Statement of Work (SOW).pdf

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RFQ No. RQ1450328370

UTILITY CARTS MAINTENANCE & REPAIR SERVICES

STATEMENT OF WORK

I. BACKGROUND AND PROJECT SUMMARY

The Los Angeles County Metropolitan Transportation Authority (Metro) provides public transit services to Los Angeles (LA) County through its Metro transit system. This transit system includes facilities on the A Line (Blue), B Line (Red), C Line (Green), D Line (Purple), E Line

(Expo), G Line (Orange), J Line (Silver), and K Line (Crenshaw/LAX), Traction Power

Substations (TPSS), Communication and Signaling Facilities (C&S), Rail Maintenance Yards, Inactive Right-Of-Ways (IROW’s), Rail-to-Rail (R2R) Corridor, Parking Lots, and Park & Ride

(P&R) Lots, and non-operational parcel properties and facilities. Other facilities may be added to the scope of work as they become operational during the life of this contract.

Metro is seeking a qualified contractor to provide routine preventative maintenance and as-needed repair maintenance services for utility carts at Union Station East and West Portals (East/West Portals).

This contract term is a three-year base with two (2), one-year options. Option terms are exercised at Metro’s sole discretion through written contract modifications.

II. METRO RESPONSIBILITY

The Metro Project Manager (PM) will provide the Contractor with the necessary instructions, guidance, and any access to the facilities needed for the purpose of utility cart maintenance and repair services. The Metro PM will work closely with and provide direction for the

Contractor. The Metro PM or his/her duly appointed alternate in FCM are the only authorized persons to request service and approve work on this contract.

Metro reserves the right to contract with and/or utilize additional contractors for utility cart maintenance and repair services at any time, for any reason. Also, Metro reserves the right to add or remove services, equipment and/or locations as needed.

III. CONTRACTOR RESPONSIBILITIES: GENERAL

A. ALL CONTRACTOR’S PERSONNEL WORKING IN AND AROUND METRO RIGHT OF

WAY (ROW), FACILITIES AND PROPERTIES MUST HAVE THE ABILITY TO

UNDERSTAND, TO RETAIN, TO COMMUNICATE, TO OBSERVE, TO BE AWARE OF

AND TO APPLY ALL METRO SAFETY PROCEDURES, REQUIREMENTS AND

TRAINING PROVIDED BY METRO, TAKING INTO CONSIDERATION THE

POTENTIALLY HAZARDOUS ENVIRONMENTS SERVICED UNDER THIS

CONTRACT INCLUDING EXPOSURE TO TRAIN AND BUS MOVEMENTS.

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B. All Contractor personnel shall be able to speak and understand the English language. In addition, Contractor lead personnel shall be able to read, write, speak, and understand the English language.

C. All Contractor personnel assigned to work on this project must be a minimum of 18 years of age.

D. Prior to commencement of service, Contractor personnel must familiarize themselves with each location and ensure each worker is aware of any hazards, such as running buses, electrified track work or overhead power lines, so as to ensure their safety. Buses, trains, and related service equipment are constantly on the move at all locations.

Contractor must comply with all traffic rules and regulations pertaining to the movement of vehicles at each facility. Contractor must comply with all rail safety rules, regulations and standards at all times. See Attachment A for List of Locations & Equipment to be serviced.

E. Contractor must appoint a PM to be the official liaison between his/her firm and Metro.

Contractor must also provide an alternate point of contact if the primary contact is unavailable.

F. Contractor’s PM must be readily accessible to schedule meetings with the Metro PM on a quarterly basis, or as requested by the Metro PM, to discuss needs, changes, upgrades or further customization and refinement of services during the duration of the contract.

Contractor shall be required to meet with Metro PM on a quarterly and as-needed basis to discuss issues, needs, changes, upgrades, or further pending requests or customization and refinement of services.

G. Contractor must provide only experienced and well-trained supervision at all Metro locations. Contractor personnel must wear proper uniform.

H. Contractor personnel, equipment, and worksite must at all times present a neat appearance. Contractor’s staff must wear clothing of the trade. Under no circumstances will Contractor’s employees perform work wearing shorts. Personnel must wear proper uniforms with Contractor’s insignia or name. Work must be performed, and complaints handled by the Contractor, with due regard for Metro’s image and public relations.

I. A telephone number attended 24/7 (hours/days) must be provided by the Contractor for direct contact for emergencies. Telephone number(s) as well as e-mail address(es) for these services must be provided to the Metro PM upon contract execution. Contractor is to notify the Metro PM immediately if these numbers change during the term of the contract. Contractor’s supervisor and on-site personnel must be adequately equipped with communication equipment such as cellular phones, pagers and two-way radios to facilitate the work.

