EPA-AA-IMS-80-7
TECHNICAL REPORT
NOVEMBER 1980
EPA I/F1 MODEL PROGRAM GUIDELINES
REQUEST FOR CONTRACT PROPOSAL (RFP)
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EPA-AA-IMS-80-7
Technical Report
November 1980
EPA I/M Model Program Guidelines
Request for Contract Proposal (RFP)
by
William B. Clemmens
David Brzezinski
Becky Waring
of
EPA I/M Staff
and
Fred lacobelli
of
•Arizona Bureau of Vehicular Inspection
Inspection and Maintenance Staff
Emission Control Technology Division
Office of Mobile Source Air Pollution Control
U.S. Environmental Protection Agency
Ann Arbor, Michigan
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2
Table of Contents
I. Forward 3
II. Descriptive Outline of the Model RFP 5
III. Model RFP 8
Section I Introduction 11
Section II Abbreviations and Definitions 13
Section III Program Information 17
Section IV Contract Requirements 18
Section V Equipment Specifications 19
Section VI Operating Requirements 36
Section VII Administrative Conditions 67
Section VIII Bidder Qualifications 72
Section IX Cost Proposal 74
Figures
Tables
Appendicies
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I. Forward
After legislative authority to implement an I/M program has been passed by the
State Legislature, those Administrators responsible for the program are faced
with the "how to do it" aspects of implementation. One immediate concern is
the decision on the type of program to be implemented — centralized or de-
centralized. If a centralized program is selected, the Administrator must
deal with the task of developing a network of inspection facilities. The
development of the -inspection networks as well as the operation of inspection
facilities is often performed by the private sector under contract- to the
State. For those states choosing to use the contractor approach for either
construction or operation, the State has the responsibility to develop a docu-
ment specifying the services that the State wants.
This document is generally called an RFP (Request for Proposal) and contains
the detailed specifications required. The question is "How jnuch detail?" and
"what services?" should be included in the State RFP.
To provide guidance or appropriate suggestions to these questions, the EPA
staff has developed the attached "Model RFP". The model RFP was developed as
a general, guideline for any state implementing a centralized I/M program, and
is based on the assumption that many of the basic inspection operations are
common between the various states. But just as many functions or specifi-
cations may be common between states, each state may have unique circumstances
that require different treatment of certain subject areas. Therefore, the
"Model RFP" is not presented as a "cross out our name and insert your name"
document, each state should carefully consider the appropriateness of each
specification to their situation, and as necessary add or delete the necessary
items.
Another issue is the relationship of the "model RFP" to the EPA policy on min-
imum requirements. Obviously,.the I/M Staff has made an effort to insure the
model RFP is consistant with current EPA policy. The model RFP in many cases,
however, provides specifications and requirements that may be more inclusive
than any EPA requirements. The reasons for the more detailed specifications
are that (1) the staff feels that "good engineering judgment" would require
these details to insure that in the long-run the job was performed correctly
and in a cost effective manner, (2) the I/M Staff feels that many items would
be performed by the contractor as a necessity of operating the program, and
the additional information would allow more contractors to understand and bid
on the RFP as well as provide the state a more consistant manner with which to
evaluate the bidders response, and (3) the I/M Staff wished to provide tech-
nical information to the State Administrators that would allow them to make an
informed decision if they wished to delete an item rather than omit an item
because someone had not thought of it or evaluated its usefulness.
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As encompassing as the Model RFP may appear, it does not cover all possible
program options. New and more efficient techniques may be developed with con-
tinued dialog. Therefore, the I/M Staff suggests that the states use this
document for guidance in the development of their own document taking into
consideration the state's (or county's, city's) unique needs. The I/M Staff
at EPA's Ann Arbor facility is available to discuss the State's document and
to provide additional assistance or information as necessary. You may contact
Tom Cackette, Donald White, or Bill Clemmens at (313)668-4367.
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II. Descriptive Outline of Model RFP
A. Section I - Introduction
The introduction summarizes the background and purpose of the program, the
expected contents of proposals, and the bases for proposal evaluation. It
cites the statutory authority for the program, names the agency responsible
for its implementation and administration, and provides instructions for the
submission of proposals. It also describes the expected time period of the
contract, the geographic area and population to be covered, and the method of
payments of the contractor. Forthcoming bidders' conferences are also an-
nounced here.
B. Section II - Abbreviations and Definitions
Section 2 is straightforward. It contains abbreviations and definitions of
terms used in the other sections of the RFP. Statutory or technical language
and other usages differing from normal usage should be clarified in this sec-
tion.
C. Section III - Program Information
This section summarizes the statutory authority for the program and presents
any pertinent technical reports-or documents available-to bidders for review.
If investigation of another jurisdiction's centralized program would informa-
tionally benefit bidders, it should be referred to here, as well as any regu-
lations or administrative procedures governing the program. The model RFP
section presents a fictitious list of documents a state typically produces in
the process of formulating its I/M program plan, and the individual state's
equivalent of these should be made available to bidders. More extensive
background information may be brought to bidder's attention at a bidder's con-
ference .
D. Section IV - Contract Requirements
This section includes the scope of work and the program schedule, outlining
what is expected in a contractor's bid and performance in .terms of"methods and
resources. If a bidder should address program options under consideration,
such as convertibility from idle to loaded mode testing, this section should
raise those options.
E. Section 5 - Equipment Specifications
This Equipment Specifications provide to the bidder specific requriements and
guidelines relating to the test facilities (design, land use, environmental
impact, construction, etc.), and the testing equipment. The equipment speci-
fications also provide general requirements on the functional utilization of
location of the facilities within the required facility network.
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F. Section VI - Operating Requirements
The Operating Requirements defines all operations or functions which are the
contractor's responsibility. The requirements provide for tasks involved in
operating the facilities, following the required administrative procedures,
inspecting vehicles, providing the proper reports, and and effectively utiliz-
ing a QA/QC program. Pre-acceptance requirements are also included.
G. Section VII - Administrative Conditions
This section defines the distribution of administrative responsibilities be-
tween the contractor and the state. It includes the conditions under which
the program is to be conducted and provisions to protect the state in case
disputes or difficulties with the contractor should arise. These latter pro-
visions in particular should be written with legal assistance.
Administrative matters to be resolved in this section include the method of
collection of fees and reimbursement of the contractor, what rights the state
has to replace or expropriate the contractor, and who is to manage public in-
formation activities. Other more standard contract provisions cover the areas
of auditing, indemnity, financial responsibility, equal employment practices,
compliance with local statutes, conflict of interest, and so forth. Of
course, these must also be tailored to each specific program.
Arizona's experience has indicated problems with collecting fees at the time
of registration rather than at the inspection site. Motorists may request in-
spections and forego registration, leaving the contractor undercompensated.
The model RFP calls for fee collection at the inspection site, and requests
that the bidder propose a workable system of accounting for fees collected, or
a better alternative.
The model RFP outlines compensation for the contractor based on a projected
annual number of inspections, with a declining scale of compensation per addi-
tional inspection. Other conceivable compensation schemes include a flat sum,
a straight fee per test, cost plus fixed fee and cost plus incentive fee,
among other variations. In the case of a cost-plus scheme, the audit provi-
sions of this section would have to be expanded and refined to distinguish
allowable cost categories.
Emissions inspection programs are unlikely to succeed without the support of
the public. .-The model RFP requests a plan and budget for public information
activities on the part of the contractor, but such activities could just as
well be conducted by the state or a separate special purpose contractor.
Circumstances may arise to prevent the normal fulfillment of the contract.
The contractor's performance may be unacceptable to the state, even though
meeting the legal requirements of the contract. Or the state may repeal
statutory authority for the contractor-operated program. The model RFP hand-
les such contingencies by allowing the state to replace or expropriate the
contractor if necessary, with sufficient notice and fair compensation.
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Should the contractor fail to meet some of the terms of contract, on the other
hand, the state would suffer damage. The model RFP asks the contractor to
propose a fair schedule of liquidated damages for specific identifiable
breaches, although it is conceivable for the state to prescribe a schedule in
its RFP.
H. Section VIII - Bidder Qualifications
This section outlines what a bidder must show to prove its ability to fulfil
the contract it proposes. This includes evidence of financial backing and
organizational resources such as plant equipment, personnel and experience
with similar projects. The section also describes the state's criteria for
evaluating proposals. The model RFP illustrates a typical scoring scheme,
which is of course subject to adaptation to the purposes and priorities of
each particular state.
I. Section IX - Cost Proposal
The final section requests the bidder's proposal for an inspection fee appro-
priate to various possible program formats. The matter of costs also raises
the questions of the sliding marginal fee scheme for tests beyond the guaran-
teed minimum, the costs of inspections provided during the voluntary phase-in
period, and the budget for public information activities planned by the con-
tractor .
J. Appendices
Appendices attached to each state's actual RFP would include the statutory
authority and regulations governing the program, demographic data, and any
detailed specifications for facilities, equipment, test procedures or stan-
dards, etc. Since this order of information would be idiosyncratic to any
particular state, such appendices have been omitted from the model RFP.
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MODEL RFP
Request for Proposal (RFP)
for the
Establishment and Operation
of
Motor Vehicle Inspection Program Facilities
Submit Proposals to:
Paul A. Polluter, Chief,
Bureau of Vehicle Inspections
1987 Compliance Drive
Cleanair, Smogonia 001977
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Table of Contents
Section I Introduction 11
Section II Abbreviations and Definitions 13
A. Abbreviations 13
B. Definitions 14
Section III Program Information 17
A. Statutory Authorization 17
B. Regulations 17
C. Published Documentation 17
Section IV Contract Requirments 18
A. Scope of Work 18
B. Program Schedule 18
Section V Equipment Specifications 19
A. Introduction - 19
B. OVEIP Network Requirements 20
C. OVEIP Site and Facility Requirements 21
D. Equipment Requirements 24
E. Documentation Procedures 30
F. Warranty Requirements 35
Section VI Operating Requirements 36
A. Overview 36
B. Facility Operations 37
C. Inspection Procedures 40
D. Waiver Criteria 52
E. Reports 56
F. QA/QC Requirements for Inspection Testing 60
G. State Access to Facilities 63
H. Pre-Acceptance Contract Requirements 64
Section VII Administrative Conditions 67
A. Remuneration of the Contractor 67
B. Public Information Activities 68
C. Auditing of Program Records 68
D. Minor Failures of Performance 68
E. Expropriation or Replacement of the Contractor 69
F. Performance Bonds 70
G. Contractor's Indemnification of the State 70
H. Contractor Liability 70
I. Conformity to Codes 70
J. Equal Opportunity Practices 70
K. Conflict of Interest 71
Section VIII Bidder Qualifications 72
A. Financial Capability 72
B. Organization and Manpower 72
C. Program Schedule 72
D. Identification of Subcontractors 72
E. Contractor's Support Facilities 72
F. Related Experience 72
G. Evaluation Guidelines 73
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Table of Contents
(continued)
Section IX Cost Proposal 74
A. Inspection Fee 74
B. Declining Fee Scale for Additional Inspection 74
C. Costs for Voluntary Inspections During Phase-in Period 74
D. Public Information Activities Budget 74
Figures
Tables
Appendicies
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Establishment and Operation of
Motor Vehicle Inspection Program Facilities
for the State of Smogonia
Section I - Introduction
This document is a request for a firm proposal and bid on the establishment
and operation of a network of official testing facilities for a motor vehicle
emissions inspection program (MVIP). The MVIP is mandated by Smogonia Revised
Statutes 1125-4029- through- 25-4041(1979), and "is to be implemented in the
counties of Biltmore, Safari, Mountain, and'Granada.
All non-exempt in-use vehicles registered in these counties are required to be
inspected annually for excessive emissions as of January 1, 1983, as a condi-
tion of registration. The inspection facilities are to be operational and
available to motorists for voluntary inspections as of„July 1, 1982. Vehicles
failing inspection will be entitled to reinspection following the necessary
repairs.
The Smogonia Departments of Environmental Protection and Motor Vehicles are
jointly responsible for the implementation and administration of the MVIP.
An interdepartmental team of technical and administrative personnel will re-
view and evaluate proposals, and contractor selection will be based on its
findings.
The contractor will be expected to procure inspection sites, build inspection
facilities, conduct inspections, and submit documentation of testing activi-
ties and test data. The state intends to contract with a single private
franchisee for a minimum of five years.
The following information allows a general estimation of the scope of effort
required (the estimate is not a guaranteed number):
Estimated number of subject vehicle registrations 1,500,000
Estimated number of vehicles to be retested at
30% initial failure rate 450,000
Maximum driving distance to serve 80% of population 10 miles
Absolute maximum driving distance 30 miles
Test procedure to be utilized 3-mode idle
More detailed specifications are provided in sections V and VI of this docu-
ment.
This document includes definitions, information, the scope of work, technical
provisions, administrative conditions, proposal evaluation criteria, and cost
proposal requirements pertinent to an MVIP contract. The requirements and
descriptions in this RFP take precedence over all previously published docu-
ments, including those attached to the RFP as appendices.
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The requirements of this request for proposal and the successful bidder's
response will be the basis for the contract terms. Proposals will be evalu-
ated in terms of their responsiveness to each requirement, as well as overall
merit and cost, in comparision with other proposals.
Bidders may also propose alternatives, in addition to responding to the basic
requirements. Proposed alternatives with supporting technical justification
will be evaluated as well as the minimally required responses. Proposals
that merely repeat the legislative• language or contents of this RFP will be
considered unresponsive. Proposals should identify the rationale and method-
ology to be employed for each task and be in sufficient detail to permit the
evaluation committee to assess the bidder's degree of understanding of the
total program requirements, the technical appreciation of the various program
tasks, and the thoroughness with which it will implement the MVIP. The re-
sponse to the RFP must be submitted in three volumes:
1) Technical Proposal
2) Management Proposal
3) Cost Proposal
Twelve copies of the proposal (Volumes 1, 2, and 3) .must be received on or
before 5 P.M., June 30, 1981. Address responses to Paul A Pollution, Chief,
Bureau of Vehicle inspection, 1987 Compliance Drive, Cleanair, Smogonia,
001977. All bidders are advised that the proposal will become property of the
State and will not be returned. All submitted documents will be held in
strict confidence by the State. All bidders should advise the Bureau of their
"bid/no bid" decision within 10 days of receipt of the RFP.
Questions and correspondence regarding this RFP are also to be addressed to
Paul A. Pollution, at the above address. Responses to questions and corre-
spondence will be provided at the bidder's conference, scheduled for April 15,
1981, at Room 212, 1987 Compliance Drive, Cleanair, Smogonia. Notification of
the contract award will be made about August 15, 1980.
