TEXAS DEPARTMENT OF TRANSPORTATION GENERAL SERVICES DIVISION

TEXAS DEPARTMENT OF TRANSPORTATION GENERAL SERVICES DIVISION SPECIFICATION NO. * COMMERCIAL HEATING, VENTILATION AND AIR CONDITIONING (HVAC) MAINTENANCE AND REPAIR SERVICES 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 for services to provide commercial heating, ventilation and air conditioning (HVAC) maintenance and repair at the locations specified in the solicitation. 2. DEFINITIONS OF TERMS AND ACRONYMS 2.1. CLASS A LICENSE A license issued by Texas Department of Licensing and Regulation (TDLR) entitling 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, a product or equipment of any size or capacity. 2.2. CLASS B LICENSE A license issued by TDLR entitling 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, a product or equipment of not more than 25 tons cooling capacity or 1.5 million British thermal units per hour output heating capacity. 2.3. CERTIFIED TECHINICIAN Is a registered technician who has obtained certification through the TDLR and assists licensed air conditioning and refrigeration contractor in performing air conditioning and refrigeration work. 2.4. CONTRACTOR An individual with a current and valid Class A or Class B air conditioning and refrigeration contractor license issued by TDLR in accordance with Texas Occupations Code, Title 8, Chapter 1302, Sections 253 and 254. 2.5. ENDORSEMENT An endorsement issued by TDLR in accordance with Texas Administrative Code, Title 16, Part 4, Chapter 75.22(b). A licensee can only engage in the type of air conditioning and refrigeration contracting for which the license is endorsed. The endorsements are: 2.5.1. Environmental Air Conditioning E 2.5.2. Commercial Refrigeration and Process Cooling and Heating R 2.5.3. Combined Endorsements C * This Specification Supersedes Specification No., Revised October 2011. 1 12

2.6. HPG Heating, Ventilation, Air Conditioning and Refrigeration Price Guide 2.7. HVACR Heating, Ventilation, Air Conditioning and Refrigeration 2.8. TDLR Texas Department of Licensing and Regulation 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. 42 U.S.C. Section 7401 et seq., Clean Air Act 3.2. Texas Administrative Code, Title 16, Part 4, Chapter 75 Air Conditioning and Refrigeration 3.3. Texas Occupations Code, Title 8, Chapter 1302, Air Conditioning and Refrigeration Contractors, also cited as the Texas Air Conditioning and Refrigeration Contractor Law 3.4. Uniform Mechanical, Building and Plumbing Codes and National Electrical Code, latest revisions 4. RESPONDENT QUALIFICATIONS: The respondent shall: 4.1. Be a company engaged in the business of providing commercial HVAC maintenance and repair services 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. 4.2. 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 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 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: 4.2.1. Balance sheets. 4.2.2. Net working capital. 4.2.3. Current asset ratio. 4.2.4. Liquidity ratio. 2 12

4.2.5. Auditor(s) notes. 4.2.6. Any notes to the financial statements. 5. RESPONDENT REFERENCES: The respondent shall 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 form). 6. RESPONDENT PERSONNEL QUALIFICATIONS: The respondent shall provide contractor(s) with current and valid Class A or Class B licenses issued by TDLR, with the appropriate endorsement required to perform maintenance and repair on HVAC equipment. 7. VENDOR REQUIREMENTS: The vendor shall: 7.1. Adhere to the TxDOT Terms and Conditions identified on the solicitation. 7.2. Provide a primary point of contact. 7.3. Provide a constantly monitored 24 hours per day, seven days per week telephone number to contact for HVAC maintenance and repair services. A contractor shall be on call with a two-hour response time. 7.4. Respond verbally to the designated TxDOT representative within two hours of a service call being placed by the designated TxDOT representative. Have HVAC personnel on-site within four hours of service call being placed unless other arrangements are agreed to by the designated TxDOT representative. 7.5. Provide all labor, materials, miscellaneous parts, equipment, tools, transportation and methods of communication, and if required provide additional services necessary to meet requirements of the specified services throughout the term of the purchase order. 7.6. Provide a contractor(s) with the class of license and endorsement required to perform services on the HVAC equipment, as requested by the designated TxDOT representative, throughout the term of the purchase order. 7.7. Ensure vendor s HVAC staff assigned to work on TxDOT equipment maintains current and valid licenses, registrations or certifications throughout the term of the purchase order. 7.8. Have a minimum of one certified HVAC technician(s) registered by TDLR with experience in performing HVAC maintenance and repair services to assist a contractor(s). 7.9. Provide additional certified HVAC technicians or subcontractors to respond to multiple requests for services at the same time, as requested by the designated TxDOT representative on an as needed basis. 7.10. Ensure vendor personnel are in compliance with the service requirements of this specification. Failure to comply with TxDOT service requirements may result in the cancellation of the purchase order. 7.11. Be responsible for TxDOT security badges issued to vendor s personnel and reimburse TxDOT for the cost of badges lost or not returned, at no additional cost to TxDOT. The designated TxDOT representative will notify the vendor of the amount to be reimbursed. 3 12

