the requirements of this RFP. Persons with disabilities requiring special accommodations should contact the Office of the Purchasing Agent at 713-274-4400 at least two (2) days prior to the conference.

Microsoft Teams Meeting:

Join: https://teams.microsoft.com/meet/263113126927516?p=Y3NZoS2TIwzw8idKKO Meeting ID: 263 113 126 927 516 Passcode: 6JA3Kx6B

Dial in by phone 281-985-1862 Phone conference ID: 533 466 613#

A site visit will be held on Friday, September 18th at 9:00AM, local time, Houston, TX starting with the first location below. Vendors interested in attending must RSVP to the purchasing point of contact by 5:00PM CDT, Wednesday, September 16th. (Two (2) person limit per vendor)

No. Building Name Location Instructions/Parking Details

1 Sam Central Plaza 6121 West Sam Houston Pkwy N, Houston, TX 77041

Take the Sam frontage road SB from West Little York and enter the northside parking lot

2 T C Jester Maintenance Facility

11920 T C Jester Boulevard, Houston, TX 77088

Parking spaces in front of maintenance office

3 Hardy Equipment Buildings

1500 Rankin Rd, Houston, TX 77073

Park in the lot nearest to the NB Hardy frontage road (walk across)

4 Pump Houses 21815 W Hardy Rd, Houston, TX 77073

Parking spaces outside of pump house gates

It is the responsibility of each vendor to examine the entire RFP package, seek clarification in writing, and review their RFP response for accuracy before submitting. Questions relating to this RFP must be submitted in writing through Bonfire. The deadline for submission of questions relating to this RFP is listed on the Event schedule within Bonfire for this project. All questions submitted in writing prior to the deadline will be compiled and answered in writing. A copy of all questions and answers will be released as a Public Notice within Bonfire to all firms. The County will not be bound by any information conveyed verbally.

RENEWAL OPTIONS

Harris County may consider four (4), one (1)-year renewal options, renewable one (1) year at a time, based on the same terms and conditions. Vendors may request an annual rate adjustment in accordance with the Consumer Price https://teams.microsoft.com/meet/263113126927516?p=Y3NZoS2TIwzw8idKKO

Index of Urban Wage Earners and Clerical Workers (CPI-W) Based Price Adjustment Calculations attachment. CPI- W will be calculated by Harris County and shall be capped not to exceed three percent (3%) each renewal year.

Adjustments must be requested no later than 120 calendar days prior to the end of the current term. All adjustments require County approval and are not guaranteed. In case of an extension, pricing will follow the most recent executed renewal term. Renewal is subject to approval by Harris County Commissioners Court. Once renewal options are exhausted, the contract must be rebid. Harris County reserves the right to rebid at any time as is in its best interest and is not automatically bound to renew.

BACKGROUND

HCTRA improves mobility in the Greater Houston Metropolitan area through effective operation of tolled urban highway systems, while upholding a commitment to leadership, public service, and quality of life. The Toll Road Authority is an Enterprise Fund of Harris County and relies on charges from users of the toll road system to fund operations, debt service, and future projects led by its Executive Director, Roberto Trevino, and operates through multiple divisions which include: Finance and Strategic Operations Support; Administration; Capital Planning;

Capital Projects and Infrastructure; Tolling Operations; Public Safety and Operations; and Communications.

In an effort to provide the traveling public with a cost-effective transportation infrastructure, HCTRA has implemented various management, operation, and maintenance programs. HCTRA uses an innovative asset management program through which HCTRA may contract with multiple private entities for the management of HCTRA roadway and facility system assets.

SPECIFICATION

Vendor shall provide the preferred general services as detailed within the following requirements.

I. Objectives The vendor shall furnish all labor, equipment, vehicles and supervision to manage, inspect and perform all routine maintenance activities associated with HCTRA’s roadway and facility system assets as described herein. The project consists of performing all routine maintenance for approximately sixty-eight (68) center line miles of toll /managed lanes and 71,800 sq. ft. of toll plaza and equipment facilities. In addition, the project includes approximately nine (9) center line miles of limited maintenance services (debris removal and sweeping) along Beltway 8. A maintenance map of the toll road system and associated facilities is provided on the following page (Figure 1). On the map, the toll roads are represented by a heavy dashed line (for the purposes of this project the highlighted heavy dashed lines represent Section I). Toll plazas are represented by rectangles that are cross-hatched and labeled. Pump houses, equipment buildings, and ramp toll booths are not shown on the map, but this contract does include the maintenance of the respective facility, occupancy equipment (heating, ventilating, and air conditioning (HVAC) and utilities), and adjoining property around these facilities. Mowing and landscaping maintenance services are NOT included in this contract. Maintenance of the tolling equipment, generators, and/or pumps is NOT included in this contract.

It is the intent of Harris County to award one (1) primary vendor and one (1) secondary vendor for maintenance coverage for HCTRA’s roadway and facility assets. Harris County shall be the sole judge in determining which vendor is best suited to meet the specifications and requirements as outlined herein. That determination will be made after the evaluation of all responses received has been completed. The secondary vendor will be utilized in the event the primary vendor is unwilling or unable (in the sole opinion of Harris County) to meet the specifications and requirements as outlined herein.

Harris County is advertising this Roadway and Facility Management, Inspection, and Maintenance RFP for Sections I and II. Vendors are strongly encouraged to submit proposals for both Sections.