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Section II - Abbreviations and Definitions
Whenever the following abbreviations and terms (or pronouns in place of them)
are used in the RFP, their meaning shall be as follows:
A. Abbreviations
AC Alternating Current
ANS American National Standard
ANSI American National Standards, Institute, Inc.
ARD Automotive Repair Dealer
ASCII American Standard Code for Information Interchange
ASTM American Society for Testing and Materials
CFH Cubic Feet Per Hour
CFM Cubic Feet Per Minute
CNG Compressed Natural Gas
CRT Cathode Ray Tube
CO Carbon Monoxide
C02 Carbon Dioxide
DC Direct Current
EIA Electronics Industries Association
°C Degrees Celsius
°F Degrees Fahrenheit
GVW Gross Vehicle Weight
HC Hydrocarbons
HDV Heavy Duty Vehicle (over 8,500 pounds GVW)
HP Horsepower
Hz Hertz
IBM International Business Machines, Inc.
IEEE Institute of Electrical and Electronic Engineers
I/M Inspection/Maintenance
K Kilo or x 1,000 when used with any dimensional unit
. KV 1,000 Volts
LDV Light Duty Vehicle (8500 pounds or less GVW)
LPG Liquid Petroleum Gas
MA 0.001 Amperes
MPH Miles Per Hour
MV 0.001 Volts
MVIP Motor Vehicle Inspection Program
NBS National Bureau of Standards
NDIR Nondispersive Infrared
NEC National Electrical Code
NEMA National Electrical Manufacturer's Association
NFPA National Fire Protection Association
NO Nitric Oxide
NOx Oxides of nitrogen, including undetermined portions of NO and N02.
OSHA Occupational Safety and Health Act
OVEIP Official Vehicle Emission Inspection Program
P-P Peak to Peak
PPM Parts per Million
RFP Request for Proposal
RPM Revolutions per Minute
SAE Society of Automotive Engineers
V volts
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B. Definitions
Accuracy; The combination of bias and precision errors, technically defined
as Uncertainty, that quantify the difference between the analyzer reading and
the true value (see equivalency).
Analytical Gases: Gases of known concentration used in the analytical process
as a reference. The four basic categories are:
Gas Use
a) Zero Gas Laboratory, Manufacturer, and
State Auditor
b) Calibration Gas Laboratory and Manufacturer
c) Audit Gas State Auditor
d) Span Gas Field Emission Inspection
Analysis System; A system that incorporates an analyzer(s) and sampling com-
ponents for the purpose of exhaust gas analysis.
Analyzer: A device that has the capability to identify unknown concentrations
of particular constituents in automobile or truck exhaust gases by comparison
to analytical gases. Commonly used interchangeably with "instrument".
Bidder Any person, firm, partnership, corporation, or combination thereof,
submitting a bid for the work contemplated, acting directly or through a duly
authorized representative.
Calibration; The act of defining or, checking the full calibration curve of
the analyzer. Generally considered a laboratory procedure, calibration re-
quires 6 to 12 calibration gases per analyzer range or scale.
Calibration Curve: A curve (usually a polynomial) that describes the relation-
ship between meter movement (i.e. chart deflection or voltage) and concentra-
tion level. For field instruments the calibration curve is usually fixed at
the factory.
Calibration Gases: Analytical gases that are used to determine the accuracy
of an analyzer calibration curve. Calibration gases are usually traceable to
NBS Standard Reference Materials within 1%.
Change - Any change in the Contract authorized by the specifications.
Contract - The written agreement covering the furnishing of labor and mater-
ials and.the performance of the work. The Contract shall include bonds when
required, drawings and all agenda, and changes to foregoing documents.
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Contractor - The person or persons, firm partnership, corporation, or combin-
ation thereof, private or municipal, that has been awarded a contract with the
State of Smogonia, or the legal representatives of such entity.
Days - Calendar days, unless otherwise designated.
Disabled Area: An area convenient to the testing lanes for the purpose of
temporarily locating vehicles that become inoperable in the test lanes.
Drift: The average amount of change with time of analyzer reading. Two com-
ponents of drift are:
a) Zero drift - average change in zero reading
b) Span drift - average change in the difference between the zero and
span readings
Facility - The building and equipment at any single site which implement the
vehicle inspection capability.
Facility Down-time - That period of time during which a single facility is not
capable of performing the total intended function (including automated test
operation), as defined in this RFP. Facility down-time does not include the
time required for conducting the contractor's calibration and maintenance pro-
cedures if such procedures require not more than two hours, down-time per
week. Facility down-time does include all time required to diagnose and cor-
rect equipment failures which simultaneously disable a complete facility.
Interference (electronic): Analyzer read-out errors caused by instrument
response to electromagnetic sources and power supply variations. Common forms
of electromagnetic sources are:
a) Radio Frequency Interference (RFI)
b) Very High Frequency Interference (VHF)
Interference (gases); Analyzer read-out errors caused by instrument response
to non-interest gases typically occuring in vehicle exhaust.
Lane Down-Time - That period of time during which a single lane is not capable
of performing in accordance with the intended use as defined in the RFP,
excluding the time required for Contractor's calibration and maintenance pro-
cedures.
Output Rate - Number of vehicles completely inspected per unit of time, usual-
ly expressed in vehicles per hour.
Position - A portion of a lane where vehicle inspection tasks are conducted.
Program - Motor Vehicle Inspection Program.
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Queue - A vehicle or vehicles that are waiting to be inspected, usually in a
line.
Queuing Area - The area in front of the doors of the facility that is intended
for temporary storage of the vehicles waiting to be tested.
Source Medium - The medium selected1 for system software generation, such as
cards, magnetic tape, punched tape, or magnetic discs.
Span or Spanning; The act of adjusting the analyzer's calibration curve into
the correct reference frame. Gas Spanning uses a span gas for a reference
during the adjustment process. Electrical spanning attempts to duplicate the
span gas voltage level to be used as a surrogate reference during the adjust-
ment process.
Span Gases; Analytical gases that are used to adjust or return the analyzer
response characteristics to those determined by the calibration gases.
Test Time - The total time for one vehicle to be completely tested, beginning
when the vehicle is released by the owner to inspection station personnel and
ending when the owner leaves the facility with the vehicle.
True Dynamometer Horsepower - Measured horsepower plus windage, friction, and
other losses in the dynamometer.
Work - All the work specified, indicated, shown, or contemplated in the con-
tract .
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Section III Program Information
A. Statutory Authorization
Authorization for the motor vehicle inspection program is provided in Smogonia
Revised statutes 1125-4029 through 25-4041 (1979) (Appendix A). The statute
requires annual inspection of all nonexempted light duty motor vehicles, to
establish their conformity with emissions standards as a precondition of
annual vehicle registration. Vehicles failing the inspection must receive a
written indication of defects likely to have caused the failure from the in-
spector, and then must have the necessary repairs performed in order to pass a
re-inspection. Required repairs are limited as described in Section VI.D.
Waiver Criteria.
B. Regulations
Regulations fixing the procedures and standards for the required emissions
inspection, the qualifications of inspection personnel, motorist protection
measures, classes of vehicles exempt from the requirement, and so forth, are
found at 79 Smogonia Administrative Code 358, under Title 21, Health and
Environmental Regulation; Chapter 42, Motor Vehicle Inspections.
C. Published Documentation
The following documents are the only publicly available sources of background
information on the Smogonia MVIP:
1. The Feasibility of_ An Official Vehicle Emissions Inspection Program,
Volume I and II - a repoTE to the legislature submitted by DEP January 15,
1978. This report includes conceptual approaches for various test
methods, network operations and instrumentations.
2. Evaluation c_f Automated Vehicle Test Methods PAE Study Corporation,
Nov. 1978.THIs report evaluates four conceptual approaches for automated
vehicle testing.
3. Cost Effectiveness of Automotive Parameter Checks, FAMC Corporation,
July 1978~ This report"evaluates the cost-effectiveness of parameter
checks on various control technologies in maintaining design emissions
characteristics.
These documents will be available to all bidders for review at 1987 Compliance
Drive, Cleanair, Smogonia, during normal business hours, until the bid sub-
mission deadline, June 30, 1981. Responses to questions about this informa-
tion, as well as any additional information which becomes available, will be
provided at the bidders conference, April 15, 1981. Of course, the require-
ments and descriptions presented in this RFP supersede those in the listed
documents.
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Section IV Contract Requirements
A. Scope of Work
The contractor will be expected to do all things necessary or incidental to
the following tasks in implementing the MVIP, including furnishing the neces-
sary personnel, facilities, equipment, etc.:
Task 1: Design the MVIP Facility Network; Each proposal must include a
design for a network of inspection facilities meeting the technical require-
ments of Section V. The design must account for possible expansions of the
program to incoporate safety inspections and loaded mode emissions inspections.
Task 2: Acquire Sites and Construct Inspection Facilities: The contractor
must select, acquire, and prepare sites acceptable to the State, and construct
on them inspection facilities, in accordance with the technical requirements
of Section V.
Task 3: Install Inspection Equipment; The contractor must install inspection
and data collection equipment meeting the requirements of Section V at each
inspection facility.
Task 4: Operate Vehicle inspection Network; The contractor must be complete-
ly responsible for the operation and maintenance of all inspection facilities,
in accordance with the provisions of Sections V and VI regarding inspection
procedures, operations, equipment quality audit, and documentation. The con-
tractor must follow the program schedule set forth in Section IV commencing
operation of the facility network on July 1, 1982, and continuing to operate
it until at least December 31, 1987, subject to program extension or termin-
ation under the conditions established in Section VII.
p
Task 5: Submit Documentation and Test Data;
The contractor must submit documentation and test data to the state, as pro-
vided in Section V. and VI.
B. Program Schedule
The statutory mandate for the MVIP requires that inspections be available to
motorists on a voluntary basis as of July 1, 1982, and that they be„. pre-
requisite to vehicle registrations as of January 1, 1983. Each contract pro-
posal must include a detailed schedule for the accomplishment of each critical
task for implementation of the program.
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Section V - Equipment Specifications
A. Introduction
Bidders are required to include in their proposals a description of all of the
equipment necessary to conduct the I/M program outlined in the Operating
Requirements (see Section VI). The equipment specifications provide to the
bidder specific requirements and guidelines relating to the test 'facilities,
and the testing equipment. Guidelines on other equipment that may-be required
is at the discretion of the bidder with the exception that the equipment must
comply with the "general specifications" for equipment requirements (see Sub-
section V.D.I.). Additionally, the bidder must coordinate all of the test
facilities into a network that provides for proper location and utilization of
the individual facilities. An outline of the subsections is as follows:
Section Title
B OVEIP Network Requirements
C OVEIP Site and Facility Requirements
D Equipment Requirements
E Documentation Procedures
F Warranty Requirements
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SEC: V.B.
B. OVEIP Network Requirements
1. The approximate location and number of facilities shall be indicated in
the proposal. The technical approach used to arrive at the number and
location shall also be provided, as well as necessary revisions required
to incorporate a safety inspection along with the emission inspection.
The facilities shall be incorporated into a network that meets the follow-
ing requirements.
a) Legislative Requirements: The legislation requires mandatory
annual emissions inspection of all nonexempt vehicles in non-
attainment counties. Figure 1 depicts the approximate boundaries.
b) Other Guidelines:
1) The estimated number of vehicles to be inspected annually is
listed by county in Table 1. The proposal shall include suffi-
cient resources (facilities, personnel, etc.) with justification
to inspect the number of vehicles listed in Table 1 on an annual
basis.
2) The bidder should propose his network design with technical
justification in terms of vehicle maximum and average driving
distance, motorist convenience, and fee (see Section IX for
inspection fee cost proposal).
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SEC: V.C.I.
C. OVEIP Site and Facilities
1. Inspection Site Requirements
The contractor shall acquire the inspection sites in accordance with his
proposed facility network design as outlined in subsection V.B. The
sites shall be located within three miles of the bidder's proposed loca-
tions. (In the event that a proposed facility location falls outside this
three-mile radius, State approval of such a location will be required).
The State will approve each site subject to the contractor's proposed net-
work design criteria and only if the following criteria are met:
a) Zoning; Proper zoning for construction and operation of a vehi-
cle inspection facility shall be cleared' through the appropriate
authorities.
b) Location: The inspection site shall not be located near schools,
parks, or hospitals. The ease of ingress and egress from the facil-
ity shall not impede traffic flow.
c) Environmental Reports: The State shall have the responsibility
for preparing the program Environmental Impact Report' (EIR) for the
entire Vehicle Inspection Program. This program EIR will address, as
specifically as possible, the environmental impact of the vehicle
inspection stations to be constructed within the specific counties.
The State will file notices of determination for specific sites
selected to verify that these sites conform to the requirements and
standards established by the program EIR.
d) Land Requirements; The minimum lot size for a two-lane facility
shall be 125-foot frontage by 200-foot depth (25,000 net square
feet). A four-lane facility shall have a minimum .lot size of 175-
foot frontage by 200-foot depth (35,000 net square feet). Allowances
will be made for sites with a different number of lanes and for ir-
regularly shaped lots.
e) Queuing Area: The number of queuing spaces on the inspection
site shall be at least twelve for each inspection lane.
f) Disabled Area; The number of disabled spaces on the inspection
site shall be at least two for each inspection lane. The disabled
spaces shall be convenient to the testing lanes and the location must
be consistent with the manner in which disabled vehicles will be
removed.from the testing lanes.
g) Parking: For every 400 square feet of facility area, one parking
stall shall be provided (for employees and visitors).
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SEC: V.C.2.
h) Landscaping: At least 3% of the total inspection site area shall
be landscaped.