8. RESPONDENT PERSONNEL REQUIREMENTS 8.1. The contractor(s) primary responsibility shall be the day to day operations of the service in accordance with the purchase order. 8.2. The contractor shall be a permanent staff employee and shall serve as a constant primary contact for TxDOT. 8.3. All personnel shall: 8.3.1. Have the knowledge to develop and implement the service requirements in the solicitation. 8.3.2. Be familiar with the service requirements in the specification. 8.3.3. Wear a clearly visible identifying name badge or uniform with the company logo. 8.3.4. Be present and maintain a neat appearance at all times. 8.3.5. Be fluent in English with the ability to receive, give and understand written and oral instructions. 8.3.6. 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. 9. SERVICE REQUIREMENTS: The vendor shall: 9.1. Perform repair services on equipment upon receipt of an authorized service call from the designated TxDOT representative. 9.2. Provide services to repair HVAC equipment, on an as needed basis, as requested or approved by the designated TxDOT representative. 9.3. Perform HVAC service as identified on Attachment A Quarterly and Seasonal Service Requirements if identified in the solicitation. 9.4. Obtain approval of the designated TxDOT representative prior to performing work required to correct any problems diagnosed by the contractor. 9.5. Obtain prior approval from the designated TxDOT representative for services requiring a technician or more than one contractor. TxDOT will not pay for additional contractors, subcontractors, or any technician without the prior approval of the designated TxDOT representative (Ref. Para. 7.9.). 9.6. Cover the furnishings and floor area located below the equipment with tarps or plastic sheeting, prior to commencing work. 9.7. Perform and complete all work required. In the event the work is not completed by the contractor(s) by the end of the business day, the contractor(s) shall provide the designated TxDOT representative in writing, the status of the work, the reason for delay and the estimated completion date. 9.8. Clean, repair or replace any item damaged by the vendor or its subcontractor(s) during the performance of the service to the satisfaction of TxDOT, at no additional cost to TxDOT. 4 12

