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TEXAS DEPARTMENT OF TRANSPORTATION

GENERAL SERVICES DIVISION

SPECIFICATION NO. TxDOT 936-73-70* REVISED: JUNE 2012

MAINTENANCE OF SECURITY SYSTEM(S) AND ASSOCIATED EQUIPMENT

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 any liability when this specification is used in the procurement process by any other entity.

1. SCOPE: This solicitation is a Request for Quote (RFQ) for services to provide maintenance of security system(s) and associated equipment. This includes as-needed repairs for TxDOT buildings located in Travis, Williamson, and Hays Counties specified on the solicitation, minor equipment additions and upgrades; and remedial maintenance, inspection, and testing in accordance with:

1.1. Attachment A – Annual Inspection and Service Maintenance Checklist for Fixed and Pan, Tilt, Zoom (PTZ) Cameras and Digital Video Recorders (DVRs)

1.2. Attachment B – Annual Inspection and Service Maintenance Checklist for Intrusion Alarms

1.3. Attachment C – Building Locations and Associated Equipment

1.4. Schedule 1 – Annual Closed Circuit Television (CCTV) Camera and DVR Inspection Pricing

1.5. Schedule 2 – Annual Intrusion Alarm Inspection Pricing

2. DEFINITIONS OF TERMS AND ACRONYMS

2.1. ASM – Advanced System Manager

2.2. CCTV – Closed Circuit Television

2.3. DPS – Department of Public Safety

2.4. DVR – Digital Video Recorder

2.5. MSRP – Manufacturer’s Suggested Retail Price

2.6. PTZ – Pan, Tilt, Zoom

2.7. UL – Underwriter’s Laboratories

2.8. Upgrade – For the purposes of this solicitation upgrade is defined as any equipment replacement that is an improved or later version.

* This Specification Supersedes Specification No. TxDOT 936-73-70 Dated February 2010

SPECIFICATION NO. TxDOT 936-73-70 DATED: JUNE 2012

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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. Private Security Act in accordance with the Chapter 1702 of the Texas Occupations Code.

3.2. National Electrical Code.

3.3. National Fire Protection Association’s Codes and Standards.

4. RESPONDENT QUALIFICATIONS: The respondent shall:

4.1. Be a company engaged in the business of installing, testing, maintaining and servicing access control systems, CCTV security surveillance equipment, and intrusion alarm equipment for a minimum of two years within the last five 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.

4.2. Have and maintain all applicable licenses issued by the Texas Department of Public Safety Private Security Bureau throughout the term of the purchase order.

4.3. Be an authorized dealer or distributor of Software House® C●CURE® access control systems.

4.4. Be in good financial standing, 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 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:

4.4.1. Balance sheets.

4.4.2. Net working capital.

4.4.3. Current asset ratio.

4.4.4. Liquidity ratio.

4.4.5. Auditor(s) notes.

4.4.6. Any notes to the financial statements.


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5. REFERENCES: The respondent shall submit a minimum of three references to substantiate the qualifications and experience requirements for similar services completed within the past 12 months. 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 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 8 – Respondent References).

6. KEY PERSONNEL QUALIFICATIONS: The respondent shall designate key personnel considered to be essential to the services, meeting all of the minimum skills and qualifications required to ensure tasks defined in the specification can be successfully performed. Specific conditions and requirements shall apply to key personnel. Key personnel may fill more than one role. The following key personnel shall be designated:

6.1. ADVANCED SYSTEM MANAGER: The respondent shall designate an Advanced System Manager (ASM) who shall meet all of the following minimum skills and qualifications required to ensure the tasks defined in this specification shall be successfully performed. The ASM shall have a minimum of three years experience within the last five years in project management for the installation and maintenance of Software House® C●CURE® access control systems.

6.2. ADVANCED INTEGRATOR: The respondent shall designate a minimum of one Advanced Integrator, who shall:

6.2.1. Have a minimum of two years experience within the last five years working with similar security networking environments.

6.2.2. Be proficient with all features of C●CURE® 800/8000 systems.

6.3. ADVANCED TROUBLESHOOTER: The respondent shall designate a minimum of one Advanced Troubleshooter, who shall:

6.3.1. Have a minimum of two years experience within the last five years working with similar security networking environments.

