ESBD_440259_1753728403523_02. Statement of Work.pdf

TEXAS DEPARTMENT OF TRANSPORTATION

STATEMENT OF WORK

TxDOT 979-65-67720

DATED: JULY 2025

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RENTAL OF ICE MACHINES FOR THE TXDOT FERRY OPERATIONS

IN PORT ARANSAS, TX

PUBLICATION

This statement of work (SOW) is a product of the Texas Department of Transportation (TxDOT).

This SOW may not be sold for profit or monetary gain. If this document 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 SOW is used in the procurement process by any other entity.

1. SCOPE:

This SOW is for services to provide monthly rental of two ice machines for the TxDOT Ferry Operations in Port Aransas, TX.

2. LOCATION(S):

Are specified on the solicitation. TxDOT reserves the right to add or delete facilities serviced under the contract. TxDOT will provide 5 calendar day(s) written notice to the vendor for locations to be deleted or of any additional locations requiring service within the same area or region.

3. DEFINITIONS OF TERMS AND ACRONYMS:

3.1. Contract – Any Purchase Order (PO) or Blanket Purchase Order (BPO) resulting from this solicitation as listed in the Order of Precedence in the resulting PO or

BPO.

3.2. ESBD – Electronic State Business Daily.

3.3. PO – Purchase Order.

3.4. POC – Point-of-Contact.

3.5. SOW – Statement of Work

3.6. TxDOT – Texas Department of Transportation.

3.7. TxDOT POC – TxDOT Point of Contact.

3.8. Working Day – A calendar day, not including Saturdays, Sundays, or regularly observed state and federal holidays

4. APPLICABLE LAWS AND STANDARDS:

Not Applicable

5. HISTORY OR BACKGROUND:

Not Applicable

6. CURRENT ENVIRONMENT:

Not Applicable

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7. VENDOR QUALIFICATIONS:

The vendor must be a company or an individual engaged, or whose partners are engaged in the business of providing ice machine rental services for a minimum of 3 years within the past 5 years. Years of experience of an individual(s) or partner(s) with a minimum of 25% ownership of the company can be applied to the company’s years in business.

8. VENDOR PERSONNEL QUALIFICATIONS AND RESPONSIBILITIES:

The vendor must provide the following personnel with the listed qualifications:

8.1. All personnel who will be driving to and from TxDOT work locations must:

8.1.1. Possess a valid driver license acceptable in the state of Texas.

8.1.2. Have no Driving Under Influence (DUI) or Driving While Intoxicated (DWI) incidents on driving record within the past three years.

8.1.3. Have no more than two moving violations on driving record within the past three years.

NOTE: TxDOT reserves the right to request proof of qualifications.

9. SERVICE REQUIREMENTS:

The vendor must:

9.1. Provide all required safety equipment and instruct personnel to observe all safety policies, rules, and requirements at all times.

9.2. Provide a primary POC.

9.3. Provide an updated list of all vendor personnel or subcontractors at each job site and comply with all security measures required by TxDOT.

9.4. Make arrangements with the designated TxDOT representative prior to off-loading tools and equipment at the job site.

9.5. Only park in locations assigned by the designated TxDOT representative.

9.6. Not use restrooms for washing tools and equipment.

9.7. Ensure at least one vendor personnel is fluent in English with the ability to receive, give, and understand written and oral instructions.

9.8. Ensure personnel are not excessively loud.

9.9. Ensure personnel do not use personal multi-media devices while performing services for TxDOT unless furnished by the vendor to facilitate communication with TxDOT or the vendor.

9.10. Begin work and ensure all ice machines are operational within 30 business days of the award of the purchase order or on the agreed upon date between TxDOT and the vendor.

9.11. Provide, maintain, and install all equipment required for the operation of the ice machines.

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9.12. Clean and sanitize the ice machines and replace ice machine filter every three months.

9.13. Remove and dispose of all ice while cleaning the ice machine and ice bin.

9.14. Clean and wipe down the exterior of the ice machine.

9.15. Rinse all cleaned components with fresh water to ensure no cleaning solutions remain.

9.16. Repair or replace any ice machines which become inoperable and are unable to be repaired within five (5) business days of request for repairs.

9.17. ICE MACHINES:

The ice machines must:

9.17.1. Be no more than five (5) years older than current standard products of an established manufacturer. TxDOT reserves the right to inspect and approve or reject any units.

9.17.2. Be free of all imperfections, defects, and hazards which might affect appearance, normal life, service ability, or user safety.

9.17.3. Be air cooled.

9.17.4. Have an air temperature of 90 degrees Fahrenheit.

9.17.5. Have a water temperature of an average of 70 degrees Fahrenheit.

9.17.6. Create dice shaped ice weighing less than two ounces per cube.

9.17.7. Come equipped with an ice making filter.

9.18. STORAGE ICE BIN:

The storage bins of the ice machines must:

9.18.1. Have the manufacturer's standard bin liner. All interior corners of the liner must be rounded or filleted to facilitate cleaning. The bin liner must be corrosion resistant.

