ESBD_370289_1722459990623_TEEX-ITB-24-030.docx

TEEX-ITB-24-030

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Detailed Specifications Master Order for Hydraulic Crane Service Texas A&M University is seeking pricing to establish a Master Order for hydraulic crane services for Texas A&M Engineering Extension (TEEX), Emergency Services Training Institute (ESTI), and Brayton Fire Training Field (BFTF) which are located on the College Station, TX campus, for the period of Date of Award through August 31 2027.

The Crane(s) will be used primarily at BFTF or near the Texas A&M campus in College Station. The most common jobs to be performed will be unloading trucks, moving / setting vessels and other training components, and removing and replacing motors.

General Requirements

Prior to beginning operations, the vendor shall meet with TEEX / ESTI representatives to outline the proposed method to accomplish the work required.

Vendor shall begin work within eight (8) hours from time of notification. Note that this would be a worst-case scenario. Most service requests will be scheduled, providing at least two (2) days of notification. If vendor does not begin operations when specified, TEEX / ESTI has the option to perform or secure the work in any manner deemed necessary.

All work to be performed by the vendor during the hours and dates specified by TEEX / ESTI. The vendors services shall be on call and readily available to TEEX / ESTI twenty-four (24) hours a day, seven (7) days a week, including holidays.

Once work has begun in the designated area, the vendor shall proceed until the work is satisfactorily completed, unless otherwise designated by TEEX / ESTI. Any change in scheduled work required by the vendor shall be brought to the attention of TEEX / ESTI immediately for approval.

TEEX / ESTI normal work hours are 6:30 AM to 5:00 PM, CST. Monday through Friday.

The vendor’s equipment yard must be within 150 miles of the Texas A&M University campus in College Station, TX.

TEEX / ESTI reserves the right to reject any equipment or operators that are in our opinion, unsuited for the job at hand. Unsafe operation of any equipment will not be tolerated.

Vendor Requirements

Vendor shall provide all the necessary labor to operate the equipment.

Vendor must provide copies of current inspection certificates for any crane sent to TEEX / ESTI upon request.

Load testing certification must be current and available for review. All lifting and rigging equipment provided by the vendor must be clearly marked for capacity and suitable for the application on which it is being used.

All operating procedures, including set up, rigging, and lifting must be done within accepted industry standard practices and guidelines.

Crane operators and other support personnel provided by the vendor must be journeyman level and properly licensed to operate the equipment on site. Vendor employees shall wear a hard hat, safety glasses and steel-toed footwear while performing any service as well as follow all requirements of the TEEX / ESTI Contractor Safety Manual.

The vendor shall provide transportation for their employees to and from the work locations each working day.

The vendor’s employees shall be courteous and polite at all times to the general public of TEEX / ESTI. Undesirable language, performance, and/or other unprofessional behavior will be grounds for dismissal of the vendor’s employees from the job site, and the possible termination of services.

Vendor shall provide all necessary fuels, lubricants, maintenance, and repairs to the vendor’s equipment during the term of this service.

Vendor must provide as part of the base bid all cable, slings, straps, clevises, and other equipment needed for the size and capacity of the crane being furnished.

Vendor must obtain any licenses/permits required for the performance of the service and shall be included in the base bid.

Vendor must have matting material in the event the crane must be set up on a surface other than concrete or pavement. The cost for any auxiliary equipment such as forklifts, boom trucks, or personnel needed to assist in placing mats, above the cost for the crane, must be clearly identified on Attachment A pricing sheet.

The vendor shall be responsible for damage to TEEX / ESTI equipment and/or the workplace and its contents by its work, negligence in work, its personnel, and equipment. The vendor shall be liable for the safety, injury, and health of its working personnel while its employees are performing service work.

The vendor shall provide employees of no less than 18 years of age with experience in the type of work to be performed. No visitors, wives, husbands, or children of the vendor’s employees will be allowed on state property during working hours., unless they are bona fide employees of the vendor.

TEEX / ESTI is committed to maintaining an alcohol and drug free workplace. Possession, use, or being under the influence of alcohol or controlled substances by the vendor’s employee’s while performing the service is prohibited. Violation of these requirements shall constitute grounds for termination of services. In addition, vendor employees shall observe TEEX / ESTI smoking policy, which prohibits smoking in all TEEX / ESTI buildings and around the training projects.

Measurement and Payment

Only whole or partial hours, during which the vendor is traveling to the TEEX / ESTI work site and while the equipment is in operational condition at the work site, will be considered for payment.

Partial hours to be calculated by the half-hour (1-30 minutes = .5 hour, 31-60 minutes = 1.0 hour)

At the end of each working day or job, a TEEX / ESTI representative will verify the number of hours the vendor will be paid. Vendor shall note the time of departure from equipment yard, as well as the completion time on the delivery ticket, each and every time.

A minimum of four (4) hours will be paid if the vendor is called to perform services and then released by TEEX / ESTI before the end of four (4) hours. This would include TEEX / ESTI equipment failure, job completion, weather, or other extenuating circumstances not under the control of the vendor. If vendor has different minimum hours, they must be disclosed on the Attachment A pricing sheet.

In the event of vendor equipment problems, TEEX / ESTI will not be billed for the time spent repairing or replacing the vendor’s equipment.

Substitution

The vendor shall provide according to the Attachment A pricing sheet, equipment services as requested and agreed. If vendor must provide a larger crane for a job because of unavailability, TEEX / ESTI will be charged for the crane ordered, not the one delivered.

