Street Light Maintenance SOW.pdf

SPECIFICATIONS/SCOPE OF WORK

1 GENERAL OVERVIEW

The Dallas/Fort Worth International Airport Board (“DFW Airport Board” or “Board”) is seeking qualified contractors to provide on-call Street Lighting Maintenance Services at Dallas/Fort Worth International Airport.

1.1 DFW Airport Board is seeking services on an “as-needed” basis. There is no guarantee on the amount of work that the Contractor may receive throughout the term of the contract.

1.1.1 The quantities provided on the Pricing Schedule are only estimates.

1.1.2 The contractor shall take into consideration that no work is guaranteed.

1.2 The Contractor shall work with, take direction from, and communicate to the DFW Airport Board Energy, Transportation and Asset Management Department (ETAM) Representative.

1.3 The Contractor shall coordinate with the DFW Airport Board ETAM Representative making a call to request service. During this call, the Contractor shall obtain all necessary information to determine the type of equipment and service crew needed to successfully perform the work.

1.4 The Contractor shall be responsible for Traffic Management when required and determined by DFW Airport Board ETAM Representative.

1.4.1 Contractor’s supervisory personnel shall become familiar with the Texas Uniform Manual on Traffic Control Devices (TMUTCD), Section 544.001 of the Texas Transportation Code, and shall attend DFW Airport Board – Road Stop Meetings, as required in writing by the DFW Airport Board.

1.4.1.1 Weekly Road Stop Meetings generally last less than 2 hours.

1.4.1.2 New supervisory personnel shall attend the next available Road Stop Meeting.

1.4.2 Contractor shall minimize disruptions to the traffic flow.

1.4.3 Contractor shall exercise safety procedures to ensure the safety of its personnel and the travelling public.

1.5 DFW Airport Board ETAM Representative shall be notified of all deficiencies including, but not limited to poles, lighting fixtures, or wiring discovered during service work.

1.6 Airport Operation Area (runways, taxiways, ramp area) is excluded from the scope of work.

1.7 Contractor shall be a State of Texas Licensed Electrical Contractor to work on DFW Airport Street Lights.

1.8 The Contractor shall ensure all its personnel are properly qualified, trained, certified, and licensed in accordance with all applicable local, state, and federal rules, regulations, laws, and standards to perform the work assigned. The Contractor may be requested at any time to provide evidence of such qualifications, see examples below:

1.8.1 Master Electrician – must have a verifiable Master Electrician certification with a minimum of five (5) years’ experience.

1.8.2 Journeyman Electrician – must have a verifiable Journeyman certification with a minimum of three (3) or more years of experience.

1.8.3 Apprentice Electrician – must have a verifiable minimum of two (2) years’ experience assisting and working directly under the direct, onsite, and continuous supervision of a Journeyman Electrician. Apprentice Electricians shall have the knowledge, skills, and physical ability to perform the most common and typical tasks of the trade.

1.8.4 The Contractor shall have the capability to provide emergency 24 hours response as needed.

1.9 Contractor and subcontractor shall provide a list of three (3) different and most recent references of entities for which work has been completed. The reference list shall include entities for which work of similar scope and complexity has been completed.

2 SPECIFICATIONS / SCOPE OF WORK

2.1 Services shall include inspection, maintenance, repair, and replacement of airport roadway lighting infrastructure.

2.1.1 Contractor shall be On-Call 24 hours a day, 7 days a week, including weekends and holidays.

2.1.2 Contractors shall respond to service calls, within 2 hours of notification, with personnel and equipment necessary to evaluate the situation and begin work unless otherwise authorized in writing.

2.1.3 Response time is defined as arrival on-site with appropriate personnel and equipment.

2.1.4 Contractor shall provide adequate qualified electrical staffing per TDLR regulations to be on DFW Airport property during DFW Airport Winter Weather Operations. Contractor will be responsible for lodging of their personnel if required during DFW Airport Winter Weather Operations.

2.1.5 Quality Control

2.1.5.1 Within thirty (30) days of contract award, Contractor shall submit a written Quality Control (QC) Plan for approval.