J. Within the first two weeks after the issuance of the fully-executed contract (prior to the effective start date), contractor must develop and submit a work schedule that clearly defines the work plan for Metro’s review and approval. The plan will include staff names and assignments. The contractor is required to notify the Metro PM of any schedule changes or modifications.

K. Contractor must possess and maintain current throughout the duration of the Contract all applicable and appropriate permits, certificates, licenses, safety training records, etc.

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L. Contractor must perform all work in accordance with all federal, state, county, municipal and other local laws, ordinances, and regulations applicable to said work.

M. Contractor will be responsible for any and all penalties and fines imposed regarding the violation of local, municipal, State or Federal codes, laws, or regulations.

N. Contractor must be available to perform services during regular business hours of 6:00 a.m. to 3:00 p.m. and during the evening hours of 9:00 p.m. to 4:00 a.m., Monday through Friday. Scheduled weekend and night work is also considered part of this contract in accordance with the Schedule of Quantities and Prices form. Please note that Metro is a 24/7 operating agency; therefore, services may be requested outside the hours listed above and per contract pricing. Daytime or early start time is not guaranteed, and schedules must be flexible to accommodate unscheduled occurrences and emergencies.

Contractor must reschedule the respective work crews to perform these services at no additional cost to Metro.

O. As Metro is a 24/7 agency, the contractor must respond within two (2) hours, seven (7) days a week, 24 hours a day, for emergency calls not regularly scheduled and for as-needed service requests, such as repair work outside of normal business hours when there are no back-up units available. The Metro PM or designated representative has the authority to assign or request unscheduled service via an incident report. There will be no additional cost to Metro for weekend or after-hours services outside of regular business hours, Monday through Friday.

P. Contractor may be asked on occasion to prepare cost estimates. These cost estimates will be provided at no cost to Metro and will be valid for 60 (sixty) days after submission.

Q. Quality of work must be in accordance with generally accepted standards as identified within this statement of work. Work quality must be subject to Metro PM’s approval.

Metro reserves the right to inspect the work either during or at a reasonable time after completion. If Metro PM does not accept the work done, the contractor is responsible to redo the work at the contractor’s expense. In the event a callback request is placed, Contractor personnel must perform the necessary repairs or service as directed by Metro

PM at no additional cost to Metro.

R. Contractor must provide and sustain the appropriate quantity of all workforce labor, administrative, technical, maintenance, professional, supervisory, and management personnel necessary for the complete performance of this Contract. All employees of the Contractor involved in any aspect of providing the Contract services and/or for performing other obligations and requirements under this contract will be subject to the management, supervision, and oversight of Metro.

S. Each employee of the Contractor is to carry identification prepared by the Contractor.

Identification information will include the employee's full name, photograph (portrait), company name, address, telephone number, employee's identification number, and the signature and title of the employee's immediate supervisor.

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T. Contractor service vehicles must display proper company name and logo identification and have “Metro Contractor” placard supplied by Metro at no cost to the contractor, displayed on the driver side and rear side of the vehicle. Placards to be displayed only when working for Metro under this contract and must not be used for personal use.

Contractor must return all equipment issued upon request and will be held responsible for replacement of lost or damaged placards, at the current production costs. Vehicles must also be equipped with flashing light bar or strobe.

U. Contractor will be held responsible for the acts of its employees and agents while on the property. Accordingly, Contractor agrees to take all necessary measures to prevent injury and loss to persons located on the property. Contractor will be held responsible for all damages to persons or property caused by Contractor or any of its agents or employees.

Contractor must promptly repair any damage that it, its employees, or agents may cause to any property or equipment. On Contractor's failure to do so, Metro may repair such damage, and Contractor must reimburse Metro promptly for the cost of repair.

V. Contractor personnel are not authorized to receive any requests for service from anyone other than the Metro PM or his/her designated alternate. All requests for service must be sent to the Metro Contracts SOS Service Desk at 213-922-5610 or via e-mail at contracts-sos@metro.net. Contractor shall keep Metro PM informed of all outstanding requests for service.

W. Contractor must observe the following Metro-observed holidays unless otherwise advised by Metro PM in writing. Observed holidays include New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day. If a holiday falls on a Saturday it will be observed on the preceding Friday. If a holiday falls on a Sunday it will be observed on the following Monday.

X. Contractor must not store material or equipment on the property without prior written approval from Metro PM. Contractor must not use office/station trash cans to dispose of any trash, equipment, or parts. Contractor must remove and dispose of any equipment or parts in a lawful manner through its own means and at its own expense. All debris must be disposed of off-site (the same day) in an approved and legal manner. Metro does not provide disposal service for trash and debris generated by Contractor operations.

Y. Contractor must maintain and provide Metro with all records, reports, and documents as required to support the Contract services and obligations. These records and reports are to be provided in both electronic and hard copy forms.