9.9. Leave the work area clean and free of materials, debris and vendor equipment to the satisfaction of the designated TxDOT representative. The contractor(s) shall: 9.9.1. Obtain approval of the designated TxDOT representative for the removal of all mechanical and electrical parts prior to removal. 9.9.2. Remove from the building and dispose of all defective materials removed in performance of the service and in strict accordance with all applicable rules, regulations, codes, laws, ordinances and statutes or return defective material, mechanical and electrical parts to the designated TxDOT representative, as directed by the designated TxDOT representative. 9.9.3. Clean all areas of scrap materials, dirt, dust, and debris generated in performance of the service at the time the service is provided. 9.10. Provide a service ticket for each service request. Include the following on the service ticket: 9.10.1. Building number, Location. 9.10.2. Floor number. 9.10.3. Name of contractor(s) and technician(s) performing the work. 9.10.4. Number of hours worked. 9.10.5. TxDOT work order number issued for that job, if applicable. 9.11. Have the contractor(s), technician(s) or subcontractors contact the designated TxDOT representative upon arrival at the job site and prior to leaving the job site. The designated TxDOT representative will: 9.11.1. Log the start and completion times on the service ticket for services performed. 9.11.2. Issue a TxDOT security badge for each contractor and technician assigned to perform services and retrieve the TxDOT security badge when returned by vendor s personnel prior to leaving the building. 9.12. PARTS PRICING 9.12.1. The HVACR Price Guide (HPG), latest edition shall be used to estimate the price of parts required to complete the service. Parts listed in the HPG shall be paid at the price shown in the guide less the percentage of discount submitted on the solicitation. The page of the HPG for the part shall be attached to the invoice. 9.12.2. All other parts shall be paid at the current manufacturer s published suggested retail price, less the percentage of discount submitted on the solicitation or at the cost approved by the designated TxDOT representative prior to the parts being provided. The manufacturer s suggested retail price list shall be attached to the invoice. 10. HPG: If listed as a line item on the solicitation, the vendor shall provide and deliver to TxDOT quarterly copies of the most recent condensed issue of the Trade Service HPG. 10.1. Copies shall be delivered or mailed to the designated TxDOT representative for each specified delivery location listed on Attachment B Locations. 5 12

10.2. The HPG is available from: Trade Service Company, LLC 15092 Avenue of Science San Diego, CA 92128 NOTE: For additional information, contact Trade Service Company at (800) 854-1527 or visit the web site at: www.tradeservice.com 11. LOCATION(S): Location(s) of facilities are specified on Attachment B Locations. TxDOT reserves the right to add or delete facilities serviced under the purchase order. TxDOT will provide ten working days written notice to the vendor for facilities to be deleted or for additional facilities requiring service within the same area or region. 12. ADDITIONAL SERVICES AND MISCELLANEOUS PARTS 12.1. The combination of additional services and miscellaneous parts shall not exceed $5,000 per job. Additional services and parts with a total estimated cost over $5,000 per job shall not be performed under the purchase order. Additional services are services not covered under the routine and preventive maintenance services scope of work identified in the specification. 12.2. Additional services shall cover only work required to bring the HVAC equipment up to code; perform work to correct physical damage due to abuse and work not covered under the routine repair service. The vendor shall assume the responsibility to provide the burden of proof that the cause of the malfunction was due to abuse. The HVAC equipment shall be taken out of operation until the designated TxDOT representative inspects the damages and authorizes work to be performed. 12.3. The vendor shall provide a cost estimate, which the designated TxDOT representative may approve in writing prior to any work being performed. TxDOT reserves the right to obtain service under a separate purchase order should it best serve the interest of TxDOT. Additional services shall be paid as follows: 12.3.1. Additional Services: The vendor shall provide, if listed as a line item on the solicitation, additional services such as minor code upgrades, minor installations, rental equipment or installation services necessary to complete needed work. 12.3.2. Miscellaneous Parts: The vendor shall provide, if listed as a line item on the solicitation, miscellaneous parts necessary to complete work allowed as miscellaneous services. Miscellaneous parts will be paid at the cost approved by the designated TxDOT representative, prior to installation. 13. WARRANTY REQUIREMENTS 13.1. 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. 6 12

13.2. 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 one year 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 one year, 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. 14. VENDOR PERFORMANCE: Vendor performance will be monitored on a regular basis by TxDOT. TxDOT may consider the following performance by the vendor as unsatisfactory performance. An unsatisfactory performance determination includes, but is not limited to: 14.1. One service call back to correct the same problem within 30 calendar days. 14.2. One instance within one year of vendor personnel assigned to an authorized service call not having the required license, endorsement or registration to diagnose the problem and perform the repair. 14.3. Two instances within one year of response time, as defined in this specification, to an authorized service call exceeding the two-hour limit (Ref. Para. 7.4.). NOTE: Unsatisfactory performance may result in a negative vendor performance report, or cancellation of the purchase order or both. 15. BUILDING RESTRICTIONS 15.1. 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. 15.2. RESTROOMS: Restrooms shall not be used for washing of tools and equipment. 15.3. 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. 15.4. ACCESS: The vendor shall make prior arrangements with the designated TxDOT representative for access to the building(s) for performance of the service. 16. PERSONNEL CONTINUITY AND REPLACEMENT 16.1. 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 any respondent personnel, etc. will require the vendor to propose a replacement. In the event such a replacement is necessary, the vendor agrees that personnel will not begin work on the project without prior written approval from TxDOT. 16.2. Respondent personnel, etc. shall remain available for the entire term of the purchase order as long as that individual is employed by the vendor. 16.3. If TxDOT determines the respondent personnel, etc. is unable to perform in accordance with the service requirements or to communicate effectively; the vendor shall immediately remove that person. 7 12