6.3.2. Have expertise in Microsoft® Windows® 2000/XP, Networking, and PC hardware.

6.3.3. Have expertise in the C●CURE® 800/8000 application.

6.4. HARDWARE AND SOFTWARE INSTALLERS AND MAINTAINERS: The respondent shall designate a minimum of three hardware and software installers, whom shall:

6.4.1. Have experience with basic security hardware and software components, including wiring of all security hardware components.

6.4.2. Have a minimum of two years experience within the last five years installing and maintaining Software House® C●CURE® access control systems.

6.5. CCTV AND DVR TECHNICIAN: The respondent shall designate a minimum of one CCTV and DVR technician, who shall have a minimum of two years experience within the last five years working with CCTV and DVR hardware and applications.

7. VENDOR REQUIREMENTS: The vendor shall:

7.1. Adhere to the TxDOT Terms and Conditions identified on the solicitation.


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7.2. Furnish all personnel, tools, test equipment, lift equipment, programming, transportation, and methods of communication; and have source(s) for parts required to maintain and upgrade TxDOT’s security systems and associated equipment. NOTE: All mechanical and electrical parts removed from the building shall remain the property of TxDOT and shall be returned to the designated TxDOT representative.

7.3. Have a constantly monitored, 24-hour a day, seven days a week phone number(s) to contact for service.

7.4. Provide service as needed 24 hours a day, seven days a week with a three-hour response time.

7.5. BACKGROUND CHECK: Conduct statewide DPS, Texas and out-of-state county courthouse verification of criminal and sex offender background checks on all vendor’s permanent and temporary personnel scheduled to work on TxDOT projects prior to beginning service start-up. Upon award, supporting documentation confirming the completion of these comprehensive background checks may be subject to review upon request by TxDOT or the TxDOT designee, or both, prior to beginning the service. Failure to produce the requested documentation may be cause for cancellation of the purchase order. The background checks shall include, but not be limited to, the following:

7.5.1. Social Security Number verification.

7.5.2. Statewide criminal and sex offender records for all Texas counties and out-of-state counties based on the current and previous addresses of the applicant for the last seven years.

NOTE: Vendor personnel with Class B or Class A misdemeanor convictions within the last ten years shall be disqualified. Personnel with felony convictions shall be disqualified.

8. KEY PERSONNEL REQUIREMENTS: Key personnel shall meet the minimum skills and qualifications required to ensure tasks defined in the specification can be successfully performed. Key personnel shall have and maintain all applicable licenses issued by the Texas Department of Public Safety Private Security Bureau throughout the term of the purchase order. Key Personnel shall complete required certification coursework, achieve required manufacturer certifications, and provide TxDOT with supporting documentation from the manufacturer within one year from the date of purchase order issuance. Failure to comply will result in cancellation of the purchase order.

8.1. ADVANCED SYSTEM MANAGER: The designated Advanced System Manager (ASM) shall have successfully completed the following Software House® certification course(s) and be certified by Software House® as an Advanced System Manager:

8.1.1. AC4006: C●CURE® 800/8000 Advanced System Manager

AND

8.1.2. AC4004-1: C●CURE® 800/8000 System Installer/Maintainer with iSTAR™

OR

8.1.3. AC4004: C●CURE® 800/8000 System Installer/Maintainer and AC2414: iSTAR™

8.2. ADVANCED INTEGRATOR: The designated Advanced Integrator shall have successfully completed the AC4005: C●CURE® 800/8000 Advanced Integrator Software House® certification course and be certified by Software House® as a certified Advanced Integrator.


