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TRAFFIC SIGNAL MAST ARMS & HIGH MAST LIGHT POLES

INSPECTONS IN MIAMI DADE COUNTY

FM #410568-4-72-02

SCOPE OF SERVICE

Table of Contents

1.0 GENERAL DESCRIPTION…………………………………………………………………2~3

2.0 PERSONNEL REQUIREMENTS ………………………………………………………….3~4

3.0 FIELD INSPECTION ………………………………………………………………………4~6

4.0 INSPECTION REPORT…………………………………………………………………….6

4.1 BrM Inspection Report ……………………………………………………………...6

4.2 Comprehensive Report of Deficiencies …………………………………………….7

4.3 Evaluation of Previous Corrective Action ………………………………………….8

4.4 Recommended Corrective Action …………………………………………………..8

4.5 Photograph Inventory ……………………………………………………………….8~9

4.6 Location Maps ………………………………………………………………………9

4.7 Electronic Document Management System (EDMS) ………………………………9

5.0 QUALITY CONTTROL …………………………………………………………………...9

5.1 Quality Reviews ……………………………………………………………………9

5.2 Quality Records …………………………………………………………………....10

5.3 Quality Assurance Plan ……………………………………………………………10~11

6.0 WORK SCHEDULE AND PROGRESS REPORT ……………………………………...11

6.1 Notice to Proceed Meeting …………………………………………………………11

6.2 Work Schedule ……………………………………………………………………..11

6.3 Progress Reports ……………………………………………………………………11

7.0 METHOD OF COMPENSATION………………………………………………………….12

8.0 PUBLICATIONS …………………………………………………………………………..12~13

9.0 ATTACHMENT “A” ………………………………………………………………………13

10.0 ATTACHMENT “B”……………………………………………………………………….14

11.0 ATTACHMENT “C”……………………………………………………………………….15

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SCOPE OF SERVICES

TRAFFIC SIGNAL MAST ARMS & HIGH MAST LIGHT POLE

INSPECTIONS IN MIAMI DADE COUNTY

Description: To perform routine and emergency inspection including reporting and minor remedial actions on Traffic Signal Mast Arms and High Mast Light Poles on the State Highway System in Miami-Dade County.

Total of Structures to Inspect: (the total amount will be updated at the end of the current

cycle)

Traffic Mast Arms Regular MBI………. 4,000 Mast Arms at 1,300 Intersections Traffic Mast Arms Initial Inspections……90 Mast Arms at 30 Intersections High Mast Light Poles Regular MBI ..................... 90 poles High Mast Light Poles Initial Inspections ............. 10 poles

1. GENERAL DESCRIPTION

1.1 The Consultant shall perform Routine, Initial and Emergency inspection including reporting and minor remedial actions of Traffic Signal Mast Arms (TSMA) & High Mast Light Poles (HMLP) on State Highway System in Miami-Dade County.

1.2 This is a structural inspection of the traffic signal mast arms and high mast light, they will not include items related to functioning of the traffic signal. Mast Arm is a Structure that cantilevers over traffic with a single mast arm. The primary components are the foundation, the base plate, anchor rods, pole to base plate connection, pole, mast arm to pole connection and mast arm. High Mast is a structure supporting light. The primary components are the foundation, base plate, anchor rods, pole to base plate connection, pole and luminaries. High mast poles also have a luminary raising devise and generally a slip joint (or more) in the post. The foundation, electrical ground, anchor rods, base plate, pole, moment connection, splice plates, shall receive hands on inspection. The mast arm horizontal member (arm) and the high light, pole top and the luminaries may be inspected using binoculars, with on hand on inspection if problem areas are detected.

1.3 The consultant will develop all the inspection report using the Department’s Bridge Management System BrM

1.4 All Mast Arms in each intersection have one structural alpha numeric DOT number (6 characters plus one consecutive digit) the “Attachment A” shows how to do it. Also, each intersection has the corresponding Dade County ID #. Each High Mast Light Poles have one structural alpha numeric DOT number (6 characters). If the structural number is not clear legible; it will be repainted. The photo of each structural number should be added to report. The TSMA Dade

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County ID # is going to be printed in the Inspection Report, not painted in the field.

