TEXAS DEPARTMENT OF TRANSPORTATION ENVIRONMENTAL TEST CHAMBER MAINTENANCE AND REPAIR SERVICES

Transcription

1 TEXAS DEPARTMENT OF TRANSPORTATION ENVIRONMENTAL TEST CHAMBER MAINTENANCE AND REPAIR SERVICES PUBLICATION This specification is a product of the Texas Department of Transportation (TxDOT). This specification may not be sold for profit or monetary gain. If this specification is altered in any way, the header, and any and all references to TxDOT must be removed. TxDOT does not assume nor accept any liability when this specification is used in the procurement process by any other entity. 1. SCOPE: This solicitation is to provide services for the maintenance and repair of the environmental test chambers used to perform accelerated corrosion testing on traffic signal equipment in various corrosive environments. Components of the system include, but are not limited to; air and heating systems, video cameras for observing test operations from the control center, humidifiers, dehumidifiers and various electrical components. The chambers are located at 9500 Lake Creek Parkway, Building 51, Austin, Texas. 2. DEFINITIONS OF TERMS AND ACRONYMS 2.1. CCTV Closed Circuit Television 2.2. CLASS A LICENSE Entitles the license holder to engage in each type of air conditioning and refrigeration contracting that is endorsed on the license in relation to a system, product or equipment of any size and capacity CFR Code of Federal Regulation 2.4. EPA Environmental Protection Agency 2.5. HVAC Heating, Ventilating and Air Conditioning 2.6. NFPA National Fire Protection Association 2.7. POC Vendor s Point of Contact 2.8. TAC Texas Administrative Code 2.9. TDLR Texas Department of Licensing and Regulation UPS Uninterruptible Power Supply 3. APPLICABLE LAWS AND STANDARDS: The vendor shall provide the specified service requirements in accordance with all federal, state and local applicable laws, standards and regulations necessary to perform the services, including, but not limited to: 3.1. Code of Federal Regulations (CFR 40) Protection of Environment, Chapter I: Subchapters D, I and N TAC, Chapter 75, Air Conditioning and Refrigeration, latest edition 3.3. Section 608, Clean Air Act, EPA, Ozone Layer Protection, Regulatory Programs 3.4. NFPA 70 National Electrical Code latest edition 3.5. Title 40, CFR - Protection of Environment, Chapter 1, Subchapter C, Part 82, Subpart F Recycling and Emissions Reduction 3.6. Occupations Code, Title 8, Regulation of Environmental and Industrial Trades, Chapter Electricians Occupations Code, Chapter Federal Communications Commission Rules, Part

2 4. CURRENT ENVIRONMENT: TxDOT purchased the environmental test chambers in The equipment frequently breaks down and needs repair. TxDOT needs to establish a purchase order for services to inspect, repair and perform preventative maintenance in accordance with manufacturer guidelines. 5. RESPONDENT QUALIFICATIONS: The respondent shall: 5.1. Be a company or an individual engaged, or whose partners or participants or both are engaged in the business of providing equipment maintenance and repair of the various components listed in the specification for a minimum of three years within the last five years. Recent start-up businesses do not meet the requirements of this solicitation. NOTE: A start-up business is defined as a new company that has no previous operational history or expertise in the relevant business and is not affiliated with a company that has that history or expertise. Two companies are affiliated if the two companies have a common parent company or if one is the parent or subsidiary of the other Be in good financial standing and current in payment of all taxes and fees such as state franchise fees. TxDOT reserves the right to request a copy of the respondent s audited or un-audited financial statement. TxDOT may request a statement from the president, owner or financial officer on company letterhead certifying that the company is in good financial standing and current in payment of all taxes and fees. When financial statements are requested, TxDOT will review the respondent's audited or un-audited financial statement in accordance with Texas Government Code, Title 10, Subtitle D, Section , to evaluate the sufficiency of the respondent's financial resources and ability to perform the contract or provide the service required in the solicitation. TxDOT will be the sole judge in determining the sufficiency of the respondent's financial resources and ability to provide the service. Factors to be reviewed include: Balance sheets Net working capital Current asset ratio Liquidity ratio Auditor(s) notes Any notes to the financial statements 6. RESPONDENT REFERENCES: The respondent should submit a minimum of three references to substantiate the qualifications and experience requirements for similar services completed for three years within the last five years. References shall illustrate respondent s ability to provide the services outlined in the specification. References shall include name, point of contact, telephone number and dates services were performed. The response may be disqualified if TxDOT is unable to verify qualification and experience requirements from the respondent s references. The response may be disqualified if TxDOT receives negative responses. TxDOT will be the sole judge of references (Ref. Respondent References). 7. RESPONDENT PERSONNEL QUALIFICATIONS: The respondent shall provide the following personnel: 7.1. HVAC TECHNICIANS: The HVAC technicians shall: Have and maintain a Class A license throughout the term of the purchase order. 2-12