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8.3. ADVANCED TROUBLESHOOTER: The designated Advanced Troubleshooter shall have successfully completed the following Software House® certification course(s) and be certified by Software House® as an Installer/Maintainer (Level 2):


OR


8.4. HARDWARE AND SOFTWARE INSTALLERS AND MAINTAINERS: The designated Hardware and Software Installers and Maintainers shall have successfully completed the following Software House® certification course(s) and be certified by Software House® as an Installer/Maintainer (Level 2):


OR


8.5. CCTV AND DVR TECHNICIAN: The designated CCTV and DVR technician(s) shall have successfully completed the following courses:

8.5.1. American Dynamics Intellex® and Network Client Certification Course

8.5.2. Salient CompleteView Certification Course

9. SERVICE REQUIREMENTS: The vendor shall coordinate with TxDOT's security, maintenance, and automation staff as required to perform services. The vendor shall:

9.1. Provide equipment additions and minor upgrades as required and perform preventive and remedial maintenance of the security system and associated equipment. This includes TxDOT approved repairs that are identified during annual inspection and testing that shall be performed in conjunction with:

9.1.1. Attachment A – Annual Inspection and Service Maintenance Checklist for Fixed and PTZ Cameras and DVRs.

9.1.2. Attachment B – Annual Inspection and Service Maintenance Checklist for Intrusion Alarms at each TxDOT location shown on Attachment C – Building Locations and Associated Equipment. NOTE: This specification is not for the installation new security systems or major security system upgrades.

9.2. Respond to multiple requests for services at multiple locations at one time.

9.3. Provide a continuous on-site work force in accordance with TxDOT approved work schedule until completion of repairs for each job and for scheduled maintenance and inspection of the entire security system.


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9.4. Be on-site within three hours from time of initial TxDOT request for service unless otherwise mutually agreed upon between the vendor and the designated TxDOT representative (Ref. Para. 7.4.).

9.5. Maintain or have access to an inventory of all essential components and equipment required to maintain the security systems and associated equipment.

9.6. Have the appropriate service manuals, proper tools, test instruments, and factory supplied repair parts when reporting to the job site.

9.7. Ensure the designated TxDOT representative logs in the start and completion times for service on the service ticket.

9.8. Provide the following on the service ticket: Building number, floor, name of technician(s) performing the work, and the TxDOT work order number issued for each job.

9.9. Make every effort to cause the least possible interference with the daily activities of the building occupants.

9.10. Report any unsafe condition, which may compromise the safe performance of this service to designated TxDOT representative.

9.11. Obtain approval by the designated TxDOT representative prior to correcting any problems diagnosed by the vendor.

9.12. Identify the approximate down-time for a repair to be completed to the designated TxDOT representative.

9.13. Complete repairs and restore operation of the access control system within 24 hours of equipment malfunction.

9.14. Obtain prior approval from the designated TxDOT representative before leaving a piece of equipment out of service.

9.15. Report to the designated TxDOT representative with the status of the repair(s) before leaving the site each day.

9.16. Provide compatible components on a temporary basis for continuous operation of the access control system at any location if controller, display terminal, or printers are removed from the site for repair.

9.17. Ensure all devices are UL listed and replaced as necessary for fully functional, continuously operating systems.

9.18. Provide owner’s manuals for any new replacement components.

9.19. Provide revised schematic wiring diagrams for any changes.

9.20. Provide the most current published MSRP list, when requested by TxDOT.

9.21. Cover and protect the furnishings and floor area for installations located above the ceiling line and above a work area prior to commencing work.


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9.22. Upon request by the designated TxDOT representative, remove and dispose of defective materials, or mechanical and electrical parts removed from the building during the performance of work in accordance with all applicable rules, regulations, codes, laws, ordinances, and statutes, etc.

9.23. Keep the area clean while the service is provided and leave the work area clean and free of materials, debris, and vendor equipment to the approval of the designated TxDOT representative.

9.24. Clean all areas of scrap materials, dirt, dust, and debris generated in performance of the installation at the end of each working day to the satisfaction of TxDOT.

9.25. Replace or repair any ceiling tile damaged during work. The replacement tile will be provided by TxDOT.

10. ANNUAL SCHEDULED SERVICE AND INSPECTION: The vendor shall document all deficiencies that may affect or compromise the security system at each location. The vendor shall notify TxDOT in writing within 24 hours of any deficiencies that occur.

10.1. CCTV AND DVR: The vendor shall:

10.1.1. Perform the service during the period of September 1–30.

10.1.2. Perform service in accordance with manufacturers recommended procedures and perform all services described in Attachment A – Annual Inspection and Service Maintenance Checklist for Fixed and PTZ Cameras and DVRs (Ref. Schedule 1 – Annual CCTV Camera and DVR Inspection Pricing).