16.4. 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. 17. VENDOR PERSONNEL SAFETY: The vendor shall: 17.1. 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 and other types of safety apparel or equipment required. 17.2. Examine and become familiar with the system(s) and associated facilities to ensure the service can be completed in an orderly and safe manner prior to commencing work. 17.3. Provide all equipment and tools required for the task which shall be maintained, calibrated and in proper working order before use in the performance of the service. 17.4. Maintain a safe work environment at all times. 17.5. Immediately report the existence of unsafe condition(s) which will compromise the performance of the service to the designated TxDOT representative. 18. WORK HOURS 18.1. Regular work hours for performance of the service are defined in TxDOT Terms and Conditions, latest revision. 18.2. Off-shift hours are defined hours in excess of 40 hours per week or may be those hours performed beginning at 5:01 p.m. through 7:59 a.m. CT Monday through Friday and 5:01 p.m. Friday through 12:00 a.m. CT Sunday. 18.3. Premium hours are defined hours from 12:01 a.m. Sunday through 7:59 a.m. CT Monday and including federal holidays. 18.4. Vendor employees shall adhere to an agreed upon work schedule. However, they 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. 19. SUBCONTRACTING 19.1. Subcontractors providing service under the purchase order shall meet the same service requirements and provide the same quality of service required of the vendor. 19.2. No subcontract under the purchase order shall relieve the primary vendor of responsibility for the services. 19.3. The vendor shall be the primary contact for TxDOT and subcontractor(s). 19.4. 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. 8 12

19.5. 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. 19.6. TxDOT reserves the right to request the removal of vendor s subcontractor staff deemed unsatisfactory by TxDOT. 19.7. Subcontracting shall be at the vendor s expense. 19.8. 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. 19.9. 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. 19.9.1. 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. 19.9.2. 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/ 19.9.3. RESPONSES THAT DO NOT INCLUDE A COMPLETED HUB SUBCONTRACTING PLAN AS INDICATED ON THE SOLICITATION SHALL BE REJECTED PURSUANT TO TEXAS GOVERNMENT CODE 2161.252(B) 19.10. HUB SUBCONTRACTING PLAN (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. 20. TRAVEL 20.1. All travel and per diem shall be included in the unit price. 20.2. 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. 21. 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. 9 12

22. INVOICING INSTRUCTIONS: The vendor shall provide: 22.1. 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 sent to FIN_Invoices@txdot.gov, unless otherwise shown on the purchase order to ensure timely payment and shall include the following: 22.1.1. Complete 16-digit purchase order number. 22.1.2. Vendor Employer Identification Number (EIN). 22.1.3. Date and time of service. 22.1.4. Location of service. 22.1.5. Contractors and technicians names with hours totaled. 22.1.6. Additional documentation including, but not limited to, the following: 22.1.6.1. Copies of all service tickets. 22.1.6.2. Labor charges separated by building location(s). 22.1.6.3. An itemized list of vendor supplied materials to include a copy of the page from the current version of the HPG or the current manufacturer s published suggested retail price list showing the price of the part, less the applicable discount (Ref. Para. 9.12.1.). NOTE: Invoices requiring correction shall be re-submitted with a new invoice date. 22.2. COPY OF INVOICE AND SUPPORTING DOCUMENTATION: A copy of the invoice and original documentation that validates the invoice charges shall be e-mailed 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 23. PAYMENT REQUIREMENTS: Payment will be made in accordance with TxDOT s Terms and Conditions as follows: 23.1. Authorized service call labor will be paid at the unit price on solicitation. 23.2. Vendor provided materials and parts will be paid as specified in Para.12. 23.3. If listed as a line item on solicitation, condensed copies of the HPG will be paid at the price on solicitation. 23.4. Partial hours will be paid by rounding to the nearest half-hour as shown below: 23.4.1. Less than 15 minutes round to zero hours 23.4.2. 15 minutes to 45 minutes (inclusive) round to 1/2 hour 23.4.3. Greater than 45 minutes round to 1 hour 10 12