3 Be an individual or company who holds and maintains a universal certification (refrigerant handling) in accordance with Section 608 of the Clean Air Act, EPA and 16 TAC, Chapter 75, Air Conditioning and Refrigeration Rules Have the appropriate combined endorsement of C, which includes Environmental Air Conditioning (E) and Commercial Refrigeration and Process Cooling or Heating (R) ELECTRICIANS: The electricians shall: Be, at a minimum, a Journeyman Electrician licensed with the TDLR with a minimum of 8,000 hours of on-the-job training under the supervision of a master electrician or maintenance electrician Have experience in the inspection, calibration, troubleshooting and repair of high voltage testing equipment VIDEO TECHNICIANS: The video technicians shall have a minimum of three years in the last five years of experience in the installation and repair of CCTV systems All personnel who will be driving to and from TxDOT work locations shall: Possess a valid Driver License acceptable in the state of Texas Have no Driving under Influence (DUI) or Driving While Intoxicated (DWI) incidents on driving record within the past three years Have no more than two moving violations on driving record within the past three years. 8. VENDOR REQUIREMENTS: The vendor shall: 8.1. Adhere to the TxDOT Terms and Conditions identified on the solicitation Provide a primary point of contact Provide a telephone number to contact for service between the hours of 8:00 a.m. and 5:00 p.m. CT, Monday through Friday Respond to a request for service within one business day of receipt of the request Provide vendor personnel available to perform the services of the specification, as needed (Ref. Para. 7.) Keep current all licenses, certifications, registrations and endorsements for all vendor personnel assigned to the purchase order throughout the term of the purchase order. TxDOT may request copies at any time during the term of the purchase order. 9. VENDOR PERSONNEL REQUIREMENTS 9.1. The primary point of contact shall be responsible for the day-to-day operation of the service in accordance with the requirements of the purchase order The POC shall be a permanent staff employee and shall serve as a constant primary point of contact for TxDOT Be fluent in English with the ability to receive, give and understand written and oral instructions. 10. SERVICE REQUIREMENTS: The vendor shall: Begin work within seven business days of the award of the purchase order or on the agreed upon date between TxDOT and the vendor. 3-12