10.1.3. Attach an inspection status tag, applicable for systems at all locations to the system main controller upon completion of each inspection. The inspection status tag shall be dated and show the name of the inspecting technician(s).

10.2. INTRUSION ALARM: The vendor shall:

10.2.1. Perform service during the period of September 1–30.

10.2.2. Perform service in accordance with manufacturers recommended procedures and perform all services described in Attachment B – Annual Inspection and Service Maintenance Checklist for Intrusion Alarms (Ref. Schedule 2 – Annual Intrusion Alarm Inspection Pricing).

10.2.3. Attach an inspection status tag, applicable for systems at all locations to the system main controller upon completion of each inspection. The inspection status tag shall be dated and show the name of the inspecting technician(s).

11. VENDOR DELIVERABLES: The vendor shall submit:

11.1. REPORTS: The vendor service technician shall provide a written service report to the designated TxDOT representative at the time of service completion. This service report shall:

11.1.1. Include the date of the visit or inspection, service(s) performed, and the time the service began and ended

11.1.2. List the equipment that was replaced or equipment that was removed from operation and replaced by a vendor’s loan unit(s), or both.


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11.2. SYSTEM STATUS CONFIRMATION: The vendor shall provide TxDOT with written certification that all equipment was tested and found in compliance with the requirements of this specification and that current operating condition is satisfactory, within ten days of date of completion for each annual scheduled service maintenance.

12. LOCATION(S): Location(s) of facilities are specified on Attachment C – Building Locations and Associated Equipment, Schedule 1 – Annual CCTV Camera and DVR Inspection Pricing and Schedule 2 – Annual Intrusion Alarm Inspection Pricing. TxDOT reserves the right to add or delete facilities and equipment from this purchase order with 30 days written notification to the vendor. Pricing for additional added buildings for inspection and maintenance shall either be based on Schedule 1 – Annual CCTV Camera and DVR Inspection Pricing and Schedule 2 – Annual Intrusion Alarm Inspection Pricing for a TxDOT facility that is most similar in size or pricing may be mutually negotiated by TxDOT and the vendor.

13. ADDITIONAL SERVICES: These are services not covered under the routine and preventative maintenance and inspections services scope of work identified in the specification. The vendor shall assume the responsibility to provide proof that the cause of a security system malfunction was due to abuse. The vendor shall provide a written cost estimate for approval by the designated TxDOT representative 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:

13.1. MISCELLANEOUS SERVICES: The vendor shall provide, if listed as a line item on the RFO, miscellaneous services (such as minor core upgrades, minor installations, fabrication work, sheet-metal work, rental equipment, and installation services) necessary to complete needed work. NOTE: Lifts are not considered as miscellaneous services and will not be invoiced as such.

13.2. PARTS: The vendor shall exchange, replace or install new parts for all defective, worn, and missing parts when such replacement is required to maintain proper equipment operation. The vendor shall provide parts for additions and minor upgrades when authorized by TxDOT. Reimbursement for parts will be paid from vendor’s actual invoice plus percentage markup from Schedule 5. The vendor shall provide original documentation validating the charges, including the most current published manufacturer’s suggested retail price list to the designated TxDOT representative prior to or at time of service completion. Parts will be paid at the cost approved by TxDOT.

13.3. In the event that the cost of the parts exceeds 25% of the replacement value of the equipment, the vendor shall cease work and notify TxDOT. TxDOT will authorize work continuance or withdraw the equipment from service. NOTE: Any combination of miscellaneous services and parts shall not exceed $5,000 per occurrence. Miscellaneous parts with an estimated cost over $5,000 per job will not be performed under the purchase order.

14. WARRANTY REQUIREMENTS

14.1. 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.


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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 or by a mutually agreed upon date established between TxDOT and the vendor.

15. 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:

15.1. Consistent failure by the vendor to respond to service calls within the allowed response time may, at TxDOT's option, place the vendor in default and subject to cancellation of the purchase order. Consistent failure is defined as not responding within the allowed response time at any or all locations on three out of five consecutive occurrences (Ref. Para. 7.4.).