The vendor is expected to self-perform all tasks outlined herein with the exception of roadway sweeping. The use of a sub-contractor for any other task is prohibited unless approved by HCTRA.

A map highlighting HCTRA’s maintenance limits is provided in Figure 1 below and a detailed HCTRA Maintenance Limits Map provided as an attachment. The roadways included within Section I, contemplated by this RFP, generally include: the Hardy Toll Road and Airport Connector (23 miles), Sam Houston Tollway from north of Bissonnet to Ella Blvd. (27 miles), Beltway 8 from Ella Blvd to just east of Old Humble Road (9 miles) consisting of litter/debris pickup and sweeping only, Tomball Tollway from south of Northpointe Boulevard to the Harris County line (7 miles), and I-10 Managed Lanes (12 miles). For a list of facilities and their associated square footage, refer to Table 1 below.

HCTRA reserves the right to add or subtract properties/locations during the contract term as required. Notice of such action will be given to the vendor in writing thirty (30) days in advance of assuming maintenance responsibilities.

HCTRA will actively monitor the vendor’s maintenance management program, conduct evaluations based upon performance specifications established within the contract, and provide direction to the vendor in order to proactively maintain and achieve the desired appearance and functionality of HCTRA’s assets. The use of this specification is to effectively transfer day-to-day managerial and administrative responsibility, including work identification, work assignment, inspection, and documentation to the vendor, with HCTRA providing oversight.

Figure 1. – Maintenance Map

Table 1- Facility Locations and Approximate Square Footage

Facility Locations Square Footage

Section I Sam North Plaza 3365 North Sam Houston Tollway 6,500 Sam Central Plaza 6121 West Sam Houston Tollway 6,200 Sam South Plaza 650 South Sam Houston Tollway 2,400 249 Constable and Maintenance Office Building 15183 Texas 249 2,700 I-10 Plaza 1 13835.5 Katy Freeway 500 I-10 Plaza 2 11312.5 Katy Freeway 500 I-10 Plaza 3 8433.5 Katy Freeway 500 I-10 Equipment Building 1011 West Sam Houston Parkway North 600 T C Jester Maintenance Facility 11920 T C Jester Boulevard 35,500 Henry Road Maintenance Building 14640 Henry Road 7,100 Hardy Equipment Buildings 19 locations 2,200 Sam Houston Equipment Buildings 20 locations 2,000 Tomball Equipment Buildings 5 locations 600 Pump Houses 6 locations (approx. 500 SF each) 4,500 Section I Total 71,800

Table 1 provides a list of the facilities and their associated square footage that the vendor shall maintain. In addition to the facilities listed in the table, there are forty-one (41) toll ramps and six (6) main lane toll plazas. Twelve (12) toll ramps have one (1) to two (2) toll booths for a total of fourteen (14) toll booths that the vendor shall also maintain.

The square footage of each toll booth for either ramps or plazas is not included in Table 1. The number of toll booths and other facilities are subject to change during the duration of the contract.

II. PROJECT REQUIREMENTS

A. Standards

All work shall be performed to the most recent standards and specifications throughout the contract duration stated herein and may be updated throughout the life of the contract including: HCTRA maintenance practices and specifications, Texas Department of Transportation (TxDOT) Roadway and Maintenance design standards, HCTRA Standard Specifications for Construction and Maintenance of Highways, Streets and Bridges (most current edition), Texas Manual on Uniform Traffic Control Devices (TMUTCD), Harris County (HC) building code(s) when applicable, City of Houston (COH) building code(s) when applicable, National Electric Code (NEC) published by the National Fire Protection Association, International Building Code (IBC), Occupational Safety and Health Administration (OSHA), and all Federal, State, Local and Municipal laws and ordinances, as well as all applicable industry codes in effect at the time of the performance of the specific work.

B. Permits and Licenses

HCTRA reserves the right to direct the vendor to acquire any and all applicable permits and/or licenses required to perform services related to this RFP from, but not limited to, Harris County, City of Houston, and any Federal, State, Local or Municipalities throughout the term of the contract at no additional cost to HCTRA.

C. Contract Changes

HCTRA will consider claims for additional compensation when changes to HCTRA’s Work Program are added to the requirements and cause a documented financial impact on the vendor. All changes must be approved by HCTRA prior to proceeding with the work. The vendor shall not receive any additional compensation for maintenance of projects currently scheduled in HCTRA’s Work Program as specified herein. Payment for Contract change(s) is subject to the future allocation and certification of funds as evidenced by executed amendment(s) to the contract resulting from this solicitation.

D. Safety Measures Proper health and safety measures shall be taken at all times by the vendor to ensure the safety of the traveling public, HCTRA employees, vendor employees, and subcontractor employees. All safety materials and or devices necessary to perform the work in a safe and orderly manner shall be furnished by the vendor. Safety equipment for vendor personnel shall include, but is not limited to, reflective vests, hard hats, fall protection (including harnesses), Personal Protective Equipment (PPE) including safety glasses, hearing protection, gloves, and any other OSHA-required equipment, and safety lighting for all vehicles.