2.1.5.2 The QC Plan shall include:

2.1.5.2.1 Inspection procedures

2.1.5.2.2 Testing procedures

2.1.5.2.3 Documentation requirements

2.1.5.2.4 Corrective action procedures

2.1.6 Inspection Frequency

2.1.6.1 QC inspections shall include:

2.1.6.1.1 100% of emergency repairs

2.1.6.1.2 100% of knockdowns

2.1.6.1.3 100% of high mast repairs

2.1.6.1.4 Minimum 10% sampling of routine work

2.1.7 Documentation Requirements

2.1.7.1 Each work order submission shall include:

2.1.7.1.1 Completed QC form

2.1.7.1.2 Before and after photographs

2.1.7.1.3 Materials used

2.1.7.1.4 Labor hours by classification

2.1.7.1.5 Arrival and completion times

2.1.7.1.6 Asset ID or location

2.1.7.1.7 Root cause description

2.1.8 Acceptance

2.1.8.1 Work shall not be considered complete until:

2.1.8.1.1 QC documentation is submitted

2.1.8.1.2 ETAM performs Quality Assurance verification

2.1.8.1.3 Written acceptance is issued

2.1.8.1.4 Acceptance by DFW ETAM must be complete prior to invoice approval.

2.1.8.1.5 Payment may be withheld for incomplete documentation.

2.1.8.2 Contractor shall assume all liability for their operation and use of its tools, materials, and equipment.

2.2 The following lighting units and supporting equipment are included within the scope of work:

2.2.1 Highway sign lighting,

2.2.2 Low mast pole streetlights,

2.2.3 High mast pole streetlights,

2.2.4 Cross under bridge lighting,

2.2.5 Miscellaneous Street lighting,

2.2.6 Gate And Street Lighting repair during Winter Weather Operations.

2.2.7 Lens, photocells, ballasts, igniters, starters, lamps, wiring, switches, bulbs, conductors, panel boards, switchboards, and controls associated with DFW Airport Street lighting systems.

2.3 Knockdowns - Streetlight Poles

2.3.1 The Contractor shall be responsible for the following:

2.3.1.1 Respond to the scene of the knockdown with qualified personnel, equipment, and materials necessary to begin work,

2.3.1.2 After arriving at the scene, the Contractor shall evaluate the situation and contact the DFW Airport Board ETAM Representative with an initial assessment,

2.3.1.3 If warranted, initiate Traffic Management protocols,

2.3.1.4 Neutralize any power going to the light pole,

2.3.1.5 Repair the light pole, if possible,

2.3.1.6 Remove and replace the light pole if required using current TXDOT Standard Street Light poles and bases,

2.3.1.7 Rewire the pole and ensure streetlight is functioning properly.

2.4 Streetlight Maintenance

2.4.1 The Contractor shall inspect the condition of the pole and banner arms and perform the indicated maintenance for the following:

2.4.1.1 Rust – remove with a wire brush, stripped to the metal surface overlapping a small portion of the surrounding surface, paint or seal the area.

2.4.1.2 Loose wiring – repair or replace as required.

2.4.1.3 Loose or defective switch mounts – repair or replace as required.

2.4.1.4 Ground Fault Interrupter – test and replace as required.

2.4.1.5 Sockets – repair and replace.

2.4.1.6 Ballasts – replace failing units.

2.4.1.7 Anchor bolts – repair or replace as required.

2.4.1.8 Concrete bases – repair or replace as required.

2.4.1.9 Globes – for cracks and discoloration repair or replace as required.

2.4.1.10 Lamp cages – for cracking or other damage repair or replace as required.

2.4.1.11 Glass globes – clean as required.

2.4.2 The Contractor shall communicate with DFW Airport Board ETAM Representative when they arrive on the scene.

2.4.3 The Contractor shall communicate with DFW Airport Board ETAM Representative proposed work after their initial evaluation.

2.4.4 The Contractor shall communicate with DFW Airport Board ETAM Representative when the work is complete.

2.5 Junction Boxes and Hand Holes.

2.5.1 The Contractor shall:

2.5.1.1 Check the integrity of the splice and make any necessary repairs.

2.5.1.2 Check ground rod, clamp connection and bonding of conduits. The grounding circuit shall be checked to ensure that it is secure and functional.

2.5.1.3 Check for water and/or water damage at the bottom of junction boxes and the inside of pole shafts. If water or evidence of water is found, clean weep holes to allow for drainage. Inspect and remove waterborne sediment.

2.5.1.4 Check lid for fit. The lids of junction boxes shall be checked to ensure they are flush and of the correct size. The lid shall keep foreign material out of junction box and shall fit so that pedestrians will not trip over it.

2.5.2 Contractor shall communicate any deficiencies to the DFW Airport Board ETAM

Representative.

2.6 Pole Removal:

2.6.1 Contractor shall be responsible for the removal of Pole Masts.

2.6.2 High Pole Masts shall be over 25 feet in length measured from the base.

2.6.3 Low Pole Masts shall be 25 feet or less in height measured from the base.

2.6.4 Contractor shall:

2.6.4.1 Arrive with enough personnel and equipment to complete the work including, but not limited to, cranes(s), lifts, bucket trucks, ladders, traffic management equipment, including signage, and other miscellaneous tools.

2.6.4.2 Remove lighting apparatus and place on the new pole if it is operational; replace lighting apparatus if necessary.

2.6.4.3 Reinstall the new pole

2.6.4.4 Cut the old pole into pieces no longer than four (4) feet in length and transport pieces of old pole to DFW Airport salvage yard.