4 10.2. Provide all labor, parts, materials, lubricants, and equipment in accordance with OEM specifications necessary to meet the requirements to provide the specified services throughout the term of the purchase order. (Ref. Attachment A and B.) Any parts not available from the manufacturer due to obsolescence remain the vendor s responsibility to replace from another source Notify TxDOT in writing for approval when other than OEM replacement parts are used and prior to providing the part Meet with the designated TxDOT representative to discuss use of the equipment, including testing requirements and any other pertinent items regarding the operation and maintenance of the equipment. During this initial meeting the vendor shall: Develop a schedule of preventative maintenance service using information provided by the TxDOT representative based on current operating environment Review performance and identify any mechanical failures that are impacting the system's ability to perform properly Inspect functionality and proper operation of doors, viewports, light fixtures, floor panels, heaters, cooling system, humidifiers, compressors, light panels, fans, video equipment, etc Review and modify current programming as necessary to maintain operational service Provide a detailed cost estimate in writing via to the designated TxDOT representative within 48 hours of the meeting. Cost estimate shall include, but not be limited to, estimated number of hours and number of technicians needed to complete the job, estimated cost of materials known to be needed at the time of the estimate and the estimated completion date. The estimate and proposed completion date shall be approved by the TxDOT representative prior to work beginning Complete all work on or before the proposed completion date determined in paragraph If additional time is necessary to complete repairs, written notification shall be sent to and approved by the designated TxDOT representative Remove from the area and dispose of all defective materials removed in the performance of the service and in strict accordance with all applicable rules, regulations, codes, laws, ordinances, and statutes Clean all areas of scrap materials, dirt, dust, and debris generated in performance of the service at the time the service is provided and leave the work area clean and free of materials, debris, and vendor equipment to the satisfaction of the designated TxDOT representative Clean, repair, or replace any damage caused by the vendor or vendor s subcontractor(s) during the performance of the service to the satisfaction of the designated TxDOT representative, and at no additional cost to TxDOT Not make any alteration or additions to the equipment without prior written approval from the designated TxDOT representative Repair items damaged by the vendor at no cost to TxDOT. 4-12

5 11. SEMI-ANNUAL PREVENTIVE MAINTENANCE REQUIREMENTS: The vendor shall: Ensure equipment performance is maintained at a pre-determined schedule for maintenance, repair, adjustment or testing to provide the optimum level of consistent operation. (Ref. Para ) Clean or replace all filters, strainers, float chambers. Repair or replace all defective components. Replace frayed or dry rotten gaskets and pipe insulation. Drain and recharge fluids, refrigerants, and other consumables Replace all view windows and seals as needed Test for leaks using electronic leak detector INSULATED DOOR PANELS Inspect all door seals for wear and tear Inspect proper operation of hinges, handles, viewport, nonskid strips, and heater wire COOLING SYSTEM: Inspect condensing units, evaporator, compressors, and humidifiers for proper function. Clean and rinse condenser coils and condensing units in accordance with manufacturer recommended practices HEATING SYSTEM: Inspect proper functionality of all heaters, blowers and fans HUMIDIFIERS AND DEHUMIDIFIERS: Inspect proper functionality of evaporator, condenser, steam generator, fans Check drain pans and steam piping for leaks Clean or replace steam generator and electrodes Inspect low duct points for signs of poor humidity distribution AIR COMPRESSORS Change oil and replace air filters Check belt tightness and safety valve operation Drain tank Blow dirt from inside motor Dry Air Purge: Clean and service piggyback filter and regulator bowl in both chambers HOT GAS DEFROST: Inspect for proper operation and ensure that the defrost circuit can be deactivated manually LIGHTING: Inspect light fixtures, wiring and switches for the test chamber, control room, mechanical room, and interior room. Replace non-operational light bulbs UPS SYSTEM Inspect for damage to the case, inside and out Check UPS battery power Cycle select switch through all four switch positions and observe battery voltage is at least 27.3 Volts DC (VDC). Tolerance is plus or minus 0.3 VDC. 5-12

