1.0     INTRODUCTION

The Jamaica Public Service Company Limited is seeking qualified   Companies to provide Vegetation Control (Bushing) services for our Distribution Line Network for a period of three (3) years.

This RFP is a part of the competitive procurement process for this service. Only proposals of Contractors that serve the best interest of JPS will be selected. The RFP also allows for Contractors to demonstrate their capability in providing such services and provides a fair opportunity for the Contractor services to be considered. It is JPSCo’s policy to request proposal for this service at the end of each contract period.

• Objectives

Through this RFP, JPS therefore seeks the services of qualified Contractors who have the expertise, qualified manpower, tools and equipment to meet JPSCO’s needs in providing improved customer service, improved system reliability and enhancing safety, to the benefit of all stakeholders This will be achieved by conducting vegetation control activities on a sustained basis for circuits across all regions of the company at the same time.

JPS divides its maintenance areas into three (3) geographic regions, East, West & Central.

Vegetation control activities will be done on a sustained basis to include:

• At a minimum of Two ROW bushing cycles per year/circuit
• Spot bushing with a minimum frequency of 3 times per year
• Clearance of bamboo areas at least 5 times per year
• Chemical treatment of approved locations per JPS recommended cycle
• Bushing of customer sub-station quarterly

1.2       Background

Jamaica Public Service Company Limited (JPS) is an integrated electric utility company, and the sole distributor of electricity in Jamaica. The Company is engaged in the generation, transmission and distribution of electricity, and also purchases power from a number of independent power producers (IPPs).

Marubeni Corporation of Japan and East West Power Company (EWP) of Korea, are majority shareholders, with joint ownership of eighty percent of the shares in JPS. The Government of Jamaica and a small group of minority shareholders own the remaining shares.

JPS serves about 692,000 residential, commercial and industrial customers, through a workforce of close to 1,500 employees and a network of offices throughout the island. The Company owns and operates 4 power stations, 8 hydroelectric plants, one Wind Park, 43 substations, and approximately 14,000 kilometres of distribution and transmission lines.

Along with the provision of electricity, JPS is a key partner in national development. The Company has a vibrant corporate social responsibility portfolio and makes significant contributions in the areas of education, sports, and community development. The company also has a strong environmental focus and carries out its operations in an environmentally friendly manner.

The Office of Utilities Regulation (OUR) has regulatory authority over JPS’ operations.

1.3       Definitions

“The Contract” means the final agreement entered into between the JPS and the Contractor, as recorded in the Form of Agreement signed by the parties, including any attachments, addenda, and appendices thereto and all documents incorporated by reference therein.

“The Contract Price” means the price payable to the Contractor under the Contract for the full and proper performance of its contractual obligations.

“Services” means Vegetation Control (Bushing) Services on the Transmission and Distribution Line Network that the Contractor is obligated to provide in accordance with the terms and conditions of the Contract.

“The Contractor” means the individual or firm supplying the service under the Contract i.e. the successful Bidder.

“Approved” means approved by the JPS or its delegated representatives.

“Days” means calendar days acceding to the Gregorian calendar.

“Full Width Bushing” means lines for which the total width of the right–of–way    needs to be bushed.

“Half Width Bushing” means lines along roadway where only one side of the line needs to be bushed.

“Wood Land (New Construction)” is determined by trees and shrubs 15 feet tall and over, growing an average 6 feet apart and within full or half width of the Easement Path.

“Heavy Bushing” is determined by trees and shrubs 6 feet to 15 feet tall growing an average 6 feet apart and within full or half width of the Easement Path.

“Medium Bushing” is determined by trees and shrubs up to 6 feet tall growing an average 6 feet apart and within full or half width of the Easement Path.

“Light Bushing” is determined by trees and shrubs up to 3 feet tall growing an average feet apart and within full or half width of the Easement Path.

“ROW” Right of Way

“Danger Trees” is any tree on or off the right of way that could contact electric supply lines.

“Work Zone” is a designated location that is used to focus on a specific job or activity.

“Drone” is an aerial vehicle that receives remote commands from a pilot or relies on software for autonomous flight

“Arial Photograph” is the taking of photographs from an aircraft or other airborne platforms.

“Feeder Section Zone” part of the main power line between two points, usually sectionalized for an intended purpose.

“Work Package” is a specific group of related tasks within a project. These tasks are bundled together to support better control and management.

2.0       GENERAL INSTRUCTIONS TO BIDDERS

The Bidder is expected to examine all instructions, terms and specifications in the Bidding Documents. Failure to furnish all information required by the Bidding Documents or submission of a bid not substantially responsive to the Bidding Documents in every respect will be at the Bidder’s risk and may result in the rejection of its bid.

2.1       Proposal Content

Documents to be submitted shall include:

a)     Evidence of Establishment :

• Proof of registration under the Companies Act
• Certificate of Good Standing
• Particulars of Directors/Partners
• List of Shareholder interests, and the Registered Office of the Bidder

b)      Certified Copy of Tax Registration Number (TRN)

c)      Response to the RFP as detailed in Section 3.

d)      Price Proposal should be submitted per region

e)      Bidders should indicate the Regions of interest in their bid proposal

2.2    Contractor Qualification Requirement

Contractor shall submit evidence indicating that they are qualified to perform work specified in this RFP. The minimum requirement for this service is:

• Experience in performing Vegetation Control (Bushing) Services.
• knowledge of JPS Distribution line network.
• A Safety Plan to include performance over the last three (3) years

2.3       Points of Contact (PoC)

All communications and questions with JPS regarding this RFP must be directed to the following Points of Contact (POC):

Name:      Jacqueline Melbourne

Address:   Jamaica Public Service Company Ltd

                      113 Washington Boulevard

                       Kingston 20,  Jamaica

Email:        jclarke@jpsco.com

2.4         Communication Regarding the RFP

Unauthorized communications concerning this RFP with other Company employees, executives or Contractors may result in immediate disqualification.

