TEXAS DEPARTMENT OF TRANSPORTATION GENERAL SERVICES DIVISION SPECIFICATION NO. TxDOT 962-18-15 INSTALLATION OF COMMERCIAL DATA AND VOICE TELECOMMUNICATION CABLING SYSTEMS PUBLICATION This specification is a product of the Texas Department of Transportation (TxDOT). It is the practice of TxDOT to support other entities by making this specification available through the National Institute of Governmental Purchasing (NIGP). 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 an Invitation for Bid (IFB) for services to provide installation of commercial data and voice telecommunication cabling systems on an as-needed basis at various TxDOT locations (Ref. Attachment A Facility Locations). 2. DEFINITIONS OF TERMS AND ACRONYMS 2.1. CFR Code of Federal Regulations 2.2. EIA Electronic Industries Alliance 2.3. EMT Electrical Metallic Tubing 2.4. ID Identification 2.5. NEC National Electric Code 2.6. STP Shielded Twisted Pair 2.7. TIA Telecommunication Industry Association 2.8. TSB Technical Systems Bulletin 2.9. UL Underwriters Laboratories 2.10. UTP Unshielded Twisted Pair 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. Federal and State laws regarding small-scale, short-duration renovation and maintenance activities pertaining to work conducted in a potential regulated area as defined by 29 CFR 1926. 1-13
3.2. Asbestos regulation 29 CFR 1910.134 and Texas Asbestos Health Protection Rules (26 October 1992, or latest revision). 3.3. Standards and technical service bulletins for cable installation including, but not limited to: 3.3.1. EIA/TIA 568A and EIA 568B Commercial Building Telecommunications Wiring Standard. 3.3.2. EIA/TIA 569A Telecommunications Wiring Pathways and Spaces. 3.3.3. EIA/TIA 570 Light Commercial and Residential Telecommunications Cabling. 3.3.4. EIA/TIA 606 Telecommunications Cabling System Administration. 3.3.5. EIA/TIA 607 Telecommunications System Grounding and Bonding Requirements. 3.3.6. TSB - 36 UTP Categories 3, 4, and 5 Defined. 3.3.7. TSB - 40A UTP Connecting hardware for Category 3, 4, and 5. 3.3.8. TSB - 53 Additional specifications for STP hardware. 3.3.9. TSB - 67 Transmission performance specification for field testing UTP networking cabling. 3.3.10. TIA/TSB - 72 Centralized Optical Fiber Cabling Guidelines. 3.3.11. TSB - 75 Defines "zone distribution systems" for horizontal wiring. 4. ASBESTOS ASSESSMENT SURVEY FINDINGS: An asbestos building material survey has been performed in all buildings owned by TxDOT. The results of the survey are on file at each building and may be reviewed at the respondent s written request to the designated TxDOT representative. Should any work be requested by TxDOT in any area where the survey indicates the presence of asbestos containing material in the habitable space, the vendor will be informed in writing by the designated TxDOT representative prior to the beginning of service. 5. RESPONDENT QUALIFICATIONS: The respondent shall: 5.1. Be a company engaged in the business of providing services of installation of commercial data and voice telecommunication cabling systems for a minimum of five years within the last seven years. Recent start-up businesses do not meet the requirements of this solicitation. 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. 5.2. Have a minimum of five years experience within the last seven years in performing installation of commercial data and voice telecommunication cabling systems. 2-13
5.3. Be in good financial standing, not in any form of bankruptcy, 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. When financial statements are requested, TxDOT will review the respondent's audited or un-audited financial statement to this solicitation in accordance with Texas Government Code, Title 10, Subtitle D, Section 2156.007 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 perform the contract or provide the service. Factors to be reviewed include: 5.3.1. Balance sheets. 5.3.2. Net working capital. 5.3.3. Current asset ratio. 5.3.4. Liquidity ratio. 5.3.5. Auditor(s) notes. 5.3.6. Any notes to the financial statements. 6. REFERENCES: The respondent shall submit a minimum of three references to substantiate the qualifications and experience requirements for similar services completed within the past 24 months. References shall illustrate the 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 will 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. Schedule 2 Respondent References). 7. KEY PERSONNEL QUALIFICATIONS: The respondent shall provide the following key personnel: 7.1. LEAD INSTALLER: The Lead Installer shall have a minimum of five years experience within the last seven years in installation of commercial data and voice telecommunication cabling systems, and shall have all required certifications and licenses. 7.2. LEAD INSTALLER S HELPER: The Lead Installer s Helper shall have a minimum of two years experience within the last three years in installation of commercial data and voice telecommunication cabling systems, and shall have all required certifications and licenses. 7.3. Lead Installer and Lead Installer s Helper shall be experienced in installing, testing and documenting complete voice and data telecommunication cabling systems, which include, but are not limited to: 7.3.1. Conduit 7.3.2. Cable trays 7.3.3. Bridle rings 7.3.4. Pull boxes 3-13