In addition to providing the information requested in the RFP Questionnaire Attachment located in Bonfire under Public Files, Question 4 a., b., and c., vendor shall provide a Safety/Accident Prevention Program (SAPP) that illustrates how vendor shall address safety for its employees, Harris County, and the general public. The SAPP shall include, but not be limited to, safety/accident prevention meetings held for employees, frequency of meetings and manner in which they are documented, safety plan, and employee safety training program certifications, cycles, etc.

E. Use of Toll Tags

The vendor and its agents shall be responsible for all tolls required to perform HCTRA maintenance activities.

HCTRA will not reimburse the cost of tolls required to perform any maintenance activities. Instead, vendor’s Toll Use is considered incidental to the Barricades and Traffic Control line item which is paid monthly. The vendor is responsible for acquiring all necessary tags and maintaining the accounts in good standing. Access to various locations may change due to ongoing construction. HCTRA will notify vendor in advance, where possible, of changing location access conditions.

F. Mobilization

As part of this contract, HCTRA will allow a one-time mobilization fee (capped at 5% of the total bid) to assist the vendor in establishing itself for the project and may be used for purchasing of tools and equipment and/or vehicles necessary to expeditiously begin the maintenance services outlined herein. No additional mobilization payments will be provided should this contract be renewed after the initial twelve (12)-month term.

The unit of measurement for mobilization will be lump sum to be paid after Notice to Proceed ( NTP )and receipt of first invoice. If the vendor is terminated early for poor performance, the mobilization fee shall be repaid to HCTRA according to the following breakdown:

Prorated Repayment Breakdown

• Termination Date ≤ 3 months – 100% repayment of mobilization funds

• 3 months < Termination Date ≤ 6 months - 75% repayment of mobilization funds

• 6 months < Termination Date ≤ 9 months - 50% repayment of mobilization funds

• 9 months < Termination Date < 12 months – 25% repayment of mobilization funds

• Termination Date ≥ 12 months - 0% repayment of mobilization funds

G. Poor Performance

The vendor is required to maintain the HCTRA system and ancillary facilities uniformly and consistently throughout the contract period by meeting the specifications herein. Continued poor performance of work or failure to perform will cause the vendor to be declared in default of the contract. In the event the vendor is declared in default, HCTRA’s sole remedies shall be either (i) terminate the contract or (ii) give vendor Notice to Cure. After receiving Notice to Cure, vendor shall have thirty (30) calendar days to cure the defaults. After receiving Notice to Cure and failure to cure the defaults, HCTRA may terminate the contract if poor performance or failure to perform continues. If contract termination is executed, the vendor shall begin the transition period of ninety (90) calendar days to ensure the secondary vendor can successfully mobilize and assume responsibilities of the contract requirements. This process is designed to minimize a drop in level of service for HCTRA.

H. Lane Closures and Time of Work

The vendor shall comply with HCTRA lane closure restrictions/requirements (Lane Closures and Toll Waiver Requests Work Instruction) and HCTRA Specification Item 502 – Barricades, Signs, and Traffic Handling, both of which are located in Bonfire under Public Files. All safety equipment/materials are required to be provided by the vendor to perform lane closures needed for work on a high-speed facility, i.e. Harris County Toll Roads. The vendor may be required to perform work during nights/weekends/holidays. The vendor shall coordinate with HCTRA at least seventy-two (72) hours in advance to all planned closures to ensure advance notification is given to the Toll Patrons.

I. Claims and Disputes

All claims shall be submitted in writing to HCTRA within thirty (30) days of impact including a description of the claim and detailed impacts of costs and/or time. Any claim submitted after thirty (30) days will not be recognized. All claims and disputes by the vendor shall be resolved in accordance with the current Harris County rules and regulations.

III. WORK REQUIREMENTS

The vendor is responsible for providing personnel with sufficient knowledge and skills, as well as the tools, equipment and vehicles, unless otherwise defined in this Specification, to effectively and efficiently execute all work requirements described herein or assigned by HCTRA. Vendor shall identify within proposal submission all classifications, specialties and hourly rates needed to perform the services herein.

A. General Requirements

In order to perform the work described herein, the vendor shall be required to provide all necessary tools, consumables, vehicles, equipment, communications equipment (including, but not limited to, tablets, cell phones, satellite phones, and radios), and safety equipment. Safety equipment includes, but is not limited to, traffic channelizing devices (including electronic Dynamic Message Signs (DMS) and arrow boards), signs, PPE, portable light plants, attenuator trucks, and safety lighting for all vehicles. All equipment shall be in good working condition every calendar day of the year.

Vendor shall possess a minimum of five (5) concurrent years of documented experience in roadway, building, and facilities maintenance services, in addition to the development and execution of a maintenance program.

Vendor personnel shall possess the required minimum number of years of experience identified herein in the Technical Requirements section of this RFP.

At no time shall vendor permit or allow vendor personnel or subcontractors to have alcohol, controlled substances, or unlicensed firearms present at any HCTRA facility. Smoking is not permitted in any area of any facility which is enclosed or in the finish-out stage of construction. Furthermore, the vendor shall maintain project site(s) in a clean and orderly fashion. The vendor shall remove all trash, debris, containers, etc. from the project site(s) upon completion of work each day and dispose of materials in accordance with federal, state, and local regulations. Harris County is not responsible for vendor errors and omissions.

Vendor warrants it shall provide qualified personnel who shall perform their duties in a professional manner.

