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HomeMy WebLinkAboutCORRESPONDENCE - PURCHASE ORDER - 9177740Utilities Work Order Form Official Purchasing Form Last updated 10/2017 WORK ORDER PURSUANT TO A MASTER AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND UTILITY TESTING AND GEOGRAHIC INFORMATION SYSTEMS LLC WORK ORDER NUMBER: Work Order #1 PROJECT TITLE: Contact and Stray Voltage Survey – Cycle A ORIGINAL BID/RFP NUMBER & NAME: 8583 Manual Contact & Stray Voltage Survey MASTER AGREEMENT EFFECTIVE DATE: October 25, 2017 OWNER’S REPRESENTATIVE: Clint Reetz WORK ORDER COMMENCEMENT DATE: November 27, 2017 WORK ORDER COMPLETION DATE: March 31, 2018 MAXIMUM FEE: (time and reimbursable direct costs): $126,500.00 PROJECT DESCRIPTION/SCOPE OF SERVICES: See Attachment A Service Provider agrees to perform the services identified above and on the attached forms in accordance with the terms and conditions contained herein and in the Master Agreement between the parties. In the event of a conflict between or ambiguity in the terms of the Master Agreement and this Work Order (including the attached forms) the Master Agreement shall control. The attached forms consisting of ten (10) pages are hereby accepted and incorporated herein, by this reference, and Notice to Proceed is hereby given after all parties have signed this document. SERVICE PROVIDER: Utility Testing and Geographic Information Systems LLC By: Date: Name: Title: Work Order 1 - 8583 Manual Contact & Stray Voltage Survey Page 1 of 12 Utilities Work Order Form Official Purchasing Form Last updated 10/2017 OWNER’S ACCEPTANCE & EXECUTION: This Work Order and the attached Contract Documents are hereby accepted and incorporated herein by this reference. ACCEPTANCE: Date: Clint Reetz, Project Manager REVIEWED: Date: Marisa Donegon, Buyer ACCEPTANCE: Date: Mark Voigtsberger, Owner UTGIS ACCEPTANCE: Date: Gerry Paul, Purchasing Director (if greater than $60,000) Work Order 1 - 8583 Manual Contact & Stray Voltage Survey Page 2 of 12 Utilities Work Order Form Official Purchasing Form Last updated 10/2017 ATTACHMENT A WORK ORDER SCOPE OF SERVICES I. SCOPE OF SERVICES A. Scope of Services, Training & Equipment Purchase 1. Requirements Specific for the Service Provider a. Types of Stray Voltages Detected The Service Provider must be able to detect stray voltages resulting from a phase or neutral fault situation during the normal delivery and use of electricity. b. Survey Area Utilities provides electric service throughout the City limits and a small portion of the suburban fringe limits, approximately 50 square miles in total. The survey will cover all publicly accessible roads within this area. A map of the electric service area is provided in Attachment B. c. Mobile Detection & Safety Requirements Due to the large survey coverage area, it is necessary for the stray voltage detection to be accomplished from a vehicle to allow a mobile survey technique. The vehicle must have appropriate safety features, including, but not limited to amber beacons. The City shall provide an appropriate sign to display on the vehicle with the City and/or Service Provider logo. To detect stray voltage on structures that are 30 or more feet from the edge of the road, a hand-check of the structure should be performed. Personnel performing the survey must wear appropriate personal protection equipment including, but not limited to: • High visibility ANSI Class 2 Safety Vests • Safety glasses • Hard hats • Gloves (leather) • Long pants (natural fibers e.g. cotton) • Closed-toed shoes The equipment must be able to detect energized objects and surfaces along the street while driving past. d. Survey Schedule It is understood that, since streetlights are a ubiquitous and prevalent unmetered electric service in Utilities’ territory, they are a likely location for undetected stray voltage. Because many electrical connections for streetlights, bus stops and other illuminated structures are not energized during the day, the survey must be conducted during times when the streetlights are on. This is typically between the hours of 9pm and 5am. However, if the Service Provider feels there is benefit to alternate survey schedules, the City is open to such options if it will support expeditious scans of the service territory. As it may have an