7.3.5. Category 5 UTP cable 7.3.6. Category 5E RJ-45 UTP receptacles 7.3.7. Category 3 UTP cable 7.3.8. Category 3 RJ-11 UTP receptacle boxes 7.3.9. Cover plates 7.3.10. UTP patch panels 7.3.11. Equipment racks 7.3.12. Riser cables 7.3.13. Phone jumpers 7.3.14. Underground cable conduit system 7.3.15. Fiber optic cable 7.3.16. Fiber optic patch panels 7.3.17. Fiber optic connectors 7.3.18. Type 1 token-ring cable 7.3.19. RG62 coax cable 7.3.20. Necessary connectors 7.4. Lead Installer and Lead Installer s Helper shall have performed this service for the vendor for a minimum of 30 days prior to performing any services under the purchase order. The vendor shall provide written verification of employment and documentation of commercial experience of Lead Installer(s) and Lead Installer s Helper(s) (Ref. Schedule 3 Respondent Personnel Qualifications and References). 8. VENDOR REQUIREMENTS: The vendor shall: 8.1. Adhere to the TxDOT Terms and Conditions identified on the solicitation. 8.2. Have a minimum workforce of one Lead Installer and 14 Lead Installer s Helpers available to be assigned to TxDOT projects on an as needed basis. 8.3. Designate one Lead Installer to oversee all projects. 8.4. Provide additional Lead Installer(s) or Lead Installer s Helper(s) on an as-needed basis as required for the service and approved in writing by the designated TxDOT representative. 8.5. Ensure that Lead Installer and Lead Installer s Helper have all required certifications or licenses prior to performing services specified in the specification. 8.6. Complete each project within the scheduled time frame (Ref. Para. 10.1. and 10.2.). 4-13
8.7. Respond to multiple requests for service at the same time. 8.8. Provide all labor, miscellaneous equipment, tools, testing equipment, transportation, methods of communication and miscellaneous items such as tape, tie wraps and labeling materials to meet the requirements of the service. All other cabling materials necessary to perform this service shall be provided in accordance with Para. 10.11. of this specification. 8.9. Clean, repair or replace any item damaged by the vendor s personnel during the performance of this service to the satisfaction of the designated TxDOT representative, at no additional cost to TxDOT. TxDOT will provide replacement ceiling tile when ceiling tiles need to be replaced. 8.10. Thoroughly examine and become familiar with the system and the associated facilities prior to commencing service to ensure the service can be completed in an orderly and safe manner. 8.11. Report immediately the existence of an unsafe condition that will compromise the performance of the service to the designated TxDOT representative. 8.12. Schedule any service requiring an interruption of service to TxDOT personnel a minimum of two weeks prior to the outage and perform services after TxDOT s normal business hours, unless prior written approval is received from the designated TxDOT representative. 8.13. Keep the service area clean and free of materials, debris and vendor equipment at the end of each service call to the satisfaction of the designated TxDOT representative. 8.14. Have the designated TxDOT representative log the start and ending times on the service ticket daily. 8.15. Remove and dispose of all defective materials from the building and dispose of all materials removed in performance of this service in strict accordance with all applicable rules, regulations, codes, laws, ordinances and statutes. All disposable materials, including mechanical and electrical parts shall be approved by the designated TxDOT representative prior to removal. 8.16. Reimburse TxDOT for the expense of re-keying or replacing building or office door locks when keys are lost or not returned by vendor s personnel. TxDOT will deduct the expense of rekeying or replacing the building or office door locks from the vendor s invoice. A copy of the TxDOT receipt for the re-keying or replacement of locks will be provided to the vendor upon written request. 9. RESPONDENT PERSONNEL REQUIREMENTS 9.1. The Lead Installer shall: 9.1.1. Serve as the vendor s primary contact person. 9.1.2. Meet with the designated TxDOT representative, as requested, to provide: 9.1.2.1. Updated status of all projects. 9.1.2.2. Verify scheduling of pending projects. 9.1.2.3. Discuss pending projects. 9.1.3. Perform a majority of the services requested by TxDOT. 5-13