3 EMERGENCIES

3.1 Emergency Mobilization is defined as performing emergency preparatory operations, including moving personnel, equipment, and materials to the work site when emergency repair or replacement work is ordered.

3.2 The Contractor shall respond to emergency calls, at the direction of the DFW Airport Board ETAM

Representative and commence repairs of replacement operations within two (2) hours of notification. Emergency repairs shall include, but not be limited to, any street lighting circuits that are completely out.

3.3 Knockdowns include removing all damaged equipment and cleanup. Making the areas safe and available for public travel, including traffic barricades as required, and recover any Board-owned equipment.

4 SAFETY

4.1 The Contractor is responsible for safety, at the work site. The Contractor shall be responsible for safety and protection of their employees and shall take all necessary precautions for the safety of, and shall provide the necessary protection to prevent damage, injury, or loss to employees on the work site and other persons including but not limited to general public and private property.

4.2 The Contractor shall be required to display appropriate signage to alert the public of unsafe conditions. The Contractor shall use accurate and concise warning signs, and/or barricades.

4.3 The Contractor shall maintain safety precautions, trainings, and programs in connection with the work to be performed under the contract, including, but not limited to those required by regulations of DFW Airport and other applicable federal, state, local regulations, rules, and laws.

5 PARTS, MATERIALS AND SUPPLIES

6.1. The Contractor shall be responsible for determining the most effective and cost-efficient methods to obtain and manage supplies, tools, and equipment required to perform contract specifications.

6.2. The Contractor shall be responsible for all parts management including, but not limited to:

6.2.1 Sourcing,

6.2.2 Purchasing,

6.2.3 Inventory Management, and

6.2.4 Disbursing.

6.3. DFW Airport will only pay for DFW Airport authorized items used on work order and previously approved by DFW Airport.

6.4. Parts, materials, and supplies purchased by the Contractor or subcontractor may be marked-up according to the following:

6.4.1. Less than $500.00, the markup cannot exceed 15%.

6.4.2. $501 to $5,000.00, the markup cannot exceed 10%.

6.4.3. $5,001 to $10,000 the markup cannot exceed 5%.

6.4.4. Over $10,000 and recurring purchases/leases are to be negotiated prior to acquisition.

6.4.5. Contractor shall not split purchases to receive a higher markup percentage.

6.4.6. Contractor shall not apply for shipping and handling fees.

6 COMPLIANCE

6.1 The Contractor shall comply with the following:

6.1.1 The Contractor shall provide and use equipment and tools in full compliance with

ANSI/NFPA 70 — National Electrical Code,

6.1.2 International Energy Conservation Code,

6.1.3 UL 57- Electrical Lighting Fixture,

6.1.4 UL1570 - Fluorescent Lighting Fixtures,

6.1.5 UL1571 - Incandescent Lighting Fixtures,

6.1.6 UL1572- High Intensity Discharge Lighting Fixtures,

6.1.7 UL 733 - Plug-In, Locking Type Photo controls for use with Exterior Street Lighting,

6.1.8 UBC - Standard Section 47.1813, Lighting Fixture, and

6.1.9 UL 8750 safety standard for LED Lighting Equipment for use in Lighting Products.

6.2 The Contractor shall provide fall protection, perimeter guarding and personal fall arrest systems for all work areas that expose its employees to a fall hazard when approaching within six (6) feet of an unguarded edge or skylight.

6.3 The Contractor shall not use any equipment or methods that could damage light surfaces, adjacent areas, structures, or buildings.

7 OTHER REGULATORY COMPLIANCE

7.1 The Contractor shall comply with all applicable federal, state and DFW Airport policies and procedures, laws, ordinances, rules, and regulations pertaining to the performance of the work specified herein. Regulatory entities shall include, but are not limited to:

7.1.1 TXDOT - Texas Department of Transportation.

7.1.2 TDLR - Texas Department of Licensing and Regulations.

7.1.3 EPA - Environmental Protection Agency.

7.1.4 OSHA - Occupational Safety and Health Administration.

7.1.5 TXMUTCD – Texas Manual on Traffic Control Devices.

8 INVOICE

9.1 All invoices submitted to DFW Airport regarding payment for labor shall be accompanied by certified payroll.

9.2 All Invoices submitted to DFW Airport for reimbursables shall be accompanied with paid receipts from their vendor.

9.3 Tax is not to imposed regarding labor and reimbursables to DFW Airport for this contract.

Taxes are not to be reflected in invoices submitted to DFW Airport.

9.4 Contractor shall include on the invoice the following:

9.4.1 Contract Number,

9.4.2 Description of work performed,

9.4.3 Timeframe of performed work,

9.4.4 Unit Price as listed on the Pricing Form,

9.4.5 Extended Price.

END OF SPECIFICATIONS / SCOPE OF WORK