ESBD_416655_1746738342103_IFB 809-25-0021 - Infrared Electrical Systems Survey.pdf

IFB 809-25-0021

STATE PRESERVATION BOARD

Invitation For Bid (IFB) 809-25-0021

Infrared Electrical Systems Survey

NIGP Class-Item Codes:

NIGP Class-Item Title 961-65 Scanning and Testing for Electrical Hot-Spots, etc.

968-48 Inspection Services, Electrical Instrumentation and Control 992-39 Electrical Systems Testing Services

IFB Release Date Thursday, May 8, 2025 Site Visit Registration Deadline Thursday, May 15, 2025 no later than 2:00pm CT Mandatory Pre-Bid Site Visit Tuesday, May 20, 2025 Deadline for Submission of Bids Friday, June 6, 2025 no later than 2:00pm CT

Solicitation Point of Contact Patricia Ruiz, Purchaser, CTCD

P.O. Box 13286 Austin, Texas 78711

SPB.Bids@tspb.texas.gov

1. Description of Services Requested

The State Preservation Board (SPB), a State of Texas government agency, is soliciting bids for an Infrared Electrical Systems Survey of SPB properties.

2. Scope of Work

The survey will include the following SPB properties:

1. Texas Capitol, Extension and Grounds; 1100 Congress Ave., Austin, TX

2. Capitol Visitors Center (GLO Building); 112 E 11th St., Austin, TX.

3. Bullock Texas State History Museum; 1801 Colorado St., Austin, TX

4. Texas State Cemetery; 909 Navasota St., Austin, TX

5. Governor’s Mansion; 1010 Colorado St., Austin, TX

6. Capitol Visitors Parking Garage; 1201 San Jacinto Blvd., Austin, TX

7. Capitol Mall; 100 E 17th St., Austin, TX

8. Legislative Office Buildings:

• Sam Houston Office Building; 201 E 14th St., Suite 950, Austin, TX.

• Robert E. Johnson Office Building and Garage; 1501 Congress Ave., Austin, TX

• John H. Reagan Office Building; 1400 Congress Ave., Austin, TX

The survey shall cover all high and low voltage electrical equipment as directed by SPB personnel. The purpose of the survey is to locate and identify potential problems in an attempt to avoid failures and power disruptions. The infrared electrical system survey is performed under normal conditions following current industry standards. The survey shall document all problems detected during the survey. These will include, but will not be limited to, the following:

• Loose connections

• Faulty equipment

• Overloaded circuits

• Unbalanced loads

Contractor will be required to provide a report (hard copy and electronic) upon completion of survey. The report will include the following information:

• Introduction which will describe the basic procedures followed and provide information to assist understanding the report, including priority assessment for problems.

• Comments section which will discuss the areas surveyed, number of problems identified, and special notation of any serious problems.

o Make, model, and serial number of the imager used and certification number of the thermographer performing the work will be included.

o A detailed list of all equipment surveyed including location, type of equipment, identification, status at the time of survey, and notation of problems along with their severity.

• All problem equipment will be documented with a Thermogram, a control photograph with an arrow pointing to the problem(s), and a description that includes the following information:

- Equipment name and location

- Ambient temperature (°C and/or °F)

- Temperature rise over similar equipment (°C and/or °F)

- Ammeter readings (where appropriate)

- Detailed comments describing each problem

3. Mandatory Pre-Bid Site Visit

All respondents must attend a mandatory pre-bid site visit on Tuesday May 20th, 2025.

This mandatory site visit will be an opportunity for all potential respondents to observe the existing conditions of the properties and ask questions of the SPB.

Pre-registration is required to participate in the site visit. Vendors must register for the site visit by 2:00pm CT on Thursday, May 15th, 2025. To register, email SPB.Bids@tspb.texas.gov with the following information: company name and the names, phone numbers, and email addresses of all attendees. No bids will be reviewed from any organization who does not pre-register and attend the mandatory pre-bid site visit. The details of the site visit will be sent to registered attendees via email the day before the site visit.

The SPB reserves the right to schedule an additional mandatory site visit if needed to ensure a competitive bid process.