1.5 The TSMA and HMLP inspection frequency is 60 months (5 years). The Department intends to spread evenly the total amount of inspections in 60 months

(5 years). The Department has the option to have a Mast Arm Structure inspected

more frequently based on the condition of the Mast Arm or High Mast Light Pole.

1.6 The consultant will perform (1) one full inspection cycle.

2. PERSONNEL REQUIREMENTS

2.1 An inspection team will consist of a Team Leader and an Assistant. Due to the

extent of welded members found in most ancillary structures, it desirable for at least one team member to have experience in visual weld inspection as well as

training in locating and recognizing fatigue cracking. The Team Leader should be

confirmed officially by the Department as a Certified Bridge Inspector.

Qualifications for Certification as a Bridge Inspector as stated in the Rules of the Florida Department of Transportation, Chapter 1448.07. A qualified inspector must

be in the field to supervise inspection activities at all times. To be qualified, an

individual should be “CBI” or must be registered as a Professional Engineer in

Florida and experienced in the inspection of Bridge Structures according to the National Bridge Inspection Standard.

2.2 Each final Traffic Signal Mast Arm and High Mast Light Pole inspection report

shall be signed by the field bridge inspector and signed and sealed in accordance

with the Florida Statue 471.025 b y the Professional Engineer, which confirms the

accuracy and completeness of all the report contents.

2.3 An organizational chart shall be submitted to the Department for approval prior to starting work. The organization chart shall include the number and names of key

personnel, team size, and which individuals are assigned to the various work tasks.

Any changes from the original organization chart must be submitted to the

Department's Project Manager for approval. The notification must be in writing within seven (7) calendar days of the change.

2.4 Each final inspection report shall be sealed in accordance with Florida Statute

471.025 by the Professional Engineer, which confirms the accuracy and

completeness of all the report contents.

2.5 Due to the nature and scope of the require services, it may be desire for the

consultant to subcontract portions of the work (i.e. scanning). The consultant shall be authorized to subcontract these services under the provision of this document.

2.6 Subcontracting firms and the work they will perform shall be identified in the

original proposal. The subcontracting firm must be approved in writing and

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qualified by the Department prior to initiation of any work. The percentage of total contract work performed by the subcontractor shall not exceed fifty percent (50%).

Any changes in the subcontracting firms or the work they will perform as indicated

in the consultant’s proposal shall be subject to review and approval by the

Department.

3. FIELD INSPECTION

3.1 Field inspection must be conducted in accordance with the publications listed in

this scope. The Professional Engineer or Certified Bridge Inspector on site

shall be responsible for the detection of all deficiencies and the determination and

recording of the structure’s conditions which must include the personal inspection of all significant deficiencies. This individual is also responsible for assuring the

accuracy and completeness of all data records compiled as a result of the

Consultant’s field activity. This individual as also responsible for insuring that mast

arm numbers are in place and legible on each Traffic Signal Mast Arm and High Mast Light Pole.

3.2 Every visible surface of all members of each Traffic Signal Mast Arm and High

Mast Light Pole structure must be examined. Members that cannot be examined

because of debris, vegetation, etc. should be cleaned if the effort involved is not

excessive. Excessive effort is the one that would require more than two (2) hours

for the inspection team to perform. The Department Project Manager should be

consulted prior to any major cleaning operation. Members and elements that

cannot be inspected prior to report publication must be documented in the report

as such, along with the reason for not inspecting.

3.3 Where deficiency dimensions are documented, the actual width, length and location

on the member should be recorded. In cases where dimensioning every deficiency

is impractical, the standards Department Table of Deficiency Dimension Classes,

must be used in lieu of undefined general term, such as narrow, fine, etc.

3.4 If by field observation, deficiencies are sufficiently critical to warrant immediate

and substantial traffic restrictions, or present an imminent hazard to the public; the

Department Project Manager or designated representative must be immediately

verbally notified. Verbal notification must be confirmed with written notification

within 24 hours.