6 EJS LIMITED, INC. MODEL CCTHD100MP4 MICROPROCESSOR CONTROL PANEL: Perform service checks to verify manual control, alarms and chamber monitoring operations function properly. Ensure failsafe and limit controls operate properly to protect equipment and chamber from uncontrolled temperature excursions. NOTE: The Microprocessor should turn on the dry purge system to prevent condensation on equipment and chamber FRESH AIR INDUCTION SYSTEM: Inspect for proper operation of the centrifugal blower and switch TEST CHAMBERS: Test and Inspect for proper functionality for each chamber Temperature uniformity shall not exceed plus or minus one degree Humidity shall not exceed 95% RH at any temperature between 40 degrees and 110 degrees Fahrenheit. Humidity shall be controlled at a constant 109 degrees Wetbulb VIDEO CONSOLE NOTE: The Microprocessor should make the necessary calculations for %RH during the ramp up operation. (Ref. Para ) Test functionality of data logging system, video monitor, and video switching equipment and recording equipment Clean and service the cameras in accordance with the manufacturer s instructions. 12. INSPECTION: All work performed under the purchase order is subject to inspection by the designated TxDOT representative at any time to ensure compliance with all service requirements of the purchase order. The vendor shall: Perform a joint inspection with designated TxDOT representative on equipment every six months Provide a record of discrepancies and complete all corrections within 10 working days of the inspection at no cost to TxDOT Maintain an accurate log of all work, including preventive maintenance performed, repairs, adjustments, and details of call back service. 13. PARTS PRICING: If listed as a line item on the solicitation, vendor shall provide all parts necessary to complete the work as allowed under the service requirements (Ref. Para.10.). Vendor shall provide a cost estimate to the designated TxDOT representative prior to purchasing parts. Parts will be paid at actual cost plus the percentage mark-up listed on the Schedule 1 Pricing as approved by the designated TxDOT representative. 14. WARRANTY REQUIREMENTS PERFORMANCE WARRANTY: Work performed under the purchase order shall meet all applicable standards and codes. The vendor shall guarantee all work included in the purchase order against any defects in workmanship; and shall satisfactorily correct, at no cost to TxDOT, any such defect that may become apparent within a period of one year after completion of work. The warranty period shall commence upon date of acceptance by TxDOT. 6-12

7 14.2. MATERIAL WARRANTY: Materials provided under the purchase order shall be in current production, as offered to commercial trade, and shall be of quality material. Used, shopworn, demonstrator, prototype, reconditioned or discontinued materials are not acceptable. Materials shall be warranted against material defects and defects in workmanship for a period of not less than 12 months and shall cover 100% parts and labor. The warranty period shall commence upon date of acceptance by TxDOT. If the manufacturer s standard warranty period exceeds 12 months, then the standard warranty period shall be in effect. The vendor shall be ultimately responsible for the warranty. The vendor shall provide the designated TxDOT representative with all manufacturers warranty documents upon completion of service prior to leaving the job site. 15. VENDOR PERFORMANCE: Vendor performance will be monitored on a regular basis by TxDOT An unsatisfactory performance determination includes, but is not limited to: One service call back to correct the same problem within 30 calendar days One instance within one year of vendor personnel assigned to an authorized service call not having the state license and certification required to diagnose the problem and perform the repair Two instances within one year of response time, as defined in this specification, to an authorized service call exceeding the one day limit. (Ref. Para 8.4.) NOTE: Unsatisfactory performance may result in a negative vendor performance report, or cancellation of the purchase order or both An exceptional performance determination includes, but is not limited to: Vendor commended for exceptional customer service, exceptional service provided Provided technical assistance when not required. 16. FACILITY RESTRICTIONS PARKING: The vendor shall make arrangements with the designated TxDOT representative prior to off-loading tools and equipment at the job site. The vendor shall park only in locations assigned by the designated TxDOT representative RESTROOMS: Restrooms shall not be used for washing of tools and equipment SECURITY: The vendor shall provide an updated list of all vendor personnel or subcontractors at each job site and comply with all security measures required by TxDOT ACCESS: The vendor shall make prior arrangements with the designated TxDOT representative for access to the building(s) for performance of the service. 17. PERSONNEL CONTINUITY AND REPLACEMENT TxDOT recognizes that events beyond the control of the vendor such as the death, physical or mental incapacity, long-term illness, or the voluntary termination of employment of the primary point of contact will require the vendor propose a replacement. In the event such a replacement is necessary, vendor agrees that personnel shall not begin work on the project without prior written approval from TxDOT The primary point of contact shall remain available for the entire term of the purchase order as long as that individual is employed by the vendor If TxDOT determines the primary point of contact is unable to perform in accordance with the service requirements or to communicate effectively; the vendor shall immediately remove that person. 7-12

