TEXAS DEPARTMENT OF TRANSPORTATION SPECIFICATION NO. PREVENTIVE MAINTENANCE AND REPAIR SERVICES FOR APOGEE BUILDING AUTOMATION MANAGEMENT SYSTEM 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 for services to provide preventive and remedial maintenance and repair of the Siemens APOGEE building automation management system located at the Texas Department of Transportation s (TxDOT) 9500 Lake Creek Parkway, Building #51, Austin, Texas, 78717. 2. DEFINITIONS OF TERMS AND ACRONYMS 2.1. CM Contract Manager 2.2. EMERGENCY CALL-OUT Verbally respond to requests for emergency services to the APOGEE system within one hour and be on site to perform repairs within two hours after being contacted. The designated TxDOT representative will notify the vendor if a call constitutes an emergency situation. 2.3. NON-EMERGENCY CALL-OUT Verbally respond to requests for non-emergency service to APOGEE system within four hours and be on site to perform repairs within 48 hours after being contacted. 2.4. OEM Original Equipment Manufacturer 2.5. PM Preventative Maintenance 2.6. POC Point of Contact 2.7. RFQ Request for Quote 3. APPLICABLE LAWS AND STANDARDS: The vendor shall provide the specified service requirements in accordance with all applicable federal, state, and local laws, standards, and regulations necessary to perform the services, including, but not limited to 3.1. The National Fire Protection Association (NFPA) 3.2. NFPA 101, The Life Safety Code, latest edition 3.3. NFPA 70, National Electrical Code, latest edition 3.4. NFPA 54, National Fuel Gas Codes, latest edition 4. VENDOR S REQUIREMENTS: The vendor shall: 4.1. Adhere to the Terms and Conditions identified on the solicitation. 4.2. Provide all labor, materials, OEM parts, equipment, tools, transportation, and methods of communication, and if required, additional miscellaneous services necessary to meet requirements of the specified services throughout the term of the purchase order. 4.3. Provide a primary POC. 1-5
SPECIFICATION NO. 4.4. Be responsible for risk of loss of or damage to all replacement parts. TxDOT inspection shall not relieve the vendor of any obligation to ensure all articles, materials, and supplies are consistent with specifications, and are fit for the intended use. 4.5. Ensure all equipment and tools are the appropriate type for the intended use, are well maintained and calibrated and in proper working order before use in the performance of the service. 4.6. Provide a toll free telephone number which is answered 24 hours per day, seven days a week, including state and federal holidays observed by TxDOT. 4.7. Ensure the technicians have on-going training on current and new technologies throughout the term of the purchase order. 4.8. Ensure the factory trained technicians maintain certifications and, if applicable, any licenses required in the performance of the services. 4.9. Provide training for a minimum of two TxDOT employees per year to Siemens Level I, II, or III training. 5. RESPONDENT PERSONNEL REQUIREMENTS 5.1. The respondent shall provide factory trained technicians with a minimum of three years of experience within the last five years in the services referenced in paragraph 6. 5.2. ALL PERSONNEL SHALL 5.2.1. Have the knowledge to develop and implement the service requirements in this solicitation. 5.2.2. Be fluent in English with the ability to receive, give, and understand written and oral instructions. 5.2.3. Not be excessively loud or use personal multi-media devices while performing services for TxDOT unless furnished by the vendor to facilitate communication with TxDOT or the vendor. 6. SERVICE REQUIREMENTS: The vendor shall: 6.1. Begin work within 10 business days of the award of the purchase order or on the agreed upon date between TxDOT and the vendor. 6.2. Obtain written approval from the designated TxDOT representative for all work and material required to correct any problems diagnosed by the vendor, prior to work being performed. 6.3. Remove 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. 6.4. Perform preventive maintenance in accordance with the monthly intervals specified on Attachment A Preventative Maintenance Service Requirements. 6.5. Respond appropriately to emergency and non-emergency call outs, as defined in paragraph 2. The vendor shall contact the designated TxDOT representative upon arrival at the job site. Services shall be performed on a 24 hour, seven day a week basis if deemed necessary by the designated TxDOT representative. 6.6. Perform a minimum of two safety trainings per year for fume hood certification. 7. HAZARDOUS MATERIALS: The vendor shall properly dispose of all hazardous materials inclusive of, but not limited to, used or contaminated fuels, lubricants, and filters, in accordance with applicable federal, state, and local laws and ordinances. The vendor shall provide TxDOT a copy of a standard form of transportation manifest showing all used or contaminated fuels, lubricants, and filters were properly handled and disposed of during each occurrence. 2 5
8. WARRANTY REQUIREMENTS SPECIFICATION NO. 8.1. 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. 8.2. 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. 9. VENDOR PERFORMANCE: Vendor performance will be monitored on a regular basis by TxDOT. 9.1. TxDOT may consider the following performance by the vendor as unsatisfactory performance. An unsatisfactory performance determination includes, but is not limited to: 9.1.1. One service call back to correct the same problem within 30 consecutive days. 9.1.2. One instance within one year of vendor personnel assigned to an authorized service call not having the training required to diagnose the problem and perform the repair. 9.1.3. Two instances within one year of response time, as defined in this specification, to an authorized service call exceeding the specified limit. NOTE: Unsatisfactory performance may result in a negative vendor performance report, or cancellation of the purchase order, or both. 9.2. An exceptional performance determination includes, but is not limited to: 9.2.1. Vendor commended for exceptional customer service, exceptional service provided. 9.2.2. Provided technical/training/set-up assistance when not required. 10. BUILDING RESTRICTIONS 10.1. 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 spaces assigned by the designated TxDOT representative. 10.2. RESTROOMS: Restrooms shall not be used for washing of tools and equipment. 10.3. 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. 10.4. ACCESS: The vendor shall make prior arrangements with the TxDOT Building Manager for access to the building(s) for performance of the service. 11. VENDOR PERSONNEL SAFETY: The vendor shall 11.1. 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. 3 5