9.1.4. Be responsible for overseeing all projects that require Lead Installer s Helpers or additional Lead Installers including, but not limited to, passing information such as layout of work areas to additional Lead Installer and Lead Installer s Helpers throughout the term of the purchase order. 9.2. Lead Installer s Helper shall perform services as instructed by the Lead Installer. 10. SERVICE REQUIREMENTS: The vendor shall: 10.1. Begin work within 48 hours of receiving written notification from TxDOT of required services. 10.2. Complete each project within five days of the start date, unless a written request for an extension is submitted by the vendor and approved in writing by the designated TxDOT representative prior to services being performed. Requests for extensions shall include justification for the request. The vendor shall provide additional qualified Lead Installers or Lead Installer s Helpers as approved in writing by the designated TxDOT representative to complete projects in the required time frame. 10.3. Cover the furnishings and floor area located below a work area prior to the performance of service. 10.4. Document work as instructed by the designated TxDOT representative. 10.5. Install cable continuous with no splices unless prior written approval by the designated TxDOT representative is obtained for each instance. 10.6. Terminate all cable as required by the designated TxDOT representative. Fiber optic terminations, both single and multi-mode, shall be completed and tested by persons certified and experienced to perform such terminations. 10.7. Test cable for shorts, opens and continuity prior to and after installation. If any cable malfunctions are discovered after installation by the vendor s personnel or TxDOT, the cable shall be replaced and re-installed at the vendor s expense. 10.8. Place cable in cable trays or pull cable through conduit. Exceptions will be approved in writing by the designated TxDOT representative. 10.9. Label all cable at both ends of the cable as instructed by the designated TxDOT representative. 10.10. SERVICE TICKET: For all work performed, vendor shall provide a service ticket, which includes an itemized, detailed list of labor, supplies, materials and equipment used, to the designated TxDOT representative, after the completion of each project. 10.11. CABLE, HARDWARE, SUPPLIES AND MATERIAL 10.11.1. Submit a list of cable, hardware, supplies, materials, equipment and cost for each item, necessary to complete the project to the designated TxDOT representative. The designated TxDOT representative will approve the list in writing prior to the items being purchased or provided by the vendor. A copy of the receipt for each item provided by the vendor shall be submitted with the invoice (Ref. Para. 22.9.). TxDOT will pay the vendor for items provided at the actual cost plus the percentage markup bid on the solicitation. TxDOT reserves the right to provide cable, hardware, supplies, materials, and equipment. 6-13
10.11.2. Provide all cable, hardware, supplies and material as instructed in writing by the designated TxDOT representative. All cable, hardware, supplies and material provided shall be new. 10.11.3. Provide 100 percent plenum rated cable. 10.11.4. Secure cable up and out of the way of electrical, lighting, and ceiling grid using UL rated J-hooks or D-rings spaced a maximum of 5 feet apart. Cable shall not be tied to electrical conduit, ceiling grid hangers or laid on top of the ceiling grid. 10.11.5. Label cable to identify what equipment the cable supports. 10.11.6. Color code cable consistently throughout the installation. 10.12. CABLE INSTALLATION 10.12.1. Install cable according to all NEC and city, state, and federal building, fire and safety codes. 10.12.2. Utilize combined cable runs to the equipment room, wherever possible. 10.12.3. Utilize existing cable trays. 10.12.4. Install cable without splicing unless prior written approval by the designated TxDOT representative is obtained for each instance. 10.12.5. Utilize penetrations that shall be sealed with approved UL fire stopping material. 10.12.6. Level and plumb at right angles, perpendicular and parallel to the building lines. 10.12.7. Conceal cable within walls, ceilings, doorframes, or place within existing conduit. If wire cannot be concealed in this manner, finished wiremold may be used on the inside of the buildings and electrical metallic tubing (EMT) conduit may be used on the outside. All wiremold locations shall be approved by the designated TxDOT representative prior to use. 11. MISCELLANEOUS PARTS: The vendor shall provide, if listed as a line item on the IFB, miscellaneous parts necessary to complete work allowed as Additional Services. Miscellaneous parts will be paid at the cost approved by TxDOT prior to installation. Miscellaneous parts under this item shall not exceed $5,000 per job. Miscellaneous parts with an estimated cost over $5,000 per job will not be performed under the purchase order. 