All communication and questions should be submitted electronically to the POC. In order to ensure consistency in the information provided to Bidders, responses to questions received will be communicated to all participants, without revealing the source of the inquiries.

Only written responses will be considered official and binding. JPS reserves the right, at its sole discretion, to determine appropriate and adequate responses to questions and requests for clarification.

If for some reason, the Bidder cannot supply all materials electronically, hard copies will be accepted.

Queries should be submitted electronically, and should include:

• Company’s name, company address, phone number and contact person
• References to specific points within this RFP using the section number as reference
• Clear and concise questions

A Bidder contact should be provided for all questions and clarifications arising from the Proposal.  Please include the person’s name, e-mail address, Bidder’s address, position title, telephone (work and cell) and facsimile number.

2.5             RFP Amendment and Cancellation

At any time prior to the deadline for the submission of bids, the Company may for any reason, whether at its own initiative or in response to a clarification requested by a prospective bidder, modify the Bidding documents by amendment.

The amendment will be done in writing to all prospective Bidders who have received the Bidding Documents or by posting on JPS’ website and will be binding on them.

In order to afford prospective Bidders reasonable time in which to take the amendment into account in preparing their bids, the Company may, at its discretion, extend the deadline for the submission of Bids.

JPS reserves the unilateral right to cancel or reissue the RFP at its sole discretion. Bidders will respond to the final written RFP and any exhibits, attachments and amendments.

2.6       Confidentiality of Data

The Bidder should recognize that JPS operates in a sensitive business environment and, for that reason the Bidder must treat the materials and data provided by JPS as confidential. The successful Bidder will be required to agree to and execute the JPS Confidentiality Agreement.

3.0        PREPARATION OF BIDS

• Bid Format

The Bid response must include the following information in the prescribed order below

1. General Information Sheet, Appendix 1
2. Executive summary of why your firm should be chosen to provide vegetation control services
3. Experience of your company and staff in providing the services described in this RFP
4. Comprehensive list of staff, tools and equipment that will be used to carry out this activity
5. References
6. Price Schedule
7. Exclusions if any, and any other terms and conditions of the service to be provided
8. Proposals shall be submitted according to packages, outlined in Appendix 5
9. Contractors must bid on a complete package or a combination of packages

3.2       Bid Prices

The Bidder shall indicate on the Schedule of Prices attached to this document the unit prices for each category. Bidders must submit price schedule in the format described in Appendix 5.

Incomplete bids shall not be accepted. All categories of the bushing types must be priced

Prices agreed with the Contractors shall be fixed for the duration of the contract.

It is the contractor’s responsibility to validate the type of bushing in each zone to arrive at the unit price per different bushing category

The unit price takes precedent in all calculations to determine the total bid price

3.3       Period of Validity of Bids

Bids shall remain valid for ninety (90) days after submission. A bid valid for a shorter period may be rejected by the Company as non-responsive. In exceptional circumstances, the Company may solicit the Bidder’s consent to an extension of the period of validity.  The request and responses thereto shall be made in writing.

3.4             Proposal Withdrawal

A Bidder may withdraw a submitted proposal at any time up to the deadline for submitting proposals.  To withdraw a proposal, the Bidder must submit a written request electronically, signed by an authorized representative, to JPS before the deadline for submitting proposals.  After withdrawing a previously submitted proposal, the Bidder may submit another proposal at any time up to the deadline for submitting proposals.

4.0        SUBMISSION OF BIDS AND SELECTION CRITERIA

4.1       Proposal Response

The deadline for submission of proposals is December 23, 2024 @ 11:59 p.m.

The Company may, at its discretion, extend this deadline for the submission of bids by amending the Bidding Documents in accordance with Section 3.0 in which case all rights and obligations of the Company and Bidders previously subject to the deadline will thereafter be subject to the deadline as extended.

Bids should be sent electronically to rfi@jpsco.com

Proposal must be signed by an authorized personnel who can bind the Contractor to the provision of the RFP.

RFP CALENDAR – Vegetation Management
ACTIVITY	DATE	RESPONSIBILITY
RFP date	December 2, 2024	JPS
Bidder submits questions on RFP	December  6, 2024	Bidder
Final date to respond to all questions	December 11, 2024	JPS
Closing date for Bid submission to JPS	December  23, 2024 @ 11:00 p.m.	Bidders

4.2       Proposal Rejection

Bids received after the deadline for submission of bids will be rejected. Any proposal received that does not meet the requirements of this RFP may be considered to be non-responsive, and the proposal may be rejected.  Bidders must comply with all of the terms of this RFP.  JPS may reject any proposal as being non-responsive that does not comply with the terms, conditions, and characteristics of this RFP or the key criteria for selection.

JPS reserves the right, at its sole discretion, to reject any and all proposals or to cancel this RFP in its entirety.

JPS assumes no responsibility for delays caused by any mail delivery service.     

5.0       SELECTION PROCESS AND EVALUATION CRITERIA

A selection committee consisting of staff members of JPS Purchasing Department and Operations Department will review proposals based on the Contractors’ responsiveness to the RFP.  Based on the preliminary review of the proposals, a short list of Contractors will be selected for evaluation applying the weighted criteria specified below.

Proposals will be ranked according to the combined score.

FACTORS	Weighted Maximum Score
Price: JPS is price sensitive, however, in evaluating costs, the Company will consider the best value versus cost or other factors such as expertise, level of service and professionalism.	50
Management of Scope: Briefly demonstrate your Company’s ability to provide service. Include adequate staff, tools and equipment to execute the required scope.	10
Safety Record/Past Performance, Plan and maturity of safety systems: The contractors safety commitment demonstrated by its own safety programs, systems supported by historical performance and top management involvement.	25
Experience in providing such service: Describe experience and capability of staff in providing similar service. Include the number of trained staff.(Training record will be viewed.)	10
Proposal preparation: Thoroughness of content and responsiveness to the requirement of the RFP. Will be considered.	5

As a part of the evaluation process, all tools and equipment listed in each proposal will be inspected. Points will be awarded based on the availability and quality of tools.