2. OVEIP Facility Requirement
The contractor shall construct the inspection facility in accordance with
State-approved floor plans and construction concepts. The contractor
shall provide preliminary plans and, upon approval of the preliminary
plans, shall submit working drawings for approval by the State. The
following items shall be included in the facility requirement:
a) Architectural Design: The design of the facility shall be in
keepingwiththesurrounding community architectural theme. The
architectural design shall be reviewed and approved by both the State
and local authorities. The builder shall have the construction con-
form to all local zoning laws, ordinances, and building codes or the
current uniform building code, whichever is more demanding in its
requirements.
b) Additional Length for Revised Inspections; The contractor shall
design, place, and construct the facility in a way that would allow
additional inspection positions to be added later to accomodate
revised or additional inspections. It is expected that the magnitude
of such additions would be limited to one inspection position in each
lane.
c) Safety and Fire Requirements; The facility shall conform to regu-
lations and orders of the State Department of Industrial Relations,
the Occupational Safety and Health Act, and the. requirements of the
State Fire Marshall Safety Order.
d) Ventilation: The facility shall provide adequate ventilation to
the vehicle inspection and other areas so that ambient carbon monox-
ide exposure of employees does not exceed 400 ppm-hours on any one
day of operation or that the rate of accumulation does not exceed 50
ppm-hours per hour or a maximum concentration of 300 ppm. CO moni-
tors are required, the detectors for which shall be placed adjacent
to the emissions test position of each lane 5 to 6 feet above the
floor. Records shall be maintained for a minimum of five years.
e) Vehicle Size: Each facility shall provide the capability of
accommodatingand testing gasoline powered vehicles up to 33,000
pounds of GVW. Only one lane per facility need have capability above
8500 pounds of GVW.
f) Adaptability to Loaded Mode Testing (if applicable): There shall
be provisions for easy and rapid retrofit of each lane of each facil-
ity for loaded mode testing. These provisions shall include space in
the floor slab for a dynamometer and installation of all utilities
and services which cannot later be installed without breaking up or
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23
SEC: V.C.3.
cutting into the floor slab. The bidder shall include in his bid
specifications for a dynamometer which is compatible with the provi-
sions for retrofit. The dynamometer shall be capable of testing
vehicles up to 8500 pounds of GVW and shall conform to the specifi-
cations in subsection V.D.10.
g) Tire Inflation Air; A source of compressed air available 24 hours
a day to the public shall be provided at a convenient location.
3. Bid Requirements
For the response to this RFP, the bidder must submit typical configur-
ations of each site and facility by type, layout and schematics, and an
artist's conception of the building and landscape. Detailed construction
plans and blueprints are not required for bid response.
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24
SEC: V.D. 1.
D. Equipment Requirements
1. General Specifications
All equipment shall be designed and constructed so as to comply with cur-
rent OSHA regulations as implemented by the State. Specific features
shall be in accordance with the following paragraphs:
a) Equipment shall be designed for easy access to all components con-
tained within enclosures. Slide-out or hinged mountings with quick-
disconnect connectors and handles for extraction shall be employed
where enclosures would otherwise prevent access to equipment.
b) Mechanical and electrical interchangeability shall exist between
like assemblies, components, and their replacement parts.
c) Unless otherwise specified, batteries shall not be incorporated in
the design of any equipment supplied under the contract. Battery
backup to maintain computer functions (memory, time keeping, etc.) is
acceptable.
d) Electronic enclosures shall provide dust-protective housing of
sheltered equipment. Ventilating air flow shall be filtered. The
enclosures shall provide complete dustprotective housing of equip-
ment. National Electrical Manufacturer's Association (NEMA) stan-
dards for enclosures shall be applied.
e)' The National Electric Code shall govern all electrical install-
ation of equipment and electrical distribution systems. This re-
quirement shall not relieve the contractor from the responsibility of
meeting the requirements of all applicable local electrical codes.
f) Performance of equipment shall be protected from degradation by
the presence of interference signals, which may be present at any
facility. It shall be the contractor's responsibility to determine
the degree of interference control required at each site. Equipment
shall be prevented from generating interference signals that will
affect the proper operation of any equipment in the facility.
g) Cables used in the test lane shall be designed of material resist-
ant to gasoline, gasohol (20% mixture), oil, water, and engine ex-
haust. They shall be of heavy construction to survive abuse. Bund-
led' cables shall be protected from abrasion and fraying or dis-
location of individual conductors.
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25
SEC: V.D. 2.-8.
2. Inspection Analyzers
The emission inspection analyzers shall be accredited and meet the U.S.
EPA's recommendations found in EPA-AA-IMS-80-5-B for manual systems. The
computer operated analyzer (see EPA-AA-IMS-80-5-A and EPA-AA-IMS-80-5-B)
may be bid in place of the manual system.
3. Calibration Gases
Calibration gases shall be traceable to NBS SRMs. Sufficient calibration
gases shall be on hand to perform periodic multi-point calibration checks
for each range used on each analyzer.
A. Span Gases and Gas Delivery System
Span gases shall be traceable to NBS SRMs. It is perferred that the span
gases be located in a central ventilated enclosure (minimum storage temp-
erature 40°F) at each facility. It is the bidders responsibility to in-
sure that the manifolded span gas lines to each test lane, are installed in
a manner that allows easy ,maintenance^ access, agd are leak free. The span
gas enclosure and manif old^ system ^should, b*er capable of accepting one stan-
dard "6-Pack" carrier of, ,"lAYrj3ri,,"T^"'size,; bottles,/for every six(6) test
lanes. The bidder.may submit,'other'span (gas supply systems as an alterna-
tive with proper justification (cost,1 technical, and operational), compar-
ing the preferred system to the alternate system.
5. Calibration and Maintenance Equipment
The bidder shall include in the proposal the general type of equipment and
facilities that will be available for performing preventative maintenance,
performing equipment repairs, and insuring that the analyzers are oper-
ating properly before they are returned to service.
6. Catalyst Inspection Equipment
The bidder shall include in the proposal the type of equipment that will
be available for observing the underside of inspected vehicles to identify
catalyst tampering. All devices including those that use mirrors shall be
designed in a manner that does not require the inspector to stoop over to
perform the inspection.
7. Spare Parts Inventory
The contractor shall maintain sufficient spare parts or have a guaranteed
delivery of spare parts that will allow the contractor to meet the reli-
ability requirements in subsection VI.F.8.
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26
SEC: V.D. 8.-10.
8. Disabled Vehicles
The contractor must identify the means by which disabled vehicles will be
moved out of the test lanes to the disabled area.
9. Idle Speed
The bidder must propose the necessary equipment to measure vehicle idle
speed.
a) For facilities without automatic data collection, a simple RPM
display accurate to +3% is adequate.
b) For facilities utilizing automatic data collection (ADC) equip-
ment, the RPM data must be accessible through an RS 232 port -for
storage.
c) Retrofit Idle Pass/Fail System:
1) If the state elects to include an additional test to deter-
mine excessive idle speed, the contractor shall make and imple-
ment the proper changes to the equipment, forms, procedures,
etc. that will allow excessive idle speed to be used as a
pass/fail criteria during the emission test. An ADC system may
make a pass or fail decision based on idle speed limits stored
in a computer.
2) The state may select the retrofit excessive idle speed pass/
fail option at any time before or after the contract is awarded.
10. Retrofit Option, Chassis Dynamometer
The bidder must include in the proposal as a retrofit option a chassis
dynamometer. The proposal shall include any necessary equipment and
facility modifications (if necessary) that will allow the state to exer-
cise the retrofit option at any time either before or after the contract
is awarded and the facility constructed. The necessary equipment shall
include any modification required to the emission analyzer to permit load-
ed operation (loaded mode kit requirements can be found in report No.
EPA-AA-IMS-80-B). In addition, the chassis dynamometer shall provide
rolls to support the driving wheels (including those of front and rear
wheel drive vehicles but not including those of four-wheel drive vehicles)
of vehicles to be tested, and to permit their continuous rotation. The
power generated by the vehicle engine and delivered to the rolls through
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27
SEC: V.D. 10.
the tire treads shall be transmitted to a power-absorption device. The
load may be established by the physical design characteristics of the
absorber or by automatic control. The horsepower may be measured and
monitored by a computer. The frame and roll assembly(s) shall be suitable
for mounting below floor level in a manner to permit standard vehicles of
all makes to be driven over the rolls to the test position, to be tested
in a level attitude, and to be driven off after test. Roll brakes and a
between-rolls plate form shall enable easy movement of the vehicles in and
out of the dynamometer. The dynamometer design shall provide for safe
testing of front wheel drive vehicles.
The chassis dynamometer shall provide the following capabilities:
a) Power Absorption; The dynamometer shall be capable of being
adjusted to produce a load of 9.0 +1.0 hp at 30 mph.
b) Speed Accuracy: Speed shall be measured with an accuracy of _+1.0
mph at 30 mph true roll speed.
c) Short Term Stability; Power absorption at constant speed shall not
drift more than 0.5 hp during any single test. mode.
d) Roll Weight Capacity; The dynamometer shall be capable of support-
ing the driving axle of vehicles rated up to 8,501 pounds gross vehi-
cle weight.
e) Between Rolls Wheel Lifts; These shall be manually controllable
and capable of lifting 6,000 pounds (only applies if twin roll dyna-
mometers are-proposed).
f) Roll Brakes; Both rolls shall be locked when the wheel lift is up.
g) Electrical Output Signals; These shall provide a representation of
dynamometer speed and true horsepower.
h) Roll Configuration; Each roll shall have a diameter of not less
than 8 inches. The rolls shall be spaced so that a tire whose radius
is 13 inches will contact the rolls with an included angle from the
wheel center to the roll centers of not less than 58 and not more
than 63 degrees. The rolls shall provide a contact surface not less
than 96 inches wide. If the rolls are divided, the inner-end-to-
inner-end dimension shall not be more than 24 inches.
i) Speed and Horsepower Indications: Meters or their functional
equivalent shall be provided in the Test Display Unit and shall in-
clude a speed indication and horsepower indication (resolution:
speed, 1 NPH; power, 1 HP) having single scale lengths of not less
than 7.5 inches. The speed scale shall indicate 0 to 60 mph and the
horsepower scale shall indicate 0 to 40 hp.
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28
SEC: V.D. 10.-11.
j) Dynamometer Calibration: Provisions shall be included in the
instrumentation systemEo~ calibrate the dynamometer for speed and
true horsepower (i.e. includes bearing losses etc. to identify true
roll HP) in the field. The calibration unit shall consist of all
devices and accessories necessary to perform periodic calibration and
adjustment of the dynamometer to specifications.
k) Safety Interlock; A Roll Speed Sensor and safety interlock circuit
shall be provided that prevents the application of the roll brakes
and upward lift movement at any roll speed above 1/2 mph.
11. Optional Automatic Data Collection with Operator Interaction (not a
retrofit option)
The bidder may propose as an option, an interactive real time data col-
lection system. The system may consist of one central computer tied
directly to the test equipment in each lane, or it may consist of a host
computer tied to a microprocessor in each lane which is in turn tied to
the test equipment. The system used shall be interactive in that the
operator is prompted for input data and testing instructions, the equip-
ment is interogated for test data, and the computer returns a pass or fail
decision (with test results) based on the input and test data. The real
time system shall perform the following functions:
a) Minimum; All testing functions specified in Chapter VIII of EPA
Report No. EPA-AA-IMS-80-5-B ("Recommended Specifications for Emis-
sion Inspection Analyzers").
b) Minimum: The automatic data collection function (and data) speci-
fied in Chapter IX of EPA Report No. EPA-AA-IMS-80-5-B ("Recommended
Specifications for Emission Inspection Analyzers").
c) Minimum; The real time system shall have provisions for the addi-
tion of retrofit equipment (idle speed, dynamometer). All new para-
meters such as roll speed and power absorption shall be measured,
collected and integrated into the requirements specified in this sub-
section.
d) Minimum: The central or host computer shall generate a data base
of test data, retest data, waiver and maintenance records (see Sec-
tion VI for proper format). Bulk data storage devices may be used
for analysis on larger computers.
e) Minimum; The central or host computer shall allow and provide for
access to, editing, and generation of reports from the data base. An
access code system must prevent unauthorized editing of the data base.
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29
SEC: V.D. 11.
f) Minimum: The central or host computer shall allow and provide for
access and editing of all programs in the system. An access code
system must prevent unauthorized editing of the programs.
g) Minimum: Digital sample rates of analog measurement signals shall
be at least 10 hertz.
h) Minimum; Each lane shall have an appropriate data input .terminal
or equivalent for the inspector.
i) Minimum: The computer or microprocessor shall limit-check all
input data, and notify the operator or inspector of out of limit con-
ditions.
j) Minimum; The system software shall consist of all necessary pro-
grams that will allow the real time computer system to correctly per-
form all of the functions specified.
1) All software written shall be prepared to achieve the basic
goals listed below in order of importance as listed:
i. Reliability
ii. Modiflability
iii. Understandability
iv. Efficiency
2) The programs shall be constructed in modules consisting of
not more than 800 assembly language statements each, divided
functionally so that each module makes no assumptions about the
operation of modules other than those contained in the module
interface specifications. Interface specifications of all
modules shall be explicitly stated in the software documentation.
3) Any modifications to the software, either before or after
completion,'shall be made by correcting the source medium and
recompiling or assembling rather than by, patching, to ensure
that the final software is reliable, modifiable, understandable,
and properly documented.
4) The software provided shall function correctly. It shall
enable control of all devices as specified. The software shall
function without modification in any size facility configuration.
k) The bidder may propose as an option any additional features or
programs that will improve efficiency, flexibility, or other aspect
of the facility.
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30
SEC: V.E. 1.
E. Documentation Requirements
In order to guarantee that the State would have sufficient data available to
operate the test facilities in the event that the contract option for State
purchase of the inspection facility or network is exercised, as outlined in
subsection VII.E., the entire system shall be fully documented. All final
documentation and all design changes shall be documented as required in this
section.
1. Design Documentation
Design documentation shall be submitted to the State Representative for
review and approval on a schedule that shall be a part of the contractor's
proposal as required in subsection IV.B. Design documentation shall be
provided for the location, acquisition, and layout of sites, construction
of buildings, completion of equipment, and provisions of software.
a) Site Acquisition Plan: Prior to beginning the process of acquir-
ing sites for inspection facilities, the contractor shall submit his
plan for location of sites and for selection of the final sites to
the State Representative for approval. Ttie plan shall indicate how
the site selection criteria required in subsection V.C. will be sat-
isfied.
b) Facilities Design Data: The contractor shall submit building
plans to the State Representative for approval prior to beginning
building construction, in accordance with subsection V.C.
c) Equipment Design Data:' Design documentation shall consist of such
working drawings and data on materials and equipment as are required
for the proper control of the work, including but not limited to
fabrication drawings, layouts, and similar classes of drawings. Data
on materials and equipment include materials and equipment lists,
catalog data sheets, performance curves, diagrams, and similar
descriptive material. Materials and equipment lists shall give, for
each item thereon, the name and location of the supplier or manufac-
turer, trade name, catalog reference, size, finish, and all other
pertinent data. Design documentation shall include, but is not
limited to, the following specific documents:
1) Master block diagrams of the complete system. These drawings
shall contain sufficient information to serve as the assembly
•drawings for the system.
2) Equipment layout for each type of facility showing .the pre-
cise location of each major item of equipment and the required
utilities for each. Electrical service shall be indicated by
voltage, phase and current load, shop air by pressure and maxi-
mum volume flow, water by pressure, temperature and maximum vol-
ume flow, and water drain location.