SPECIFICATION NO. 11.2. Thoroughly examine and become familiar with the system and associated facilities to ensure the service can be completed in an orderly and safe manner prior to commencing work. 11.3. Maintain a safe work environment at all times. The vendor shall report immediately to the designated TxDOT representative the existence of unsafe conditions, which will compromise the performance of the service. 12. WORK HOURS 12.1. Regular work hours for performance of the service are defined in Part 1 of the TxDOT Terms and Conditions, latest revision. 12.2. 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. CT, Monday through Friday and 5:01 p.m. Friday through 7:59 a.m. CT Monday. 12.3. Vendor employees shall adhere to an agreed upon work schedule. However, vendor employees shall be available to work on a modified work schedule during special conditions, possibly holidays or weekends. TxDOT will pay for hours worked according to the specific time involved. All off-shift or modified hours shall be approved in writing by TxDOT. 13. TRAVEL: All travel and per diem shall be included in the unit price. 14. 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. 15. INVOICING INSTRUCTIONS: The vendor shall provide: 15.1. ORIGINAL INVOICE: A comprehensive and detailed invoice with reference to the line item on the purchase order for each item charged. The original invoice shall be e-mailed to FIN_Invoices@txdot.gov unless otherwise shown on the purchase order, to ensure timely payment and shall include the following: 15.1.1. Complete purchase order number. 15.1.2. Vendor Employee Identification Number (EIN). 15.1.3. Date and time of service. 15.1.4. Location of service. 15.1.5. Technician s name with hours totaled. 15.1.6. For payment based on hours, payment shall be shown on the invoice as specified in hour increments. 15.1.7. All invoices or requests for payment shall be submitted as maintenance or repair is completed. NOTE: Invoices requiring correction shall be re-submitted with a new invoice date. 15.2. COPY OF INVOICE AND SUPPORTING DOCUMENTATION: A copy of the invoice and original supporting documentation that validates the invoice charges shall be e-mailed to the designated TxDOT representative. 16. TxDOT RESPONSIBILITIES: TxDOT will: 16.1. Provide a CM and POC. 16.2. Provide access to equipment covered under this purchase order. (Ref. Para. 10). 16.3. Provide approval for estimates to initiate all repairs. (Ref. Para. 6.2). 16.4. Notify the vendor of an emergency situation upon call out. (Ref. Para. 6.5). 4 5
SPECIFICATION NO. 16.5. Reserve the right to conduct any tests or inspections to ensure goods or services conform to the specification. 17. RESPONSE SUBMISSION 17.1. The original, signed, dated, and completed Invitation For Bid (IFB) shall be submitted with the response. Failure by the respondent to submit the documentation will disqualify the respondent from further consideration. 17.2. 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. 17.2.1. Respondent References 17.2.2. Copies of Certifications, Permits, Licenses 18. 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. 19. POST-AWARD MEETING: Vendor may be required to attend a post-award meeting in person or via teleconference with TxDOT within 10 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. 20. CONTRACT ADMINISTRATION: Administration of the purchase order is the responsibility of TxDOT. TxDOT Procurement Division staff will be responsible for administering the contractual business relationship with the vendor. 20.1. 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. 20.2. Upon issuance of purchase order, TxDOT will designate an individual who will serve as the Contract Manager and point of contact 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: 20.2.1. Monitoring the vendor s progress and performance and ensuring services conform to established specification requirements. 20.2.2. Managing the financial aspects of the contract including approval of payments. 20.2.3. Meeting with the vendor as needed to review progress, discuss problems, and consider necessary action. 20.2.4. Identifying a breach of contract by assessing the difference between contract performance and non-performance. 20.2.5. Other areas as identified by the Texas Comptroller of Public Accounts Contract Management Guide, latest edition. 5 5
ATTACHMENT A PREVENTATIVE MAINTENANCE SERVICE REQUIREMENTS Visit Month Executed Siemens PM Task Description TxDOT PM Task Description 1 August Fume Hood calibrations SPECIFICATION NO. DATED SEPTEMBER 2017 Face velocity testing and maintenance for 46 fume hoods (each hood shall be tested once annually), including certification and calibration of associated Siemens fume hood control systems, as well as replacement of Siemens fume hood control components as required. Vendor shall use Siemens Apogee OEM parts only. 2 August Server tune up, BLN network diagnostics (NPDT) and field panel to server communications Preventive maintenance and maintenance services for Siemens Apogee software system, including software optimization service, controller optimization service and network programming tool service (NPDT). Vendor shall utilize Siemens system software analysis tools and provide quarterly reports. 3 December Field panel PM Preventive maintenance and service on all Siemens field panels, including automation analysis and optimization, using Siemens software tool set. Vendor shall provide reports of all results. 4 December 5 Feb/March Terminal Equipment Controller software analysis using CAP (controller analysis program) Lab room pressurization verification and calibrations Preventive maintenance and service on all terminal equipment controllers using Siemens controller analysis program software tools (CAP). Vendor shall provide quarterly reports. Preventive maintenance and maintenance services for Siemens Apogee lab controller terminal equipment controllers. 6 April Field panel PM 7 April Quality Assurance meetings Preventive maintenance and service on all Siemens field panels, including automation analysis and optimization, using Siemens software tool set. Vendor shall provide reports of all results. Discuss with the TxDOT representative any optional upgrades or updates to the current system not discussed in previous service visits. 1-1