3.5 As a safety precaution the Department recommends that all inspection personnel

utilize a personal non-contact AC voltage detector to check for the presence of

errant current in TSMAs during inspections.

3.6 Traffic control procedures must be in accordance with the FHWA/USDOT Manual

on Uniform Traffic Control Devices, the Department’s Roadway and Traffic

Design Standards. All LCR must be requested 14 working days prior to the closure

date.

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3.7 As part of the inspection procedures all loose anchor bolt jam nuts, lock nuts and

leveling nuts (when accessible) will be tightened in accordance with Department

standards, documented in the inspection report

3.8 A hands-on inspection of the entire length of the vertical (surface area and welds) is

required. A hands-on inspection of the upper connection(s) will include all welds,

plates, and fasteners and that portion of the horizontal arm(s) that can be reached

without extending over traffic lanes. The inspection of the remainder of the

horizontal (arm/arms) will be performed on the entire perimeter of the horizontal

arm with vision enhancing equipment (binoculars) of sufficient quality, resolution

and magnification to detect small deficiencies in the mast arm sections. Special

attention will be given to the slip joint (if present) for any indication of stress,

cracking, galvanizing overlay or deterioration (missing fasteners, corrosion

staining, movement, etc.). Deficient paint systems will also be reported. If

significant deficiencies of any kind other than missing slip joint fasteners are

suspected or detected, a hands-on inspection will be required.

3.9 MAINTENANCE ITEMS TO BE HANDLED DURING INSPECTIONS

The Certified Bridge Inspector will be responsible to perform the following

maintenance activities as part of the inspection.

3.9.1 Painting of Structural Components with Cold Galvanizing: The inspectors

will clean and paint only primary structural elements if any corrosion is

found on the structure. Electrical components will not be painted. The

painting will be limited to a maximum of 2 square feet per sign or 4

separate areas (totaling less than 2 square feet per sign). Cold Galvanizing

will be supplied by FDOT.

3.9.2 Missing or loose Anchor Bolt Nuts: Any loose or missing anchor nuts

and/or jam nut discovered during inspection shall be provided and tightened

using torque wrench fulfilling the FDOT standards. No work order will be

issued for tightened nuts. Anchor bolt nuts will be supplied by FDOT.

3.9.3 U-Bolts: Any loose U-bolts discovered during inspection shall be tightened

using torque wrench fulfilling the FDOT standards.

3.9.4 Miscellaneous Bolts (Excluding Anchor Bolts): Any loose, broken or

missing bolts discovered by the inspection shall be replaced and/or

tightened using torque wrench fulfilling the FDOT standards. When

potential failure condition exist that could endanger the traffic bellow, the

structure should be considered as critical. In the situation, the Department

Project Manager must be notified immediately so that appropriate action

can be taken.

3.9.5 Loose High Strength Bolts: Loose high strength bolts (at the moment

connectors, box section connectors, and primary element connections) will

be tightened to the extent possible by the inspector, but will not be tightened

to a specified torque value. This information will be documented in the

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element inspection notes in the report. See District Six Policies on page 13

of the scope.

3.9.6 Missing High Strength Bolts and Nuts: The inspectors will not replace

missing high strength bolts and nuts, but the inspector will obtain the

required size of the missing fasteners to be documented in the element

inspection notes in the report. See District Six Policies on page 9 of the

scope.

3.9.7 Missing and Loose Sign Panel and Sign Backing Connection Bolts: The

inspector will tighten loose sign panel and sign backing bolts. Inspector

will replace all missing sign fasteners if accessible and not an excessive

effort. Fasteners will be supplied by FDOT.

4. INSPECTION REPORT

4.1 BrM Inspection Report

The consultant will develop all inspection reports utilizing the latest version of

BrM. The report will contain all documentation specified by this agreement and

must meet the requirements of the Manual for Bridge and Other Structures

Inspection and Reporting Procedures. Any addendum to the report shall be

converted to a pdf file and stored in BrM. The Consultant must develop, publish

and submit a report for each structure.

The report must be sign and sealed by the registered Professional Engineer.