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31
SEC: V.E. 2.
3) Master assembly parts lists, with assembly breakdown showing
major subassemblies and equipment items and major .omponents
within such subassemblies by name and part number.
4) Interface control drawings.
5) System cabling drawings, wire lists, and terminal and con-
nector designations.
6) Installation drawings and procedures. All details shall be
final' and shall cover all phases of installation such as pit
requirements, air supply, electrical requirements, water supply
and disposal, and complete installation procedures.
7) Pneumatic and electrical schematics of the system and all
major subassemblies and items of equipment.
2. Software Design (optional, only needed if Real Time System is used)
The bidder shall submit as part of the Proposal an overall plan for the
design and implementation of the System Controller .-programming. The plan
shall contain milestones indicating when'major events>r(-i.e., design, cod-
ing, testing, etc.) will begin"and end, and shall indicate how the bidder
intends to ensure a close cooperation between State ,and contractor, in-
cluding a schedule for meetings to review the programming progress.
Following the completion of the programming, the contractor shall submit
to the State Representative one copy of the final program documentation.
Two additional copies shall be submitted prior to final acceptance of the
last system. All copies shall be neatly bound looseleaf in three-ring
binders and pages shall be numbered in such a manner that revised sheets
may be easily added in place or in addition to those originally supplied.
In the event that errors or omissions on the part of the contractor
.require modification of the software subsequent to delivery of the soft-
ware documentation, the contractor shall correct all copies of the docu-
mentation.
System software documentation shall consist of a preface and four divi-
sions as described below. If two or more volumes are used, Division Four
shall be in a separate volume. Each division shall be provided with a
Table of Contents.
a) Preface - A general Table of Contents, Table of Illustrations,
Charts, and Diagrams and a general description of the operation of
the System Controller with all peripheral devices.
b) Division One - System Description
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32
SEC: V.E. 2.
Section 1. A Table of Contents which generally itemizes the contents
of division one. Included in this Table of Contents shall be cross-
reference of program names to subsystems.
Section 2. General Description - This section shall present the
overall purpose of what the program is to accomplish. All assump-
tions by the contractor shall be stated with their reasons.
Section 3. Inputs and Outputs - All input data sources and system
outputs shall be listed. A brief statement as to source, disposi-
tion, content, and meaning that is required to identify and clarify
the items listed shall be included.
Section A. Operation Objectives - This section shall describe the
operational objectives for each major section of the program logic
and shall include the relationships to other major sections. These
descriptions shall be divorced from any reference to a specific com-
puter, assembler, or compiler.
Section 5. A System Chart - A general flow chart showing the entire
system, all of the inputs to the system, and the outputs generated by
the system. The operations to be performed by each subsystem shall
be described to include major decisions. Cross reference to all
detail descriptions of particular programs shall be included.
c) Division Two - Program Flow Charts and Narratives
Each program flow chart shall be preceded by a narrative describing
what the program does, what it uses as input, and what it produces as
.output. -Module interface specification shall be included in this
narrative. Each module of the programming logic shall be presented
in detail in program flow charts with the use of statement and deci-
sion blocks with lines connecting these blocks to show the flow of
information. Mathematical and/or engineering terminology and equa-
tions shall be incorporated when necessary to fully describe the
operation being performed. Details of register operations are not
required.
.d) Division.Three - Appendix
Section 1. Off-line Software - Instructions for use, memory dumps,
listings, narratives, and flow charts.
Section 2. Terms and Definitions, including:
a. Description of table and special non-data terms and defini-
tions commonly used with the system.
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33
SEC: V.E. 3.
b. Description of the data base and list of data names and
definitions which are used within the system.
c. A list of any mathematical formulas used in coding, showing
the equation reference number (same as that in the Program Flow
Chart), use of the equation, constants used in the equation,
value of each constant, and the constant's label, if any.
d. A glossary listing of every variable used in the coding with
the label and description for each variable.
Section 3. Hardware Descriptions and Documentation -
This shall include manufacturers' programming manuals and a general
description of system hardware as it affects software, details.
Section A. Memory and Mass Data Storage Utilization Maps -
a map of the internal storage of the System Controller shall be pro-
vided. It shall show the numbered locations of the memory and the
information stored in each location, including any overlay areas. In
addition, maps of the storage of programs and data shall be pro-
vided. They shall show the areas occupied and the information stored
in each.
e) Division Four - Program Listings
Section 1. Listing of source language statements, if not assembly
language.
Section 2. Program assembly listings - A complete and fully debugged
annotated assembled listing of all coding required for successful
running of the supplied software programs. The listing shall match
the programs as supplied in final form. The listing shall include
the following as a minimum:
0 Location counter values (P-register values)
0 Machine language operation codes
0 Machine language operands
0 Assembly language coding labels
0 Assembly language mnemonic operation codes
0 Assembly language mnemonic operands
0 Comments
The listing shall be compatible with the program flow charts. Com-
ments shall describe the required operations work each instruction is
performing.
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34
SEC: V.E. 3.
3. Final System Documentation
a) Final system documentation supplied to the State shall include the
following items as a minimum:
1) One copy of the final "as-built" building and site plans for
each facility, correct in every detail.
2) One set of maintenance and operation manuals for all system
equipment.
3) Software documentation specified in paragraph V.E.2.
A) Complete wiring, plumbing and interconnection diagrams for
all system equipment in each facility.
b) Final system documentation shall be supplied upon completion of
the last facility. It is not the State's intent that this document-
ation include chip or circuitboard details or patent information.
Information necessary for maintenance at the component replacement
level should be provided.
A. Documentation of System Changes
a) System changes subsequent to completion of each system shall be
documented in a manner similar to that used for the original design
of the affected unit. Reasons for changes and an indication of the
effective date of the changes shall be included. All copies of docu-
mentation previously delivered to the State Representative shall be
updated.
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35
SEC: V.F.
F. Warranty Requirements
In the event that the State would exercise the contract option as outlined in
subsection VII.E., to purchase any individual facility or the entire inspec-
tion network as described in Chapters V and VI, warranties shall be provided
for facilities, equipment, and software.
1. Equipment Warranties
The contractor shall guarantee that total system hardware performance
shall meet specifications for a period of six months from date of transfer
of ownership to the State. Warranty work shall be performed on site at no
expense to the State. This includes parts, labor, travel, and other
expenses incurred by the contractor or his representatives. Warranties
will be applied on a facility basis, that is, the period of warranty for
equipment at each facility shall commence on the date that particular
facility is transferred to the State.
In addition to the contractor-supplied warranty, any vendor or original
manufacturer warranties shall be transferred to the State upon transfer of
each facility to the State.
2. Software Warranty
System Controller software shall be warranted for a period of one year
from date of transfer of the last facility to the State. The warranty
shall guarantee source and load media integrity and the functional capa-
bility in accordance with specifications. System software modifications
by the State after delivery by the contractor shall not be warranted. The
original software, including copies of source media and documentation,
shall be available from the vendor during the period of warranty for a sum
not to exceed $200.
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SEC: VI.A.
VI. Operating Requirements
A. Overview
The contractor is responsible for operating the inspection program under state
oversite and per the procedures in this section. The contractor's tasks
involve operating the facilities, following the required administrative proce-
dures, inspecting vehicles, providing the proper reports, and utilizing the
necessary QA/QC procedures to insure that valid data is obtained. An outline
of the subsections is as follows:
Section Title
B Facility Operations
C Inspection Procedures
D Waiver Criteria
E Reports
F QA/QC Requirements for Inspection Testing
G State Access to Facilities
H Pre-Acceptance Contract Requirements
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37
SEC: VLB. 1.-3.
B. Facility Operations
The contractor is responsible for operating the facilities and the coordin-
ation of operations within the network. As such, the contractor shall be
responsible for the hiring and training of staff for each inspection station.
This staff shall consist of adequate inspection personnel dependent on the
number of individual lanes proposed, station management needed to supervise
station activities, and a technical staff to maintain and calibrate the
inspection equipment. The proposal must address how the bidder proposes to
comply with the following operational criteria.
1. Hours of Operation
The contractor shall schedule the hours of station operation to accommo-
date the vehicle population and public convenience in specific areas.
This shall not be less than 40 hours per week. The proposed operation
schedule and schedule changes must be approved by the State.
2. Personnel Qualifications
The contractor shall staff stations with personnel meeting qualifications
consistent with the scope of work required to perform the inspections and
related maintenance activities.
Appendix G outlines, the State's personnel job specifications for hiring
vehicle inspectors and line managers. The contractor may use these speci-
fications as a guideline.
3. Training
The contractor shall train all personnel required to operate and maintain
the inspection system. Courses shall contain specialized information
required to-train personnel to perform their required tasks. Curricula
shall include, but need not be limited to, the following:
a) OVEIP Program Orientation
b) Vehicle Emissions and Standards
c) Inspection and Facility Operation Procedures
d) Techniques of Malfunction Diagnosis and Repair
e) Public Relations
f) Complaint Handling
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38
SEC: VLB. 4.-9.
A. Interface with Auto Repair Industry
The State shall be responsible for interfacing with the automotive repair
industry to upgrade the training of auto mechanics and to resolve
inspection-related repair actions. The contractor shall direct such items
to the designated State department, as necessary.
5. Consumer Complaint Handling
Consumer complaints regarding vehicle-inspection activities shall be
handled by the contractor if at all possible. The contractor shall submit
a monthly report on the status of all consumer complaints, including those
unresolved, to the OVEIP staff.
6. Consumer Vehicle Damage
The contractor shall be fully responsibile for any and/or all vehicle
damage during inspections as required in subsections VII.H. and I.
7. Inspection Personnel Attire
The contractor shall require inspection personnel directly involved with
consumer and emissions testing to wear uniforms. The contra'ctor shall
submit samples of the uniforms to the State for approval.
8. Safety
The contractor shall comply with all local, State, and federal safety
standards. Operations shall cease if ambient CO exceeds 400 ppm-hours in
a work shift, 50 ppm-hours per hour, or a maximum instantaneous level of
300 ppm (see subsections V.C.2., and VI.F. for CO detector and recording
requirements). The contractor's safety program shall include, but need
not be limited to, the following areas:
a) Fire
b) Earthquake
c) Civil Disturbance
d) Bomb Threat
e) Explosion
f) Personnel Evacuation Plan
g) Personnel Operating Procedures
9. Contractor Operating Procedures
The contractor shall provide to the OVEIP staff detailed procedures con-
taining the work task, assignments of the inspection personnel and line
management. These procedures shall cover both idle, and if used, loaded
mode inspection regimes. The State will retain the option of conducting
on-site surveillance to ensure compliance with the operating procedures.
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39
SEC: VLB. 10.
10. Security
The contractor shall be responsible for the security of the facility.
Specifically:
a) The contractor shall propose methods to prevent unauthorized tam-
pering with the inspection equipment, and
b) The contractor shall propose a system of security for certificates
of compliance and certificates of waiver such that fraudulent certi-
ficates-will not be produced. Methods must include strict accounting
of all certificate forms, and may include machine production or com-
pletion of each certificate on-site for each vehicle eligible for
each certificate.
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40
SEC: VI.C.
C. Inspection Procedures
A flow chart of the Inspection process is presented in Figure VI-1. A listing
of the major tasks is as follows:
Subsection Title
1. Determine Eligibility for Testing
2. Pre-Test Inspection Criteria
3. Inspection Test
A. Test Report
5. Diagnostic Statements
6. Legal Proof of Conformity
These subsections detail the inspection requirements. The bidder must propose
sufficient resources (facility design, equipment, personnel, time, etc.) to
perform the requirements. The bidder must also propose the means by which the
bidder would implement these requirements.
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41
Queue Area
(maximum)
15 Minute Wait
DETERMINE ELIGIBILITY
FOR TESTING
Non Exempt
Vehicles
Exempt
Vehicles
list Test)
Pre Test Screening
1. Check Retest Code
Collect Repair Forms
and all previous test
reports.
2. Visual Inspection
3. Assign New Test Code
Return Vehicle
for Re test ing
1. Repair Vehicle
2. Complete Repair/Waiver form
Inspection Test
1. Tampering Check
2. Emission Test
Test Report
Pass
r
Fail
on
Retest
Fail on
Initial Test
Return Vehicle to
Licensed Mechanic for
Completion of
Repair/ Waiver Form
Issue
tepair Report/Waiver Form
and test Report
pairs performed
Licensed Mechanic
No
Yes
Meets Waiver
Criteria
Yes
Issue Certificate
of conformity
Issue Waiver
Certificate
T
NO
Figure VI-1
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42
SEC: VI.C. 1.-2.
1. Determination of Eligibility for Testing
a) Exempt Vehicles: All exempt vehicles shall be rejected without
testing. No fees shall be collected from the vehicle owner and an
appropriate code shall be recorded for each rejected vehicle for use
in tabulating the weekly operations report. Exempt vehicles include
the following.
1) Any vehicles registered outside the Legislative boundaries or
exempt by law (see Appendix A).
2) Motorcycles, vehicles with two-cycle engines, and vehicles
powered with fuels other than gasoline (diesel, LPG or LNG).
3) All vehicles with a GVW rating greater than 8500 pounds.
A) Any vehicle with a shipping or title curb weight greater than
6000 pounds.
b) Non-Exempt Vehicles; The bidder shall propose to inspect all non-
exemptmotorvehicles (including vehicles brought in from out-of-
state) undergoing annual registration commencing January 1, 1983, in
accordance with the requirements for the emission inspection. Non-
exempt vehicles being registered in the area covered by the inspec-
tion program for the first time will require inspection.
1) Staggered Registration: For the bidder's information, annual
vehicle registration renewal is now on a staggered basis whereby
approximately 1/12 of the registrations are renewed each month.
2) Inspection Requirements with OVEIP: Figure 2 shows the steps
a motorists must take for the initial registration or the
registration renewal. Basically, this depicts the statutory
requirements of the Motor Vehicle Code (Appendix B).
2. Pre-Test Inspection Criteria
The contractor shall screen all nonexempt vehicles before allowing those
vehicles to precede to the inspection test. Bidders must indicate in
their proposal the technique or manner in which they will implement the
following prescreening criteria:
a) Check for retest code or status;
1) The motorist must provide the current registration certifi-
cate and any previous (last 30 days) test reports and "Repair
Report/Waiver"' forms. Does the motorist have the proper docu-
mentation? Is the documentation consistent and for the correct
vehicle?
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43
SEC: VI.C. 2.
2) Is this the initial test, first retest, etc.?