15.2. TxDOT reserves the right to perform tests to ascertain that the requirements of this purchase order are being fulfilled. In the event the security system is not being satisfactorily maintained, TxDOT will immediately require the vendor to correct the problem, returning the designated security system to optimum working condition within two calendar days. If the vendor does not meet these requirements, TxDOT may terminate the purchase order, obtain a separate agreement with another vendor to have the required work performed, and recover the difference in cost from the vendor for non-compliance of the specifications of the purchase order.

15.3. All work performed under the specifications of the purchase order is subject to inspection by TxDOT designated representative, at any time, to ensure compliance with all terms and conditions of the purchase order.

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 spaces assigned 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 at each job site and comply with all security measures required by TxDOT.

16.4. ACCESS: The vendor shall make prior arrangements with the TxDOT Building Manager for access to the building(s) for performance of the service.

17. PERSONNEL CONTINUITY AND REPLACEMENT

17.1. 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 ASM, or any other key personnel will require the vendor propose a replacement. In the event such a replacement is necessary, the vendor agrees that personnel shall not begin work on the purchase order without prior written approval from TxDOT.


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17.2. The vendor agrees that the ASM, or any key personnel assigned to the purchase order shall remain available for the entirety of the purchase order throughout the term of the purchase order as long as that individual is employed by the vendor.

17.3. If TxDOT determines the ASM or other key personnel is unable to perform in accordance with the service requirements or to communicate effectively, the vendor shall immediately remove that person.

17.4. Proposed replacement personnel shall meet minimum qualifications and have experience comparable to the person(s) being replaced. Proposed replacement personnel shall be subject to Key Personnel Requirements. Replacement personnel shall be provided at no additional cost to TxDOT. Resume(s) and reference(s) 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.

18. SUBCONTRACTING

18.1. Subcontractors providing services 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 subcontractors(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 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.

18.6. TxDOT reserves the right to request the removal of vendor’s subcontractor staff deemed unsatisfactory by TxDOT.

18.7. Subcontracting shall be at the vendor’s expense.

18.8. 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 three 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.

18.9. 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.

18.9.1. 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.


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18.9.2. 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/

18.9.3. 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).

18.10. 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.

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 this purchase order.

20. 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.

21. 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 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. The original invoice shall be sent to [email protected] unless otherwise shown on the purchase order to ensure timely payment and shall include the following:

21.1. Complete 16-digit purchase order number.

21.2. Vendor Employer Identification Number (EIN).

21.3. Copies of the service tickets.

21.4. Itemized work time with the labor charges for each building at the various locations.

21.5. Itemized list of vendor supplied materials listing the MSRP, the applicable discount percentage, and the amount of discount.

21.6. Copies of original third party invoices for miscellaneous services with an itemized list of the cost for the services.

21.7. An invoice requiring correction shall be re-submitted with a new invoice date.


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22. PAYMENT REQUIREMENTS: Reimbursement for miscellaneous parts will be paid in accordance with the then current published manufacturer’s suggested retail price list less the discount listed on the purchase order.

22.1. An itemized list of hours worked by the technician shall accompany each invoice. Hours will be approved daily by the designated TxDOT representative.

22.2. 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.

22.3. Partial hours will be paid by rounding to the nearest half-hour as shown below:

22.3.1. Less than 15 minutes – round to zero hours

22.3.2. 15 minutes to 45 minutes (inclusive) – round to 1/2 hour

22.3.3. Greater than 45 minutes – round to 1 hour

22.4. 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.

23. TxDOT RESPONSIBILITIES: TxDOT will:

23.1. Designate a primary point of contact as the designated TxDOT representative for approval and coordination.

23.2. Authorize work continuance or withdraw the TxDOT equipment from service.

23.3. Approve or disapprove the removal and disposal of all mechanical and electrical parts.

23.4. Replace doors and jams.

23.5. Provide required 120 volts of electrical power.

23.6. Provide building access to allow the vendor to install system during regular working hours, Monday through Friday, 8:00 a.m. to 5:00 p.m. Any request to work during off-shift hours must be arranged and approved by the designated TxDOT representative prior to commencement of work.

23.7. Perform random inspections to determine whether the vendor has complied with all specifications of the purchase order.