Negotiations will be conducted with Contractors who submit proposals deemed to be reasonable.

5.1       JPS Proposal Evaluation Discretion

JPS at its discretion may:

• Withhold any information used in conducting the evaluation.
• Reject any or all proposals and enter into negotiations with any Bidder or Bidders that JPS may choose.
• Seek clarification from any Bidder regarding proposal information and may do so without notification to any other Bidder.
• Continue the review procedure until a Bidder is selected successfully or until JPS chooses to reject all proposals.
• Require revisions to, corrections of, or other changes to any proposal submitted as a condition to its being given any further consideration.
• Select for negotiations only the overall best proposals or alternate submitted, as determined by JPS
• Award individual work packages or a combination of work packages to qualified firm

5.1.2  Arithmetical errors will be rectified on the following basis:

• • If there is a discrepancy between words and figures, the amount in words shall prevail

If the Contractor does not accept the correction of errors, its bid shall be rejected.

The Company may waive any minor informality or non-conformity or irregularity in a Bid, which does not constitute a material deviation, provided such waiver does not prejudice or affect the relative ranking of any Bidder.

5.2       Right to Negotiate

Upon evaluation of the submitted proposals, JPS reserves the right to enter into negotiations with one or more Bidders (not necessarily the Bidder with the lowest deliverable price submission) that appear to have submitted a proposal that meets the needs and requirements of JPS.  Negotiations could include, but are not limited to, price and the terms and conditions of this RFP.  However, issues may arise that JPS may not negotiate due to policies or strategies, and an impasse could arise.  If, for any reason, a Bidder and JPS cannot arrive at a mutual agreement that would result in the issuance of a contract, JPS reserves the right to terminate negotiations, to reject the proposal, and to continue negotiations with other responsive Bidders that may lead to the issuance and award of a contract.

5.3             Written Clarification

JPS reserves the right, at its sole discretion, to request clarifications of proposals or to conduct discussions for the purpose of clarification with any or all Bidders.  The purpose of any such discussions will be to ensure full understanding of the proposal.  Discussions will be limited to specific sections of the proposal identified by JPS and, if held, will be after initial evaluation of the proposals.  If clarifications are made as a result of such discussion, the Bidder will submit such clarifications electronically.  Refusal to respond to JPS’ request for clarifications may be considered non-responsive and be used as grounds for rejection of the proposal.

5.4       Independent Price Determination

A bid will be disqualified and rejected if, in JPSCo’s opinion, there is reasonable indication that the price in the proposal was not arrived at independently without collusion, consultation, communication or agreement as to any matter relating to such prices between the Bidder, JPSCo employee or any other Bidder.

5.5       Contract Award

The award will be based on the proposal that is most responsive to the requirement of JPS and that which will offer the highest return for JPS.

Issuance of this Bid does not constitute a commitment by JPS to award any contract or to perform the vegetation management services as per the Offer made in response to this RFP.

JPS reserves the right to invite any or all Bidders to make an in-person presentation.

JPS reserves the right to award the packages to the appropriate firms after evaluation.

JPs reserves the right not to award any other contract relating to T& D Operations for firms that have been awarded vegetation management contract subject to JPS satisfaction that such firms are capable to take on additional contracts.

Contract will be awarded for a total of three years comprising of:

• Two ROW bushing cycles per year
• Spot bushing with a frequency of 3 times per year
• Clearance of bamboo areas at least 5 times per year
• Chemical treatment of approved locations
• Bushing of customer sub-station quarterly

Additionally, contracts will be awarded per region, contractors will be fully responsible for full maintenance of assigned region, for the life of the contract.

 

GENERAL CONDITIONS

6.1        Contract Documents

The following documents shall form a part of the Contract:

• The bid document inclusive of the instructions to the Bidders and Conditions of Contract, and all addenda issued under this Bid.
• The Bidder’s response.
• Any agreements made between the Contractor and the Company in the post Bid meetings.
• JPSCo’s Contractor Occupational, Health, Safety & Environment Requirement Manual (Appendix 8) See attached
• JPSCo’s Vegetation Control (Bushing) Services for Transmission and Distribution Line Network Line Clearance Technical Specifications.

6.1.1     Contract Requirements

The Bidder must be willing to contract with JPS in agreement with JPS’ terms and       conditions and other requirements specified in this RFP. Submission of alternate   terms, conditions, or agreements, without satisfying the terms contained in this RFP may be deemed an unsolicited counter offer and be used as grounds for rejection.

6.2             Period of Contract

The period of Contract shall be for three years subject to prior termination as herein provided and shall be effective from the date of signing of the Contract.

The Contractor is obligated to perform in accordance with the scope of work and Technical Specifications.

6.3       Contract Amendments

No variation of, or modification in the terms of the Contract shall be made except for written amendment signed by the duly authorized agents of both parties.

 6.4      Right to Refuse Personnel

For this contract subcontracting will not be approved except with the JPS’s prior written consent.  Such consent shall not relieve the Contractor from any liability or obligation under the contract with the JPS. Also JPS reserves the right to refuse, at its sole discretion, any personnel provided by the Contractor based on standards JPS deems reasonable.

6.5             Disclosure of Proposal

The Contractor shall not, without the JPS’ prior consent, disclose the contract or any provision thereof, to any person other than a person employed by the Contractor in the performance of the contract.

The Contractor shall not, without the written permission of the JPS, make use of any document or information outlined in the contract except for purposes of performing the contract.

6.6       Performance of Contract

The Contractor is obligated to perform in accordance to the following:

• Specifications as outlined in Appendix 3
• JPSCo’s Service Level Standards as outlined in Appendix 4.
• JPSCo’s Environmental and Safety Policies
• Scope of Work as outlined in Appendix 2.

6.7       Terms of Payment

The Contractor shall invoice JPSCo on/or after the last business day of the month. In order to facilitate consistency in the review and approval of invoices all invoices should clearly state details of the work performed and or expense incurred per the contract.