“Professional manner” shall be interpreted as possessing the skills, license(s)(i.e. herbicide license), and competence consistent with the prevailing business standards within the State of Texas. All tasks requiring an electrician and/or plumber shall be performed by a licensed electrician and/or licensed plumber. No non-licensed electrician or plumber may be utilized to perform the requirements of this RFP.

Any person employed by the vendor or any subcontractor who, in the reasonable opinion of the HCTRA Project Manager (PM), does not perform in a professional or skillful manner, is disrespectful, intemperate, disorderly, or otherwise objectionable, shall, at the written request of HCTRA, be removed from the jobsite by the vendor or any subcontractor employing such person. Any such person who is removed shall not be assigned again to any HCTRA jobsite without the prior written consent of HCTRA.

Should vendor fail to remove such person(s), HCTRA may suspend that portion of the services. Upon suspension, vendor shall provide an acceptable substitute. Such person shall perform the services in the manner prescribed herein at no additional cost to HCTRA.

1. Definitions

a. Bid Table – Spreadsheet where the vendor shall provide line-item bids based on the quantities specified in this contract for all personnel and services.

b. Bridge – a structure, including supports, erected over a depression or an obstruction, such as water, roadway, or railway, and having a track or passageway for carrying traffic or other moving loads, and having an opening measured along the center of the roadway, track, or passageway of twenty (20) feet or more between under copings of abutments, back walls, spring lines of arches, or extreme ends of openings for multiple boxes, or having an inside diameter of twenty (20) feet or greater in the case of pipes.

c. Debris and/or Litter – trash and/or garbage, including but not limited to scrap metals, rags, paper, wood/lumber, plastic, bricks, and concrete disposal, glass and rubber products including tires that are discarded onto the roadway surface, right-of-way (ROW) and/or any HCTRA-owned property.

d. Roadsides – areas between the outside edges of the shoulders to the ROW edges.

e. Roadway Surface – the portion of a highway improved, designed, or ordinarily used for vehicular travel, exclusive of the shoulder.

f. Shoulder – portions of the roadway adjacent to the roadway surface used for the accommodation of stopped vehicles and emergency use.

2. Signing and Traffic Control The vendor shall comply with HCTRA Specification Item 502 – Barricades, Signs, and Traffic Handling in conjunction with any other specification stated herein. The vendor is required to comply with the TMUTCD and corresponding HCTRA/TxDOT traffic control and barricade standards while performing any work involving lane closures or movement of traffic (Refer to Section II.A and G). Examples of minimum required lane closures required to perform the routine maintenance work on the toll road system will be provided at the Pre-Proposal Conference. All lane closures and traffic control are subject to HCTRA review and approval.

HCTRA reserves the right to shut down any and all work being performed in an unsafe manner, adversely impacting traffic, or not compliant to accepted traffic control methods.

All safety materials or devices necessary to perform the work (such as signs, stands, barricades, DMS/arrow boards, equipment, attenuators, etc.) and protect the traveling public shall be furnished by the vendor.

HCTRA will require the vendor to have on hand an adequate number of DMSs to not only support the established TXDOT standard Maintenance of Traffic (MOT), but also to adequately advertise upcoming closures. Barrels and vertical panels are the only traffic channelizing devices that shall be utilized for traffic control on the toll road; NO TRAFFIC CONES SHALL BE UTILIZED. The vendor shall be responsible for all maintenance, repair, and/or replacement of all required traffic control signs, barricades, equipment, and devices as may be required by the TMUTCD. All traffic control necessary to perform any maintenance work defined or directed by HCTRA shall not be paid for directly but is considered incidental to the Barricade and Traffic Control line item.

B. Routine Maintenance

The vendor shall maintain all assets within the project limits and perform routine maintenance activities as necessary. These maintenance activities shall be performed at a frequency that ensures uniform and consistent compliance with the number of cycles or units required per year as indicated in this section.

The HCTRA Toll Road System is a twenty-four (24) hour per day operation, 365 days per year, including holidays. Vendor shall provide services seven (7) days per week, fifty-two (52) weeks per year, including holidays. Vendor is responsible for scheduling and maintaining required staff on a daily basis in order to meet HCTRA’s maintenance needs while remaining within the contract estimated manhours. If one (1) of the vendor’s employees was absent from daily operations without backup personnel, then the cost for that person per day shall be deducted from the vendor’s total invoice amount. Per day costs for each vendor employee shall be calculated based on the pricing provided on the Bid Table(s). Vendor is solely responsible for compliance with all federal and state wage requirements. Vendor shall be required to do all that is necessary including, but not limited to working multiple crews, or hiring additional subcontractors or employees at its own expense, to meet the requirements of this solicitation.

The County is not responsible to vendor or vendor’s employees, subcontractors, agents, or consultants under the resulting contract for payment of any overtime compensation or any additional payments pursuant to the Fair Labor Standards Act, 29 U.S.C. Section 207 9a(1), as amended; the Texas Pay Day Act; the Equal Pay Act; Title VII of the Civil Rights Act of 1964, 42 U.S.C. Section 2000e, et al., as amended; or any provisions of the TEXAS LABOR CODE ANN., as amended, or any provisions of the Texas Labor Code. Vendor understands if vendor’s employee accrue overtime, vendor is solely responsible for paying vendor’s employee the overtime compensation required under all federal and state laws. The County will not be responsible for overtime wages.