Compliance/Proper and Safe Performance

Vendor shall at all times comply with all federal, state, and local laws, ordinances, and regulations which in any manner affect the conduct of the work or the performance or safety of the equipment, materials, and/or environment and/or health/life of the workers and their official representatives against any/all claims arising from violations thereto, by himself, his supervisors, or his employees. Vendor must follow all requirements of the TEEX / ESTI Contractor Safety Manual.

“Hold Harmless” Clause

In addition, the vendor shall save harmless the State, Texas A&M University System, and TEEX / ESTI from all suits, actions, or claims brought on account of any injuries, or damages sustained by any person or persons or any property in consequence of any neglect in safeguarding the work by the contractor, his subcontractors, or employees of either party.

Compliance With Laws

The vendor shall comply with all federal, state, and local laws, statutes, ordinances, rules, regulations, orders, decrees of any court or administrative bodies or tribunal in any matter affecting the performance of the purchase order, including without limitation, Workers' Compensation Laws, minimum and maximum salary and wage statutes and regulations. When required, the vendor shall furnish TEEX / ESTI with satisfactory proof of compliance.

This service shall be performed in accordance with purchase specifications. TAMUS Purchasing Services will decide all questions which may arise as to the quality or acceptability of work performed, the manner or performance and the rate of progress of the work, interpretation of the specifications, and the acceptable fulfillment of the service on the part of the vendor.

Renewal

Texas A&M University reserves the right to renew the awarded agreement for an additional two (2) years, one (1) year at a time, if mutually agreed upon by both parties with all terms and conditions remaining firm.

If renewal option is exercised, the vendor may increase the contract price to reflect the cost of providing service. Vendor must indicate a maximum percentage increase for each extension period.

Please Note: If bidder fails to indicate a maximum percentage increase for each extension period, it will be assumed the percentage is zero (0%).

Cancellation

Texas A&M University reserves the right to cancel if funds are not appropriated.

Texas A&M University reserves the right to immediate cancellation due to non-performance. Texas A&M University reserves the right to cancellation with thirty (30) days written notice.

The cancellation of the agreement, under any circumstances whatsoever, shall not affect or relieve the vendor from any obligation or liability that may have been incurred or will be incurred pursuant to the agreement and such cancellation by Texas A&M shall not limit any other right or remedy available to Texas A&M at law or in equity.

Shipping Terms

Bidders shall quote shipping terms – Destination Freight Prepaid and Allowed. If quoting otherwise, bidders shall indicate here-in and indicate estimated shipping cost and who bears the cost.

Payment Terms and Invoicing

Payments shall be Net 30 days after receipt and acceptance of product. All credit memos shall reflect the purchase order number and the original invoice number in which charge was initiated.

Ordering

Texas A&M University request that orders be placed either by phone, email or fax. If a website option is available, please indicate below your website URL.

Website URL:

Contact Person:

Email:

Phone:

HUB Subcontracting Plan

In accordance with Texas Government Code Section 2161 and Texas Administrative Code, Title 34, Chapter 20, Subchapter D, Division 1, Sections 20.281 to 20.298, it is the policy of the State of Texas and Texas A&M University (Texas A&M) to encourage the use of Historically Underutilized Business (HUB) vendors in our prime contracts, subcontracts, and purchasing transactions. The goal of the HUB Program is to promote equal access and equal opportunity in Texas A&M contracting and purchasing.

Subcontracting opportunities are anticipated for this Invitation for Bid/Request for Proposal, and a HUB Subcontracting Plan (HSP) is required. Failure to submit a complete, comprehensive HSP will be considered a material failure to comply with the requirements of the Invitation for Bid/Request for Proposal and will result in the rejection of the submittal. The HSP must be submitted with the Invitation for Bid/Request for Proposal response by the specified date and time.

For information regarding the HUB Subcontracting Plan requirements, contact Ashley Chavez at 979-500-6627 or via email at ashley.chavez@teex.tamu.edu. State of Texas HUB Subcontracting Plan form, HSP Quick Checklist, and Prime Contractor Progress Assessment Report (PAR) form are attached. The State of Texas HSP forms can also be found at the following site: https://comptroller.texas.gov/purchasing/vendor/hub/forms.php

NOTE: Failure to submit the required HUB Subcontracting Plan or if your HUB Subcontracting Plan is not approved, this will result in the disqualification of your entire bid response.

Note to Bidders:

Pricing:

Bidders must indicate any additional charges not listed here-in. Indicate a minimum order, if applicable.

Award

In accordance with Texas Education Code 51.9335, Texas A&M University shall make the award based on, but not limited to, the following best value criteria:

· The purchase price;

· The reputation of the vendor and of the vendor's goods or services;

· The quality of the vendor's goods or services;

· The extent to which the goods or services meet the institution's needs;

· The vendor's past relationship with the institution;

· The impact on the ability of the institution to comply with laws and rules relating to historically underutilized businesses and to the procurement of goods and services from persons with disabilities;

· The total long-term cost to the institution of acquiring the vendor's goods or services;

· Any other relevant factor that a private business entity would consider in selecting a vendor; and the use of material in construction or repair to real property that is not proprietary to a single vendor unless the institution provides written justification in the request for bids for use of the unique material specified.

Other relevant factors deemed necessary to evaluate the offer and determine the best value for the University:

· Vendor’s ability to meet the minimum specifications

· Delivery requirement

· The quality, availability, and adaptability of equipment offered

· to required application.

· References

· Escalation percentages

By submitting a bid in response to this solicitation, bidder agrees to the selection and award process, and accepts Texas A&M University’s judgment and decision of award. Texas A&M reserves the right to accept or reject any or all bids, waive informalities and technicalities, and accept the offer considered the most advantageous to the University. Texas A&M reserves the right to make the decision as to the system, product or service best meets the minimum specifications and best suits the needs of the University. The decision by Texas A&M University is final.

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