JPSCo shall pay within 30 days of receipt of invoice.  All payments shall be subject to Contractor’s levy and all applicable Government taxes.

6.8          Purchase Orders

A Purchase Order will be issued for the provision of the service.  The Contractor shall not provide service without receiving an approved Purchase Order.

6.9             Force Majeure

The Contractor shall not be liable for termination by Default, if and to the extent, that its failure to perform its obligations under the Contract is the result of an event of Force Majeure.

If a Force Majeure situation arises, the Contractor shall promptly notify the JPS in writing of such condition and the cause thereof. Unless otherwise specified by the JPS in writing, the Contractor shall continue to perform its obligations under the Contract as far as is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event.

6.10          Termination for Insolvency

The JPS may at any time terminate the Contract by giving written notice to the Contractor, without compensation to the Contractor, if the Contractor becomes bankrupt or otherwise insolvent, provided that such termination will not prejudice or affect any right of action or remedy which has accrued or will accrue thereafter to the JPS.

6.11  Termination for Default

JPS may without prejudice to any other remedy for breach of contract, by written notice of default sent to the Contractor, terminate in whole or in part:

If the Contractor fails to perform any or all of the services within the time periods and in accordance with Service level Standards, Scope of work and the Technical Specification.

If the Contractor fails to perform any other obligation(s) under the contract.

  6.11.1 Termination of Convenience

JPS, may by written notice sent to the Contractor, terminate the Contract, in whole or in part, at any time for its convenience. The notice of termination shall specify that termination be for the JPS’s convenience, the extent to which performance of work under the Contract is terminated, and the date upon which such termination becomes effective.

JPS shall pay for all services that were performed within the 30 days after the Contractor’s receipt of notice of termination. Subject to receipt of Contractor’s Invoice.

6.12     Penalties/Liquidated Damages

The performance of services shall be made by the Contractor in accordance with the Service Levels specified in Appendix 3.

The sanction presented for each class of violation will be pursued on a “per violation” basis. In determining the amount of a penalty or the degree of a proposed sanction to be assessed, JPS will consider the following factors:

1. The severity or seriousness of the violation.
2. Whether the violation was willful or intentional.
3. Whether the Contractor acted in good faith to avoid or mitigate the effects of violation or to correct the violation after it became apparent.
4. Whether the Contractor has engaged in similar violations in the past.
5. The level of penalty or sanction necessary to deter future violations.

6.13      Conflict of Interest and Corrupt Practices

Contractors, their directors, employees and agents shall avoid and/ or prevent any action, activity or situation that may influence JPS Directors and/or employees to act against the best interest of the Company and its affiliates. In JPS’ opinion, engagement in any of the following actions, activities, practices, or arrangements may lead to corrupt practices and/ or conflicts of interest; hence Contractors, their directors and/ or employees shall not be involved in:

Offering, bestowing, soliciting or accepting gratuities from one or more of JPS employees, agents, or representatives of JPS or its affiliates, any of JPS other Contractors, the employees, agents, or representatives of such other Contractors, one or more of their work parties, or anyone else associated with the Work

Utilizing or engaging JPS employees and or equipment or other resources to execute work under this contract ( Whether or not approved by any JPS representatives)

In every instance (emergency or otherwise) where JPS employee equipment or other resources may be utilized to execute work under this contract shall be declared by the contractor

The engagement via any contractual arrangement with or in the employment of any regulatory body, agency or such office(s) in any position to influence, shape or create and impose regulation relating to the operations of JPS; beneficial to any firm, company, or Contractor providing services to JPS.

The payment and/ or reward to any JPS director or employee to:

1. Facilitate expediting payment of invoices
2. Facilitate falsification of any JPS report, account entry, performance appraisal, evaluation or inspection
3. Withhold any information regarding corruption and/or safety violation from JPS.

Over-invoicing, under-invoicing or falsification of invoice(s)

As a general guide, Contractors should not engage in any action, activity, or situation, for which they or JPS’s reputation would be tarnished. If information regarding such is published or disclosed in the press or public electronic media, and is being perceived as unethical or in violation of the laws of Jamaica, the contract will be terminated with immediate effect without notice.

6.14       Standards

The services, materials, equipment and tools supplied under this contract shall conform to the standards mentioned in the Service Level Standards and the Technical Specifications, and when no applicable standards is mentioned, to the most current authoritative standard appropriate to the country of origin and or in keeping with industry best practices.

6.15       JPCo’s Safety and Environmental Policy

The Contractor and Contractors’ Employees shall:

• Comply with JPSCo’s Safety and Environmental Policy and procedures.
• Provide Personal Protective Equipment for all its personnel working at a location as referenced in Appendix 3.
• Attend JPSCo. Safety Orientation Training

Any violation or deviation from JPSco’s Environment and Safety Policy and Jamaica Laws shall be considered a serious breach of contract and may result in termination of the contractual relationship between JPS and the Contractor, Subcontractor or Contracted Services provider and/or their employees. Sanctions and/or penalties may include suspension of the contract, termination of the contract and disqualification of the Contractor.

6.16      Labour Relations

The Contractor will be responsible for conducting its own labour relations including, but not limited to the right to direct the work force, recruiting and hiring of personnel, the selection of personnel, and discharge of personnel for just cause, negotiation and adjustment of disputes between the Contractor and its employees or anyone representing such employees, all in accordance with the laws of Jamaica.

6.17     Warranties, Indemnification and Limit of Liability

The Contractor warrants that the services shall be undertaken in accordance with the standard of care, skill and diligence appropriate at the time of performance expected of industry recognized firms performing services of a similar type and nature.

The Contractor agrees to indemnify and save the JPS, including also its employees, officers, directors, affiliates, sub-contractors or Contractors of all tiers, consultants and agents, harmless from any and all losses, damages, claims, causes of action, liabilities, losses, costs or expenses, including death, to the extent caused by the negligence or willful misconduct of the Contractor, its agents, employees or Contractors’ affiliates, their agents, or employees, in connection with the works, except if such injuries or death to persons, or damage to property, is caused solely by the Company’s negligence or willful misconduct.