Work Day - For payroll purposes, an eight-hour day, where vendor ensures that County pays for a maximum forty (40) hours per week per worker, and that any overtime payments due are paid by vendor. Vendor is solely responsible for scheduling workers and subcontractors to ensure compliance with project requirements and all federal and state wage requirements.

Contractor shall be required to do all that is necessary including, but not limited to paying overtime, working multiple crews, or hiring additional subcontractors or employees at its own expense, to meet the requirements of the contract resulting from this solicitation, except in those cases where the schedule has been impacted by the actions and/or inactions of HCTRA.

After County holidays are deducted, each employee shall be required to work a minimum of two thousand (2,000) hours each year. Reduced maintenance staff are expected to work during holidays. No holiday or up-lift will be paid for holiday coverage. Vendor shall ensure HCTRA pays for a maximum forty (40) hour week per worker.

In cases where the schedule has been impacted by the actions and/or inactions of HCTRA, overtime payments may be paid at HCTRA’s discretion provided that vendor submits proof per worker that said worker performed services exceeding forty (40) hours on HCTRA roadways or facilities. Vendor must seek HCTRA approval prior to scheduling a worker for overtime utilizing the HCTRA Overtime Request Form. HCTRA-approved hours exceeding forty (40) hours shall be billed at the hourly rate(s) for each work crew member(s) using the following multipliers: 1.0 times for managers and field supervisors and 1.5 times for technical/craft crew members.

Overtime costs incurred by the vendor unrelated to the actions and/or inactions of HCTRA are prohibited from being invoiced to or paid by HCTRA. Vendor may be required to add an additional work crew(s) or work crew member(s) at the contract rate(s) indicated in the Bid Table(s), pending review and approval by HCTRA. The vendor shall ensure that all employees working under this contract are paid at least the minimum prevailing wage rates (see Prevailing Wage Rates, Worker Classification Definitions and Payroll Submittal Instructions for Road and Bridge Construction Attachment). Subcontractors shall be paid ten (10) days after receiving payment of the monthly invoice. Proper documentation will need to be provided to the County Auditor for the duration of the contract.

C. Technical Requirements

The vendor shall manage the maintenance program including the performance of work, location of resources, work assignments and management of resources. Furthermore, the vendor shall record any and all work conducted for the maintenance program in HCTRA’s asset management system. The vendor may not subcontract any portions of the contract without Harris County approval. A subcontract does not relieve the vendor of any responsibility under the contract and bonds. Unauthorized access and unauthorized data usage or theft shall be prevented and reported to HCTRA.

The vendor shall develop a Service Resolution Plan (SRP). The SRP shall describe the process the vendor shall use to receive, log, process, respond to, and document each service call. The intent of this report is to demonstrate how the vendor will track and monitor all service requests to support invoice payment. A draft SRP shall be submitted as a response to the RFP Questionnaire, and the SRP will be finalized during contract negotiations.

D. Maintenance Service Log

HCTRA shall provide access to a maintenance management system where the vendor shall maintain a service log, which will detail both open and closed HCTRA service requests, including the initial call/notification, defects identified in the field, and complaints. The service log shall include the Priority identification for each item as described below, the defined repair/close-out duration for each item, and the date that item close-out or repair was completed. If an issue is not initially prioritized by HCTRA when the service request is made, the vendor shall contact HCTRA to determine the priority of each service request. There are three (3) established levels of service for call responses as follows:

1. Priority 1 - Incident/Emergency Service Call – requires a response and arrival on-site within sixty (60) minutes from initial notification of the incident and a resolution or restoration of service within twenty-four

(24) hours. (Ex. car fire, electrical service pole, lighting, navigation lighting, damage to a sign structure, crash attenuator, barrier, pothole or guardrail which was damaged and results in an unsafe driving condition. Once HCTRA has deemed the area as a safe condition, the Item may be re-classified as Priority #2 or another follow-up item may be created at lower Priority depending on field assessment.).

2. Priority 2 - Non- Routine Maintenance / Non-Emergency Asset Damage Service Call – requires a response within four (4) to eight (8) hours (same business day) to assess maintenance call and provide a resolution plan to address the issue. Vendor has one (1) to twenty-one (21) days to close-out item depending on item severity, material availability, and impact to toll road patrons. The repair and close-out duration will be included with the resolution plan, but HCTRA has final approval to determine the response time necessary to resolve the issue. (Ex. graffiti, non-structural concrete repair, sign repair, drainage structure repair, striping, etc.).

3. Priority 3 - Routine Maintenance Service Call – Schedule cycle within forty-eight (48) hours. Vendor has one (1) to forty-five (45) days to close-out item, depending on item, scheduled cycle time, and severity as determined by HCTRA. (Ex. debris pick-up, herbicide application, painting, drain /scupper cleaning, lane cleaning, delineator maintenance, sweeping, luminaries).

Vendor shall respond to all notifications of subcomponent failure and perform the necessary repair or replacement of the subcomponent within the time frame identified. Facility maintenance activities and associated completion times are further defined in Table 2. The table provides examples of facility maintenance responsibilities and associated completion times. The completion times are in days except where noted.

The purpose of the table is to provide required completion times for different examples of maintenance activities and is meant to expand on the service call response times listed. This table is not meant to be an all-inclusive list of the vendor facility maintenance responsibilities.