3) For retest vehicles, collect any "Repair Report/Waiver" forms
and all previous "Test Reports."
4) Check the "Repair Report/Waiver" forms for completeness.
Are the "Repair Report/Waiver" and the "Test Report" forms for
the vehicle undergoing the inspection?
5) For retest vehicles at facilities with computer Data Base
facilities, call up the file on the retest vehicle and enter the
repair information (from the Repair Report form) on that file.
For systems without extensive data bases, enter all data and
print a new form.
b) Visual Safety Inspection; Each vehicle shall be visually in-
spectedprior to Sne emission test for the following unsafe con-
ditions:
1) Fuel leaks: All fuel leaks in or around engine area, fuel
tank or lines to such a degree as to cause wetness or pooling of
fuel.
2) Oil leaks: All continuous leaking of engine or transmission
oil onto the floor.
3) Coolant leaks: All continuous leaking of engine coolant onto
the floor to such a degree that engine overheating has occured
or will occur within a short time.
4) Other: All other unsafe conditions such as bulging radiator
hose(s), loose fans, loud internal engine noises, and obvious
exhaust leaks.
c) All vehicles passing the prescreening criteria (in a) and b)
aboveDshall be assigned a test code status (or retest code) and
shall precede to the emission test.
d.) All vehicles failing the prescreening criteria (in a) and b)
above) shall be rejected until such time the vehicle passes the pre-
screening criteria. No emissions test shall be performed -on a re-
jected vehicle. Do not collect a fee from vehicles failing the pre-
screening criteria. Each vehicle and each time the same vehicle
fails the prescreening criteria, it shall be reported in the weekly
operations report by an appropriate code.
e) Collect the Inspection fee; Collect an inspection fee , from each
vehicle passing the prescreening criteria before allowing that vehi-
cle to precede to the emission test according to the following:
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44
SEC: VI.C. 3.
1) Each year the first emission retest following the initial
emission, inspection will be provided to the public free of
charge. The one free retest shall be incorporated into the fee
for the initial test per sections VII and IX,
2) For each subsequent retest the public will be charged a fee
(rounded to the nearest $0.50) at the rate of 75 percent of the
fee for the initial test.
3. Inspection Test
The inspection test shall consist of five separate tasks as described
below. The tasks include a tire pressure check, an emission standard
selection process, a cursory tampering check, a pre-test instrument check,
and the emission test.
a) Tire Pressure Check and Inflate; Each motorist shall be asked if
a checkof tirepressureis desired. In addition, each motorist
shall be asked if the contractor may correct underinflated tires. If
consent is obtained, the tire pressure shall be checked. Inflation
of underinflated tires shall be to the vehicle manufacturers' recom-
mended tire pressures. The State may choose to provide standardized
pressures in place of the manufacturer specifications at a later date.
b) Selection of Standards:
1) Overview of the process
i) Identify the vehicle
ii) Record the identification data and pre-test data on the
proper forms, or enter the data into the computer (if used).
iii) If a computer is used, allow the computer to select
the standards; otherwise identify the standards for the
vehicle and record them on the form.
iv) If a computer is used, verify that the computer has
determined the standards before preceding.
2) Identification Criteria and Pre Test Data. Information
marked (AUTO)may be automatically entered by a computer (if
used).
i) Date (Auto)
ii) Vehicle license plate number
iii) VIN
iv) Vehicle type (LDV, LOT, HDG, etc.)
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45
SEC: VI.C. 3.c)
v) Vehicle make
vi) Vehicle model
vii) Vehicle Model Year
viii) Odometer
ix) Test Facility l.D. (Auto)
x) Test-Lane Number (Auto)
xi) Facility Inspection Test Number (Auto)
xii) Retest Code (Initial test, first retest, second
retest, etc.)
xiii) Spare channels (3)
3) Standards. The State is responsible for determining both the
value and the number of standards to be used. The bidder shall
assume a minimum of 6 categories of standards (see Table 5).
The bidder shall show sufficient planning to allow up to 20
categories -at one time. The State shall have complete flexi-
bility to vary the standards values and number of categories
(between 0 and 20) at any time. The State shall also have
flexibility to adjust the value of the standards for each test
mode (i.e. different standards for different modes) at anytime.
The contractor may propose or initiate at a later date, subject
to State approval, a mechanism that will allow such changes to
be made in a uniform, timely, and orderly manner.
4) Applying the Standards. The vehicle inspector shall use the
identification data and the following criteria to select the
appropriate standards. If a computer is used, it may make the
determination:
i) Vehicle Model Year
ii) Type of Vehicle
(a) Light-Duty Vehicle
(b) Light-Duty Truck
(c) Heavy-Duty Gas Truck
iii) Spare Channel (e.g. fuel type)
iv) Spare Channel (e.g. Catalyst - non-catalyst,
California - non-California)
c) Tampering Check; Each vehicle shall be checked for obvious tamper-
ing of the emission control system. Failure of the tampering check
shall constitute failure of the inspection test. The check shall not
be proposed as an all inclusive check, rather the bidder shall pro-
pose procedures that will allow detection of visual or obvious tamp-
ering. The following is offered for guidance:
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46
SEC: VI.C. 3.c)
1) The check should not require more than one minute on the
average.
2) The inspector may maintain a library of emission control
schematics by vehicle year, make, and model for settling dis-
putes.
3) In a tampering dispute, the vehicle owner may elect to:
i) leave the testing line to seek proof of non tampering
(i.e. obtain control system information from an accepted
source), and
ii) return to the same inspection facility with document-
ation within 20 days and continue with the inspection.
Such returnees shall not be charged for the completion of
the inspection test.
4) Failing the tampering check shall be> considered the same as
failing the emission check. The motorist will be entitled to a
re inspection in the normal manner after repairs. No emission
test is permitted on vehicles failing the tampering check.
5) At a minimum the tampering inspection will look for (no
removal or disassembly of parts will be required):
i) any obvious loose, cracked, or deteriorated hoses, and
ii) air cleaner assembly intact with hot air duct from the
exhaust manifold in place, and
iii) air pump operation (i.e. is the belt on, and does air
pump pulley rotate when engine is started?), and
iv) catalyst (i.e. has the^catalyst been removed; are there
obvious signs of serious structural damage?), and
v) fuel tank restrictor (i.e. has the restrictor that
allows only lead free fuel nozzles to fit the fuel tank on
catalyst cars been removed; has the "unleaded gasoline
only" decal' been removed?). The contractor shall use a
go/no-go gauge to check the fuel tank restrictor diameter.
vi) The contractor shall provide (for a nominal fee) new
"Unleaded Gasoline Only" decals for those vehicles without
decals. The decals shall be generally universal and a
practical duplicate of OEM decals. Each vehicle for which
a decal is required must have a decal in place before pro-
ceding to the emission test.
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47
SEC: VI.C. 3.d)-e)
d) Pre Test Instrument Check: The inspector shall: insure that the
emission inspection analyzer and other test equipment (i.e. tacho-
meter, chassis dynamometer if used, etc.) are operated in compliance
with all of the facility QA/QC procedures before inspecting a vehicle.
e) Emission Check: Each vehicle shall be tested for HC and CO emis-
sions on the applicable test sequences. The following general guide-
lines on procedures and test sequences shall be used.
1) Instrument Procedures.
i) Position the vehicle for the test. The vehicle must
be at normal operating temperature with all accessories
turned off, the transmission in neutral or park, and on a
level surface.
ii) Insert the probe.
iii) Follow the test sequence for the vehicle involved
allowing the emissions to stabilize at each test mode.
iv) For each test mode initiate the "sample read" system
(manual or computer analyzers, see EPA Report EPA-AA-IMS-
80-5-B) as soon as the emissions stabilize or after 30
seconds in the mode to determine the official test values.
v) For dual tailpipe vehicles repeat step iv) for each
tailpipe before preceding to the next mode in the test
sequence. Either manually or allow a computer to average
the values from each tailpipe. The average value is the
official value for that mode.
2-) Pre-81 Unloaded Test Sequence.
i) After the vehicle is positioned and the probe is
inserted, follow the instrument procedures to determine the
official test values with the vehicle at an idle.
ii) Compare the official test values with the standards,
and determine a pass or fail status. A computer may per-
form the comparison and the pass or fail determination. If
the official test values are below the standards, the vehi-
cle has passed the emission check and is eligible for a
"Certificate of Conformity".
iii) If the vehicle fails either the HC or CO standards
continue the test with a 2500 RPM mode.
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48
SEC: VI.C. 3.e)
iv) Raise the vehicle hood (if necessary) and attach the
tachometer lead.
v) Precondition the vehicle at an engine speed of 2500 RPM
(+300 RPM) for 30 seconds.
vi) Allow the vehicle to return to idle and determine the
official test values at idle.
vii) Compare the official test values at the second idle
mode with the standard and determine pass or fail status.
A computer may perform the comparison and the pass or fail
determination.
3) Post-80 Unloaded Test Sequence.
i) After the vehicle is positioned and the probe is
inserted, raise the hood and attach the tachometer lead.
ii) Determine the official test values at an engine speed
Of 2500 RPM (+300 RPM).
iii) Allow the vehicle to return to idle and determine the
official test values at idle.
iv) Compare the official test values for each mode and
determine a pass or fail status for each mode. A computer
may perform the comparison and the pass or fail determin-
ation. The vehicle must pass the HC and CO standards for
both the 2500 RPM mode and the idle mode to obtain a "pass-
ing" status.
A. Loaded Test Sequence.
i) If the State exercises the "Loaded Mode" retrofit op-
tion, the loaded operation shall be substituted for the
2500 RPM mode in both the Pre-81 and Post-80 test sequences.
ii) The loaded mode to be substituted for the 2500 RPM mode
shall be- 30' MPH (+1 MPH) with a load of 9 (+1) horsepower
at the rolls.
iii) The vehicle shall be operated in the highest gear
appropriate for a 30 mph cruise without lugging the engine.
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49
SEC: VI.C. A.
A. Test Report
a) Test Report Criteria: After the inspection test is con-
el u6^d~Tne~coriIracTor~shall issue to the motorist "a test
report containing the following information. It is pre-
ferred that the "Test Report", the "Vehicle Repair Report
Form", and the "Waiver Form" be combined into one form as
indicated later in this section.
1) The "Identification Criteria and Pre-Test Data"
collected [See C.3.b)2)].
2) The Criteria used to determine the applicable stan-
dards [See C.3.b)A)] and the standards used.
3) The retest code.
A) A tampering inspection statement (pass or fail).
5) A statement indicating a "Valid" or "Void" emission
test.
6) Reason(s) for any "Void" tests.
7) Offical test values for HC and CO for each test
mode.
8) An overall pass or fail indication as well as for
each test mode.
b) "Passed" Vehicles: After the vehicle has passed the
inspection,the inspector shall indicate this information
'to the motorist, and either issue a Certificate of Conform-
ity or direct the motorist to an adjacent administrative
office where the Certificate can be obtained. A computer
may issue or print the Certificate.
c) "Failed Vehicles"; If a vehicle fails the inspection
test, the inspector or administrative personal shall inform
the motorist of this condition and perform the following:
1) Failure on Initial Test.
i) Issue Test Report to the motorist.
ii) Issue Diagnostic Information to the motorist.
iii) Issue "Repair.Report/Waiver Form" to the
motorist.
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50
SEC: VI.C. 5.-6.
2) Failure on 1st Retest
i) Update the previous test report with the most
recent test data and retest code.
ii) Review the "Repair Report/Waiver Form" to
identify if sufficient waiver items have been
inspected or repaired to qualify the.vehicle for
a waiver.
iii) Make a determination on whether a waiver is
to be granted.
iv) If the vehicle does not qualify for a waiver,
inform the motorist of this determination, the
reasons for the determination, and return updated
"Test Report" and "Repair Report/Waiver Form" to
the motorist, or issue a new updated Report and
Form to the motorist. Also reissue the Diagnos-
tic Information.
v) If the vehicle qualifies for a waiver, either
issue a "Waiver Certificate" or direct 'the motor-
ist to an adjacent administrative office where
the Certificate can be obtained.
3) Failure on Subsequent Retests. The procedure for
subsequentretestsshallincorporate the guidelines
for "Failure on the 1st Retest".
5. Diagnostic Statements
a) Each vehicle which fails the emission portion of the vehicle
inspection shall receive the list of diagnostic information (Table 3)
with the emission "Test Report. This information can be used by the
repair mechanic as a guide to efficient cost-effective repair of
those problems which may cause high emissions.
b) The contractor may combine the list of diagnostic information with
the emission test report printed by the automated emission testing
system into a single form containing all the information described in
Table 3 and in the "Test Report."
6. Legal Proof of Conformity
a) The owner of each vehicle whose test report indicates conformity
with the appropriate standards for that vehicle model year shall be
provided with a certificate of conformity which shall be legal proof
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51
SEC: VI.C. 5.-6.
that the vehicle has met the requirements of the laws regarding vehi-
cle emission inspection. This certificate will contain, at a mini-
mum, the date of the test and the vehicle license number to uniquely
identify the vehicle in compliance.
b) If the contractor prefers, the certificate of conformity and the
test report printed by an automated emission testing system may be
combined into a single form which contains the information required
in the "Test Report". Vehicles which fail the standards of compli-
ance must be clearly marked as such on any combined form so that such
a form cannot be used as legal proof of compliance.
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52
SEC: VI.D. 1.-2.
D. Waiver Criteria
The contractor shall be responsible (with State oversight) for making waiver
determinations. The following criteria shall apply in waiver issues and the
bidder shall propose means of implementing the requirements.
1. Eligibility for Waiver
Each vehicle which has failed its initial inspection and at least one
reinspection, and whose latest test report indicates failure to pass the
appropriate standards of compliance for that vehicle's model year, but
indicates passing of the tampering check, may be eligible for a waiver.
The granting of a waiver shall be based on the waiver criteria.
2. Waiver Criteria
A vehicle shall be granted a waiver if:
Criterion 1; The vehicle has failed to meet the appropriate standards
of compliance for HC and CO emissions on its initial test and at
least one reinspection after maintenance, but has passed the tamper-
ing check. And,
Criterion 2: For all 1981 model year and later vehicles whose mileage
is less than 50,000 miles and whose age is less than 5 years, the
vehicle operator presents a signed statement from an appropriate new
car dealership stating that the vehicle is not eligible for emission
control system warranty work. And,
Criterion 3: A licensed mechanic has diagnosed and attempted to
repair the vehicle to pass reinspection. And,
Criterion 4: The licensed mechanic has followed the standard repair
list preprinted on the waiver application form (Table 6). The idle
mixture adjustment and spark timing adjustment has been marked as
"OK" (diagnosed as not needing repair) or as "Repaired." All other
items on the list must also have been marked in one of these two
ways, except that if the actual expenditure for the diagnosis and
repairs for items already checked has reached $75 for 1980 and earli-
er model year vehicles or $100 for 1981 and later model year vehicles
then remaining items (other than idle mixture and spark timing ad-
justments) may be checked as "Needs Repair" or "Lhdiagnosed." And,
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53
SEC: VI.D. 1.-2.