The Bridge Management System database will be updated with the new inspection

date within 30 days after the inspection is completed. The inspection report will be

completed within 60 days of the completion of the field inspection.

“Inspection Date: (90)” Should be opened in BrM the same calendar month that

is due previous inspection.

Database will be updated in 30 days ..................... day 30

Final Revision, Sign & Seal in 5 days ................. day 35

Department approval or return error 10 days ........ day 45

Resubmitted fixed in 15 days ................................ day 60

4.1.1 Within sixty (60) days after completion of each inspection, the consultant

shall furnish the Department with the original of each inspection report. All

inspection reports must be uploaded to EDMS.

4.1.2 Each inspection report shall be a stand-alone document. Letter size paper

shall not be used for reports.

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4.1.3 Deficiencies described in previous inspection reports must be addressed again

in the current report. Terminology not commonly understood by non-

inspection personnel should be minimized and undefined values or rating

shall not be used. An inspection report must provide a comprehensive

description of all deficiencies and state probable causes of the deficiencies,

specific required correction action and contain an evaluation of any

previous corrective action. Any deficiency that cannot be described in BrM

should be addressed in an addendum and will be attached to the report.

4.1.4 Reports must have a close numbering system, with the total number of

pages in the report shown on each page, for example, Page 10 of 17.

4.2 Comprehensive Report of Deficiencies

4.2.1 Deficiencies shall be reported in the same numerical order as they appear in

the inspection report and shall be indexed by the element number. Under

each element subheading all deficiencies and their causes shall be reported

referencing ant attached sketches and photograph by number.

4.2.2 This section shall contain a brief but comprehensive description of the

deficiencies. The probable cause of deficiencies should also be identified.

Identifying the probable cause of the deficiencies serves two purposes;

first, the most effective repair can only be determined if the source of the

deficiency has been identified; second, when the same cause for a specific

deficiency is documented repeatedly, a body of evidence becomes

available to justify its elimination through a change in design.

4.2.3 Deficiencies shall be described in enough detail to allow rates of change to be

monitor over consecutive inspections. This requires liberal use of size and

location dimensions, sketches and photographs. A sketch illustrates only the

essential features of a deficiency without distracting detail and whenever it

is more effective, a sketch shall be used in lieu of a photograph.

4.2.4 Photograph shall be used only when a sketch is not practical or to illustrate

one typical example of a severe and/or common type of deficiencies,

photographs illustrating a typical example must be taken. When photograph

is taken, an object that provides a sense of scale such as a ruler should

always be included in the photograph. The date the photograph was taken

and the mast arm number shall always be marked on the front. Photograph

shall be taken in color. Color frequently adds significantly to the effective

description of a deficiency. When photographs are included in the report,

each copy of the report submitted to the Department shall include a color

print of each photograph. All photographs should be part of the inspection

report.

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5.2.5 The consultant shall research documentation for recording mast arms

identification data, the date erected, date manufactured erector and

manufacturer.

4.3 Evaluation of Previous Corrective Action

The purpose of this section is to evaluate the effectiveness of repairs that were

performed since the previous inspection. Repairs recommended in previous

inspection but not completed shall be addressed in the Recommended Corrective

Action Section. Each repair should be inspected carefully to determine if the repair

effectively corrected the deficiency. The written evaluation of each repair should be

presented in this section.

4.4 Recommended Corrective Action

4.4.1 This section shall contain all deficiencies requiring maintenance, repairs, or

rehabilitation with recommended corrective action for each deficiency

without addressing methods, quantities, or cost of such action. All

deficiencies identified shall be included in this section if only to note that

no corrective action is required.

4.4.2 Deficiencies serious enough to cause a current or imminent traffic safety

hazard must be flagged in the left margin with the word “CRITICAL” in

capital letters adjacent to the element number. The following items are

considered critical deficiencies:

4.4.3 Cracks or fatigue related deficiencies in fracture critical structural members.

4.4.4 Deficiencies that require immediate attention and are deemed critical must be

signed by the register Professional Engineer.

