UPS_Tech_Specifications.docx

TECHNICAL SPECIFICATIONS FOR

WASTE TO ENERGY (WTE) FACILITY UPS - MAINTENANCE AND INSPECTION SERVICES

8. GENERAL - SCOPE OF WORK

8.1 Provide all necessary materials, equipment, and labor to perform a full-service preventative maintenance inspection on UPS equipment that is located at 107 North 34th Street, Tampa, FL 33605. Services shall include 24-hour emergency service and provide all applicable replacement parts and batteries for the equipment.

8.2 Bidder shall provide a fixed annual cost for a full-service UPS preventative maintenance and inspections as described herein which shall include the following:

· 24-hour emergency service, including all labor, transportation, mileage, and expenses.

· Four (4) quarterly UPS inspections.

· All replacement parts for the UPS module shall be OEM or equivalent, these items shall be billed at cost plus markup. Labor cost for installation shall be billed per the pricing page.

8.3 Bidder shall provide a fixed cost on the OpenGov pricing page for a full-service Battery preventative maintenance and inspections as described herein which shall include the following:

· 24-hour emergency service, including all labor, transportation, mileage, and expenses.

· One (1) Annual Load Test and three (3) quarterly inspections of the Station Batteries.

· Replacement batteries shall be billed at cost with markup. Labor cost for installation shall be billed per cost on the pricing page.

9. BIDDER QUALIFICATIONS/SUBMITTALS

Bidder shall provide the following documentation with their bid response. Bid response without the following documentation in the detail requested shall be rejected as non-responsive. Make sure to upload all required documents into the OpenGov system.

9.1 Bidder shall be licensed by all federal, state, county, and municipality agencies which may have jurisdiction over the type of work performed, Bidder shall have office and personnel required to perform the services as described in the specifications and must be located within 30 miles of City of Tampa McKay Bay (WTE) Facility. A copy of all licenses and certifications shall be uploaded in the OpenGov system.

9.2 Bidder shall have been successfully engaged providing similar services on UPS systems as its primary and verifiable business within the last five consecutive years. Bidder shall submit References for three contractual agreements for similar services. All references shall include the name of the agency, location, term, scope of work, contract amount and contact information including email address. Bidder shall submit the same information for any contracts for similar services during this same time period which were terminated for cause/default.

9.2 Bidder shall upload documentation from the manufacturer that the company is authorized to maintain and service the equipment proposed in their bid response. This includes all hardware and software.

9.3 Bidder shall have been in the business of providing similar services as described herein for at least five years and shall upload proof in the form of a business tax receipt, or any other incorporation document.

9.4 Bidder shall be capable of performing all the services contemplated by these Technical Specifications. The City Representative reserves the right to inspect the facilities of the apparent low bidder and to make such other investigations as may be necessary to determine, in the City’s opinion, whether the Bidder can perform satisfactorily if awarded the bid.

9.5 Bidder must be available by telephone 24 hours per day, seven days per week and respond.

The awardee shall maintain a detailed maintenance schedule for the equipment serviced under this award. These schedules shall always be available to the City’s Representative for review and approval. A copy of these records must be delivered to the City’s Representative quarterly, or within 24 hours of a written request.

11. HOURS OF OPERATION

11.1 Awardee shall have personnel available to the City for all days covered in the award period. Awardee availability cannot be waived by notification. No work shall proceed outside these hours, nor shall any non-standard hourly pricing be charged by the Awardee without prior written approval of the City’s Representative.

11.2 Standard working hours are Monday through Friday, 7:00 AM to 5:00 PM.

11.3 Non-standard working hours are Monday through Friday, 5:01 PM to 6:59 AM, Saturday and Sunday, and federal holidays. Comment by Omar Jimenez: Please delete/replace if not federal holidays.

12. SPECIAL CONDITIONS

The awardee shall accept all equipment in “AS IS CONDITION” and at no time during the term of this award can an extra charge be made for any parts or services that may be required for the maintenance of covered equipment. The Awardee shall not claim that an unacceptable condition existed before the effective date of this award and is, therefore, not their responsibility. Nor can they claim the age of the equipment precludes the ability to repair and maintain any equipment covered by this award.