8 17.4. Proposed replacement personnel shall meet minimum qualifications and have experience comparable to the person(s) being replaced. Replacement personnel shall be provided at no additional cost to TxDOT. Resume(s) and reference(s) may be requested for the proposed replacement(s). TxDOT may reject any replacement if references or past working performance is questionable or unfavorable. TxDOT will be the sole judge of the qualifications of the proposed replacement personnel. 18. VENDOR PERSONNEL SAFETY: The vendor shall provide all required safety equipment and instruct personnel to observe all safety policies, rules and requirements at all times, including, but not limited to, wearing hard hats, safety shoes, goggles, etc. 19. WORK HOURS Regular work hours for performance of the service are defined in the TxDOT Terms and Conditions, latest revision Off-shift hours are defined as hours worked in the performance of this service in excess of 40 hours per week or performed beginning at 5:01 p.m. through 7:59 a.m. local time, Monday through Friday and 5:01 p.m. Friday through 7:59 a.m. local time Monday. 20. SUBCONTRACTING Subcontractors providing service under the purchase order shall meet the same service requirements and provide the same quality of service required of the primary vendor No subcontract under the purchase order shall relieve the primary vendor of responsibility for the services The vendor shall be the only contact for TxDOT and subcontractor(s) The vendor shall manage all quality and performance, project management, and schedules for subcontractors. The vendor shall be held solely responsible and accountable for the completion of all work for which the vendor has subcontracted TxDOT retains the right to check subcontractor s background and make a determination to approve or reject the use of submitted subcontractor(s). Any negative responses may result in disqualification of the subcontractor TxDOT reserves the right to request the removal of vendor s subcontractor staff deemed unsatisfactory by TxDOT Subcontracting shall be at the vendor s expense During the term of the purchase order, if the vendor determines a need for a subcontractor change, TxDOT shall be notified in writing by the vendor within 30 calendar days of any proposed change. The vendor shall be required to provide references and work history for any proposed subcontractor to TxDOT. No change will be allowed without written authorization by TxDOT SOLICITATIONS OVER $100,000: TxDOT will make an initial determination of whether subcontracting is probable. If TxDOT has determined that subcontracting opportunities are probable, the class and items in which HUBs may be registered will be noted in the solicitation along with the required forms and instructions. Responses that do not include a completed HUB Subcontracting Plan as indicated on the solicitation shall be rejected pursuant to Texas Government Code (B). 21. TRAVEL: All travel and per diem shall be included in the unit price. 22. CONFLICT OF INTEREST: The vendor, vendor s personnel and vendor s subcontractor(s) shall affirm not to have, nor acquire any interest during the term of the purchase order that would conflict in any manner with the performance of the vendor s obligations in regards to services authorized. 23. INVOICING INSTRUCTIONS: The vendor shall provide: 8-12