4. Minimum Qualifications

Respondents to this IFB shall meet the following minimum qualifications:

• Respondent’s primary business is commercial and industrial infrared thermography.

• Company has been in business and performing commercial industrial thermography for a minimum of ten (10) years.

• Company has at least one (1) Institute Master Thermographer® on staff.

5. Bid Requirements and Content

All submitted bids become the property of SPB after the IFB deadline date. Bids submitted mailto:SPB.Bids@tspb.texas.gov constitute an offer for a period of ninety (90) days from the submission date or the respondent may agree to the extension of the offer until an award is made by SPB.

One complete original bid with all required documentation. Bid pages should be numbered and organized per the content requirements below.

Bid Content: Respondents must submit all information listed below as the bid to this IFB.

Bids will only be considered if all items are submitted as required. Bids received past the deadline will not be considered.

1. Complete and signed Respondent Bid Form and Pricing (Attachment A)

2. A complete and signed HUB Subcontracting Plan (Attachment B)

3. Company Profile. A summary of the company’s history, experience, years in business, and staff, including Institute Master Thermographer® (5 pages maximum).

4. References with Corresponding Projects: a minimum of three references from three projects of similar size and scope to this IFB completed within the last five years.

Must include the following:

• Company Name

• Company contact name, title, email address, and phone number

• A brief description of the services provided for company

• Dates services were provided

5. Proposed Project schedule: Provide a proposed project schedule and timeline for completing this service.

6. Proof of thermographer training for Infrared and OSHA.

7. Copy of respondent’s Safety Manual Table of Contents

8. List of equipment with current calibration statements

9. Sample Report: Provide a copy of a report recently produced by the vendor for a similar project.

10. Copy of Certificate of Insurance

Failure to submit the required bid items may result in disqualification of your bid. SPB will not be responsible for locating or securing information that is not included in the bid. SPB reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the State.

6. Submission of Bids

Bids should be clearly marked BID FOR IFB 809-25-0021 and delivered electronically to SPB.Bids@tspb.texas.gov by the deadline. Physical bids may be delivered in person or via Express or Overnight Delivery by the deadline to:

State Preservation Board

Attn: Procurement 201 E. 14th St., Ste. 950 Austin, TX 78701

Please notify SPB.Bids@tspb.texas.gov ahead of time if delivering bid in person. SPB office hours are Monday to Friday 8:00 a.m. to 5:00 p.m. The reception desk is closed for lunch from 12 p.m. to 1 p.m. The office is closed on state and national holidays.

When emailing the bid package, the email subject line must contain the IFB number and title as indicated in this IFB. It is strongly recommended that respondents begin the email process at least 24 hours in advance of the due date/time since most large attachments are quarantined and delayed for security scanning. The State is not responsible for failure of electronic equipment or operator error. SPB takes no responsibility for electronic submittals that are captured, blocked, filtered, quarantined, or otherwise prevented from reaching the proper destination (email address) by the due date/time by any SPB anti-virus or other security software.

All bids received via email will be acknowledged. If no confirmation is received, contact SPB Procurement at (512) 936-4691 to confirm receipt of bid. Bids received past the deadline will not be considered.

7. Questions

Vendors may submit questions to SPB regarding this IFB. All questions must be submitted in writing by email to SPB.Bids@tspb.texas.gov by 2:00pm Central Time, on the date listed as the deadline for submission of questions in the Schedule of Events.

8. Prohibited Communications

Upon issuance of this IFB, besides written inquiries as described above and administrative questions related to HUB, the procurement process, and bid submissions, all of which must be submitted in writing to SPB.Bids@tspb.texas.gov, employees and representatives of SPB will not answer questions or otherwise discuss the contents of the IFB with any potential Respondent or their representatives. Attempts to contact program staff by phone or in person will not be allowed or recognized as valid. Failure to observe this restriction may disqualify respondent.

This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this solicitation.