Criterion 5: If the actual expenditure for the diagnosis and repairs
for all items on the standard repair list has not reached $75 for
1980 and earlier model year vehicles or $100 for 1981 and later model
year vehicles, the licensed mechanic has attempted to diagnose and
perform other repairs necessary to bring the vehicle into compli-
ance. In this attempt, the licensed mechanic must diagnose and per-
form all other necessary repairs until one of the following happens:
(1) the actual expenditure for diagnosis and repair of the items on
the standard repair list and other repairs necessary to bring the
vehicle into compliance has reached $75 for 1980 and earlier model
year vehicles or $100 for 1981 and later model year vehicles, or (2)
the only diagnosed problems which have not been repaired are ones
exempted by the state. The exempt repairs shall initially (subject
to change by the state) be as follows:
(i) repairs which require access to the combustion chamber
(ii) repairs which require complete replacement of the carbure-
tor (s). Repair or replacement of auxilliary carburetor devices
(i.e., vacuum breaks, solenoids, etc.) or internal carburetor
parts (i.e., floats, accelerator pumps, metering solenoids,
gaskets, diaphragms, etc.) are not exempt repairs. ' '
The licensed mechanic must describe on the waiver justification form
the diagnoses and repairs made to satisfy this criterion. And,
Criterion 6: The mechanic has properly completed all parts of the
repair report form. And,
Criterion 7; The repair report form has been signed by the repair
mechanic and marked with the identification number of the repair gar-
age employing him/her.
3. Waivers' Following Repairs by Persons other than Licensed Mechanics
It is not a legal requirement that all persons repairing vehicles which
have failed inspection, whether for compensation or not, be licensed by
the state. A state licensing is necessary only for completing and signing
waiver justification forms or Waiver Application form (see Table 6).
In cases in which a person other than a licensed mechanic (including cases
of owner repair) has attempted to repair a vehicle at least once and the
vehicle operator must obtain the signature of a licensed mechanic on a
waiver justification form or Waiver Application form (see Table 6).
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54
SEC: VI.D. 3.-4.
This licensed mechanic must follow the standard repair list and attempt to
diagnose and perform other repairs necessary to bring the vehicle into
compliance just as he or she would if the vehicle were being presented for
repair without the earlier repair attempt by the non-licensed mechanic,
with one exception. The repair cost limit which would otherwise apply
($75 or $100 depending on model year) shall be reduced by the expenditure
for certain parts replaced during the earlier repair attempt-. Earlier
parts expenditures may be credited to the cost limit only if the motorist
presents to the licensed mechanic a legible and itemized receipt for the
parts replaced. The receipt must have a legible date and the date must
indicate purchase of the parts after the date of the initial test. Earli-
er expenditures may be credited only for the following parts:
HC Failure CO Failure
Spark Plugs Air Filter
Ignition Wires PCV Valve
Distributor Cap PCV Filter
Distributor Rotor Air Pump Belt
Points (if applicable) Exhaust Gas Oxygen Sensor (if applicable)
Condenser (if applicable)
The licensed mechanic shall be responsible for examining receipts for such
parts and determining which costs are eligible to be credited towards the
cost limit. The eligible total cost must be indicated on the waiver just-
ification form.
The licensed mechanic must in all cases diagnose and adjust as necessary
the idle mixture setting and spark timing setting.
The motorist must retain the receipts for earlier parts expenditures and
present them when requesting the waiver, if demanded.
4. Contractor Duties in Reviewing Waiver Documentation
The contractor's duties in reviewing waiver requests shall consist of the
following, plus ancillary duties proposed by the contractor:
a) Determine whether the vehicle has passed the tampering check. If
not, no waiver shall be issued.
b) Determine whether the vehicle is a 1981 or later model year vehi-
cle, has less than 50,000 miles on the odometer, and is less than 5
years old. For vehicles for which the model year is not definitive
as to whether the vehicle is less than 5 years old (e.g., a 1981
vehicle being inspected on June 1, 1986) the contractor shall assume
the vehicle is less than five years old. If the vehicle meets all
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55
three conditions, the contractor will determine whether the motorist
has a signed statement from an appropriate new car dealership stating
that the vehicle is not eligible for emission control system warranty
work. The State will distribute a standard form for this purpose,
but its use is not essential. The statement must be dated after the
vehicle failed its initial inspection and must identify the vehicle
and the dealership. If the motorist has an acceptable statement, it
shall be collected and delivered to the State and the Contractor
shall proceed with the remainder of its waiver duties as described
below. If the motorist does not have an acceptable statement, no
waiver shall be issued.
c) Verify that the repair and waiver documentation presented by the
motorist is completely filled out and that the documents indicate
that the waiver criteria have been met. The contractor shall also
verify that the Repair Garage Identification Number is legible.
d) If waiver criteria have all been met, issue the legal proof of
waiver.
e) If a waiver has been requested but not all criteria have been met,
explain to the motorist what criteria are unmet and how they can be
met. The State will provide printed explanations*of the waiver pro-
cess and criteria which the contractor must distribute to motorists
who are denied a waiver.
5. Legal Proof of Waiver
a) The owner of each vehicle granted a waiver shall receive a certi-
ficate- of waiver which shall be legal proof of compliance with the
laws regarding .vehicle emission inspection. Each valid certificate
of waiver shall contain, at a minimum, the date of the test and the
vehicle's license number to uniquely identify the vehicle to be
waived.
b) If the contractor prefers, the certificate of waiver and the test
report printed by an automated emission testing system may be com-
bined into a single form containing all the information required in
the "Test Report". Vehicles which are not eligible for waiver must
be clearly marked as such on any combined form so that such a form
cannot be used as legal proof of waiver.
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56
SEC: VI.E. 1.
E. Reports
1. Inspection Reports
The contractor shall be responsible for developing and providing all
reports and forms related to the inspection test.
a) The contractor must submit all forms to the State Representative
for approval prior to use of the form.
b) The contractor may propose or initiate at a later date, subject to
State approval, a mechanism that will allow initiation, modification,
or withdrawal of forms and reports in a uniform, timely, and orderly
manner.
c) As a minimum the contractor shall prepare the following reports/
forms.
1) Test Report; The test report shall comply with the require-
ments of Subsection'...y.C.4., and may be combined with a "Repair
Report/Waiver" form. See Table 6 for an example.
2) Tamper Check Form: The tamper check form to assist the in-
spectorshallcomply with the requirements of Subsection
VI.C.3.C.), and may be combined with other forms.
3) Repair Report;
i) The "Repair Report" form shall contain the list of
repair type codes described in Table 4 with boxes and
instructions to the repair mechanic to indicate the type of
repairs performed. Space shall be provided for description
of diagnosis and repairs performed not included in the
list. In addition, the repair mechanic shall be instructed
to indicate in appropriate spaces on the form the vehicle
model year, vehicle license plate, repair parts cost,
repair labor cost, the repair garage identification number,
and the repair mechanics signature. The test report
described in section VI.C.4. shall be fastened to (staple,
tape, glue, etc.) or printed in the Repair Report form.
ii) The "Repair Report" may be combined into a "Repair
Report/Waiver" form as illustrated in Table 6.
4) Waiver Form; The waiver form shall comply with the Waiver
Criteria in Subsection V.D. and specifically the repair criteria
in Subsection VI.D.4.a) and in Table 6. The waiver form may be
combined into a "Repair Report/Waiver" form as illustrated in
Table 6.
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57
SEC: VI.E. 2.
5) Certificates; Certificates of Conformity and Waiver shall
comply with the requirement in Section VI.
2. Reports to the State
a) Weekly Reports: Commencing with the beginning of operation of the
firsTfacility,the contractor will be required to submit weekly
reports containing the number of transactions, inspection results,
and vehicle repairs. The data shall be in machine readable form and
shall be coded in a manner that will allow further processing and
analysis by the State. The contractor may propose data formats or
may initiate formats at a later date (subject to State approval) as
well as propose or initiate a mechanism (also subject to State
approval) that will allow changes (additions, withdrawals, modifi-
cations, etc.) to occur in a uniform, timely, and orderly manner.
1) Weekly Transactions.
i) The contractor will be required, to submit weekly
reports, by inspection facility, and within inspection
facility by inspection lane showing the following:
(1) Total vehicles received into the lane or facility.
(2) Total vehicles rejected from testing for safety
reasons.
(3) Total vehicles not tested because of being exempt
under State law.
(A) Total initial inspections made.
(5) Total vehicles passing initial inspection and
receiving certificate of compliance.
(6) Total vehicles failing initial inspection.
(7) Total reinspections made.
(8) Total vehicles passing reinspection and receiving
certificate of compliance.
(9) Total vehicles receiving waiver upon failing rein-
spection.
(10) Total vehicles failing reinspection but not
issued waiver.
(11) Total lane or facility down-time.
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58
SEC: VI.E. 2.
ii) Totals (1), (2), (3), (5), (6), (8), (9), and (10)
shall be determined by actual count of. individual vehicles
and not from other Totals by subtraction or addition. The
weekly report shall explain any failure of Totals (2), (3),
(A), and (7) to sum to Total(l).
2) Inspection Results. The contractor will be required to submit
on a weekly basis the "Test Reports" and "Tamper Check Forms"
collected on each vehicle tested during the previous week.
3) Vehicle Repair Data.
i) All completed "Repair Report/Waiver" forms collected by
the contractor will be submitted to the State each week.
In addition, information from at least 10% of the collected
completed repair report forms will be coded by the con-
tractor and submitted to the State in a machine readable
form.
ii) The retest code shall indicate the number of reinspec-
tions which have been performed on the vehicle prior to
repair. Vehicles which have only received an initial
inspection will be coded as zero.
iii) The repair type codes shall match the codes listed in
Table 4. A repair type code shall be recorded for each
repair indicated on the vehicle repair report form.
iv) If the contractor wishes, the vehicle "Repair Report/
Waiver" data may be collected and recorded for each vehicle
receiving a reinspection. The data may then be submitted
in a machine readable form along with the vehicle "Inspec-
tion Results" (item 2) above) to the State each week.
b) Operational Status Reports: The contractor shall maintain data on
the operational status of each facility. Summaries of the data (or
all of the data) may be in machine readable language. The State may
at any time request the current status, or to inspect current or past
data on the status of the network and of each facility within the
network. Items that must be available for inspection are:
1) Daily log listing.
i) Equipment status
ii) Results of all calibrations and cross checks
iii) Lane status
iv) Corrective or repair actions taken, if any
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SEC: VI.E. 2.
v) Down-time, if any
vi) Total tests performed in each lane
vii) Aborted tests including time of day and reason
viii) Ambient CO
2) Monthly Records.
i) of all required scheduled maintenance.
ii) of person-hours expended in scheduled maintenance.
iii) of corrective (non-scheduled) maintenance performed
and person-hours expended.
3) QA/QC data.
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60
SEC: VI.F. 1.-4.
F. QA/QC Requirements for Inspection Testing
The purpose of the QA/QC program is to insure valid data is obtained and to
assure uniformity between and within facilities. Valid data is defined as
measuring the true emission levels in the vehicle tailpipe correctly. The
bidder shall propose the general means by which the following contractual
requirements will be met:
1. The contractor is responsible for proposing and implementing a QA/QC
program that will provide and maintain valid emission test data and valid
monitoring of the ppm-hours of CO exposure.
2. The QA/QC program shall consider the sources of error discussed in
"Analysis of the Emission Inspection Analyzer" (EPA technical report No.
EPA-AA-IMS-80-5-A) as well as any other error sources and the contractor
shall implement equipment and operating procedures dictated by the QA/QC
considerations.
3. The QA/QC program shall embody a preventative maintenance program.
4. Standard Operating Procedures implemented by the QA/QC shall include as
a minimum:
a) HC hang-up checking procedures before and after each test.
b) Hourly electronic span procedures for the emission analyzers.
c) Daily and mid-day gas span check procedures for the emission ana-
lyzer.
d) Daily visual inspection of all equipment.
e) Daily warm-up procedures for all test equipment (i.e. analyzers,
dynamometers, etc.).
f) Daily leak check procedures.
g) Daily check of dynamometer power setting (if used).
h) Monthly multi-point calibration checks (6 bottles per range),
response time, and interference checks.
i) Monthly gas checks of CO exposure analyzers.
j) Periodic cleaning and maintenance of all equipment per EPA-AA-
IMS-80-5-A, EPA-A-IMS-80-5-B, or manufacturers instructions.
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SEC: VI .F. 5.-8.
5. The QA/QC program shall include means (possibly a "repeatable" vehi-
cle(s)) that will allow evaluation of each lane's ability to correctly
determine the true emission value of a vehicle. The means developed must
allow comparisons between lanes at one facility as well as. comparisons
between each facility.
6. The QA/QC program shall have an "oversight" mechanism that allows
evaluation of trends in individual analyzers, test lanes, facilities,
etc. Such trend analyses shall be used as a maintenance criteria, and as
a means to review, update, and improve standard operating procedures. The
State may request trend analysis information as part of the "Operational
Status Report" [see Subsection VI.E.2.b)].
7. The contractor may propose or initiate at a later date, subject to
State approval, a mechanism that will allow initiation, modifications or
withdraw! of any aspect of the QA/QC program for the purpose of improving
or streamlining the program, or to meet changing needs. The mechanism
shall provide for changes in a uniform, timely, and orderly manner. Any
QA/QC change shall not be initiated without prior approval from the State
Representative.
8. Reliability Requirements
a) Facility Reliability; The QA/QC program shall insure that un-
scheduled repairs shall not result in facility down-time in excess of
one hour for any single event nor a total of four hours in any week,
nor in lane down-time in excess of 24 hours for any single event or a
total of 24 hours in any week. The contractor is responsible to
' insure that the reliability requirements are met.
b) Inspection Lane Reliability; The QA/QC program shall insure that
unscheduledrepairsInanylane resulting in down-time shall not
cause the waiting period in the queing area to exceed 15 minutes.
c) Contractor Penalties for Down-Time; The penalty to the contractor
for exceeding the 15 minute wait time shall be based on the following
for each facility;
1) Identify the length of the wait time exceeding 15 minutes
expressed as hours to (XX.XXX).