impact on Work Order 1 - 8583 Manual Contact & Stray Voltage Survey Page 3 of 12 Utilities Work Order Form Official Purchasing Form Last updated 10/2017 schedule, the Service Provider should be aware that a significant number of Utilities’ streetlights are mounted on fiberglass poles. There are approximately 11,000 streetlights within the survey area, with the following breakdown: • 6,718 fiberglass • 2,352 steel • 1,416 unknown/other • 99 wood • 26 concrete • 16 aluminum e. Project Management Plan The Service Provider must submit a Project Management Plan (Plan). This Plan should list a detailed organizational structure to support the testing efforts, including but not limited to: personnel, title, experience, a written description of the function each person will be performing and their organizational structure (organizational chart). The Plan shall include a project schedule indicating all activities and locations associated with implementing the testing program including all milestone dates. f. Data Sharing It is the responsibility of the Service Provider to propose a mutually agreeable compatibility format to electronically deliver all Critical and Non-Critical finds to Utilities. Testing data from the Service Provider is to be submitted to Utilities in batches on a daily basis using an appropriate naming convention mutually decided on between the Utilities and the Service Provider. Utilities will review all data (batches) received and reserves the right to reject for revision any or all data batches due to missed structures or electric service locations, improper formatting, missing or incomplete information, etc. Utilities will forward rejected batches back to the Service Provider for resolution. All costs for rework and re- submission of rejected batches will be the responsibility of the Service Provider. This rework generally consists of structures deemed to be missed by Service Provider and/or new structures not tested. When identifying issues with street lights, Utilities expects Service Provider to be alert to new structures or electric service locations not shown on the map and to test and record the relevant data, even if the structures are not in the map provided by Utilities. g. Procedure upon Finding Suspected Stray Voltage If an object or surface is suspected to carry a stray voltage, the Service Provider will then apply IEEE 1695 contact voltage confirmation protocol. If contact voltage of 1-8 volts is confirmed, the Service Provider must make the identified area safe with a protective wrap, or cones and warning tape if protective wrap cannot be applied. If contact voltage of 8-25 volts is confirmed, the Service Provider must make the identified area safe with protective wrap and cones. If contact voltage of 25 or higher is confirmed, the Service Provider must immediately notify the Project Manager or City Representative of the location and type of voltage detected, and remain on site until City personnel arrive. Any exceptions or deficiencies detected in the field while performing the stray voltage survey shall be reported via daily reporting mechanisms including, but Work Order 1 - 8583 Manual Contact & Stray Voltage Survey Page 4 of 12 Utilities Work Order Form Official Purchasing Form Last updated 10/2017 not limited to spreadsheets, pictures and location data. If the Service Provider feels the exception or deficiency poses an immediate risk to the public, the Service Provider shall report immediately to the Utilities via a phone call to the Project Manager or City Representative. The exceptions and deficiencies immediately reported shall be detailed through the daily reporting mechanisms as well. h. Quality Control Service Provider shall perform quality assurance verification on an appropriate number of fiberglass poles to protect against false positive results as agreed upon between the Utility and Service Provider. All metal streetlight poles shall be subjected to a quality assurance verification. i. Interaction with the Public Service Provider shall coordinate with Utility Customer Connections to determine responses to citizen questions and concerns. Service Provider must represent the Utility in a professional manner. Work Order 1 - 8583 Manual Contact & Stray Voltage Survey Page 5 of 12 Utilities Work Order Form Official Purchasing