The Awardee shall at all times:

· Occupational Safety and Health Act, (OSHA)

· National Institute for Occupational Safety & Health, (NIOSH)

· National Fire Protection Association, (NFPA)

· National Electrical Code, (NEC)

· Florida Building Code, (FBC)

15. PARKING

The City does not pay, provide, or reimburse the Awardee, its employees, its agents, or sub-contractors for parking. City of Tampa will not be responsible for any damage to the vehicles while parked on City property. Vehicles towed from City property will be at the expense of the Awardee. The Awardee’s vehicles shall be properly identified.

Before, during, and after a declared public emergency, disaster, hurricane, flood, or other acts of God, the City of Tampa shall require a “first priority” basis for Awardee’s services. It is vital, and imperative that the majority of citizens are protected from any emergency situation which threatens public health, and safety, as determined by the City of Tampa. Awardee agrees to provide the services set forth herein to the City of Tampa on a first priority basis. The City Representative expects to pay contractual prices for all products, or services required during an emergency situation.

20.2.1 Perform a temperature check on all breakers, connections, and associated controls. Repair and/or report all high temperature areas.

· Visually inspect all equipment including subassemblies, wiring harnesses, contacts, cables, and major components.

· Check cleanliness & replace air filters if necessary.

· Check module(s) completely for the following as applicable:

· Rectifier and inverter snubber boards for discoloration and snubbers for burned or broken wires.

· Power capacitors for swelling or leaking oil.

· DC capacitor vent caps that have extruded more than 1/8".

· All nuts, bolts, screws, and connectors for tightness and heat discoloration.

· Check fuses on the DC capacitor deck for continuity.

· Record all voltage and current meter readings on the module control cabinet or the system control cabinet.

· Measure and record harmonic trap filter currents.

· With prior approval, perform operational test of the system including unit transfer and battery discharge.

· Calibrate and record all electronics to system specifications.

· Install or perform Engineering Field Change Notices (FCN) issued as necessary.

· Measure and record all low-voltage power supply levels.

· Measure and record phase-to-phase input voltage and currents.

· Review system performance with city point of contact to address any questions and to schedule any necessary repairs.

· All maintenances and/or labor performed shall adhere to the factory recommendations.

· Perform an internal conductance reading as well as impendence reading on all batteries.

· Perform an annual load test.

· Verify proper torques of all bolted connections.

· Clean and neutralize all cells, racks, and cabinets.

· Measure and record all individual battery jar and string float voltage and AC ripple current.

· Individual cell inspection; seals, posts, battery jar integrity.

· Record ambient temperature of battery room.

· Record data code, battery post type, interconnect cable size, hardware connection type.

· Verify integrity of the battery rack and cabinet.

· General cleanliness of the battery enclosure and room.

· Individual high rate and short-term load test for all battery jars to verify integrity and recovery curve.

· Furnish completed data sheets and report any problems found during the inspection.

· All maintenances and/or labor performed shall adhere to the factory recommendations.

21.3 QUARTERLY INSPECTIONS: Awardee shall, at a minimum, perform the following tasks during each annual preventative maintenance visit (where applicable):

· Perform an internal conductance reading as well as impendence reading on all batteries.

· Measure and record individual jar and string float voltages and AC ripple.

· Clean all cells and racks, provide corrosion control where required.

· Record ambient temperature of battery room.

· Record data code, battery post type, interconnect cable size, hardware connection type.

· Individual cell inspection including seals, posts, and battery jar integrity.

· Individual high rate and short-term load test for all battery jars to verify integrity and recovery curve.

· Furnish completed data sheets and report any problems found during the inspection.

· All maintenances and/or labor performed shall adhere to the factory recommendations.

· Manufacturer and purchasing information; including preventive maintenance warranty requirements.

· Specific warranty coverage detail.