24. RESPONSE SUBMISSION: 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:

24.1. GENERAL FORMAT: The respondent shall submit one signed and dated original (marked Original) and two copies (marked Copy). The submission shall be in separate loose leaf binders on one sided 8-1/2 inch paper and shall be tab-indexed corresponding to the sections listed below. Plastic spine-bound or wire bound submittals are highly discouraged. Include only the information specified for each section.


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24.2. ORIGINAL RESPONSE: The original response shall include the following:

24.2.1. Section 1 – Includes the following

24.2.1.1. Schedule 1 – Annual CCTV Camera and DVR Inspection Pricing

24.2.1.2. Schedule 2 – Annual Intrusion Alarm Inspection Pricing

24.2.1.3. Schedule 3 – Service Charges for Specialist and Technician, Regular Time Rates

24.2.1.4. Schedule 4 – Service Charges for Specialist and Technician, Off-shift Rates

24.2.1.5. Schedule 5 – Percentage Discount for Miscellaneous Parts

24.2.2. Section 2 – Original, signed, and dated Request for Offer (RFO) NOTE TO RESPONDENT: If addendums are generated as part of this solicitation, include the original signed and dated addendum(s) in Section 2.

24.2.3. Section 3 – Schedule 6 – Company Qualifications and Experience: The respondent shall demonstrative successful past performance through submission of documentation of relevant qualifications and experience.

24.2.4. Section 4 – Key Personnel Qualifications and References: The respondent shall provide resumes or brief profiles and references. References shall substantiate the qualifications and the number of years of required experience of the individuals, including any subcontractors, who will be part of the respondent’s personnel providing the service.

24.2.4.1. Schedule 7 – Key Personnel Qualifications and References

24.2.4.2. Respondent may provide documentation to substantiate compliance with the course work and certifications required in Paragraphs 8. through 8.5.1. for designated key personnel that will be performing work on the job site.

24.2.5. Section 5 – HUB Subcontracting Plan (if applicable)

24.3. 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.

24.3.1. 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. 4.4).

24.3.2. Respondent References (Ref. Para 5).

24.4. COPIES: Respondent shall submit two reproduced copies (marked Copy).

25. AWARD: TxDOT reserves the right to award a single purchase order(s) to the most responsive, responsible respondent meeting the specification that best serves the interest of TxDOT.


14 - 14

26. POST AWARD MEETING: Vendor(s) shall be required to attend a post award meeting in the city identified on the solicitation with the TxDOT division or district responsible for the solicitation 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.

27. CONTRACT ADMINISTRATION: Administration of the purchase order is a joint responsibility of the TxDOT Contract Administrator and TxDOT Purchasing. TxDOT’s purchasing staff will be responsible for administering the contractual business relationship with the vendor.

27.1. 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.

27.2. 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:

26.1.1. Monitoring the vendor’s progress and performance and ensuring services conform to established specification requirements.

26.1.2. Managing the financial aspects of the contract including approval of payments.

26.1.3. Meeting with the vendor as needed to review progress, discuss problems, and consider necessary action.

26.1.4. Identifying a breach of contract by assessing the difference between contract performance and non-performance.

26.1.5. Other areas as identified by the Comptroller of Public Accounts Contract Management Guide, latest edition.

SPECIFICATION NO.

TxDOT 936-73-70

REVISED: JUNE 2010

Item Camera/DVR Location

Quantity

of

Cameras/

DVRs Camera/DVR Type

Annual Inspection

Price Per

Camera/DVR Extended Price

1 Bldg. 1-2 PTZ $0.00

4000 Jackson Ave 13 Fixed $0.00

Austin, TX 78731 Fixed (Poles) $0.00

Pole Mounted PTZ $0.00

1 DVR $0.00

2 Bldg. 4 PTZ $0.00




1 DVR $0.00

3 Bldg. 5 PTZ $0.00




1 DVR $0.00

4 Bldg. 6 & 7 PTZ $0.00


Austin, TX 78731 2 Fixed (Poles) $0.00


1 DVR $0.00

SCHEDULE 1

ANNUAL CCTV CAMERA AND DVR INSPECTION PRICING

(Ref. Paras. 10.1. through 10.1.3., Solicitation Line Item 1.)

Instructions: Respondent shall enter inspection pricing in column E. Respondent shall enter company name and sign and date the

completed schedule in the spaces provided at the bottom of the last page of the schedule.