Neither Party to this contract may assert against the other party any claim for breach or non- performance in connection with this contract unless the asserting party has given the other party written notice of the event giving rise to liability within 12 months after the asserting party first knew or should have known of such event.

The provision of this clause shall survive any expiration or termination of this contract.

6.18         Subcontracts

The Contractor shall not assign, in whole or part, its obligations to perform under the Contract, except with the JPS’s prior written consent.  Such consent shall not relieve the Contractor from any liability or obligation under the contract with the JPS.

6.19         Resolution of Disputes

The JPS and the Contractor shall make every effort to resolve amicably by direct informal negotiation any disagreement or dispute arising between them under or in connection with the Contract.

If after thirty (30) days from the commencement of such informal negotiation, the JPS and the Contractor have been unable to resolve amicably a Contract dispute, either party may require that the dispute be referred for resolution to a specified formal mechanism which may include but not restricted to conciliation mediated by a third party, or adjudication in an agreed national forum.

Appendix 1

REQUEST FOR PROPOSAL (RFP)

THE PROVISION OF VEGETATION CONTROL (BUSHING) SERVICES

FOR DISTRIBUTION  LINE NETWORK

GENERAL INFORMATION

Name of Organization:         _______________________________________________

Address:                                   _______________________________________________

Key Contact                             _______________________________________________

Title                                           _______________________________________________

Telephone Numbers:              _______________________________________________

Email Address:                         _______________________________________________

 

Appendix 2

SCOPE OF WORK

 1.0  General

JPS seek to ensure that the vegetation growth under the Distribution network is in keeping with the T&D specification to minimize line interruption and improved quality of service. The technical line vegetation control diagrams are provided at Appendix 6.

The method of JPS electricity transmission and distribution is via overhead conductors with an insignificant amount being distributed underground.

The objective of vegetation control (Bushing) activities is to provide maximum clearance from vegetation contact for JPS line network.

This scope of work (SOW) shall cover the Vegetation Control (Bushing) services for distribution line network to include customer substations.  The costs for these services shall be set out in the pricing model in Appendix 5.

Scope of work includes:

• 2 bushing cycles per year
• Spot bushing 3 times per year
• Cutting of individual bamboo clusters 5 times per year
• Chemical treatment
• Emergency response for vegetation removal where required
• Quarterly bushing of customer sub-station

Inspection and verification of work will be done by JPS authorized teams for invoicing.

1.1        Authorization To Proceed

Work shall not commence until the Contractor receives the Written Notice to Proceed.

1.2       Contractor Responsibility

The Contractor is responsible for ensuring adequate supply of crews, transportation, equipment, tool and any miscellaneous  items required to carry out the  distribution line network vegetation control (bushing) services  assigned in the respective areas within the standards and specifications as set out in Appendix 3. Vegetation growth control can be achieved by using the following methods:

• Understand the characteristics inclusive of the vegetation, line T-offs etc. the feeders under their responsibility.
• Cutting, trimming/pruning of vegetation inclusive of bamboo.
• Distribution lines shall normally be cut free of all timber, shrubs and underbrush.
• Maintain customer substations free of vegetation
• The trimming of trees shall refer specifically to:
  • Trees which if felled in the direction of the line will make contact.
  • Trees normally outside of the easement path which could overhang to make contact with the line. The height of such tree must never exceed the distance between the tree and the structure of the nearest conductor
• Use of herbicides

Herbicides should only be used after authorization by JPS

Herbicides are chemicals specifically formulated for controlling vegetation growth. These are manufactured in two broad categories for general and selective applications. Care shall be taken in the application of herbicides. Herbicides shall not be applied in the following areas:

1. Agricultural lands – (i) Crops, (ii) Pastures
2. Rivers and Streams
3. Urban Areas

• All overhangs and danger trees shall be removed from the right of way or easement path.
• All trees within the right-of-way shall be felled and cut to a height not exceeding 18 inches from the ground level and in the case of a access path (driveway), it shall be cut to the ground.
• All cuttings shall be cleared from work site and be transported to a public dump.
• The Contractor shall not interfere with the legitimate activities of the land owners with respect to land cultivation and livestock and other uses.
• The Contractor shall not cause any damage to easement path land and any existing infrastructure including towers, buildings, road, drainage systems, fences and crops, which can be avoided with the exercise of reasonable care and shall at his own expense make good any such damage, which may occur.
• The access to the easement path by the Contractor will be assured by JPSCo. in accordance with the general time schedule of the works.
• Where access is obtained through private property the Contractor shall advise property owner before proceeding on such property.
• Care must be taken to reduce interference or disturbance to property owner business.
• The contractor shall provide adequate resource to direct traffic in order to prevent accidents or incidents when working in the proximity of the public roadway.
• The contractor is responsible for the complete vegetation management of each work package, which includes labor, tools, and necessary equipment. The information provided for the feeder zones and vegetation category should be used to allocate resources for the project in order to meet the schedule established by JPS.

Appendix 3

LINE CLEARING SPECIFICATION

 1.0    General

The Vegetation Control (Bushing) work must be completed at all locations as per the Transmission and Distribution Line Standard.

The appropriate PPE and tools shall be used during the course of ALL Vegetation Control (Bushing) Services.

Appropriate tools and equipment must be employed to work safely from elevations (example – TREE TRIMMING / DEBRANCHING).

On no occasion shall any attempt be made to undertake bushing of trees that are in contact with or close to energized lines.

In cases where trees are in contact with, or close to energized lines, the lines should be de-energized by JPS authorized personnel and work carried out only under the direct supervision of JPS authorized personnel.

In reference to the above, the contractor shall ensure that lines are de-energized and made dead and shall only engage in line vegetation activities upon the specific instruction of JPS authorized personnel and signing on to the LOCK OUT /TAG OUT PERMIT–to-WORK FORM (LOTO PTW).