12. UNSATISFACTORY PERFORMANCE: TxDOT will be the sole judge of unacceptable performance. When unacceptable performance has been determined, the vendor shall be responsible for replacing the vendor s personnel responsible for the unsatisfactory performance at the request of the designated TxDOT representative. TxDOT reserves the right to cancel the purchase order for repeated determinations of unacceptable performance. Unsatisfactory performance shall include but not be limited to the following: 12.1. One service call back to correct a problem within 30 consecutive calendar days from completion of service. 12.2. One instance within one calendar year of vendor personnel not having the skill or knowledge to perform the service. 7-13
12.3. Two instances within one calendar year of response time, as defined in this specification, exceeding the specified or approved time frame (Ref. Para. 10.1. and Para. 10.2.). 13. PERSONNEL CONTINUITY AND REPLACEMENT 13.1. 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 respondent personnel 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. 13.2. The vendor agrees that the Lead Installer assigned to the project shall remain available for the entirety of the project throughout the term of the purchase order as long as that individual is employed by the vendor. 13.3. If TxDOT determines the respondent s personnel is unable to perform in accordance with the service requirements or to communicate effectively, the vendor shall immediately remove that person. 13.4. 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. Qualifications will 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. 14. SAFETY: The vendor shall: 14.1. Provide vendor personnel with 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. 14.2. Take precaution to prevent the release of asbestos fibers into the office space, either via airborne transmission through existing floor penetrations or via physical conveyance or airborne transmission through access hatches into the crawlspace. The vendor shall further prevent destruction or damage to existing asbestos containing materials within the office space and crawlspace. 14.3. Provide equipment and tools that are maintained, calibrated, and in proper working order before use in the performance of the service. 14.4. Maintain a safe work environment at all times. 15. WORK LOCATIONS 15.1. All work performed under the purchase order shall occur primarily at the TxDOT locations indicated on Attachment A Facility Locations. 15.2. TxDOT may add or remove locations to Attachment A Facility Locations with 14 days written notice to the vendor. 8-13
16. BUILDING RESTRICTIONS 16.1. 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 parking spaces or areas as instructed by the designated TxDOT representative. 16.2. RESTROOMS: Restrooms shall not be used for washing of tools and equipment. 16.3. SECURITY: The vendor shall provide an updated list of all vendor personnel or subcontractors prior to arrival at the job site. The vendor shall comply with all security measures required by TxDOT. 16.4. ACCESS: The vendor shall make prior arrangements with the designated TxDOT representative for access to the building(s) for performance of the service. 17. WORK HOURS 17.1. Regular work hours for performance of the service are defined in Part 1 of the TxDOT Terms and Conditions, latest revision. 17.2. Off-shift hours are defined as hours in excess of 40 hours per week. 17.3. Premium hours are from 12:01 a.m. Sunday through 7:59 a.m. Monday and federal holidays. 17.4. The vendor s personnel shall adhere to an agreed upon work schedule. However, vendor s personnel 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. 17.5. Work hours may be flexible, based on TxDOT requirements. Work hours will be determined by the designated TxDOT representative. 18. SUBCONTRACTING 18.1. Subcontractors providing service under the purchase order shall meet the same service requirements and provide the same quality of service required of the vendor. 18.2. No subcontract under the purchase order shall relieve the primary vendor of responsibility for the services. 18.3. The vendor shall be the primary contact for TxDOT and subcontractor(s). 18.4. 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. 18.5. TxDOT reserves the right to request the removal of vendor s subcontractor staff deemed unsatisfactory by TxDOT. 18.6. Subcontracting shall be at the vendor s expense. 9-13