2) Identify the number of lanes down.
3) Identify the maximum hourly inspection rate (output rate) for
each lane.
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SEC: VI.F. 8.
4) Compute the number of vehicles that could be tested in each
downed lane by multiplying the down time for each lane by the
maximum test rate per each lane.
5) Sum the number of vehicles that could be tested in all of the
downed lanes.
6) The penalty to the contractor shall be equal to twice the
contractor's fee or profit that would be due to testing the
number of vehicles identified in step 5).
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SEC: VI.G.
G. State Access to Facilities
The State will conduct a continous program of surveillance to verify that the
contractor is performing emissions tests using properly calibrated and cor-
rectly functioning equipment. In order to facilitate this surveillance, the
cooperation of the contractor is required. Therefore, the bidder's proposal
shall address the method of complying with the following requirements:
1. Any facility shall be available at any reasonable time, upon no advance
notice, for a check of the calibration and proper operation of all equip-
ment .
2. Any documentation necessary to perform calibration checks shall be
available at each facility.
3. With reasonable notice, access shall be available during nonworking
hours to perform any checks that the contractor or the State does not wish
to perform during normal work hours.
4. Any defective condition that would adversely affect the accuracy of
tests performed shall be corrected immediately, so that the down-time
requirements of paragraph VI.F.8. are met.
5. If so ordered by the State Representative, a test lane affected by such
a defective condition shall be closed, and no further testing shall be
conducted until objective evidence that the defective condition has been
corrected and has been approved by the State Representative.
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SEC: VI.H. 1.-3.
H. Pre-Acceptance Contract Requirements
After the contract is awarded, the contractor will be required to provide
information to the State before initiation of the inspection program. There-
fore, bidders must include the following in their proposal:
1. Progress Reports
In order to facilitate the State's review of contract status, .the con-
tractor will be required to submit monthly detailed progress reports dur-
ing the design and implementation phases of the contract. These progress
reports shall outline the contractor's activities for the month previous,
any delays or anticipated delays, problems, differences of interpretation
and resolution of any past problems.
The progress reports shall be considered one continuous document and will
contain cross-reference to earlier reports in order to reduce the volume
and complexity of each report. At the conclusion of the implementation
period, the contractor will submit a summary report and table of contents
for the entire progress report document.
2. Pre Construction Requirements
In order that the State can be assured that the contractor is proceeding
to design and implement a viable inspection program on schedule, the con-
tractor will be required to submit detailed schedules on each aspect of
design and construction identified in Section V.E. of the facility network.
3. In-Process Quality Assurance
a) The contractor will establish and maintain a quality-assurance
program to ensure compliance with the requirements of the contract.
b) All phases of the work manufactured or performed within the con-
tractor's plant or at any other source, shall be controlled at all
points necessary to ensure conformance to the contract. The program
shall provide for the prevention and ready detection of discrepancies
and"for timely and positive corrective action. The contractor shall
make objective evidence of quality conformance available to the State
Representative.
c) The authority and responsibility of those in charge of design,
production, testing, and inspection of quality control shall be
clearly stated, as required in subsection VIII.B.
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SEC: VI.H. 4.
4. In-Process Inspection
a) The contractor shall establish and maintain a system of in process
inspection during the manufacture, construction, and installation to
ensure the quality and serviceability of all system components and
subsystems.
b) The State Representative shall have access to and may inspect
materials and equipment to be incorporated in the system at mutually
agreed upon times at the place of production or manufacturer, and at
the shipping point, as well as at the site of the work.
c) The contractor's materials and equipment contracts shall include a
notice to the supplier or subcontractor of these inprocess inspection
requirements.
d) A record of all in-process inspections performed by the contractor
and his subcontractors and suppliers shall be maintained by the con-
tractor and shall be available for review by the State Representative
at any time during the period of contract performance. Such record
shall include but is not limited to, applicable components and sub-
systems performance specifications and the test records of each
tested item.
e) All of the construction and installation work performed shall be
subject to inspection by the State Representative for conformity with
the drawings and specifications.
f) The contractor shall furnish the State Representative all reason-
able facilities for his safety in inspecting the work at all times
and at all places where inspection may take place.
g) Neither "the inspection nor lack of inspection of any portion of
the work, nor the presence or absence of the State Representative
during performance of any of the work shall waive any of the require-
ments of the contract or relieve the contractor of any obligations
thereunder. Defective work, materials, and equipment may be rejected
notwithstanding their prior inspection or lack of inspection by the
State Representative and notwithstanding their conformance with the
contract at the time of any prior inspection. t.
h) Any work, materials, or equipment not conforming to the specifi-
cations and drawings may be rejected by the State Representative and
shall be corrected by the contractor.
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SEC: VI.H. 5.
5. System Acceptance
a) The contractor shall submit a draft of a detailed Acceptance Test
Procedure. Such procedure shall be consistent with the Operation
Manuals and the requirements in the contract. The State will review
and approve or indicate required changes in the Acceptance Test Pro-
cedure .
b) Upon the completion of each inspection facility, the contractor
shall demonstrate its readiness. The contractor shall conduct the
specified inspections and acceptance tests in the presence of the
State Representative in accordance with the approved Acceptance Test
Procedure.
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SEC: VILA. 1.-4.
Section VII - Administrative Conditions
A. Remuneration of the Contractor
1. Fee Collection
The contractor will collect all inspection fees from motorists at the time
and place of inspection.
Each vehicle failing the inspection may receive one free reinspection, but
only upon presentation of the vehicle inspection report from its prior
inspection, and an indication that necessary repairs have been performed.
If subsequent reinspections are necessary, the motorist must again pay the
inspection fee as outlined in subsection C.2.e). Proposals must address
the problems of accounting and security posed by collection of fees by the
contractor at the inspection facility.
2. Calculation of Contractor's Share
1,500,000 vehicles in the counties governed by the program are projected
to be subject to the inspection requirement in 1983. Table 1 identifies
their distribution by county. Program planners estimate a 30% initial
failure rate and a 30% rate of failure of reinspection, yielding to an
estimated total of 2,085,000 inspections for the first year of the manda-
tory program. Projections beyond 1983 have not been made in this RFP.
3. The state of Smogonia estimates a minimum of 1,200,000 total inspec-
tions for 1983. Reinspections as well as initial inspections performed by
the contractor will be compensated by the State and will be included in,
the calculation of the minimum number. Additional inspections are,to be
compensated on a declining-scale fee per test, to be proposed by the
bidder. The estimated minimum number of inspections to be purchased by
the state for each year of the contract is as follows: '
1984 - 1,260,000
1985 - 1,320,000
1986 - 1,380,000
1987 - 1,450,000
4. Disbursement to Contractor
The contractor will be expected to deliver all collected fees to the de-
signated state ..agency, on a weekly basis, accompanied by a detailed
accounting of the number of inspections and reinspections performed at
each facility for that week. The contractor will receive one twelfth of
the estimated minimum compensation each month. Once the estimated minimum
number of inspections has been surpassed, the contractor will receive
monthly compensation on the per-fee scale applying to the number of addi-
tional tests performed so far that year.
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SEC: VII.B.-D.
5. Voluntary Phase-in Period; Motorists will not be charged for inspec-
tions they receive before January 1, 1983. The contractor may be compen-
sated monthly for such voluntary inspections on a straight pertest or
overall fee basis, within 30 calendar days after submitting an invoice and
detailed accounting of the number of inspections performed at each facil-
ity. Proposals should separately address the costs of phase-in period
inspections. Only number of tests and pass/fail status need to be record-
ed during the voluntary phase. Detailed test data is not required.
B. Public Information Activities
An effective public information program is essential to the success of the
motor vehicle inspection program. Public information activities may be con-
ducted by the State, or by the contractor or separate special-purpose con-
tractors, subject to the approval of the State of each activity. Proposals in
response to this RFP should include'-a plan and budget for such activities on
the part of the contractor as use of television, radio and print media, semi-
nars for the public and for auto mechanics,, handling of complaints or inquir-
ies from the public, operation of a telephone "hotline," special promotional
events or demonstrations, and voluntary phase-in period inspections. The tim-
ing and rationale of planned activities should be indicated in such plans.
C. Auditing of Program Records
The state will have the right to audit the contractor's records and record-
keeping procedures to ascertain the number of tests performed by the con-
tractor for which compensation is required, and the proper collection,
accounting, and forwarding to the State of fees from motorists. The con-
tractor' will be required to furnish copies of relevant reports, financial
statements, and other information reasonably necessary to such audits. The
state will provide the contractor reasonable notice of such audits and ade-
quate time to respond to inquiries regarding audit discrepencies.
D. Minor Failures o'f Performance
The contract will prescribe liquidated damages for certain identifiable fail-
ures of the contractor to meet the terms of the contract. Such liquidated
damages will not be penal in nature, but will attempt to reasonably approxi-
mate actual damages to the state which are difficult to calculate, caused by
the contractor's breaches. Proposals must include a list of such identifiable
breaches with proposed fair liquidated damages for each. The list must in-
clude at least the following:
1. Failure of contractor to comply with a legitimate order of an author-
ized state offical to suspend operation of a test lane.
2. Performance of tests with a faulty or improperly calibrated analysis
instrument.
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SEC: VII.E.
3. Hazardous conditions resulting from, or excessive delay in, test queues.
E. Expropriation or Replacement of the Contractor
The state will reserve the right to expropriate or replace the contractor in
any or all aspects of management or operation of the inspection program at any
time following January 1, 1983. Expropriation of the contractor would result
from the repeal of all or the pertinent part of statutory authority for the
program. Replacement will be permitted when found necessary for the pro-
tection of the public trust held by the inspection program .operator, by an
interagency task force appointed by the State Legislature to investigate that
necessity. In either event, the contractor will receive fair compensation for
the following actual damages:
1. Losses the contractor has incurred through default on leases for land,
buildings, equipment or other property for purposes of performance of the
program contract;
2. Losses the contractor has incurred through default on contracts of
employment for purposes of performance of the program contract, including
but not limited to obligations for relocation expenses, severance pay, and
other employee benefits;
3. Overhead and other indirect costs incurred by the contractor in good
faith efforts to mitigate losses on lease or employment contracts.
4. Reasonable costs of materials purchased by the contractor for purposes
of contract performance which cannot be recovered by resale. Such
materials may include, but are not limited to land, buildings, equipment,
tools and supplies, regardless of whether such materials are in the pos-
session of the contractor or have not yet been delivered to it;
5. Actual costs of removing for purposes of resale materials covered under
Section VII.E.
The contractor will also receive a fair compensation for the portion of
reasonable return on its investment prevented by premature termination of the
contract. Proposals should include an estimation of the overall amount of
such return on investments. . ; .
The state will notify the contractor ;at least six months,, prior to such pre-
mature termination of the contract. The contractor .will be obligated to take
all reasonable efforts to mitigate damages. -. The State will be entitled to
audit the contractor's books and records to verify any damages claimed.
Damages paid to the contractors under conditions of premature termination will
not relieve the State of other obligations to pay the contractor for services
performed in fulfillment of the contract.
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SEC: VII.F.-J.
F. Performance Bonds
The contractor must furnish, concurrently with signing the contract, a payment
bond equal to 50% of the construction costs under the contract and a perfor-
mance bond in an amount equal to 50% of the remaining amount of the contract,
excluding construction costs. Such bonds must be executed by the contractor
and a corporate surety approved by the State. Bonds will be renewed annually,
as appropriate.
G. Contractor's Idemnification of the State
The contractor must indemnify the State and its agents against any claims on
injuries or losses caused to third parties by the contractor's negligence in
performing its obligations under the contract. The contractor must defend
against, and pay any court costs or attorney's fees charged in connection with
any such claims against the State 'or with agents. The contractor must satisfy
any judgments against the State on such claims at its own expense. No insur-
ance protection obtained by the contractor to so indemnify the State may have
the effect of limiting the contractor's responsibility to the State in this
regard.
H. Contractor Liability
The acceptance or approval by the State of any order or procedure, method,
structure or equipment submitted or employed by the contractor will not in any
manner relieve the contractor of any liability pertaining to that order or
procedure, method, structure or equipment.
The contractor must provide his own liability insurance. The State does not
assume liability for the actions or omissions of the contractor.
I. Conformity to Codes
The contractor must conform to all applicable Federal, State and local govern-
ment code requirements including, but not limited to, employment, building
safety and fire codes, and public building requirements for use by the handi-
capped .
J. Equal Opportunity Practices
The contractor must provide equal opportunity to all persons without regard to
race, religion, ethnic background, or sex, in all matters concerning employ-
ment, salary, promotion, transfer, recruitment, layoff, and selection for
training, related to performance of the contract.
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SEC: VII.K.
K. Conflict of Interest
1. The contractor and all sub-contractors will be subject to the highest
standard of fiduciary duty to the State in the conduct of the inspection
program. The contractor must perform all functions of the inspection pro-
gram in full accordance with the procedures and rules set by the state and
by the terms of the contract.
2. Neither the contractor nor any other private concern operating any por-
tion of the inspection program may have any financial interest in any
automotive repairs enterprise located within the geographic area subject
to the program.
3. The contractor must strictly avoid communication of any false, inaccur-
ate or misleading information to any person or in any certificate, record
or document held or submitted to or on behalf of the program authority,
regarding the inspection program, its standards, procedures, or require-
ments, or any determination made or function performed under it.
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SEC: VIII.A.-G.
Section VIII - Bidder Qualification
A. Financial Capability
Each bidder must submit financial or corporate records documenting its finan-
cial capability to commence and operate the vehicle inspection program de-
scribed in this RFP. The documentation must be in a form allowing a certified
public accountant to readily determine the bidder's financial capability. "
B. Organization and Manpower
Each bidder.must provide a management plan of the organization and manpower to
be assigned to the program, including a brief description of the qualifi-
cations of key personnel and the proportions of their time to be allocated to
this program.
C. Program Schedule
Each bidder must submit a detailed, time-phased management planning chart of
all tasks to be performed under Section IV.A.,Busing PERT/CPM or an equiv-
alent charting technique, and corresponding to" the schedule set in Section
IV.B.
D. Identification of Subcontractors
Each bidder must identify all construction and equipment subcontractors and
outside consultants it intends to employ for purposes of this program,' and
must describe their qualifications and the proportions of time and money to be
allocated to work they are to perform.
E. Contractor's Support Facilities
Each bidder must provide a description of its plant equipment, support facil-
ities, or other physical assets which would contribute to and are available
for this program.