THIS PAGE SHALL BE RETURNED WITH THE RESPONSE. FAILURE TO RETURN THE REQUIRED ITEMS WITH THE RESPONSE WILL RESULT IN THE

DISQUALIFICATION OF THE RESPONSE.

1 - 4

SPECIFICATION NO.

TxDOT 936-73-70

REVISED: JUNE 2010


Quantity

of

Cameras/


Annual Inspection

Price Per


SCHEDULE 1





5 Bldg. 10 PTZ $0.00




1 DVR $0.00

6 Bldg. 13 PTZ $0.00

125 East Eleventh Street 9 Fixed $0.00



DVR $0.00

7 Bldg. 22 PTZ $0.00

4203 Bull Creek 13 Fixed $0.00



1 DVR $0.00

8 Bldg 40 PTZ $0.00




1 DVR $0.00



2 - 4

SPECIFICATION NO.

TxDOT 936-73-70

REVISED: JUNE 2010


Quantity

of

Cameras/


Annual Inspection

Price Per


SCHEDULE 1





9 Bldg. 42/42A PTZ $0.00



1 Pole Mounted PTZ $0.00

1 DVR $0.00

10 Bldg. 28 PTZ $0.00

118 East Riverside Dr. 13 Fixed 12 $0.00



1 DVR $0.00

11 Bldg. 29 PTZ $0.00

150 East Riverside Dr. 13 Fixed $0.00



1 DVR $0.00

12 Bldg. 30 PTZ $0.00

200 East Riverside Dr 15 Fixed $0.00



1 DVR $0.00



3 - 4

SPECIFICATION NO.

TxDOT 936-73-70

REVISED: JUNE 2010


Quantity

of

Cameras/


Annual Inspection

Price Per


SCHEDULE 1





13 Cedar Park PTZ $0.00

9500 N Lake Creek Pkwy 24 Fixed $0.00



1 DVR $0.00

14 Bldg. 60 PTZ $0.00

10335 Golf Course Rd 28 Fixed $0.00



2 DVR $0.00

Total - Schedule 1 $0.00

Company Name:

Authorized Signature:

Printed Name:

Date:



4 - 4

SPECIFICATION NO. TxDOT 936-73-70 REVISED: JUNE 2012

1 – 2

SCHEDULE 6 COMPANY QUALIFICATIONS AND EXPERIENCE

SOLICITATION NO. XXXXXXXXXXXXXXX

Respondent shall use this schedule to clearly show how they meet the requirements set forth in the response submission (Ref. Paras. 4. through 4.3.)

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 and scope of operation.

Name and title of person signing the response:

THIS PAGE SHALL BE RETURNED WITH THE RESPONSE. FAILURE TO RETURN THIS PAGE MAY RESULT IN THE RESPONSE BEING CONSIDERED NON-RESPONSIVE. ANY NEGATIVE RESPONSE(S) MAY RESULT IN DISQUALIFICATION OF THE RESPONSE.


2 – 2

SCHEDULE 6 (CONT.) COMPANY QUALIFICATIONS AND EXPERIENCE

Respondent Name:

DOCUMENTATION OF COMPANY QUALIFICATIONS AND EXPERIENCE:

Experience and capabilities in the areas of services to be provided. Respondent should address the following:

Provide a brief description of similar services performed within last five years (Ref. Para. 4.1.)

Demonstrate experience managing similar services of the same size and scope (Ref. Para. 4.1.)

Provide documentation verifying that respondent has the required license(s) issued by the Texas Department of Public Safety. (Ref. Para. 4.2.)

Provide documentation verifying that respondent is an authorized dealer or distributor of Software House

® C●CURE

® access control

systems. (Ref. Para. 4.3.)

THIS PAGE SHALL BE RETURNED WITH THE RESPONSE. FAILURE TO RETURN THIS PAGE MAY RESULT IN THE RESPONSE BEING CONSIDERED NON-RESPONSIVE. ANY NEGATIVE RESPONSE(S) MAY RESULT IN DISQUALIFICATION OF THE RESPONSE.


1 - 1

SCHEDULE 7 KEY PERSONNEL QUALIFICATIONS AND REFERENCES


Respondent Name: 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 Key Personnel if references or past working performance are questionable or unfavorable.