Table 2 – Facility Maintenance Activities

Maintenance Responsibility (Unless otherwise noted, listed responsibilities include supply, repair and replacement as required)

Completion Deadline (Number of days unless otherwise noted) *

HVAC (including but not limited to duct work, air handlers, filters, etc.) H Electrical Service Restoration H Electrical Systems H Auxiliary Electrical Systems (i.e. fuel tank, transfer switch, etc.) H Plumbing Services – clogs (including treadles), leaks, flooding and sewage backup H Major Toll Booth Repairs (i.e. the booth is non-operational) H-7 On-Site Sewage Facility (OSSF) – clogs, leaks, flooding and sewage backup H Minor Toll Booth Repairs (i.e. siding, doors, latches, hinges, rollers, etc.) 4 hrs.

Windows and Openings H Security Lights on buildings, Facility and Sidewalk Lighting H Appliances (portable non-fixed), refrigerator, microwave, and ice machines– maintain and repair (replacement by HCTRA) 4 hrs. – 7 days

Roofing System Leaks 1

Maintenance Responsibility (Unless otherwise noted, listed responsibilities include supply, repair and replacement as required)

Completion Deadline (Number of days unless otherwise noted) *

Fans (mounted to building or booth) 3 Plumbing Systems (i.e. fixtures, pipes, hardware, etc.) 4 hrs. – 7 days Floor Tile and Carpet 1-3 Building Doors (to include door hardware, locking mechanisms, and other entry security features) 7

Light Fixtures and related components (i.e. bulbs and lamps, ballasts, etc.) 7 Toilet/Bathroom Accessories (i.e. partitions, mirrors, dispensers, etc.) 14 Blinds and Sunscreens 14 Flagpoles Hardware and Ropes 1-3 Irrigation Systems 1-14 Cabinets and Drawers 30 Awnings 30 Household Hazardous Material Removal and Disposal (Paint, Insecticides, Pesticides, Cleaners, etc.) Annual

* H - a high priority service call that requires a sixty (60) minute response and a resolution or restoration of service within twenty-four (24) hours.

The service log shall be submitted monthly to HCTRA. For additional information on the monthly reporting requirements, refer to section IV “Deliverables and Performance Measure”.

E. Incident / Emergency Response

An incident response call (Priority 1) is the highest priority service call to which the vendor shall respond and deploy resources within fifteen (15) minutes and arrive on site within sixty (60) minutes of initial notification, twenty-four (24) hours per day, seven (7) days per week, including holidays, to any emergency occurring within the HCTRA system.

The vendor shall arrive on-site, prepared to take necessary action with necessary manpower and typical emergency response equipment, within a maximum time of sixty (60) minutes from initial notification of the incident. The vendor shall submit to HCTRA a summary of incident/emergency responses in the monthly invoice.

For additional information on the monthly reporting requirements, refer to Section IV “Deliverables and Performance Measure”.

In the event of an incident that causes damage to the HCTRA asset, the vendor shall document costs to allow HCTRA to pursue claims against any responsible party for reimbursement of expenses incurred. The vendor shall submit incurred incident damage costs as soon as available and work with HCTRA to complete Cost of Repair (COR) estimates.

The vendor shall also assist HCTRA in the preparation, response, and recovery efforts due to severe weather and/or emergency events. The vendor involved in the response to a severe weather and/or emergency such as a major accident, terrorism, spill, bridge failure, technological event, hurricane, flooding, snow and ice, or any situation deemed an emergency by HCTRA, shall be capable of being on-site, in accordance with the required response time described herein, with the necessary workforce, equipment, supplies, vehicles, and materials to assist in alleviating the emergency condition(s). The work to be performed by the vendor includes, but is not limited to: clearing and grubbing, setting-up traffic control devices, removing litter and debris, replacing roadside sign assemblies, re-grading, sweeping, high-pressure lane cleaning, plowing, snow and ice control, water pumping, furnishing supplies, materials, equipment, and any other functions which will restore functionality to the asset. The vendor shall be required to immediately respond to perform traffic control for roadway and ramp closures and/or hazards, set-up safety devices, portable dynamic message signs, and layout established or improvised detour routes, as directed by HCTRA. The vendor is responsible for furnishing supervision and labor necessary to restore the facilities back to normal operating conditions.

All workers involved in post-hurricane recovery efforts shall have completed the OSHA Disaster Site Worker Training #7600 prior to commencement of work. The vendor must possess the ability to record, document, and provide all cost impacts related to emergency events to HCTRA in accordance with federal government requirements, i.e., Federal Emergency Management Agency (FEMA), Federal Highway Administration (FHWA). Prior to beginning operations, a meeting between the vendor and HCTRA will be arranged by HCTRA.

The vendor shall submit their preliminary Emergency Operations Plan (EOP) as part of this RFP and awarded vendors will be required to produce an EOP specific to HCTRA operations for HCTRA’s review and approval within thirty (30) days after NTP.

F. Project Manager

The vendor(s) shall provide one (1) full-time Project Manager (PM) dedicated to this contract. The PM should have a minimum of ten (10) years of experience managing large asset maintenance projects. The PM shall manage the overall administration and daily activities of the maintenance contract and shall work out of HCTRA-provided office space. HCTRA will provide office and storage space at various locations: T C Jester Maintenance Facility, Henry Road Maintenance Facility and SH-249. The PM shall be able to respond on-site within one (1) hour of being notified, twenty-four (24) hours per day, seven (7) days per week, 365 days per year, including holidays.