18.7. SOLICITATIONS OVER $100,000: TxDOT will make an initial determination of whether subcontracting is probable. It is the respondent s determination if they choose to subcontract any of the work under this purchase order with a Texas Certified Historically Underutilized Business (HUB) or other businesses. 18.7.1. 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. 18.7.2. The respondent shall identify all proposed HUB and other subcontractors at the time of response submittal. The required forms with video instructions can be found at the following website: http://www.window.state.tx.us/procurement/prog/hub/hub-subcontracting-plan/ 18.8. HSP PRIME CONTRACTOR PROGRESS ASSESSMENT REPORT: After award of the purchase order, the vendor shall report all HUB and non-hub subcontractor information using the HSP Prime Contractor Progress Assessment Report form. The report shall be submitted to the TxDOT contract manager monthly. The report shall be submitted monthly even during the months the vendor is not invoicing TxDOT. All payments made to subcontractors shall be reported. TxDOT may verify the amounts being reported as paid by requesting copies of cancelled checks paid to subcontractors. 18.9. 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. 18.10. 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 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. 19. TRAVEL 19.1. All travel and per diem shall be included in the unit price. 19.2. Actual 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. 20. 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. 21. 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 percent 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. 10-13
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 a comprehensive and detailed invoice with reference to the basis for each item charged. Original documentation that validates the charges shall be attached. The original invoice shall be sent to the address shown on the purchase order to ensure timely payment and shall include the following: 23.1. Complete 16-digit purchase order number. 23.2. Vendor Employer Identification Number (EIN). 23.3. Date and time of service. 23.4. Location of service. 23.5. Itemized hours and names of the Lead Installer(s) and Lead Installer s Helper(s). 23.6. Vendor s identifying job or service number. 23.7. Copies of the service ticket. 23.8. Receipts for cable, hardware, supplies, material and equipment with a copy of the written approval for the vendor to provide the items (Ref. Para. 10.11.1.). 23.9. An invoice requiring correction shall be re-submitted with a new invoice date. 24. PAYMENT REQUIREMENTS: Payment will be based on the following: 24.1. An itemized list of hours worked by the vendor s personnel. Hours worked will be approved daily by the designated TxDOT representative. 24.2. The vendor personnel 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. 24.3. Partial hours will be paid by rounding to the nearest half-hour as shown below: 24.3.1. Less than 15 minutes round to zero hours 24.3.2. 15 minutes to 45 minutes (inclusive) round to 1/2 hour 24.3.3. Greater than 45 minutes round to 1 hour 24.4. No payment will be made for official state holidays (unless otherwise approved by TxDOT), lunch hour, illness or any time when work is not actually performed. No payment will be made for time associated with vendor personnel s late arrival to or early departure from the designated work location. 24.5. Receipts for vendor provided hardware, supplies, material and equipment submitted with a copy of the written approval from the designated TxDOT representative (Ref. Para. 10.11.1. and Para. 22.8.). 11-13
25. TxDOT RESPONSIBILITIES: TxDOT will: 25.1. Provide a Contract Manager who will serve as point of contact. 25.2. Provide access to the service location. 25.3. Provide an initial orientation to familiarize vendor s personnel with the facilities and each project. After the initial orientation, it shall be the responsibility of the Lead Installer to orient all other vendor personnel assigned to the project or replaced during the performance of the service, at no additional cost to TxDOT. 25.4. Inspect and observe all work prior to certification and acceptance of the completed project. 26. RESPONSE SUBMISSION: Failure by the respondent to submit the documentation below will disqualify the respondent from further consideration. 26.1. Original, signed, dated, and completed IFB. 26.2. Schedule 1 Company Qualifications And Experience 26.3. Schedule 2 Respondent References 26.4. Schedule 3 Respondent Personnel Qualifications and References 26.5. HUB Subcontracting Plan (If applicable) 27. AWARD 27.1. TxDOT reserves the right to award a single purchase order to the most responsive, responsible respondent meeting the specification. TxDOT may award to a single vendor, multiple vendors, or use any combination that best serves the interest of TxDOT. 27.2. TYPES OF AWARD: 27.2.1. Single Award: One purchase order awarded to a single vendor. 27.1.1. Multiple Award: 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. 27.1.2. Multi-Tiered Award: Multi-tiered award sets the priority sequence for use of multiple vendors. Multiple purchase orders are awarded for the same line item(s) from a single solicitation to primary, secondary and tertiary vendors. 27.1.3. Split Award: Award of separate line items on a single solicitation to different vendors resulting in two or more purchase orders. 28. POST AWARD MEETING: Vendor(s) may be required to attend a post award meeting at the location specified on the solicitation with the Division or District responsible for the solicitation within 14 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 this purchase order. 12-13