9 23.1. ORIGINAL INVOICE: A comprehensive and detailed invoice with reference to the line item on the Schedule 1 - Pricing for each item charged. The original invoice shall be ed to the address indicated on the purchase order to ensure timely payment and shall include the following: Complete purchase order number Vendor Federal Employer Identification Number (EIN) Date and time of service Technician s name with hours totaled Labor hours and rates broken down in detail for inspection, parts repaired or installation of replacement parts An itemized list of parts replaced NOTE: Invoices requiring correction shall be re-submitted with a new invoice date COPY OF INVOICE AND SUPPORTING DOCUMENTATION: A copy of the invoice and original documentation that validates the invoice charges shall be ed to the designated TxDOT representative to include but not be limited to: Copies of invoices from subcontractors or other entities to which vendor has made payment and requires reimbursement from TxDOT as agreed to in the purchase order Receipts for repair and replacement parts and components. 24. PAYMENT REQUIREMENTS: Payment will be based on the following: An itemized list of hours worked by the technician shall accompany each invoice. Hours will be approved daily by the designated TxDOT representative The technician s hourly rate is based on the actual hours worked. The amount of payment shall be calculated by multiplying the regular hourly rate by the number of hours actually worked up to 40 hours per week. Payment for hours in excess of 40 hours per week shall be calculated by multiplying the off-shift hourly rate by the number of off-shift hours actually worked Travel time from the vendor s location or vendor employee s home to and from the work location is not reimbursable under the purchase order Partial hours will be paid by rounding to the nearest half-hour as shown below: Less than 15 minutes round to zero hours minutes to 45 minutes (inclusive) round to 1/2 hour Greater than 45 minutes round to 1 hour No payment will be made for official state holidays (unless otherwise approved by the designated TxDOT representative), lunch hour, illness or any time when work is not actually performed. No payment will be made for time associated with technician s late arrival to or early departure from the designated work location. 25. TxDOT RESPONSIBILITIES: TxDOT will: Provide a point of contact Participate in the joint inspection of equipment Provide access to appropriate data systems and information. 9-12

10 26. RESPONSE SUBMISSION GENERAL FORMAT: The respondent shall submit one signed and dated original (marked Original) and should submit one original on a flash drive and one copy of the information listed in Para on a separate flash drive. The submission shall be in a loose leaf binder on one sided 8-1/2 X 11 inch paper and shall be tab-indexed corresponding to the sections listed below. Plastic spine-bound or wire-bound submittals, as well as the use of document protectors, are highly discouraged. Include only the information specified for each section ORIGINAL RESPONSE: Failure by the respondent to submit the documentation listed below will disqualify the respondent from further consideration. The response submission shall be submitted in the following format: Section 1 Original, signed and dated Request for Proposal (RFP) Section 2 Schedule 1 Pricing: If addendums are generated as part of this solicitation, include the original signed and dated addendum(s) in Section Section 3 Schedule 2 Respondent Qualifications and Experience: Complete and return detailing respondent qualifications and experience Section 4 Schedule 3 Respondent Personnel Qualifications and References: Complete and return for each proposed key or respondent personnel position Section 5 Demonstration of Capability: The respondent s approach and ability to meet the service requirements as specified in the solicitation shall be demonstrated. The response should be specific and address all requirements described in the solicitation in the order presented in Paras. 10. and Section 6 Texas Family Code Section 7 - HUB Subcontracting Plan Section 8 Certifications, Licenses and Permits The following should be submitted with the response. Failure by the respondent to submit the documentation listed below may disqualify the respondent from further consideration Section 9 Financial Standing: Statement from the president, owner or financial officer on company letterhead certifying that the company is in good financial standing, current in payment of all taxes and fees (Ref. Para. 5.2.) Section 10 Respondent References Copies: The flash drive (marked Copy) shall include only the following tab-indexed sections: Section 3 Respondent Qualifications and Experience Section 4 Respondent Personnel Qualifications Section 5 Demonstration of Capability 27. RESPONSE EVALUATION: Only a complete response with the listed required submittal documents and meeting minimum qualifications will be considered. Failure to meet the minimum qualifications and submit the required documents will result in a response being declared nonresponsive STEP 1 REVIEW OF RESPONSES BY PURCHASING: Only a complete response with the listed required submittal documents and meeting minimum qualifications will be considered. Failure to meet the minimum qualifications and submit the required documents will result in a response being declared non-responsive