F. Related Experience
Each bidder must provide a list of similar activities it has performed, such
as vehicle inspection or air pollution monitoring projects. Sample reports or
design studies should be attached, if possible, and will be held confident-
ially by the State.
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SEC: VIII.G.
G. Evaluation Guidelines
1. An interdepartmental evaluation team will compare the relative merits
of all proposals in response to this RFP in terms of fair and objective
guidelines. Members of the team will have technical expertise in a vari-
ety of areas including site acquisition, construction, operations, con-
tract administration, legal interpretation and vehicle inspection pro-
cedures and equipment. It will score each section of the proposals along
the lines of the specific requests in this RFP, according to the point
system set forth in Table 2.
2. If the bidder has suggested alternatives backed with technical justifi-
cation, the team will consider these as well in scoring . the bidder's
response to a specific requirement. Scores for each requirement will be
assigned by comparison among all the proposals on that issue. A score of
zero will be assigned for each issue to which the bidder does not respond.
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SEC: IX.A.-D.
Section IX - Cost Proposal
Each bidder must submit a cost proposal separate from the technical proposal.
A. Inspection Fee
Each bidder must propose a flat inspection fee to cover the estimated minimum
number of inspections the state plans to purchase for each -of the five years
of the program beginning January 1, 1983. These estimated minima are set
forth in section VILA. Separate proposals should be made for each of these
two potential inspection regimes:
(1) Idle mode only.
(2) Idle mode convertible to loaded mode at a later date.
B. Declining Fee Scale for Additional Inspections
Each bidder must propose a per-test fee scale which declines as the number
increases of inspections performed in addition to the estimated minimum. The
additional per-test fee proposal should be organized by year and test mode, as
is the proposal for the estimated minimum fee. The state estimates approxi-
mately 2,085,000 inspections for the first year of the program; but proposals
should account for the possibility of a good many more inspections than the
projected number. Bidders should take care to avoid any formula which would
provide for a negative marginal fee per inspection at any point. A formula
which provides a given per-test fee for the first block of additional inspec-
tions, and declining fees for each block of additional inspections thereafter,
would be preferable, since it would allow the State to calculate the current
compensation due to the contractor on a monthly basis with no delay, after the
annual minimum has been surpassed.
C. Costs for Voluntary Inspections During Phase-in Period
The state intends to allow motorists to obtain vehicle emissions inspections
free of charge during the six months preceding the imposition of the inspec-
tion requirement. Bidders may propose a flat overall fee for the provision of
an unlimited number of tests during this period, or may propose a straight
per-test compensation, or both, as alternatives.
D. Public Information Activities Budget
Each bidder must propose a budget corresponding to the plan for public infor-
mation activities it proposes under section VII.B.
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Figure 1
Legislative Boundaries
(To be supplied by the State)
Figure 2
Registration Renewal Procedure
(To be supplied by the State)
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Biltmore
Safari
Mountain
Granada
Table .1
BASIC PROPOSAL GUIDELINES FOR
NUMBER OF VEHICLE INSPECTIONS
(To be supplied by the State)
County Initial Inspections First Reinspection1
500,000
250,000
300,000
450,000
150,000
75,000
90,000
135,000
Subsequent
Reinspection2 Total
45,000
22,500
27,000
40,500
695,000
347,500
417,000
625,500
TOTAL 1,500,000
450,000
135,000 2,085,000
(1) 30% failure rate at initial inspection.
(2) 30% failure rate at first reinspection.
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TABLE 2
SUMMARY OF BIDDER RESPONSE REQUIREE'ENTS
PROPOSAL EVALUATION WEIGHTING CRITERIA
RFP Weighting
Section Factor
V Equipment Specifications 1£
B. OVEIP Network Requirements 6
C. OVEIP Site and Facility Requirements A
D. Equipment Requirements 5
E. Documentation Procedures 2
F. Warranty Requirements 2
VI Operating Requirements 26_
B. Facility OperationsA
C. Inspection Procedures 5
D. Waiver Criteria 2
E. Reports 4
F. QA/QC Requirements for Inspection Testing 7
G. State Access;to Facilities 2
H. Pre-Acceptance Contract Requirements 2
VII Administrative Conditions 15
A. Renumeration of the Contractor 3
B. Public Information Activities 8
C. Expropriation or Replacement of the Contractor A
VIII Bidder Qualifications 18
Organization and Manpower A
Program Schedule 3
Identification Subcontractor 2
Contractor's Support Facilities 2
Related Experience 7
Cost Proposal . 22
Inspection Fee To~
Declining Fee Scale for Additional Inspections 6
Costs for Voluntary Inspections During Phase-in 3
Period
D. Public Information Activities Budget 3
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Table 3
Diagnostic Statements
For each emission problem condition, perform the checks and maintenance in the
sequence as listed until the idle measurements for both HC and CO are
sufficiently below the idle emission standards to assure passing a
reinspection.
Condition: Fail Both Idle HC and Idle CO.
Begin with the maintenance described to correct the idle HC
problem. When the idle HC measurement is acceptable, begin per-
forming maintenance described to correct idle CO -problems as
necessary.
Condition: Fail Idle HC.
1. Improper Ignition Timing: Compare with manufacturers speci-
fication.
2. Faulty Ignition or Misfire: Check for arcing or disconnected
wiring.
3. 'Vacuum Leaks: Check for .damaged, missing, or disconnected
hoses and check for leaks around the intake manifold and base- on
the carburetor.
A. EGR System Incorrectly Operating at Idle: Check for proper
valve operation.
5. Idle Speed Set Too Low: Compare with manufacturers specifi-
cation.
6. Air/Fuel Mixture Set Too Lean: Check or set using manu-
facturers specified procedures. Check the balance in two and
four barrel carburetors.
7. Worn Piston Rings or Values: Perform compression check.
Condition: Fail Idle CO.
Diagnosis: 1. Dirty Air Filter: Clean or replace if necessary.
2. Choke Stuck: Check for proper operation and adjustment.
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79
3. PCV System Plugged: Check valve and hoses for restriction.
A. Air Pump and Control Valve Inoperative: Check belt, bypass
valve, hoses, etc.
5. Idle Speed Set Too Low: Compare with manufacturers specifi-
cation.
6. Air/Fuel Mixture Set Too Rich: Check or set using manufactur-
ers specified procedures.
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Table 4.
REPAIR CODES
The repair codes use a four numeral matrix identifier for the types of repairs
listed in Table 6. The first number of the code identifies which repair list,
(1 = HC list, 2 = CO list). The second and third numbers in the code identify
the specific repair in the list (i.e. 104 - the 04 indicate the first repair -
timing adj - in the HC list, 201 - the 01 indicates the first repair - air
filter - in the CO list). The last and final number in the code indicates the
specific repair action (1 = UD, 2 = RR, 3 = AJ, 4 = NR, 5 = OK, e.g. 1045 =
timing ok, 2012 = air filter replaced).
Code:
Repair List
1 = HC
2 = CO
Type of Repair
Repair
Action
1 = UD
2 = RR
3 = AJ
4 = NR
5 = OK
Specific Codes:
Code .HC List
101- points
102- condenser
103- spark dwell adjustment
104- spark timing adjustment
105- vacuum hoses, fittings, and
routings
106- spark plugs
107- ignition wires
108- distributor caps
109- distributor rotor
Code CO List
201- air filter
202- choke free movement
203- PCV valve
204- PCV filter
205- exhaust gas oxygen sensor
206- idle speed adjustment
207- idle air/fuel mixture
adjustment
208- air pump belt
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Table 5
EMISSION TEST STANDARDS
Standard — Emission Standard*— — MY Application —
Category HC (PPM) CO (%) LDV LDTl LPT2
1 1400 8.5 pre68 pre68 pre70
2 700 7.0 68-71 68-71 70-72
3 600 6.0 72-74 72-74 73-78
4 400 4.0 75-79 75-83 79-83
5 . 275 2.5 80 -
6 200 1.0 81+ 84+ 84+
* Stringency Factor = 35%
LDV = Light Duty Vehicle
LDTl = Light Duty Truck w/GWV less than 6000 pounds.
LDT2 = Light Duty Truck with curb weight greater than 6000 pounds, or
Light Duty Truck w/GVW between 6000 pounds and 8500 pounds. '
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82
Table 6
TEST REPORT / REPAIR REPORT / WAIVER APPLICATION FORM
SERIAL NUMBER .
VEHICLE DESCRIPTION
LICENSE PUTE:
VIN:
MODEL YEAR:
VEHICLE MAKE:
VEHICLE MODEL: >_
ENGINE EMISSION FAMILY: .
(FROM EMISSION LABEL)
ODOMETER: .
NEW CAR
EMISSION PERFORMANCE
WARRANTY
YES NO
VEHICLE MODEL YEAR
LESS THAN OR EQUAL
TO 5 YEARS OLD?
VEHICLE MILEAGE'
LESS THAN OR EQUAL
TO 50,000 MILES?
STANDARD SELECTION
VEHICLE MODEL YEAR:
VEHICLE TYPE: LDV LOT HDG_
EMISSION CATEGORY SELECTED:.
EMISSION STANDARDS: HC
CO
.PPM
INITIAL TEST
TEST CODE
TEST RESULTS:
PASS
FAIL CO
FAIL HC
DATE:.
TEST FACILITY I.D.:.
FACILITY INSPECTION TEST NO:.
TEST LANE:.
DATA: MODE MEASUREMENT
HC PPM
CO V.
STANDARD Past/Fill
2500
RPM
PPM
%
MODE MEASUREMENT
IDLE
HC
CO _
PPM
y.
STANDARD Past/Fall
PPM
RETEST1
TEST CODE
DATE:.
TEST FACILITY I.D.:.
FACILITY INSPECTION TEST NO:
TEST RESULTS:
PASS
FAIL CO
FAIL HC
DATA: MODE MEASUREMENT
HC PPM
2500
HPM
CO
STANDARD Pass/Fall MODE MEASUREMENT
PPM HC PPM
% co _ y.
TEST LANE:
RETEST 2
TEST CODE
TEST RESULTS:
PASS
FAIL CO ;
FAIL HC
DATE:.
TEST FACILITY I.D.:.
FACILITY INSPECTION TEST NO:.
TEST LANE:.
DATA: MODE MEASUREMENT
HC PPM
co y.
STANDARD Past/Fall MODE MEASUREMENT
2500
RPM
PPM
•A
I
IDLE
HC
CO _
PPM
y.
STANDARD PassfFail
PPM
DIAGNOSIS/REPAIRS FOR VEHICLES FAILING HC
•UD- -RR- -AJ- -NR- OK- PART COST
REPAIR ITEM:
POINTS
CONDENSOR
SPARK DWELL ADJ.
SPARK TIMING ADJ.
XX XX'
XXXX XXXX
xxxx I
XXXX
iSES, FITTINGS !
& ROUTiN>
SPARK PLUGS
IGNITION WIRES
DISTRIBUTOR CAP
DISTRIBUTOR ROTOR
TOTAL HC COST
XXXX I
XXXX i
XXXX :
DIAGNOSIS/REPAIRS FOR VEHICLES FAILING CO
•UD- -RR- -AJ- -NR- -OK- PART COST
REPAIR ITEM:
AIR FILTER
CHOKE FREE MOVEMENT
PCV VALVE
PCV FILTER
EXHAUST GAS, FITTINGS
OXYGEN SENSOR
IDLE SPEED ADJ.
IDEL AIR/FUEL MIXTURE ADJ.
AIR PUMP BELT
TOTAL CO COST
•AJ- -NR-
XXXX
XXXX
XXXX
XXXX
XXXX '
XXXX
XXX XXX
XXX
XXXX
OTHER EMISSION RELATED MALFUNCTIONS:
POSSIBLE MALFUNCTIONS (EGR. GARB FLOAT, THERMOSTATIC VACUUM VALVES, AIR CLEANER, HOT AIR SYSTEM, ENGINE COMPRESSION, ETC.)
OTHER ITEMS DIAGNOSED OR REPAIRED:
. PARTS COST: $_
WAIVER: TO BE COMPLETED BY CERTIFIED MECHANIC
PARTS COST ALLOWED FROM
PREVIOUS REPAIR ATTEMPTS BY
MOTORIST OR NON-CERTIFIED
MECHANIC
CERTIFIED MECHANIC'S COSTS i
FOR ABOVE DIAGNOSIS/REPAIRS
PARTS:
LABOR:
PREVIOUS REPAIR PARTS:
TOTAL WAIVER COST:
TIMING OK.
I CERTIFIED .
IDLE A/F OK.
REPAIR MECHANIC'S SIGNATURE
REPAIR SERVICE CENTER I.D. No.i
DATE
SEE REVERSE SIDE FOR ABBREVIATIONS
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83
Symbols for Table 6
AJ - Component or Part is "ADJUSTED" such that the item is now in proper
operating condition.
NR - "Needs Repair" indicates that the item has been inspected and found
not to be in proper operating condition, however the total cost of
repairs has exceeded the appropriate cost limit.
OK - "OK" indicates that the item has been inspected and found to be in
proper operating condition, or the item is not applicable to the
vehicle.
RR - "Repaired or Replaced" indicates that the item has been repaired or
replaced such that the item is now in proper operating condition.
UD - "Uhdiagnosed" indicates that the item was not checked prior to ex-
ceeding the cost limit.
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8A
APPENDIX A
OFFICIAL VEHICLE EMISSIONS INSPECTION PROGRAM
SMOGVILLE REVISED STATUTES, SECTIONS 98-1700 THROUGH 98-1775
APPENDIX B
MOTOR VEHICLE REGISTRATION
SMOGVILLE REVISED STATUTES, SECTIONS 87-1600 THROUGH 87-1620
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85
APPENDIX C
MOTOR VEHICLE SAFETY INSPECTION
HOUSE BILL 2319, FORTY-FOURTH LEGISLATURE, SECOND SESSION
APPENDIX D
UNIFORM ACT REGULATING TRAFFIC ON THE HIGHWAYS
SMOGVILLE REVISED STATUTES, SECTIONS 87-1630 THROUGH 87-1695
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86
APPENDIX E
PERFORMANCE CRITERIA FOR CARBON MONOXIDE AND
HYDROCARBON INSPECTION INSTRUMENTS
See EPA Reports:
Title Number
Analysis of the Emission Inspection Analyzer EPA-AA-IMS-80-5-A
Recommended Specifications for
Emission Inspection Analyzers EPA-AA-IMS-80-5-B
APPENDIX F
PROCEDURES FOR DYNAMOMETER ROAD HORSEPOWER CALIBRATION
APPENDIX G
VEHICLE INSPECTION SPECIALIST SPECIFICATIONS
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