29. CONTRACT ADMINISTRATION: Administration of the purchase order is a joint responsibility of the TxDOT Technology Services Division and TxDOT Purchasing. TxDOT Purchasing staff will be responsible for administering the contractual business relationship with the vendor. 29.1. 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. 29.2. 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: 29.2.1. Monitoring the vendor s progress and performance and ensuring services conform to established specification requirements. 29.2.2. Managing the financial aspects of the contract including approval of payments. 29.2.3. Meeting with the vendor as needed to review progress, discuss problems, and consider necessary action. 29.2.4. Identifying a breach of contract by assessing the difference between contract performance and non-performance. 29.2.5. Other areas as identified by the Comptroller of Public Accounts Contract Management Guide, latest edition. 13-13
ATTACHMENT A FACILITY LOCATIONS SOLICITATION NO. Q XX XXXX XXXXXXXXXX (PROVIDED FOR INFORMATION ONLY) SPECIFICATION NO. TxDOT 962-18-15 1-1
SCHEDULE 1 COMPANY QUALIFICATIONS AND EXPERIENCE SOLICITATION NO. Q XX XXXX XXXXXXXXXX SPECIFICATION NO. Respondent shall use this schedule to clearly show how they meet the requirements set forth in the response submission (Ref. Para. 5.). Respondent Name: Addresses: Physical: Mailing: Phone Number: Fax Number: Name: Phone Number: Email address: of person to contact with questions regarding the solicitation. Number of years in business Number of workforce available to work on TxDOT projects on an as needed basis. Name and title of person signing the response: DOCUMENTATION OF COMPANY QUALIFICATIONS AND EXPERIENCE: Qualifications and experience in the areas of services to be provided. Respondent should address the following: (repeat requirements in Specification e.g. experience working with state government, experience in the transportation industry, etc.) THIS PAGE OR A REASONABLE FACSIMILE SHALL BE RETURNED WITH THE RESPONSE. FAILURE TO RETURN THIS PAGE OR A REASONABLE FACSIMILE WILL RESULT IN THE RESPONSE BEING CONSIDERED NON-RESPONSIVE. 1-1
SCHEDULE 2 RESPONDENT REFERENCES SOLICITATION NO. Q XX XXXX XXXXXXXXXX SPECIFICATION NO. INCLUDE ONLY REFERENCES FOR WHICH PROJECTS WERE COMPLETED WITHIN THE LAST 24 MONTHS. Respondent Name: Reference # Name of Client Organization: BUSINESS ADDRESS: BUSINESS CITY: BUSINESS STATE: ZIP CONTACT PERSON NAME: CONTACT PERSON TITLE: PHONE NUMBER: E-MAIL ADDRESS FAX Project Title: PROJECT DESCRIPTION: PROJECT START DATE: PROJECT END DATE: This page may be reproduced as needed to document each reference. THIS PAGE OR A REASONABLE FACSIMILE SHALL BE RETURNED WITH THE RESPONSE. FAILURE TO RETURN THIS PAGE OR A REASONABLE FACSIMILE WILL RESULT IN THE RESPONSE BEING CONSIDERED NON-RESPONSIVE. ANY NEGATIVE RESPONSE(S) MAY RESULT IN DISQUALIFICATION OF THE RESPONSE. 1-1
Respondent Name: SCHEDULE 3 SPECIFICATION NO. RESPONDENT PERSONNEL QUALIFICATIONS AND REFERENCES SOLICITATION NO. QXX XXXX XXXXXXXXXX The respondent shall complete one profile not to exceed two pages for each individual to be assigned to this purchase order. TxDOT reserves the right to reject the proposed Respondent Personnel if references or past working performance are questionable or unfavorable. RESPONDENT PERSONNEL INFORMATION FULL NAME: NUMBER OF YEARS EMPLOYED BY RESPONDENT: TITLE RESPONSE RESPONDENT PERSONNEL QUALIFICATIONS # YRS EXP. FROM TO HOW/WHERE OBTAINED NUMBER OF YEARS EXPERIENCE IN (REQUIRED SERVICE): SPECIFIC EDUCATION, QUALIFICATIONS, TRAINING, CERTIFICATIONS: Reference: # Name of Organization: BUSINESS ADDRESS: BUSINESS CITY: BUSINESS STATE: CONTACT PERSON NAME: CONTACT PERSON TITLE: PHONE NUMBER: E-MAIL ADDRESS ZIP FAX Project Title: PROJECT DESCRIPTION AND DOLLAR AMOUNT: ROLES AND RESPONSIBILITIES OF THE PROPOSED STAFF DURING THIS PROJECT PROJECT START DATE: CLIENT COMMENTS: PROJECT END DATE This page may be reproduced as needed to document each reference. THIS PAGE OR A REASONABLE FACSIMILE SHALL BE RETURNED WITH THE RESPONSE. FAILURE TO RETURN THIS PAGE OR A REASONABLE FACSIMILE WILL RESULT IN THE RESPONSE BEING CONSIDERED NON-RESPONSIVE. ANY NEGATIVE RESPONSE(S) MAY RESULT IN DISQUALIFICATION OF THE RESPONSE. 1-1