· Building ID Numbers and specific location on which warranted work was completed on items installed.

· Points of contact for Warranty work, with address and fax/telephone number & email address.

· All documentation provided by the manufacturer, including preventive maintenance warranty requirements.

Awardee is required to own, and/or lease all necessary tools and equipment for the purpose of providing the services as defined herein. This shall include, but not limited to, all vehicles, ladders, machinery, and all related hand tools typically used to provide the requested services. Service vehicles and equipment shall be clearly marked with company information.

· Date and time the work was initiated and completed.

· Actual hours used to perform the work (by category of personnel, where applicable.

· Request for final inspection and Awardee’s certification that the work has been completed.

· A detailed breakdown of the materials used to complete the work.

· Copies of invoices from suppliers and/or sub-contractors for cost plus charges.

· Warranty information.

· All receipts for materials and/or contracted services.

· Photographic records of work performed as set forth herein.

· Additional documentation as may be required by the City’s Representative.

· Awardee’s name

· Invoice number

· Purchase order number

· City of Tampa – DMI Sub-(Contractor/Consultants/Suppliers) Payments Form

25.5 The City’s Representative shall make final payment to the Awardee on a particular work order when the City’s Representative has accepted the work as fully completed and shall pay the Awardee the entire amount so found due thereunder after deduction of all previous payments and all percentages and amounts to be kept and retained under provisions of this award; provided, however, and it is understood and agreed that, as a precedent to receiving final payment, the Awardee shall submit to the City’s Representative a sworn affidavit and release, in a form acceptable to the City Representative, that all bills for labor, service, materials, and sub-contractors have been paid and that there are no suits pending in connection with this work.

25.6 Acceptance by the Awardee, or by anyone claiming by or through Awardee, of the final payment shall operate as and shall be a release to the City and every officer and agent thereof from any and all claims and liability to the Awardee for anything done or furnished in connection with the work or project and for any act or neglect of the Awardee or of any others relating to or affecting the work. No payment, however, final, or otherwise, shall operate to release the Awardee from any obligations under this Contract.

BID RESPONSE FOR

WASTE TO ENERGY (WTE) FACILITY UPS - MAINTENANCE AND INSPECTION SERVICES

Please Print or Type

We the undersigned, as Bidders, hereby declare that we have carefully read this proposal or bid and the provisions, terms and conditions concerning the equipment, materials, supplies or services as called for, and with full knowledge and understanding of the requirements and conditions, do hereby agree to furnish and to deliver as indicated, FOB, City Facility Location, with all transportation charges prepaid, and for the prices quoted thereon as follows.

A. LABOR PRICING

(A)

QTY*

(B)

(TC = A x B)

HOUR

HOUR

EACH

EACH

TOTAL LABOR COST $___________________

B. PARTS/MATERIALS COST MARKUP PERCENTAGE

(Not to exceed 10%): ______% of $25,000: $____________________________ Comment by Omar Jimenez: Seems like a random number, is this $ figure intentional/correct? Comment by Erin Ellis: This is an estimated cost from the department based on past experiences with their UPS systems.

Example: $3,500 (10% of $35,000) + $35,000 = $38,500

TOTAL COST A + B: $__________________________________

ATTACHMENT E

CITY OF TAMPA MCKAY BAY WASTE-TO-ENERGY FACILITY

CONTRACTOR ENVIRONMENTAL, HEALTH, AND SAFETY REQUIREMENTS

The below list of environmental, health, and safety (EH&S) requirements provides a background of general requirements that Contractors shall comply with while performing work at the McKay Bay Waste-to-Energy Facility (WTE Facility). This list is a general summary for informational purposes; at a minimum, City of Tampa (City) Contractors shall comply with all applicable state, federal and local laws, including the City’s EH&S rules, policies, and procedures..