9. Schedule of Events

The solicitation process for this IFB will proceed according to the following schedule:

Event Date/Time (CT) IFB Release Date Thursday, May 8, 2025 Registration Deadline for Mandatory Pre-Bid Site Visit

Thursday, May 15, 2025 no later than 2:00pm

Mandatory Pre-Bid Site Visit Tuesday, May 20, 2025 Deadline for Submission of Questions Thursday, May 22, 2025 Anticipated Release of Written Answers Friday, May 30, 2025 Deadline for Submission of Bids Friday, June 6, 2025, no later than 2:00pm

SPB reserves the right to change the dates or add additional dates in the Schedule of Events set forth above upon written notification to prospective respondents through a posting of an addendum on the Electronic State Business Daily (ESBD) https://www.txsmartbuy.gov/esbd.

It is the responsibility of respondents to periodically check the ESBD for updates to the solicitation prior to submitting a bid. The respondent’s failure to periodically check ESBD will in no way release the selected vendor from “addenda or additional information” resulting in additional costs to meet the requirements of the IFB. All such addenda issued by SPB prior to the bid submission deadline shall be considered part of the IFB, and the respondent shall consider and acknowledge receipt of such on their bid form. Only those SPB replies to inquiries which are made by formal written addenda shall be binding. Oral and other interpretations or clarifications shall be without legal effect.

10. VPTS and Reference Checks

In compliance with applicable provisions of Texas Government Code §2155.074, 2155.075, 2156.007, 2157.003, and 2157.125, a Respondent's past performance will also be reviewed on a pass/fail basis using the Texas Comptroller of Public Accounts (CPA) Vendor Performance Tracking System. Respondents may fail this selection criterion for any of the following conditions: a score of less than "C" in the Vendor Performance Tracking System; currently under a Corrective Action Plan through CPA; having repeated negative Vendor Performance Reports for the same reason; having purchase orders that have been cancelled in the previous 12 months for non-performance. Contractor performance information is located on the CPA website at https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/.

SPB may conduct reference checks with other entities regarding past performance, in addition to evaluating performance through the Vendor Performance Tracking System. SPB may examine other sources of vendor performance including, but not limited to, notices of termination, cure notices, assessments of liquated damages, litigation, audit reports, and non-renewals of contracts. Any such investigations shall be at the sole discretion of SPB, and any negative findings, as determined by SPB, may result in non-award to the Respondent.

https://www.txsmartbuy.gov/esbd https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/

11. Background Checks

Selected contractor(s) employees and subcontractors that will complete services described herein will be subject to a criminal background check before entering the job site. Contractor represents and warrants that Contractor and Contractor’s employees performing services outlined in this solicitation and subsequent contract, have not been convicted of a felony criminal offense, or that, if such a conviction has occurred, Contractor has fully advised SPB as to the facts and circumstances surrounding the conviction. SPB reserves the right to waive any findings that do not impact the successful completion of the project and/or safety of SPB staff or that of the public. It is SPB’s sole discretion to determine potential impact or risk.

12. Bid Award and Purchase Order

The State Preservation Board will award the project based on the lowest qualified bid. The award contract will be in the form of a Purchase Order (PO).

The contract will only be awarded to a vendor or vendor(s) who have qualifications and experience acceptable to the SPB with the with type of services specified, meets the minimum requirements listed in this document, and can submit references of previous similar work acceptable to the SPB.

SPB reserves the right to award a contract to a single contractor, or award to more than one contractor, whichever provides the best value to SPB in performance of this service. SPB will be the sole judge of best value. An award notice will be sent via email to the selected respondent(s).

AGENCY TO INVOICE:

State Preservation Board P.O. Box 13286 Austin, Texas 78711 TSPB.accounting@tspb.texas.gov 512-463-5495

13. Contract Duration and Funding:

This service shall begin upon issuance of a purchase order. The prices quoted in respondent’s bid shall be firm for the service period.

This contract is contingent upon the continued availability of funding. If funds become unavailable through lack of appropriations, legislative budget cuts, amendment of the Appropriations Act, state agency consolidations, or any other disruption of current mailto:TSPB.accounting@tspb.texas.gov appropriations, provisions of the applicable termination articles in the purchase order shall apply.

ATTACHMENTS

Attachment A: Respondent Bid Form with Bid Pricing

Attachment B: HUB Subcontracting Plan

Attachment C: Purchase Order Terms and Conditions