IV. CONTRACTOR RESPONSIBILITIES: CONTRACT SERVICE

A. The Contractor shall provide scheduled preventive maintenance and as-needed repair services shall be performed on all units. Metro shall provide a detailed inventory list, of which, the contractor shall maintain on a go-forward basis. See Attachment A for List of Locations & Equipment.

B. Contractor must provide all supervision, labor, equipment, tools, supplies, materials, transportation, hauling, dumping, chemicals, and other items needed to provide maintenance of the current inventory of utility carts.

mailto:contracts-sos@metro.net mailto:contracts-sos@metro.net

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C. Contractor shall perform and provide all maintenance services during regular business hours to ensure the safe and functional operations of utility carts. Service date and time must be approved by Metro PM prior to commencement of work and may be subject to change throughout the duration of the contract term.

D. Contractor shall assign a primary service mechanic/technician to the location, with a secondary mechanic/technician available for backup and/or emergency calls.

E. Contractor shall provide a completed checklist and/or service report upon completion of each preventive or corrective maintenance service activity (or task), to include date, legible first/last name of individual who performed services, unit details, and signature of individual who performed service.

Corrective maintenance services, identified as as-needed tasks, during scheduled preventive maintenance shall be reported promptly to the Metro PM and documented in the corresponding checklist and/or service reports. See Attachment C for Task Order Procedure.

1) Preventive maintenance checklist should include, but not limited to, the following service activities:

a. Check and top up water levels in the batteries (electrolytes and water levels), and charge batteries.

b. Inspect and clean the connections in the batteries and check for dirt or corrosion to replace, as appropriate.

c. Check tire pressure and add air to appropriate levels, as necessary.

d. Inspect the electric motor and service issues, as necessary.

e. Inspect brake pads and replace, as necessary.

f. Ensure carts are cleaned and wiped down after each service.

g. Ensure any hazardous waste generated from service shall be discarded off-site and in accordance to respective county/state/federal regulations.

2) Corrective maintenance service report should include, but not limited to, the following service activities and/or materials, as follows:

a. Brakes

b. Cart Battery

c. Flashers

d. Ignition

e. Locks

f. Plugs

g. Safety Lights (Replacement/Installation)

h. Strobe Lights

i. Tire Repair

j. Replacement of Utility Cart (Brand New)

F. The designated location for maintenance and repair services (“work site”) shall be located in the basement garage on the west side. If, for any reason, units from the east side are unable to be moved to the designated work site, then best efforts shall be taken to move the unit to the P1 level of the east side (“alternate work site”) and the mechanic/technician shall go there.

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G. The Metro PM or his/her duly appointed alternate in FCM are the only authorized persons to request as-needed repair service and approve work on this contract. Metro PM must approve all as-needed work and parts via Task Order. See Attachment C for Task Order Procedure.

H. Contractor must submit a quote for repairs with every Task Order within one (1) business day after receipt from Metro PM. The Task Order form and procedure to be used are shown in Attachment C for Task Order Procedure.

V. SAFETY REQUIREMENTS: GENERAL

A. Contractor must perform all services in accordance with Metro railroad and bus yard worker safety procedures. In addition, Contractor must adhere to all local, state, federal, applicable Cal-OSHA workplace safety procedures.

B. Contractors work crews while on Metro properties must wear appropriate Personal Protective Equipment (PPE) such as, but not limited to, safety vests, gloves, safety shoes, safety glasses, goggles and other necessary safety gear, dependent on the task, to protect them from injuries and accidents while on the job. All PPE must be in accordance with the requirements of American National Standards Institute (ANSI) and/or American Society for Testing Material (ASTM). Special precaution must be taken while working on operational segments of the ROW where it is paramount to strictly adhere to all required safety procedures. Contractor must ensure that each of its workers are aware of the hazards while working in and around all Metro properties, such as moving trains, buses, automobiles, and high voltage overhead electrical lines. Contractor’s employees must complete the required rail safety training.

C. Contractor must perform all activities in accordance with Cal-OSHA mandated worker safety guidelines and requirements. Any hazardous products defined by O.S.H.A Hazard Communication Standard, Title 29, C.F.R. 1910.1200 (c), must be accompanied by a Safety Data Sheets (SDS). All chemicals plus quantity per application which the contractor plans or may utilize must be submitted by Contractor to be evaluated and approved by Metro Corporate Safety Department prior to use. All SDS must be submitted for approval along with the proposal and work plan to determine acceptability.