Contractors will be responsible for maintaining their own industrial hygiene and respirator programs, as required by state, federal and local law. Contractors are encouraged to review potential exposure compared to the United States Department of Labor’s Occupational Safety and Health Administration’s (OSHA) Permissible Exposure Limits (PEL) for lead, cadmium, arsenic, silica, hexavalent chromium, and noise. The City will provide any such industrial hygiene information as is readily available to assist the Contractor in making informed decisions for the development of said procedures. At no time will the Contractor’s EH&S rules, policies, or procedures be less stringent than City’s EH&S rules, policies, and procedures. Specific Contractor employees that perform work at the WTE Facility will be required to view safety videos and sign affidavits that they are aware of and will follow the appropriate policies.

1. General Workplace Safety

1.1 Zero Tolerance for Unsafe Acts, Behaviors and Conditions

· Contractors working at the WTE Facility must understand that safety is paramount to the success of all work and that poor safety work practices will not be tolerated. Safety performance is a factor used when selecting Contractors for future work. Contractors must properly supervise their employees, agents and sub-contractors to ensure strict compliance with applicable federal, state and local regulations and Safety Rules at all times. Violators may be removed from the WTE Facility.

1.2 Contractor Safety and Environmental Evaluations

· Contractors must ensure that the WTE Facility’s safety and environmental requirements are clearly communicated to all Contractors’ and sub-contractors’ employees for the duration of the work. Contractors are responsible for designating one person per shift to provide safety and environmental supervision for their own employees, agents and sub-contractors, and that designated person or their designee must remain on-site while the Contractor is working.

· If the City of Tampa (City) observes safety hazards or environmental incidents caused by a Contractor which pose an imminent danger to people or the environment, the City will stop the work and require the Contractor's supervisor to take immediate corrective action to eliminate the hazard(s).

· Contractors shall advise the Control Room of any unanticipated hazardous conditions found during the Contractor's work that was not previously identified. Contractor shall not remove or further disturb such hazardous conditions until the City has provided Contractor with written instructions related thereto.

· Contractor’s employees who demonstrate an attitude of indifference towards safety or the environment may result in City staff removing them from the site or terminating the contract.

· If the City observes safety hazards or environmental incidents caused by a Contractor that do not pose an imminent danger, the hazards will be reported to the Contractor’s supervisor and to the WTE Facility Management.

· Contractors or Contractor’s employees who fail to perform work in compliance with the contract requirements may be permanently removed from the site.

1.3 Arriving at the WTE Facility – Security

· At the beginning of each working shift, the Contractor shall supply to City staff a list of all Contractors’ employees who are on-site during that shift. The list shall be updated whenever the Contractor’s employees leave the WTE Facility or if additional Contractor employees arrive on site.

· The City reserves the right to require each Contractor’s employee to register any daily entry and exit from the WTE Facility property upon manual or electronic systems provided by the City.

· The City reserves the right to require each Contractor’s employee to wear an identification badge provided by the WTE Facility.

· Contractors must have valid licenses and certificates applicable for the work being performed.

· On an annual basis, all representatives or employees of the contractor completing services on site shall participate in:

1) An (on-site or on-line) general EHS orientation and RCRA Awareness Training session.

2) An on-site task-specific EHS pre-job briefing (On-Site Declaration) conducted by City H&S staff. Hardhat stickers will be given to all attendees to verify participation. Verification of attendance will be made by signing an attendance form for all on-site sessions or by registering on-line for the general orientation.

1.4 Communications

· Communication to the Control Room must be available at all times as prescribed by the WTE Facility.

· The Contractor’s designated person must be able to converse with their employees in the language they can understand and must be able to communicate with City plant personnel.

1.5 First Aid and Medical Attention

· Each Contractor must have a first-aid kit available. bloodborne pathogen training and related equipment is the responsibility of the Contractor.

· Contractors are required to report all work-related injuries or illnesses that require an evaluation or treatment by a medical provider or hospital and serious near misses immediately to the Control Room.

· Where emergency services are required, the call will be made through the Control Room. Contact the Control Room for all emergencies. In general, Contractors should avoid dialing 911 from a cellular phone.

· Contractors shall familiarize themselves with the WTE Facility and know where the closest emergency eyewash and shower stations are located and how to operate them before starting a job assignment.