4.4.5 When reporting missing, loose or corroded nuts and bolts always provide the

deficient quantity, size and the total quantity (Example: 2-inch leveling nut

on anchor bolt #3 is loose).

4.5 Photograph Inventory

Certain mast arm features can best be determined by examining a photograph. The

photographic views shall be provided by the consultant for each mast arm to insure

adequate reference: the entire mast arm elevation on both faces (on several

photographs, if required) including foundations, anchor bolts, typical splice

moment connection, structure number, columns and arms. All photographs

should be labeled with the structure number, view, and feature, date taken and

attached to Mast Arm Report. A general profile intersection photo in the direction

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of the inventory should be incorporated in the inspection report. The photographer

should avoid the backlighting

4.6 Location Map

The consultant will provide each inspection report with the structure location maps

for the purpose to illustrate the physical location of each structure.

4.7 Electronic Document Management System (EDMS)

The consultant shall provide personnel proficient in the use of computers and

scanner operation to input related inspection documents into an Electronic

Document Management System (EDMS) within fifteen (15) calendar days of the

final report submittal. This will require familiarity with the Structures

Management Documents guidelines for EDMS posted on the FDOT Infonet and

the District 6 EDMS Naming Conventions and Attribution document. Duties will

include scanning and attributing documents in the Department's Electronic

Document Management System. Documents imported into the EDMS will be in

PDF format. Documents such as inspection reports and photo inventories that are

created in BrM will be downloaded from BrM. This effort should be included into

the cost of scheduled inspections and payment will not occur until this is

completed to the Department PM's satisfaction.

5. QUALITY CONTROL

The consultant shall institute quality assurance procedures, which shall be provided in

writing to the Department for review and approval before work begins. Quality assurance

procedures are an integral part of this contract and are not a separate pay item. The

Department may perform additional quality assurance by inspecting mast arms that have

been previously inspected by the consultant and reviewing the inspection records for

conformity with the Department’s finding.

5.1 Quality Reviews

5.1.1 The consultant shall conduct quality reviews to make certain his own

organization is in compliance with the requirements cited in the scope of

services. Quality reviews shall evaluate the adequacy of materials,

documentation, processes, procedures, training, guidance, and staffing

included in the execution of this contract.

5.1.2 The Quality Assurance Program should also have a second, peer review level.

The peer review can be conducted internally by the consultant’s

organization or by subcontracting the review to another consulting firm

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5.2 Quality Records

The consultant shall maintain adequate records of quality assurance actions

performed by this organization (including subcontractors and vendors) in providing

services and products under this contract. All records shall indicate the nature and

number of observations made, the number and type of deficiencies found, and the

corrective actions taken. These records shall be kept at the primary office and shall

be available to the Department for audit review during the contract term.

5.3 Quality Assurance Plan

5.3.1 The Consultant is responsible for creating and maintaining a quality control

plan. The Project Manager for the different structures inspection contracts

is responsible to ensure that the Consultant has a written quality control

plan, in place, and shall visit the Consultant Office for verification,

quarterly.

5.3.2 Furthermore, the Project Manager or designee is responsible to conduct a

quality assurance of the inspections performed by the Consultant, during

field operations, for review of their inspection sequence, thoroughness and

completeness, on a quarterly basis. Also, the Project Manager shall verify

the accuracy of the overhead sign inspection reports and comprehensive

inventory data reports of at least 5% of the structures inspected by the

Consultant. In addition, when there is an irregular change in the NBI

ratings, i.e. dropping more than 2 points or below 5, or when the sufficiency

ratings change drastically (more than 10 points or falls below 50), from the

previous inspection, the structures maintenance office performs a quality

assurance field review to concur with the findings. The Project Manager

creates and maintains a separate file with all the quality assurance

documentation performed on the Consultants.

5.3.3 The Project Manager is responsible for reviewing 100% of the reports

generated by consultants. The Project Manager is responsible for creating

and maintaining a separate folder, per consultant contract, with all the QA

/ QC sheets of all structure inspection reports.