Any gap in the PM’s availability that will prevent them from being able to respond as required (i.e. vacation, holiday, etc.) shall be submitted to HCTRA in advance for approval. The request shall also designate the PM’s replacement during the time(s) they are unavailable. The PM and the Facility Supervisor cannot both be unavailable at the same time without prior HCTRA approval.

The PM shall be responsible for managing and scheduling all the vendor’s resources including equipment, tools, personnel, and subcontractors and shall be the key point of contact between the vendor and HCTRA. The PM is expected to be available at all times and accountable for all vendor activities. In addition, the PM shall be responsible for resolution of any contract-related problems involving the vendor or its subcontractors.

The PM shall prepare the areas of responsibility for the field supervisors and for all specified crews and the identified routine maintenance cycles utilizing HCTRA provided maintenance zone maps. These items shall be provided to HCTRA for approval. This map and rotation schedule shall be developed to ensure that the entire section of system is covered and that duplication of effort is avoided. These items are a living document and may need to be altered to accommodate changes in the system (see RFP Questionnaire).

On a weekly basis, the PM shall provide HCTRA with a work plan detailing crew location and scheduled work for the upcoming week and a one-week look ahead for the following week. The work plan for each crew will indicate where the crew will be working for that day, what type of maintenance work will be performed, and whether any lane closures are required. Furthermore, the PM shall be responsible for submitting all weekly and monthly reports on time and in HCTRA-approved format. Reporting requirements are described in Section IV “Deliverables and Performance Measure”.

Additionally, it shall be the PM’s responsibility to ensure that each crew understands the scope of its duties and area of responsibility so that all assigned maintenance is completed on time. The PM shall also promptly find replacement for any crew member that may become absent for sickness, injury, family emergency or “No Shows”.

G. Facility Supervisor

The vendor shall provide one (1) full-time Facility Supervisor. The Facility Supervisor shall have eight (8) to ten

(10) years of experience managing and maintaining single-story and low-rise office buildings. The Facility Supervisor shall work out of the HCTRA-provided office space as directed. The Facility Supervisor shall be a key point of contact between the vendor and HCTRA. The Facility Supervisor shall be able to respond on-site within one (1) hour of being notified, twenty-four (24) hours per day, seven (7) days per week, 365 days per year, including holidays. Any gap in the Facility Supervisor’s availability that will prevent them from being able to respond as required (i.e. vacation, holiday, etc.) shall be submitted to HCTRA in advance for approval. The request shall also designate the Facility Supervisor’s replacement during the time they are unavailable. The PM and the Facility Supervisor cannot both be unavailable at the same time without prior HCTRA approval.

The Facility Supervisor shall be responsible for a rotation schedule for the electrical and HVAC preventive maintenance, painting, plumbing, and routine lighting replacement. It shall be the Facility Supervisor’s responsibility to ensure that any crew performing work at any HCTRA facility understands the scope of their duties and area of responsibility so that all assigned maintenance is completed on time.

H. Field Supervisors

The vendor(s) shall provide eight (8) full-time Field Supervisors. Field Supervisors should have a minimum of five (5) to eight (8) years of roadway asset maintenance / construction supervisory experience. The field supervisors shall work out of HCTRA-provided office space.

Each Field Supervisor shall be responsible for the following tasks:

• Daily supervision of all technicians, laborers, specialists and subcontractors working in his/her assigned area.

• Ensure that preventative maintenance is being performed on schedule and service calls are responded to and completed within the allotted time.

• Identifying areas of the Tollway System that are in need of maintenance.

• Coordinating and responding to HCTRA-designated Inspectors.

• Perform daily, weekly, and monthly reporting required by the PM and this specification.

• Provide a material request for items needed to complete projects.

Each Field Supervisor will be assigned to an area of responsibility as determined by the PM. It shall be the vendor’s responsibility to ensure that each field supervisor understands the scope of his/her area and that no duplication of maintenance is being performed. A map of HCTRA’s toll road system and associated facilities is provided on Figure 1. A minimum of one (1) Field Supervisor shall be on duty at all times, twenty-four (24) hours a day, seven (7) days a week, including holidays.

The vendor shall provide each Field Supervisor with, at minimum, a quarter (1/4) ton truck in good mechanical and working condition with towing capability, warning lights, all state and local required stickers, licenses, portable electronic arrow board, and applicable PPE.

I. Skilled Labor Crews

The vendor(s) shall provide twelve (12) full-time Skilled Labor Crews. Each Skilled Labor Crew shall be a four

(4) person team consisting of one (1) skilled facility/highway maintenance worker with a minimum of eight (8) years of experience, capable of fluently speaking, reading, and writing English, and three (3) skilled assistant(s) with three (3) to five (5) years of experience. Each Skilled Labor Crew shall be assigned to an area of responsibility.

At least one (1) Skilled Labor Crew member shall be a certified welder with a valid TxDOT certification and a minimum of two (2) years of experience.