1.6 Incident Investigation and Reporting

· Contractors must complete an Incident Investigation Report, within 24 hours of occurrence of an incident. An incident is defined as a work-related injury or illness requiring an evaluation or treatment by a medical provider or hospital or any near miss that could have resulted in similar medical treatment or evaluation. The investigation shall contain, at a minimum, the information required on the Federal or State OSHA’s Recordkeeping Form (Federal OSHA Form 301) and the following: causal factor(s), root cause(s), corrective actions, and alternative solutions for preventing a re-occurrence of the event. The completed report shall be provided to the Control Room.

1.7 Drug and Alcohol Program

· All Contractors or subcontractors working at the WTE Facility must have a fully implemented drug and alcohol program. Elements of the program shall include, but not be limited to, the following:

1) A Contractor’s employee shall not show up for work at the WTE Facility while under the influence of drugs or alcohol;

2) A random drug and alcohol testing program and drug and alcohol testing when there is reasonable suspicion. The program must also provide that anyone who tests positive will be prohibited from working at the WTE Facility;

3) A method for communicating to the contactor when the Contractor’s employee is taking prescription medications that could influence work performance; and

4) Prohibits possession of illegal drugs and/or alcohol on Company property (and that possession is grounds for immediate and permanent removal from the site).

· The City of Tampa is not responsible for the administration of the program.

1.8 Unsafe Acts, Horseplay, Intoxicants, Firearms

· No unsafe acts, horseplay, intoxicants, or firearms are allowed on-site.

· Follow instructions in all posted areas—observe all warning signs!

1.9 Pre-Job Briefings

· Contractors shall provide pre-job safety briefings to their employees before the start of each new job. At a minimum, topics covered should include:

1) Hazards associated with the job

2) Work procedures involved

3) Special precautions

4) Energy source controls

5) Personal protective equipment (PPE) requirements

6) Location of eyewash/shower, fire extinguishers, plant phone, and or public address system

7) Closest point of egress from the work area

8) How to evacuate the WTE Facility based on where they are working in the WTE Facility and the designated muster point following the evacuation

1.10 Personal Hygiene

· The power plant ash contains varying concentrations of heavy metals (e.g., lead, cadmium, inorganic arsenic) and silica. Contractor’s employees are required to thoroughly wash their hands and face before eating or drinking and before leaving the WTE Facility.

· Contractor’s clothing and boots containing ash shall be removed or cleaned with a vacuum fitted with a high-efficiency particulate air (HEPA) filter before leaving the WTE Facility.

· Contractors may not enter lunchrooms or administrative areas with dirty or dusty protective work clothing or equipment.

1.11 Parking

· Park only in areas designated by the City.

· Never block building exits, emergency routes, fire lanes, or emergency or fire equipment.

1.12 Speed Limit

· All vehicles operated on City property shall obey posted speed limits and always provide pedestrians with the right-of-way.

· Adjust speed in response to reduced visibility or slippery conditions.

1.13 Barrier Tape

· Yellow Tape in the plant – Contractors can enter the area with caution.

· Red Tape in the plant – Do Not Enter.

1.14 Smoking, Eating and Drinking

· Smoking or chewing tobacco is only permitted in designated areas.

· Eating or drinking is not permitted at any time within the WTE Facility except in designated areas.

2. Personal Protective Equipment (PPE)

· Contractors must provide all required PPE to their employees, agents and sub-contractors and must provide full instruction and training on the proper use of PPE before the start of the work.

· Contractors are required to properly supervise all employees, agents and sub-contractors to ensure compliance in the use of protective equipment and clothing.

· All PPE shall be worn in accordance with manufacturer instructions (e.g., hard hats facing forward).

· Welding helmets are required to be fitted with hard hats.

· Unless otherwise designated, hard hats are required in all areas of the WTE Facility. The City reserves the right to require Contractors to wear hard hats of a specified color.

· Safety glasses with permanently-affixed side shields are required at all times on site except in designated areas.