KEY PERSONNEL INFORMATION RESPONSE

FULL NAME:

NUMBER OF YEARS EMPLOYED BY RESPONDENT:

TITLE:

KEY PERSONNEL QUALIFICATIONS # YRS EXP.

FROM TO HOW/WHERE

OBTAINED

Qualifications and experience in the areas of service to be provided. Refer to Para. 6. of the specification.

Reference No.

Name of Organization:

BUSINESS ADDRESS:

BUSINESS CITY:

BUSINESS STATE: ZIP:

CONTACT PERSON NAME:

CONTACT PERSON TITLE:

PHONE NUMBER: FAX:

E-MAIL ADDRESS:

Project Title:

PROJECT DESCRIPTION AND DOLLAR AMOUNT:

ROLES AND RESPONSIBILITIES OF THE PROPOSED STAFF DURING THIS PROJECT:

PROJECT START DATE: PROJECT END DATE:

CLIENT COMMENTS:

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

SCHEDULE 8 RESPONDENT REFERENCES


Respondent Name:

Company Name:

Address:

City:

State: Zip Code:

Phone Number:

Fax Number:

Point of Contact:

Date Services were performed:

Reference Response (to be filled in by TxDOT):

Company Name:

Address:

City:

State: Zip Code:

Phone Number:

Fax Number:

Point of Contact:



Company Name:

Address:

City:

State: Zip Code:

Phone Number:

Fax Number:

Point of Contact:




1 - 1

ATTACHMENT A ANNUAL INSPECTION AND SERVICE MAINTENANCE CHECKLIST FOR FIXED AND PTZ CAMERAS

AND DVRS (PROVIDED FOR INFORMATION ONLY)

Check focus and back focus.

Check power connection, ribbon, and data input.

Check input voltage.

Check heating device.

Clean dome and all components.

Clean and replace all filters.

Reprogram functions of PTZ cameras as requested by TxDOT.

Review system input and output devises for status indications at multiplexers.

Verify and adjust time and date on DVR of camera and verify that camera is being recorded.

Clean and patch all DVRs.

Ensure CCTV camera system time is synchronized with TxDOT's access control system’s time.

Check all Bayonet Neill Concelman (BNC) connections associated with fixed cameras.

Check housing and clean all exterior surfaces on fixed cameras.

Verify that camera mounting connections and cable clamps are secure. Tighten or replace as needed.

Verify all system operations.

Clean keypad surfaces and verify that keypad and joystick are working properly.

Check and reset color, sharpness and tint settings on system monitors.

Clean display area and all exterior surfaces of monitors.

Check inputs and outputs status at fiber transceiver link.

Test all camera functions at keypad, up, down, left, right, zoom-in, zoom-out, and tour.

Verify all cameras are recording at DVR.

Adjust camera views, as requested by TxDOT.

Advise TxDOT of needed activities to eliminate obstructions or to improve camera views (such as tree trimming, etc.).

Provide detailed report of camera inspection, service report shall list any parts needed. Parts shall be priced in accordance with paragraphs 13.2. through 13.3. TxDOT approval is required for replacement parts.


1 - 1

ATTACHMENT B ANNUAL INSPECTION AND SERVICE MAINTENANCE CHECKLIST FOR INTRUSION ALARMS

(PROVIDED FOR INFORMATION ONLY)

Check control panels for proper operation.

Check rechargeable battery under load conditioning.

Test all devices: Glass breaks, door contacts on exterior doors, roof hatches, motion sensors, horn strobes, duress buttons and keypads.

Verify proper coverage of glass breaks and motion sensors and notify TxDOT of deficiencies.

Verify proper sensitivity of glass breaks and notify TxDOT of deficiencies.

Ensure device activates.

Test alarm systems under power loss condition and verify panel is operating with monitoring station under power loss conditions.

Verify that all devices notify and report to monitoring stations and that are all identified correctly. This includes, but not limited to, communications with Camp Hubbard Building 4 and door contacts with TxDOT's access control system. Reprogram if any device is incorrectly identified.

Work with TxDOT personnel to ensure proper system communication. Advise TxDOT of new or advanced technologies or other means to improve the system through modification or through use of new or advanced technologies.

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