Skilled Labor Crews shall be capable of completing the following items of work in a satisfactory and timely manner:

• Concrete Work (includes but is not limited to, barrier walls, sound walls, traffic islands, slope paving, foundations, gatorheads, columns, etc.),

• Minor roadway repair,

• Lighting,

• Plumbing,

• Carpentry,

• Crash cushion attenuator (CCA) repair,

• Guardrail repair,

• Accident repair and clean-up,

• Drainage repair (i.e. manholes and inlets),

• Applying MgCl and/or MD20 to the roadway during cold weather. Application of MgCl and/or MD20 will be directed by HCTRA, and

• Support HCTRA’s de-icing and emergency operations.

Each Skilled Labor Crew will be assigned to an area of responsibility as determined by the PM; however, the crews will not be restricted to work only in one area. The vendor’s PM is responsible for the scheduling of work hours and locations of the Skilled Labor Crews in order for scheduled work to be covered and accomplished in HCTRA’s requested time frame. Skilled Labor Crews are expected to work nights in order to minimize commuter delays while certain maintenance activities are performed. A minimum of one (1) Skilled Labor Crew shall be on duty at all times, twenty-four (24) hours a day, seven (7) days a week, including holidays.

The vendor is responsible for providing the tools and equipment to effectively and efficiently execute all work requirements. The vendor shall provide each Skilled Labor Crew with at least the following tools:

• Sharpshooter spade, square spade, round-point shovel, scoop shovel, square-point shovel, and post hole diggers,

• Push brooms and rakes,

• Sledgehammers and claw hammers,

• Screwdriver sets (Phillips and slotted),

• Pry bars and bolt cutters,

• Rotary hammer and hammer drill and bits,

• Cordless drill and corded electric drill,

• 2,500-watt gas generator,

• Hack saw, chain saw, handheld concrete circular saw, and reciprocating saw,

• Combination wrench set, adjustable wrenches, and pipe wrenches,

• Drive socket sets,

• Trowels,

• Channel locking pliers and various other pliers,

• Ten (10) foot and twenty (20) foot 5/16-inch chain with hooks,

• Four (4) ton cable come-a-long and six (6) ton hydraulic bottle jack,

• Stepladder and extension ladder,

• Arc welder, cutting torch (with associated gas cylinders) and conduit bender,

• Extension and utility ropes,

• Volt/Ohm meter, amp probe, multipurpose crimper, fish tape, and

• Shop vacuums.

This list is not all-inclusive. Vendor shall provide all other tools and machinery required to perform the work specified herein.

The vendor shall provide each Skilled Labor Crew with a one (1) ton truck in good mechanical and working condition with towing capability, warning lights, all state and local required stickers, licenses, portable electronic arrow board, appropriate PPE, and safety equipment.

At a minimum, the vendor shall provide the Skilled Labor Crew(s) with the use of:

• One (1) backhoe loader (Caterpillar 416E or equivalent) with concrete breaker attachment.

• One (1) 10,000 lbs. capacity JLG Telehandler (or equivalent), and acceptable trailer for transport.

• One (1) Bobcat (or equivalent) All Steer Loader w/ angle broom, tiller attachment (de-icing material management), and box blade attachment for miscellaneous earth and road work with acceptable trailer for transport.

• One (1) 1-1/2 CY trailer mounted concrete mixer.

• One towable sweeper (Broce Broom 250 Series or equivalent).

• One thirty (30) foot haul trailer (capable of transporting a Caterpillar 416E backhoe loader or equivalent).

• One (1) six (6) – eight (8) yard dump truck,

• One (1) truck-mounted one (1) ton winch,

• One (1) 18” x 24” plate compactor capable of at least 3000 lbf (centrifugal force),

• One (1) Small box truck or box trailer to house the pump, equipment, and material for the polymer concrete highway repair mortar.

All traffic control required to perform any maintenance work defined or directed by HCTRA shall not be paid for directly and shall be considered incidental to the Barricade and Traffic Control line item.

J. Night Skeleton Crew

The vendor shall provide two (2) full-time Night Skeleton Crews. The Night Skeleton Crew shall be a four (4) person team consisting of two (2) skilled highway maintenance worker(s) with a minimum of five (5) years of experience, capable of fluently speaking, reading, and writing English, and two (2) assistant(s) with a minimum of two (2) years of experience.

The Night Skeleton Crew will work the “graveyard” shift (11:00 p.m. to 7:00 a.m. CST) Monday through Sunday.

The Night Skeleton Crew shall be responsible for, but not limited to, the following tasks:

• Guardrail repairs,

• Responding to any emergency occurring on the roadway corridors,

• Removal and installation of roadway delineators,

• Removal and installation of raised pavement markers (RPM),

• Clean out the IH-10 plaza areas,

• Roadway concrete repair,

• Vendor and HCTRA scheduled maintenance items which are best suited for night-time work in order to minimize commuter delays,

• Accident/Incident response.

The vendor is responsible for providing the tools and equipment to effectively and efficiently execute all work requirements. The vendor shall provide each Night Skeleton Crew with at least the following tools:

• Sharpshooter spade, square spade, round-point shovel, scoop shovel, square-point shovel, and post hole

• Push brooms and rakes,

• Sledgehammers and claw hammers,

• Screwdriver sets (Phillips and slotted),

• Pry bars and bolt cutters,

• Rotary hammer and hammer drill and bits,

• Cordless drill…