9.18.2. Have a storage bin door must be designed to prevent leakage of melting ice and prevent spillage of ice of water when the door is opened.

9.18.3. Be equipped with an adequately sized and properly located drain to insure complete water drainage.

9.18.4. Be an integral part of, or securely attached to, the ice machine when furnished with it.

9.19. EXTERIOR FINISH:

The exterior finish of the ice maker and the storage bin must be the manufacturer's baked enamel, epoxy, or polyurethane finish.

9.20. ICE HARVESTING MECHANISM:

The ice harvesting mechanism for the ice machines must be the manufacturer's standard commercial mechanism. The mechanism must be designed to harvest

4 - 6 the ice from the evaporator freezer and deliver it to the ice storage bin. Cutter blades, scrapers, augers, or moving devices employed in harvesting the ice must be fabricated out of stainless steel.

9.21. AUTOMATIC CONTROL SYSTEM:

The ice machines must be equipped with an automatic control system designed to regulate the production of ice. The system must automatically stop the ice making process when the ice in the storage bin reaches full capacity and must automatically restart the ice making process when the ice in the storage bin reaches a predetermined level below the full level.

9.22. PLUMBING:

9.22.1. All potable water piping, tubing, and fittings must be approved by the National Sanitation Foundation for potable water use and must not impart objectionable odors, tastes, or color to the ice. Metal piping, tubing, and fittings must be non-ferrous metal or stainless steel. All piping, tubing and fittings to which external connections are made must be rigidly secured to prevent damage when the connections are made.

9.22.2. All materials and components must be either corrosion resistant or be suitably treated to resist corrosion.

9.23. MONTHLY RENTAL: The monthly rental price must include:

9.23.1. Water filters.

9.23.2. Labor.

9.23.3. Delivery of units

9.23.4. Installation costs.

9.23.5. Maintenance

9.23.6. Retrieval of unit upon end of contract.

10. MATERIALS OR PARTS PRICING:

Not Applicable

11. MISCELLANEOUS EQUIPMENT:

Not Applicable

12. VENDOR DELIVERABLES:

Not Applicable

13. PROJECT SCHEDULE:

Not Applicable

14. WARRANTY REQUIREMENTS:

Not Applicable

15. VENDOR PERFORMANCE:

Vendor performance will be monitored on a regular basis by TxDOT.

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15.1. An unsatisfactory performance determination includes, but is not limited to:

15.1.1. Failure to repair or replace any ice machines which become inoperable and are unable to be repaired within five (5) business days of request for repairs.

15.1.2. Any requirement not met as outlined in the service requirements determined by TxDOT.

NOTE: Unsatisfactory performance may result in a negative vendor performance report, or cancellation of the contract or both, in addition to any other rights, liquidated damages and remedies provided by the contract or allowed by law.

15.2. An exceptional performance determination includes, but is not limited to:

15.2.1. Product upgrade substitution suggested and accepted at no additional cost to TxDOT.

15.2.2. Vendor commended for exceptional customer service, exceptional service provided.

16. CONTRACT REMEDIES:

Not Applicable

17. PERSONNEL CONTINUITY AND REPLACEMENT:

Not Applicable

18. QUALITY ASSURANCE PLAN:

Not Applicable

19. BUSINESS CONTINUITY AND DISASTER RECOVERY PLAN:

Not Applicable

20. TRAVEL:

All travel and per diem must be included in the unit price.

21. MOBILIZATION:

Not Applicable

22. TRIP CHARGE:

Not Applicable

23. ADDITIONAL INVOICING INSTRUCTIONS:

Not Applicable

24. TxDOT RESPONSIBILITIES:

TxDOT will:

24.1. Provide a contract manager.

24.2. Provide a POC.

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24.3. Monitor vendor performance.

24.4. Provide electric outlets and water for the ice machines.

25. TRANSITION OF TxDOT PROPERTY:

Not Applicable

26. CONTRACT ADMINISTRATION:

Administration of the contract is a joint responsibility of the TxDOT contract manager and TxDOT purchasing staff. Purchasing staff will be responsible for administering the contractual business relationship with the vendor.

26.1. 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 staff.

26.2. Upon issuance of contract, TxDOT will designate an individual to serve as the contract manager and POC between the agency and the vendor. The contract manager does not have any express or implied authority to vary the terms of the contract, amend the contract in any way, or waive strict performance of the terms or conditions of the contract. This individual’s contract management responsibilities include, but are not limited to:

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

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

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

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

26.2.5. Other areas as identified by the State of Texas Procurement and Contract Management Guide version 3.0.

Statement of Work TxDOT 979-65-67720 Dated July 2025