ESBD_464530_1761237027703_02. Statement of Work TxDOT 845-63-50453.pdf

STATEMENT OF WORK

TxDOT 845-63-50453

DATED: OCTOBER 2025

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TEXAS DEPARTMENT OF TRANSPORTATION

PREVENTIVE MAINTENANCE AND CALIBRATION OF RHEOMETERS

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

1. SCOPE: The purpose of this Statement of Work (SOW) is to establish the requirements for preventive maintenance and calibration services for TxDOT-owned rheometer instrumentation. All services must be performed onsite by qualified, factory-trained technicians using Original Equipment Manufacturer (OEM) parts.

2. LOCATION: As specified on the solicitation.

3. DEFINITIONS OF TERMS AND ACRONYMS

3.1. ASPH – Asphalt

3.2. DSR – Dynamic Shear Rheometer

3.3. No. X – TxDOT internal numbering

3.4. SOW – Statement of Work

3.5. TxDOT - Texas Department of Transportation

4. EQUIPMENT TO BE SERVICED:

The following TxDOT-owned rheometers are covered under this SOW:

4.1. ASPH-DSR-82888244 No.: 6

4.2. ASPH-DSR-83230684 No.: 7

4.3. ASPH-DSR-83578533 No.: 8

4.4. ASPH-DSR-83578588 No.: 9

4.5. ASPH-DSR-83578564 No.: 10

4.6. ASPH-DSR-83578526 No.: 11

4.7. ASPH-DSR-83578595 No.: 12

4.8. ASPH-DSR-83985362 No.: 13

5. SERVICE REQUIREMENTS: The vendor must perform one (1) onsite preventive maintenance (PM) service visit per contract year to complete PM and calibration for all eight (8) TxDOT-owned rheometers.

5.1. Complete all repairs by the TxDOT-approved completion date. If additional time is needed, the vendor must submit a written request for an extension to the TxDOT equipment shop supervisor or designee. TxDOT will respond with written approval

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5.2. The vendor must be responsible for any damage to TxDOT equipment or its contents while in the vendor’s care. Repairs must be completed at the vendor’s expense.

5.3. TxDOT reserves the right to inspect completed repairs through visual inspection, testing, or other means as determined by TxDOT.

5.4. The vendor must perform preventive maintenance and calibration for all eight (8) rheometers during a single onsite visit. Tasks may be tailored to TxDOT’s needs, but the visit must include the following at a minimum:

5.4.1. Labor costs.

5.4.2. Replacement of recommended wear parts (e.g., air dryer and filter, activated carbon filter, fine filter cartridge).

5.4.3. Electrical and mechanical functional checks and adjustments.

5.4.4. Inspection of outer conditions.

5.4.5. Concentricity and perpendicularity checks.

5.4.6. Torque and shear-rate verification using manufacturer standards.

5.4.7. Air bearing performance check.

5.4.8. Calibration using factory standards, with adjustments as required.

5.4.9. Firmware upgrades to the instrument (if/when needed).

5.4.9.1. Note: Software upgrades to connected computers are not included.

5.5. A written maintenance report documenting all services performed and calibration results.

5.6. All work must be performed by certified service engineers using calibrated and certified tools. Repairs identified during preventive maintenance must be pre-approved by TxDOT and completed with OEM parts.

6. TIME FOR COMPLETION: The Preventive maintenance services must be scheduled annually within each contract year. The onsite preventive maintenance for all listed rheometers may take at the minimum a day for completion.

6.1. Vendors must coordinate service dates with TxDOT, subject to technician availability. TxDOT anticipates an 8-week lead time for scheduling onsite visits.

7. FACTORY-TRAINED TECHNICIAN: All work must be performed by factory-trained and certified technicians with experience servicing rheometer instrumentation.

8. REPLACEMENT PARTS: The vendor must provide:

8.1. New OEM Parts:

All replacement parts used during the one-day preventive maintenance visit must be new and Original Equipment Manufacturer (OEM) components. Typical wear parts may include, but are not limited to, air dryers, activated carbon filters, and fine filter cartridges. The use of used, demonstrator, wrecked, or discontinued parts or materials is strictly prohibited.

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8.2. Approval for Non-OEM or Rebuilt Parts:

If OEM parts are not available, the vendor must obtain prior written approval from TxDOT. Any approved non-OEM or rebuilt parts must meet or exceed the quality and performance standards of the original OEM parts. Rebuilt parts must include a minimum 90-day warranty covering both parts and labor, with proof of warranty provided to TxDOT upon request.

8.3. Removed Parts:

TxDOT reserves the right to request and inspect any parts removed during the preventive maintenance visit.

9. PRICING AND INFORMATION: The vendor must:

9.1. Pricing will be based on unit rates established in the solicitation’s pricing schedule.

Costs for travel, labor, and materials must be included in the quoted unit prices.

10. VENDOR DELIVERABLES

The vendor must provide the following deliverables:

10.1. One onsite preventive maintenance visit per contract year covering all listed rheometers.

10.2. Maintenance and calibration report for each unit.

10.3. Firmware updates (as applicable).

10.4. Availability of phone/email technical support following service visits.

11. WARRANTY REQUIREMENTS

11.1. PERFORMANCE AND MATERIALS WARRANTY: The vendor must guarantee all work, equipment, and materials provided against defects in workmanship. The vendor must satisfactorily correct, at no cost to TxDOT, any defect that becomes apparent within a minimum of six (6) months from the date of acceptance, inspection, and approval by TxDOT personnel.

11.2. If notified of faulty performance or materials, the vendor must satisfactorily correct or repair, at no cost to TxDOT, the portions of work deemed by TxDOT to be faulty, defective, or erroneous within thirty (30) days from the date of inspection and approval by TxDOT personnel. Alternatively, the vendor must refund to TxDOT the amount attributable to the faulty, defective, or erroneous work, including the costs for TxDOT to engage another vendor to complete the corrections.

12. VENDOR PERFORMANCE: Vendor performance must be monitored on a regular basis by TxDOT.

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

12.1.1. Failure to deliver any portion of the equipment.

12.1.2. Any requirement not met as outlined in the equipment requirements determined by TxDOT upgrade substitution suggested and accepted at no additional cost to TxDOT.

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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.

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

12.2.1. Services completed early upon TxDOT’s member request.

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

12.2.3. Vendor commended for exceptional customer service; exceptional service provided.

NOTE: Satisfactory performance may result in a positive vendor performance report.

13. WORK HOURS: Services must be performed during TxDOT business hours (8:00 AM to 5:00 PM CST), unless otherwise approved in writing by TxDOT.

14. TRAVEL: All travel costs must be included in the quoted unit prices. No separate reimbursement will be authorized for travel expenses.