5.3.4 This office will perform a yearly visit to consultant office to review their

plan and QA/QC activities records. In addition, this office will conduct

5% field reviews of the structures inspected within that year review. This

field review is intended to verify the accuracy of the information

collected by the inspection team performing the inspection. A yearly

report will be created containing findings from the office review and field

reviews. Finally, this office will run BrM reports on a monthly basis to

detect any validation error and any delinquent inspection.

5.3.5 The Department may hold short (1/2 day) training sessions for all

bridge inspectors biannually, informing them of changes that have been

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made in inspection and/or reporting procedures. The Consultant’s

inspectors are required to attend.

6. WORK SCHEDULE AND PROGRESS REPORT

6.1 Notice to Proceed Meeting

6.1.1 The Department shall conduct a Notice to precede meeting after the

consultant has received the Notice to Proceed letter from the Department.

This meeting will include but will not be limited to the following personnel;

1. Department’s Project Manager, 2. Department Professional Services

Administrator, 3. Consultant Project Manager and Consultant Deputy

Project Manager.

6.1.2 The Department will explain the financial and administrative details of the

contractor, establish any ground rules upon which the work be conducted,

and transfer materials to be furnished by the Department.

6.1.3 The Consultant will provide the Department with a written quality control

procedure, a proposed work schedule, an organization chart, and a

proposed cost flow graph.

6.2 Work Schedule

6.2.1 Using the last Inspection date recorded in BrM and the Initial Inspections

programmed, the work schedule shall be established in a manner that will

insure that mast arm inspection will not be delinquent. This schedule shall

show how

the consultant anticipates the work progress from month to month to

completion of the agreement. All inspections will be performed within the

same calendar month that they are due.

6.2.2 Penalties: $ 1,000.00 will be subtracted from the Invoice by each delinquent

structure per day.

6.2.3 The proposed work schedule, cost flow graph, quality control procedure,

organization chart, and the list of major equipment the consultant will use

during the mast arm inspection shall be included with the Consultant’s

proposal. The list of major equipment shall indicate if the Consultant owns

the equipment and, if not, his plan for obtaining the equipment.

6.3 Progress Reports

6.3.1 Progress reports shall be delivered to the Department currently with the

monthly invoice. Accumulated project cost will also be reported.

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7. METHOD OF COMPENSATION

7.1 Compensation will be unit completed at loaded billing rate by “tasks” approved in

the agreement.

7.2 Each “task” will be calculated by mast arm and the type of work to be performed.

The final cost of each intersection will be determinate by the total Mast Arms in the

intersection or by each Light Pole.

7.3 Concurrent with support progress reports, the Consultant shall submit the invoice

using the Consultant Invoice Transmittal System (CITS). Work Progress reports

may be submitted by EMAIL to the Department on an Excel Spread Sheet.

7.4 The fee for the tasks items shall be based on the contract unit per occurrence for the

following:

1- Initial Inspection & Report.

2- Regular NBI Insp. & Report.

3- Special-Accident Damage Insp. & Report.

4- Special-Natural Damage Insp. & Report.

5- Special Inspection & Report.

8. PUBLICATIONS

All inspection shall be conducted in accordance with the following state and

national publications covering bridge inspection standards of practice:

National Bridge Inspection Standards Code of Federal Regulations 23, Part 650, Subpart

C.

Manual for Condition Evaluation of Bridges American Association of State Highway and

Transportation Officials (AASHTO)

Bridge Inspector’s Reference Manual U.S. Department of Transportation/Federal Highway

Administration (UDOT/FHWA)

Manual on Uniform Traffic Control Devices (USDOT / FHWA)

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Inspection of Fractural Critical Bridge Members FHWA-IP-86026.

Guidelines for the Installation, Inspection, Maintenance & repair of Structural Supports for

Highway Signs, Luminaries, and Traffic Signals U.S. Department of

Transportation/Federal Highway Administration (USDOT / FHWA)

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9. ATTACHMENTS

9.1. ATTACH “A”

Intersection Type & Intersection, Mast Arm & Component Numerical System.

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9.2. ATTACH “B”

Traffic Signal Mast Arm Title Page.

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9.3. ATTACH “C”

High Mast Light Pole Title Page.