11 27.2. STEP 2 INITIAL EVALUATION: A TxDOT evaluation committee will evaluate and score each response based on established criteria. Respondents shall not contact members of the evaluation team. Responses will be evaluated according to the respondent s ability to best satisfy TxDOT requirements. Respondent s submission is evaluated and scored on a weighted system to determine the best value as follows: Respondent qualifications and experience will comprise 60% of the evaluation total Pricing submitted for the solicitation requirements will be 40% of the evaluation total STEP 3 DISCUSSIONS: TxDOT may request that selected respondents, including respondent personnel, participate in discussions The respondent and TxDOT may discuss and clarify various requirements of the solicitation, vendor response, discuss any negotiable points, further confirm proposed personnel qualifications and determine the respondent s capability to perform the service. A TxDOT evaluation committee may evaluate and score each discussion The initial selection of respondents qualifying to proceed to this step will maintain the pricing weight at 40%. The initial evaluation score of the qualifications and submission information will be replaced with the discussion meeting score at 60% TxDOT will advise each respondent in writing of the location, date and time of the scheduled discussion meeting. A minimum of two weeks notice will be given to the respondent(s) selected for the discussion phase. Attendance at the oral presentation is mandatory. Failure to attend the oral presentation at the designated location, date and time designated by TxDOT will disqualify the response submitted by the respondent. NOTE: Attendance in person is required. However, TxDOT, at its sole discretion, may allow meetings via WebEx TxDOT may provide the respondent with a list of proposed respondent personnel required to attend and participate in the meeting Respondent and proposed respondent personnel should be prepared to address any questions that may be asked by TxDOT evaluators TxDOT reserves the right to continue discussions with selected respondent(s) NEGOTIATIONS: Upon completion of discussions evaluation scoring, TxDOT reserves the right to enter into negotiations with one or more selected respondents STEP 4 BEST AND FINAL OFFER (BAFO): TxDOT reserves the right to request a BAFO from selected respondent(s) The respondent(s) shall submit a final price and any added value. If more than one respondent reaches this level, the negotiated terms, references, BAFO and added values will be the considered in the award. TxDOT will make the final determination on the best value TxDOT may award the purchase order for the service without requesting a BAFO. 28. AWARD: TxDOT reserves the right to award a purchase order to the company that provides the best value to TxDOT in performance of this service. TxDOT may award to a single vendor, multiple vendors, or use any combination that best serves the interest of TxDOT BEST VALUE: TxDOT will be the sole judge of best value. Best value criteria may include, but are not limited to: 11-12

12 Best meets the goals and objectives of the solicitation as stated in the Service Requirements Best meets the quality and reliability of the proposed goods and services Experience in successfully providing services in the solicitation TYPES OF AWARD Single Award: One purchase order awarded to a single vendor Multiple Awards: A multiple award is the award of multiple purchase orders for the same line item(s) from a single solicitation to two or more vendors to provide the same or similar goods or services. 29. POST AWARD MEETING: Vendors may be requested to attend a post award meeting in person in Austin, Texas, or via WebEx with TxDOT within seven calendar days after the award of the purchase order. The purpose of the meeting is to discuss the terms and conditions of the purchase order and to provide additional information regarding the purchase order. 30. CONTRACT ADMINISTRATION: Administration of the purchase order is a joint responsibility of the TxDOT Contract Administrator and TxDOT Purchasing. TxDOT Purchasing staff will be responsible for administering the contractual business relationship with the vendor Any proposed changes to work to be performed, whether initiated by TxDOT or the vendor, must receive final written approval in the form of a Purchase Order Change Notice signed by the authorized TxDOT purchasing agent Upon issuance of purchase order, TxDOT will designate an individual to serve as the Contract Manager and POC between the agency and the vendor. The Contract Manager does not have any express or implied authority to vary the terms of the purchase order, amend the purchase order in any way or waive strict performance of the terms or conditions of the purchase order. This individual s contract management and contract administration responsibilities include, but are not limited to: Monitoring the vendor s progress and performance and ensuring services conform to established specification requirements Managing the financial aspects of the contract including approval of payments Meeting with the vendor as needed to review progress, discuss problems and consider necessary action Identifying a breach of contract by assessing the difference between contract performance and non-performance Other areas as identified by the Comptroller of Public Accounts Contract Management Guide, latest edition Other areas as identified by the Comptroller of Public Accounts Contract Management Guide, latest edition