Form Last updated 10/2017 ATTACHMENT B SURVEY AREA Work Order 1 - 8583 Manual Contact & Stray Voltage Survey Page 6 of 12 Sources: GeoBase, Esri, IGN, HERE, Kadaster DeLorme, NL, Ordnance Intermap, Survey, increment Esri Japan, P Corp.METI, , GEBCO, Esri China USGS, (Hong FAO, Kong)NPS, , NRCAN, swisstopo, MapmyIndia, © OpenStreetMap contributors, and the GIS User Community Electric Service Area CITY GEOGRAPHIC These and were map OF not products FORT designed and INFORMATION COLLINS or all intended underlying for general data SYSTEM are use developed by members MAP for use PRODUCTS of the by the public. City The of Fort City Collins makes for no its representation internal purposes or only, warranty dimensions, as to contours, its accuracy, property timeliness, boundaries, or completeness, or placement and of location in particular, of any its map accuracy features in thereon. labeling or THE displaying CITY OF FORT COLLINS PARTICULAR MAKES PURPOSE, NO WARRANTY EXPRESSED OF MERCHANTABILITY OR IMPLIED, WITH OR RESPECT WARRANTY TO THESE FOR FITNESS MAP PRODUCTS OF USE FOR OR THE UNDERLYING FAULTS, and assumes DATA. Any all responsibility users of these of map the use products, thereof, map and applications, further covenants or data, and accepts agrees them to hold AS the IS, City WITH harmless ALL from made and this against information all damage, available. loss, Independent or liability arising verification from any of all use data of contained this map product, herein should in consideration be obtained of by the any City's users having of these liability, products, whether or direct, underlying indirect, data. or consequential, The City disclaims, which and arises shall or not may be arise held from liable these for any map and products all damage, or the loss, use thereof or by any person or entity. Printed: October 13, 2017 Electric Service Area City Limits 0 0.5 1 1.5 2Miles Scale 1:62,856 © GIS C:\Users\kcoldsnow\Desktop\PremiseMap.mxd Work Order 1 - 8583 Manual Contact & Stray Voltage Survey Page 7 of 12 Utilities Work Order Form Official Purchasing Form Last updated 10/2017 ATTACHMENT C WORK ORDER COST DETAIL The City shall pay the Service Provider for performance of the below services: CYCLE A Cycle A includes contact and stray voltage survey testing performed by UTGIS: • Testing the designated survey area described in Attachment B of RFP 8583, estimated to be about 560 centerline road miles. • Testing is estimated to take about 320 survey hours • Testing will include confirming any suspected voltages using procedures outlined in IEEE 1695, “Guide to Understanding, Diagnosing and Mitigating Stray and Contact Voltages”, 2016 edition, including using various shunt resistor levels. • Testing will document all findings above 1 volt AC with GPS coordinates and other pertinent identification information. • Testing will document other found safety issues, or objects found with less than 1 volt AC, in a “Point of Interest” spreadsheet. CYCLE A PRICING $126,500.00 (Terms: 2% 10, Net 30) Work Order 1 - 8583 Manual Contact & Stray Voltage Survey Page 8 of 12 Utilities Work Order Form Official Purchasing Form Last updated 10/2017 ATTACHMENT D CERTIFICATE OF INSURANCE Work Order 1 - 8583 Manual Contact & Stray Voltage Survey Page 9 of 12 Work Order 1 - 8583 Manual Contact & Stray Voltage Survey Page 10 of 12 A X Pinnacol Assurance 41190 Pinnacol Assurance 7501 E. Lowry Blvd. Denver, CO 80230-7006 Utility Testing and Geographic Informati 222 Laporte Ave Fort Collins, CO 80522 11/08/2017 4205826 11/03/2017 11/01/2018 100,000 100,000 500,000 1845136 Utility Testing and Geographic Information Systems LLC 222 LaPorte Ave Fort Collins, CO 80522 N Pinnacol Assurance Citywide stray and contact voltage testing for Fort Collins, CO. Unless otherwise stated in the policy provisions, coverage is in Colorado only. Excluded (If any) : Work Order 1 - 8583 Manual Contact & Stray Voltage Survey Page 11 of 12 IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). DISCLAIMER The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon. DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT (CONT) CERTIFICATE HOLDER COPY Utility Testing and Geographic Information Systems LLC 222 LaPorte Ave Fort Collins, CO 80522 Work Order 1 - 8583 Manual Contact & Stray Voltage Survey Page 12 of 12