Zones must be cleared in parallel, as indicated in the schedule provided by JPS.

Cutting of Vegetation

The specific width of right-of-way for all distribution lines shall normally be cut free of all standing timber, shrub and other bush except as stated below:

• Stumps shall be cut to ground level where practical or as short as possible; particularly where the land is used for agricultural purposes and in no case shall exceed a height of 18 inches.
• In the case where vehicular access paths exist or are required, the path shall be cleared to ground.
• Orchards, highly valued trees or hedges shall be given special consideration with a view to causing as little destruction as possible, consistent with the safe operation of the line.

Note: Civic concern requires that trees be cut causing as little damage as possible. Individuals may ask to cut trees themselves under JPS’s supervision. Where the right-of-way passes through an area subject to the authority of the Department of Lands and Forest, regulations governing such lands should be obtained from the Forestry Department and adhered to.

Line Clearing Standards

Achievement of the following standards should at all times be subject to discussions with landowners or where necessary local Parish council.

Primary Distribution Lines :

• All trees and hedges are to be cut so as to achieve a maximum (minimum) all round clearance of 15 feet (7.5 feet). – All branches overhanging the line are to be cut
• All trees growing underneath the lines and which could over time, grow within falling distance of a primary line are to be cut to ground level.
• All trees and hedges are to be cut so as to achieve a minimum all round clearance of 2m (7 feet) from conductor at the time of cutting.
• All trees growing directly underneath lines and which could grow into the line are to be cut to ground level where possible.

2.0       Line Testing

All work on the de-energized circuit must be done between two installed short and ground.

3.0       Transmission Bushing

All danger trees under, approaching and overhangs within the Right-of–Way (R.O.W.) /Easement Path must be removed and trimmings must be carried out to clear conductors, since natural tree growth and storm-tossed branches can ground or break the lines.  The clearance should generally provide free operation for at least six (6) months.

In any event, at no time shall the clearance between a tree and a Transmission Line be less than 25 feet with the exception of lumber, fruit and other valuable trees.

During the performance of the works relating to clearing of R.O.W., the contractor must adhere to the following:

• On no occasion shall any attempt be made to undertake bushing of trees that are in contact with or close to energized lines or will come in contact with energized line, after being cut.
• In cases where trees are in contact with or close to energized lines, the lines shall be de-energized by authorized J.P.S. personnel only.
• All trees within R.O.W. shall be felled and cut to a height not exceeding eighteen (18) inches from ground level, and in case of an access path (driveway), it shall be cut to ground level and carried clear outside the R.O.W.
• All bushes within the R.O.W. must be cut to ten (10) inches to ground level and carried outside the R.O.W.
• All cutting shall be cleared from site and transported to public dump when on roadway, build-up areas, and homes, at the request of persons in charge of property or where it pose danger to life or property.
• An area with a radius of ten (10) feet around all pole foot, down guys and overhead guys within line section being bushed must be cleared to ground level (all shrubs and tree roots must be removed) to facilitate proper maintenance of the poles and guys.
• An area of approximately 33 ft x 33 ft at each tower foot must be cleared to ground level (all shrubs and tree roots must be removed) to facilitate proper maintenance of the towers.
• All trees on opposite side of the road approaching the line must be beck back to the centre of the Road.
• The Company reserves the right to alter the cycle with a minimum of fifteen (15) days notice, because tree growth will vary due to different level of rainfall and type of vegetation.

4.0       Easement Path or R.O.W

Within the limits of the easement path the “Grant of Easement “ gives JPS the right to construct, operate and maintain the distribution line, the cutting of trees and elimination or removal of the obstacles which interfere with same line.  Notwithstanding, the owner of the land maintains the right of cultivation with a height up to 15 feet.

In any case, the design of the Distribution line and the minimum clearance of the conductors above soil have been established in such way to preserve as much as possible plantations, fruit trees, cultivation, existing infrastructure.

5.0       Distribution Bushing

All trees and brush located within the right-of-way and/or easement shall be removed per this specification. Trimming and/or a reduced or modified clearing standard may be required and approved in specific areas.

No exceptions shall be made without the specific approval of a designated JPS representative. The clearing shall include all facilities of the electrical distribution system, including but not limited to substations, poles, guys, anchors, overhead conductors, fences and above-grade facilities of the underground system.

5.1       Primary Voltage

Primary voltage shall be all facilities rated above 600 volts but not greater than 24000 volts. The total easement width for this voltage class is generally 25 feet, 5 feet on each side of the property line. The standard clearing width shall be 12.5 feet on each side of the primary system alignment with the following exception: clearing widths less than 25 feet but not less than 20 feet of the system alignment shall be considered acceptable but require written documentation stating the reasons for the reduced clearing width.

In no case shall the clearing extend beyond the easement limits without the written consent of the affected property owner and a designated JPS representative.

All vegetation shall be cut at grade level. Trees located within the easement path beyond the 25-foot limit shall be removed or trimmed back as required to maintain system safety and reliability.

Secondary Voltage

For purposes of this specification, secondary voltage shall be facilities rated below 600 volts and located within a dedicated right-of-way and/or easement. Where not under built on a system of a higher voltage class, the total easement width for this voltage class is generally 25 feet, 12.5 feet on each side of the property line. The easement shall be cleared a minimum of 10 feet on each side of the system alignment but shall not extend beyond the easement limits. All vegetation shall be cut to ground level. Adjustments to the clearing width and/or alignment shall be discussed with and approved by a designated JPS representative on a case-by-case basis in advance of the work to be done.

Appendix 4

SERVICE LEVEL STANDARDS

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1.0     Service Standards

Contractor works, tools, equipment and facility will be periodically inspected for compliance by JPS appointed personnel.

For the duration of the contract, the contractor shall immediately notify JPS about any issues that could or would prevent the Contractor from performing this Scope of Work in accordance to the Line Clearing Specification and Service Level Agreement.