24. TxDOT RESPONSIBILITIES: TxDOT will: 24.1. Provide a contract manager and points of contact. 24.2. Provide TxDOT security badges to vendor s personnel assigned to perform the service (Ref. Para. 9.11.2.). 24.3. Provide access to appropriate HVAC systems and equipment location(s) (Ref. Attachment B Locations). 24.4. Approve or disapprove in writing requests for a technician or more than one contractor (Ref. Para. 9.5.). 24.5. Log the start and completion times on the vendor s service ticket for services performed (Ref. Para. 9.11.1.). 24.6. Provide a written work plan and schedule for quarterly and seasonal maintenance services (Ref. Attachment A Quarterly and Seasonal Service Requirements). 24.7. Approve or disapprove any work required to correct problems diagnosed by the contractor prior to work being performed (Ref. Para. 9.4.). 24.8. Approve or disapprove the removal of any mechanical or electrical parts, prior to removal (Ref. Para. 9.9.1.). 25. RESPONSE SUBMISSION 25.1. The following shall be submitted with the response. Failure by the respondent to submit the documentation listed below will disqualify the respondent from further consideration: 25.1.1. Original, signed, dated, and completed Invitation for Bid (IFB). 25.1.2. Schedule 1 Respondent Qualifications and Experience. 25.1.3. Schedule 2 Respondent Personnel Qualifications and References. 25.1.4. HUB Subcontracting Plan 25.2. 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. 26. AWARD 25.2.1. Respondent Reference(s) 25.2.2. Copies of Company License, Permits, Licenses, Certifications. 26.1. TxDOT reserves the right to award a purchase order(s) 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. 26.2. TYPES OF AWARD 26.2.1. Single Award: One purchase order awarded to a single vendor. 26.2.2. 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. 11 12

26.2.3. 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. 26.2.4. Split Award: Award of separate line items on a single solicitation to different vendors resulting in two or more purchase orders. 27. POST AWARD MEETING: Vendor(s) may be requested to attend a post award meeting in person or via teleconference or in the city identified on the solicitation with TxDOT within 15 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. 28. 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. 28.1. 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. 28.2. 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: 28.2.1. Monitoring the vendor s progress and performance and ensuring services conform to established specification requirements. 28.2.2. Managing the financial aspects of the contract including approval of payments. 28.2.3. Meeting with the vendor as needed to review progress, discuss problems, and consider necessary action. 28.2.4. Identifying a breach of contract by assessing the difference between contract performance and non-performance. 28.2.5. Other areas as identified by the Comptroller of Public Accounts Contract Management Guide, latest edition. 12 12