D. Contractor must comply with AQMD or California Air Resources Board VOC requirements if applicable.

E. Contractor shall be responsible in the proper special handling of any regulated and/or hazardous waste generated from maintenance or repair services rendered, on and off Metro-property.

a. Regulated waste includes, but not limited to, anything that causes a potential to contaminate soil and water (e.g. lubricant fluid).

b. Hazardous waste includes, but not limited to, anything with dangerous properties like toxicity or corrosivity (e.g. lead-acid or lithium-ion batteries).

c. Contractor must ensure that no discharges enter storm drains and shall be prepared with spill containment and cleanup materials. Compliance with Los Angeles environmental regulations is mandatory.

d. Contractor shall discard waste off Metro-property and in a legal manner, in compliance with all state or federal regulations, including, but not limited to: Resource Conservation and Recovery Act (RCRA), California Department of Toxic Substances Control (DTSC), Los Angeles County Fire Department’s Health Hazardous Materials

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Division (LACoFD HHMD), California Department of Resources Recycling and Recovery (CalRecycle), to name some.

F. Contractor must perform all services in accordance with Metro railroad and bus yard worker safety procedures. In addition, Contractor must adhere to all local, state, federal, applicable Cal-OSHA workplace safety procedures.

G. Contractor must ensure that no metal ladders or other conductive equipment are used near high electrical voltage transmission lines. Do not load ladders beyond their maximum intended load nor beyond their manufacturer's rated capacity. Use ladders only for their designed purpose. Use ladders only on stable and level surfaces unless secured to prevent accidental movement.

H. Contractor shall obtain Hot Work Permits when welding, soldering, or grinding is performed. Contractor should assign Fire watch, if needed.

I. In alignment with safety requirements, if you see something, say something. Any unusual incidents found on the ROWs or parcel properties, such as hazardous waste materials, homeless encampments, illegally parked vehicles, criminal activity, adjacent property owner’s encroachments, or any other act that may be deemed hazardous to the public or Metro patrons, are to be reported to the Metro PM in an expeditious manner.

J. Contractor must comply with Metro’s Electronic Devices Policy. See Attachment B for

Metro’s Electronic Devices Policy.

VI. SUBMITTALS AND REPORTING REQUIREMENTS

Contractor must invoice Metro once a quarter for work completed. Contractor must not invoice

Metro for incomplete task orders, job orders, or Modifications. Any invoices submitted for payment without written authorization from Metro PM will not be honored. Supporting documentation must be attached to the invoice upon submittal for payment.

Invoices for payment must be submitted at the end of each quarter, no later than the 7th of the month following the end of the quarter and must reflect all work performed during that quarter.

Invoices for any emergency or task order work must be submitted separately, no later than the

7th of the month following the month in which the services were performed. All invoices must include the following information:

1. Metro Purchase Order number.

2. Date of Service.

3. Location of service and project.

4. Grand total of all costs.

5. Copies of executed task order (as necessary) – See Attachment C

6. Itemized list of items or materials delivered (as necessary)

7. Copies of receipts or original invoices

8. Payment Certification Form – See Attachment D

9. Contractor Employee Timesheet – See Attachment E

Contractors must submit Contractor Employee Timesheet attached to each submitted invoice.

The submitted Contractor Employee Timesheet must cover the entire invoicing period. The document must be in compliance with Metro format (see Attachment E - Contractor Employee Timesheet Form) and, at a minimum, must clearly display the names of personnel

Page | 8 and hours worked each day of the month. The monthly invoice date must reflect the date of submission to Metro’s PM. If a monthly invoice is revised, the invoice date must reflect date of re-submission to Metro. The payment certification form must also reflect the date of invoice submission.

Payment will be released upon review of the Employee Timesheet Form in accordance with contract requirements. Failure to provide these documents will result in a rejection of the invoice pending receipt of the required documents.

Supporting documentation must be attached to the invoice upon submittal for payment, verifying Contractor’s cost for parts, materials, and supplies. Acceptable documentation will be copies of the Contractor’s original purchase invoice(s) as determined by Metro’s PM. Any invoice submitted for payment without a Metro PM’s authorization, or a duly authorized representative of Metro, will not be honored. Contractor must not invoice Metro for incomplete tasks, job orders, or Modifications.

On every Monday, Contractor must submit before 10:00 AM, a Weekly Report that will summarize the activity during the prior week. The report must include confirmed service dates and description of work performed for all regularly scheduled and as-needed requests.

Contractor must develop a database utilizing Microsoft Office software or equivalent to input and keep all data current. Along with the weekly report, contractor must also submit a one

(1)-week look-ahead schedule every Friday by 10:00 AM listing locations scheduled to be serviced the following week along with the names of the employees assigned to service these locations.

Contractor must also prepare a required Monthly Activity Report from this database and submit to Metro’s PM by the third business day of each month listing all activity during the prior Month per location. Information to be collected and reported each month to the Metro

PM must include confirmed service dates with proof of service signatures and description of work performed for all regularly scheduled and as-needed requests.

The Contractor must obtain Metro PM’s approval of the proposed database and weekly and monthly report formats before implementation and the first scheduled submittal. The weekly and monthly reports will be subject to revision during the life of the contract as directed by

Metro PM.