Contractor shall collect material for use, and transport materials from JPS Parish Operations Office to work location.

Contractors are to meet JPSCo’s standards on the completion of the work assigned within the prearranged scheduled outage time and contract scheduled period.

• Where an outage is required to facilitate vegetation management activities the following shall be observed.
• Contractor shall request outage through the relevant JPS supervisor.
• Contractors’ crews working in the vicinity of de-energised line network are to be on work site at least 30 minutes before the scheduled time for the work. Contractor and crew shall be ready with all relevant tool, equipment and PPE to perform work.
• Specific tailboard to the outage shall be completed
• Contractors’ crews working in the vicinity of de-energised line network are to complete work at least 45 minutes before the scheduled time for restoration of supply.
• In the event of damage to customer, joint pole users or members of the public supply/equipment, the contractor will bear the cost of the replacement / repair cost associated with the damages experienced by the customer.
• All Contractors’ employees/agents shall wear their company’s uniform and IDs at all times while executing services under this contract. Vehicles and equipment used in the performance of service shall be in accordance with Specifications in Section 1.4 of the Service Level Standards.
• All crewmembers will be required to undergo training with regards to proper safety and work procedures.

1.1       Retention

1. a) Retention shall not be used as security for unreturned materials.

1.2      Identification Cards

a) All Contractor employees/agents shall display a valid photo ID when work on any JPS Work Site. Contractors shall provide their own company ID’s to their employees/agents, at a cost to the Contractor. A JPS identification card will be issued to select employees whose work activities will require them to interface directly with JPS customers. JPS identification card or its equivalent will contain the following:

• JPS logo
• Type of Contractor
• Contractor Company Name
• Employees Name
• Photograph
• Validity Period of ID
• Any other information that will be required by JPS management.

b) ID’s must be stamped and signed by JPS Security Department  before they are issued to the Contractor.

c) A JPS ID will only be issued to eligible Contractor employees who have signed the orientation document and will be valid for the duration of the assigned contract.  Where identification cards are issued to Contractor employees, they shall be worn alongside the Contractor Company ID.

The cost for JPS ID is provided at a minimum cost to the Contractor.

All missing and or stolen JPS issued ID card shall be reported promptly to the Manager, Security Department and Manager of JPS Contracts Unit. Stolen ID cards will be replaced at the expense of the Contractor.

1.3       Dress Code

It is expected that each firm/company will have its own dress code. However, our expectation is that Contractors’ employees will be appropriately and neatly dressed in long sleeved cotton shirts and long pants or their company uniform.

At a minimum, the following dressing pattern or appearance is prohibited:

• Short skirts
• Sleeveless shirts or blouses
• Clothing that contain advertisements for tobacco, alcohol or drugs
• Clothing that contain pictures or graphics of nudity; words that are profane, lewd, vulgar, or indecent
• Halter or bare midriff tops, or bare midriffs
• Spaghetti straps or tank tops
• Strapless shirts or tube tops
• Pants, slacks or jeans that sag below waist
• Underpants or bras showing or worn as outerwear
• Provocative, revealing attire that exposes cleavage
• Shirts and blouses worn outside of pants or skirt
• Dangling jewelry
• Nose rings
• Slippers

Contractors’ employees shall not wear clothing or PPE with the JPS logo. The appropriate PPE must be worn at all times.

1.4   Contractor Motor Vehicle & Mobile Equipment

The minimum required vehicle for Transmission and Distribution Line network vegetation control (bushing) services is a 4×4 Pick-up/Panel Van and a Bucket Truck. The bucket truck shall be fitted with a thirty-six (36) feet boom articulating over 230 degrees centre aerial device, rear mounting.

Contractors shall ensure that only licensed, certified and authorized employees are permitted to operate mobile equipment while carrying out JPS work. All vehicle loading and operations shall be done in accordance with applicable Industry Standards, JPS Standards and the relevant Laws of Jamaica.

Contractor employees, who will be required to operate specialized mobile equipment, shall be appropriately trained and certified in the operation of the mobile equipment by a nationally recognized agency.   Training shall be documented and a copy of operator certification made available to JPS upon request.

All Contractors’ and subcontractors’ mobile equipment shall be labeled at all times with the name or logo of that firm or company on both sides, and to the rear, of the equipment.

Contractors shall ensure that all equipment is certified by an appropriate national or nationally accepted agency at all times while engaged in providing services to JPS. An inspection stamp/sticker shall also be affixed to all mobile equipment at all times. At a minimum, inspection stamps/stickers shall show the following:

• Mobile Equipment Model & Type
• Registration Number
• Date of Inspection
• Expiry date
• A Fail or Pass notation
• Signature of approval

Mobile equipment failing such inspection shall not be used on JPS’ work site.

Notwithstanding the presentation of any operating certificate, JPS reserves the right to inspect any contractor mobile equipment at any time. In the event any defect is identified, which has the potential to compromise the safe operation of the equipment, the Contractor shall immediately remove said equipment from JPS’ work site.

Contractors are required to maintain their mobile equipment(s) as per manufacturers’ recommendation or in such a manner to ensure safe operational condition of such unit(s).

To facilitate the continued safe operation of mobile equipment, operators of such unit(s) shall conduct the following:

• Pre-task Inspection in accordance with the applicable industry standards and JPS procedures
• Inspection/checks during the task/operation
• After-task Inspection

Checks shall be executed by the operator for each trip, shift, day or tour of duty, for each mobile equipment operated and any necessary corrective action taken by the Contractor.

1.5       Contractor Workforce Competence

All Contractor employees engaged in work on JPS Distribution Systems shall be trained in and familiar with the safety related work practices and procedures pertaining to their job. The Contractor is solely responsible for ensuring that their employees are adequately trained and certified to perform bushing services.

JPS will authorize trained Contractor personnel to perform work on the Distribution Systems.