ATTACHMENT A QUARTERLY AND SEASONAL SERVICE REQUIREMENTS SPECIFICATION NO. 1. QUARTERLY MAINTENANCE SERVICES: Perform scheduled quarterly maintenance services, to include but not be limited to the following items (Ref. Attachment D Quarterly and Seasonal Maintenance Service Checklist): 1.1. Perform services after receiving the written plan and work schedule for quarterly maintenance services from the designated TxDOT representative (Ref. Para. 24.6.). 1.2. Replace filters (Ref. Attachment C Parts List). 1.3. Inspect and test unit refrigerant system for leaks. 1.4. Inspect all equipment bearings for wear and lubricate in accordance with equipment manufacturers recommendation. Notify the designated TxDOT representative for approval, prior to replacing worn or defective equipment bearings (Ref. Para. 9.4.). 1.5. Inspect belt condition, alignment and tension of equipment containing belt driver components and adjust. 1.6. Inspect condensation pan, clean out drain line and condensation pan and place biocide tablet in condensation pan. 1.7. Test systems to check that equipment are fully operational upon completion of the maintenance services. 1.8. Document in writing repairs or replacement parts needed and submit to the designated TxDOT representative for approval, prior to making the needed repairs or replacing parts (Ref. Para. 9.9.1.). 1.9. Provide a written condition report of the HVAC unit on Attachment D Quarterly and Seasonal Maintenance Service Checklist. 2. SEASONAL MAINTENANCE SERVICES: Perform scheduled seasonal maintenance as follows (Ref. Attachment D Quarterly and Seasonal Maintenance Service Checklist): 2.1. Perform services after receiving the written work plan and work schedule from the designated TxDOT representative (Ref. Para. 24.6.). 2.2. Perform cooling system seasonal maintenance as scheduled during the months of April and May. 2.3. Perform heating system seasonal maintenance as scheduled during the months of September and October. 2.4. Perform operational check of system pressures, voltage and amperage under load and wet and dry bulb temperatures. Adjust system refrigerant pressure as required. Record information from operation check of system pressures on Attachment D Quarterly and Seasonal Maintenance Service Checklist. 2.5. Inspect and tighten all electrical connections. 1 3

ATTACHMENT A (CONT.) QUARTERLY AND SEASONAL SERVICE REQUIREMENTS 2.6. Inspect, adjust and clean contacts of: 2.6.1. Motor starters 2.6.2. Contactors 2.6.3. Relays 2.6.4. Other components 2.7. Test heater 2.8. Inspect motor mounts 2.9. Chemically clean condenser and evaporator coils SPECIFICATION NO. 2.10. Check the following primary areas on gas heating systems and report any deficiencies including presence of carbon monoxide to the designated TxDOT representative: 2.10.1. Gas supply and furnace for leaks 2.10.2. Operation of draft induction 2.10.3. Condition of heat exchanger 2.10.4. Automatic gas and pilot control valve for operation 2.10.5. Gas manifold to burners 2.10.6. Condition of electrical wiring to thermostat and limit controls 2.11. Check the following primary areas on hot water boilers and report any deficiencies to the designated TxDOT representative. Boiler controls include, but may not be limited to: 2.11.1. Limit control 2.11.2. Pump control 2.11.3. Pressure relief valve 2.11.4. Pressure reducing valve 2.11.5. Automatic fill valve 2.11.6. Low water cut off 2.11.7. Circulating pumps 2 3

ATTACHMENT A (CONT.) QUARTERLY AND SEASONAL SERVICE REQUIREMENTS SPECIFICATION NO. 2.12. Check the following primary areas on the burner combustion chamber and report any deficiencies to the designated TxDOT representative: 2.12.1. Heat exchanger 2.12.2. Expansion tank 2.12.3. Distribution piping 2.12.4. Induction draft motors and filters 2.13. Provide a detailed written condition report on attachment to Attachment D Quarterly and Seasonal Maintenance Service Checklist. 2.14. Perform operation inspection of reversing valve on heat pumps. 2.15. Inspect electric heat source equipment, to include, but may not be limited to: 2.15.1. Heating elements 2.15.2. Heating insulators 2.15.3. Measure heating element resistance 2.15.4. Perform a compressor oil acid test on any system for which the refrigerant must be evacuated and record information on Attachment D Quarterly and Seasonal Maintenance Service Checklist. Refrigerant shall not be reused if the test indicates contamination. If contamination is not present the refrigerant shall be reused. 3 3

ATTACHMENT B BUILDING NO., LOCATION, TYPE, SQ. FOOTAGE BLDG. NO. STREET ADDRESS TYPE OF FACILITY SQUARE FOOTAGE 1 2 3 4 5 6 7 10 13 22 28 29 30 37 38 39 40 42 42A 43A/B/C 4000 Jackson Ave. 4000 Jackson Ave. 3900 Jackson Ave. 3810 Jackson Ave. 3800 Jackson Ave. 3712 Jackson Ave. 3712 Jackson Ave. (Central Plant Rear Bldg.) 3500 Jackson Ave. 125 East 11 th Street Austin, TX 78701 4203 Bull Creek 118 East Riverside Dr. Austin, TX 78704 150 East Riverside Dr. Austin, TX 78704 200 East Riverside Dr. Austin, TX 78704 4205 Bull Creek Road 4205 Bull Creek Road 4205 Bull Creek Road 4205 Bull Creek Road 4205 Bull Creek Road 4205 Bull Creek Road 4205 A/B/C Bull Creek Road (Trailer) 93,277 CAFETERIA 6,354 SHOPS 1,319 3,892 40,465 105,915 INDUSTRIAL 3,167 SHOPS 83,009 84,009 8,853 143,135 130,645 88,971 5,856 SHOPS 2,500 5,856 7,525 4,800 SHOPS 2,988 5,220 1-2

ATTACHMENT B BUILDING NO., LOCATION, TYPE, SQ. FOOTAGE 45A/B/C/D 51 60 2000 A/B/C/D Centimeter Circle Austin, TX 78758 9500 N. Lake Creek Pkwy. Austin, TX 78717 10335 Golf Course Road. (Includes Hangar) INDUSTRIAL 76,505 INDUSTRIAL 71,281 Austin, TX 78719 87,860 2-2

ATTACHMENT C PARTS LIST (PROVIDED FOR INFORMATION ONLY) SPECIFICATION NO. RESPONDENT NAME: LOCATION PART NUMBER TYPE OF PART QUANTITY 1 1

ATTACHMENT D QUARTERLY AND SEASONAL MAINTENANCE SERVICE CHECKLIST (PROVIDED FOR INFORMATION ONLY) TxDOT Location: Contractor Name: (PRINT) EQUIPMENT ID OR NUMBER Date: QUARTERLY (all items check on seasonal) )i Replace ti filter l ) Inspect, test unit refrigerant system for leaks Inspect evaporator fan bearings Lubricate evaporator fan bearings Inspect condenser fan bearings (sealed bearings) Place biocide tablet in condensate pan Inspect condensate drain Blow out drain line SEASONAL: System pressures, voltage, amperage under load Record: Voltage: MARK THOSE ITEMS COMPLETED Amperage under load: Wet and dry bulb temperatures Record: Wet: Dry: MARK THOSE ITEMS COMPLETED Tighten all electrical connections Inspect, adjust, clean: motor starters, contactors, Test heater Inspect motor mounts Chemically clean condenser and evaporator coils Heating Systems: Gas supply & furnace Operation of draft induction Condition of heat exchanger Automatic gas and pilot control valve for operation Gas manifold to burners Electrical wiring Hot Water Boilers: Boiler controls (includes): Limit control Pump control Pressure relief valve Pressure reducing valve Automatic fill valve Low water cut off Circulating pumps 1 3

ATTACHMENT D (CONT.) QUARTERLY AND SEASONAL MAINTENANCE SERVICE CHECKLIST (PROVIDED FOR INFORMATION ONLY) SEASONAL: Burner Combustion Chamber: Heat exchanger Expansion tank Distribution piping Induction draft motors and filters Operational inspection of reversing valve on heat Operation check of system pressures, voltage, amperage under load on heat pumps and special area environmental units Record: MARK IF COMPLETED Voltage: Amperage under load: Heat pumps: Special area environmental units: Wet & dry bulb temperatures Record: Wet: Electric Heat Source Equipment: Inspect heating elements and insulators Compressor Oil Acid Test Dry: Record heating element resistance: Record: Comments: Signature of Contractor Signature of Designated TxDOT Representative Date 2 3

ATTACHMENT D (CONT.) QUARTERLY AND SEASONAL MAINTENANCE SERVICE CHECKLIST (PROVIDED FOR INFORMATION ONLY) REPAIRS NEEDED PARTS CONDITION OF UNIT 3 3