Based on the work to be performed, JPS requires that Contractors’ personnel complete training in Distribution Line network vegetation control (bushing). Contractors shall obtain JPS authorization for all its employees before assigning them to work. JPS will evaluate and authorize appropriately skilled and knowledgeable Contractor employees to work on JPS’ system. For Distribution Line network vegetation control specific job skills, knowledge and competences shall be:

Technical standards for Transmission and Distribution Line network Vegetation Control. ((Appendix 3)

1. Electrical safety in carrying out vegetation control services.
2. Safe use of portable ladders
3. Safe climbing with belt and spurs
4. Use of tools and equipment for Transmission and Distribution Line network vegetation control services.
5. Contractor supervisor must be able to Identify JPS distribution system components.
6. Work on grounded de-energized primary and secondary lines & equipment
7. Knowledge of safe operating procedures

The Contractor and his crew will be required to work in varied outdoor locations. The work environment can be stressful, noisy and/or humid. Because of the eminent danger of electrocution from power lines, it is important that proper safety procedures are followed at all times.

Contractors will not have any scheduled time for work. Contractors must be prepared to work at times and days outside of normal work-week. In preparing their price proposals, Contractors must take this into consideration.

All Contractor entities shall maintain training records for employees, a schedule for refresher training and annual plan showing when training will be done. No Contractor, Subcontractor or Contracted Services personnel shall engage in works involving the above activities without being authorized by JPS. Training records shall be made available to JPS with each request for authorization.

The Contractor is solely responsible for ensuring that Contractor employees are adequately trained and certified for assigned job functions and obtain necessary authorization to carry out work on the JPS system.

JPS presently offers training programmes that address required competency and skill to do work in Transmission and Distribution Line Maintenance which includes vegetation control. Availability of such training is determined by JPS internal training schedule. To participate in this training, contractor employees must be literate, with knowledge of basic electricity & ability to use basic power line tools. They should have good communications, comprehension and reasonable analytical skills.

JPS may, at its option, provide or facilitate training for Contractor’s employee at the Contractor’s cost.

1.6       Delays in the Contractor’s Performance

If at any time during the performance of the contract, the Contractor or its subcontractor(s) should encounter conditions impeding timely delivery of the service, the Contractor shall promptly notify JPS Parish Operations Officer in writing and copy to the Contract’s Department of the delay, its likely duration and its cause(s). As soon as practicable after receipt of the Contractor’s notice, JPS shall evaluate the situation and may at its discretion extend the Contractor’s time for delivery of the service.

1.6.1       Performance Evaluation

The Company or its representative shall evaluate the performance of the Contractor at any point during the project’s duration.

1.7       Accident Reporting

Contractors shall maintain their own accident records. They shall ensure that their employees are aware of accident reporting procedures. JPS’ responsible persons, contracts manager and HSSE manager shall be promptly notified of all accidents or near miss incidents (within 24 hours). Each accident/incident shall be investigated and steps taken to prevent its re-occurrence. Contractors must make their accident records available to JPS as provided for in the Contract Safety Requirement or upon request for inspection and review.

1.8       Personal Protective Equipment, Tools and Equipment

The Contractor and all Contractors’ employees shall wear the appropriate Personal Protection Equipment (PPE) when performing the Services. Failure to wear appropriate PPE constitutes a breach of contract.  PPE includes but may not be limited to:

• Safety helmet
• Safety glasses
• Safety boots
• Reflecting (traffic control) vest
• Workman gloves. If doing work on energized circuit, the use of rubber gloves and protectors of appropriate class is mandatory.
• Chaps (for use when handling chain saw)

1.8 .1    Crib Tools (vehicle tools)

Each work crew must be equipped with the following tools and equipment in appropriate quantities for efficient execution of each job/activity:

• Spot lamps
• Cones and Men-at-work signs
• 24 feet fibre glass extension ladder
• Non-contact voltage tester (Noisy tester)
• Short and ground kit
• Hand line and rope block
• Ropes
• Power saw and machete
• Safety Lanyard (with build in shock absorber)
• Fall Arrest Full Body Harness
• Fall Restraint / Anchor Point Tool
• Telescopic Tree Trimmers
• Telescopic Power Saw attachments

Contractors that do not meet or demonstrate the capability to obtain the minimum requirement for tools and equipment will not be considered.

1.9     Communication

The Contractor workman must at all times be in possession of means of establishing two-way communication with JPS. This can be achieved via a cellular telephone or a two-way radio recommended by JPS.

Appendix 5

PRICING MODEL

Rates should include all overhead and variable costs inclusive of Transportation associated with undertaking the scope of work on an island-wide basis and should constitute the proposed full and final payment for the work to be carried out.

The transportation component of the scope will be billed on a monthly basis.

To facilitate the pricing evaluation process, the schedule of rates should be presented in the following format:

*See attached

• OHSE Safety Manual
• RFP Implementation Schedule
• DVM TRELAWNY SCOPE 2025
• DVM ST JAMES SCOPE 2025
• DVM WESTMORELAND SCOPE 2025
• DVM ST ELIZABETH SCOPE 2025
• DVM HANOVER SCOPE 2025
• DVM ST THOMAS SCOPE 2025
• DVM PORTLAND SCOPE 2025
• DVM KSAS SCOPE 2025
• DVM ST MARY SCOPE 2025
• DVM KSAN SCOPE 2025
• DVM ST CATHERINE SCOPE 2025
• DVM ST ANN SCOPE 2025
• DVM PORTMORE SCOPE 2025
• DVM MANCHESTER SCOPE 2025
• DVM CLARENDON SCOPE 2025

 

Appendix 7

Contractor Optional Offer (proposal

Optional Offer:

The contractor may specify any recommendations that can be implemented to minimize the growth of vegetation (after bushing) and any associated cost so identified. This shall be presented as an “optional offer” under   Appendix 7: caption “Contractor’s Optional Offer.”

The contractor may also indicate any volume discounts that can be offered base on the number of mile of lines to be contracted for bushing.

The contractor may detail any other service that he would like to include under this scope of work/contract.