ESBD_474979_1765491011909_03. Statement of Work (SOW).pdf

TEXAS DEPARTMENT OF TRANSPORTATION

STATEMENT OF WORK

TxDOT 220-88-48940 Dated: November 2025

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WEATHER STATION SYSTEM

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 to provide services for a Road Weather Information System (RWIS) to monitor all atmospheric conditions to include maintenance and repairs to ensure operability of equipment and monitoring and transmission of the weather conditions to TxDOT's Pharr District. The system will provide information to assess weather conditions and determine whether road closures are necessary.

2. LOCATION(S):

Are specified on the solicitation. TxDOT reserves the right to add or delete facilities serviced under the contract. TxDOT will provide 10 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. BPOR – Blanket Purchase Order Release – A written authorization to perform work under the contract listing the items of work to be performed and the cost based on the prices established in the BPO

3.2. 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

3.3. POC – Point-of-Contact

3.4. SOW – Statement of Work

3.5. TxDOT – Texas Department of Transportation

4. 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:

5. HISTORY OR BACKGROUND:

Not Applicable

6. CURRENT ENVIRONMENT:

Not Applicable

TxDOT 220-88-48940 Dated: November 2025

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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 weather station system maintenance, service plans, and notifications of weather conditions with alerts for a minimum of 2 years within the past 5 years for a minimum of 2 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. PM must have a minimum of 2 years’ experience within the past 5 years in the services identified in the Scope of Work. Be primarily responsible for the daily operations of the service in accordance with the requirements of the contract. PM must be a permanent staff employee and service as a constant primary point of contact for TxDOT, and be accessible 24/7 by phone for service or emergency calls.

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

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

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

8.2.3. 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. Conduct driver license checks annually on vendor staff that drive to and from

TxDOT work locations to verify compliance.

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

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

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

9.7. Not use restrooms for washing tools and equipment.

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

9.9. Ensure personnel are not excessively loud.

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9.10. 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.

9.11. Begin work within 10 business days after the issuance of written authorization from the authorized TxDOT representative.

9.12. Provide additional services necessary to complete work. Additional services are identified as work needed to return the equipment or work area, or both, to its properly functioning or original condition. Additional services may include, but not be limited to, code upgrades, installations, fabrication work, sheet-metal work, painting and drywall, electrical, concrete, or flooring repair. These services must be billed at the same rates bid by the respondent.

The vendor must provide a cost estimate including all materials, labor, and equipment required to perform the additional services to the designated TxDOT representative not to exceed $10,000. TxDOT will review and approve or deny the additional service. TxDOT reserves the right to obtain service under a separate contract if it serves the best interest of TxDOT.

9.13. Installation requirements for two locations to include the following:

9.13.1. Location 1 – Port Isabel will house the main equipment, antennas and any sensor needed. Will be mounted or attached to TxDOT's existing camera pole on Port Isabel.

9.13.2. Location 2 – Queen Isabella Memorial Bridge highest point on the bridge.

The secondary equipment, antennas / sensor will be in its own enclosure and will be mounted to the concrete rail on the Queen Isabella Memorial Bridge

9.14. Provide capabilities to integrate weather station(s) with TxDOT’s existing network camera system.

9.15. Provide monthly cellular services. 24/7, unless notified of schedule maintenance or downtime.

9.16. Provide access to ViewMondo, the vendor's web-based system, and include Graphical User Interface (GUI) to be able to view only the weather station to approved personnel (Reference Paragraph 24.4.).

9.17. Provide access to TxDOT user(s) to create an account and username.

9.18. Add or remove users within five business days upon request from the designated

TxDOT representative.

9.19. TRAINING: The training provided by the vendor must:

9.19.1. Be included for all approved ViewMondo users to include but not limited to: System administrator, data analysts, and all other approved users.

9.19.2. Be conducted online via Microsoft Teams or similar meeting application(s).

9.19.3. Be tailored based on user’s role.

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9.19.4. Include a customized training syllabus developed with TxDOT personnel by the agreed upon due date established after contract award.

9.19.5. Cover Hardware, Software, Operation, and System Maintenance to include but not limited to: equipment sensing technology, software navigation, reporting alarms and alerts, weather data applications, best practices, user profiles and administrative functions.

9.20. Respond to all system support questions via email within 48 hours for emergencies, and five business days for non-emergencies (reference paragraph 24.7.).

9.21. Provide 24/7 monitoring services of the weather station(s) to include but not limited to: All atmospheric conditions in the surrounding area, roadway conditions, monitoring and transmission of the weather conditions.

9.22. Provide monitoring and alert notifications in real time via emails, pages, dispatcher software alerts, or text messages.

9.23. Ensure alert services notify designated TxDOT representative(s) when wind speed or rainfall reaches a TxDOT-defined threshold (reference paragraph 24.7.), as measured by the vendor’s system. Alerts must include but not limited to: email notifications for maintenance providers, sensor errors, repeated alarms, and alarms triggered by utility outages.

9.24. Ensure that alerts are sent to each TxDOT user.

9.25. Provide routine maintenance and monitoring for equipment failure to ensure operability of equipment to include but not limited to: Equipment at the main site location, both the main sensor and secondary sensor. This should include annual calibrations, preventative maintenance, and firmware updates. It is part of the PM service offered annual bases and will be included in a performance report.

9.26. Submit a notification within 14 calendar days on any maintenance to be performed with the date of schedule service and completion.

9.27. Notify TxDOT, for system failure(s), within 2 hours of discovery and have system back to normal operations and online within 24 to 48 hours.

9.28. Conduct inspections, including semi-annual evaluations and performance testing (reference paragraph 9.29.1.).

9.29. REPORTS:

Reports as requested by TxDOT. Reports and format standards will be approved by TxDOT and must be delivered to the designated TxDOT representative.

Reports include, but not limited to, the following:

9.29.1. Provide report outlining any necessary repairs and recommendations for component replacement within five workdays. – Repair and Replacement Reports

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9.29.2. A report detailing any repairs performed should be submitted within five business days following completion. This includes both repair and system trip reports for any remote or on-site system repairs or maintenance activities. – Work Performance of Repairs and Maintenance

9.29.3. A quarterly report must be provided, which should include information from the first business day within each respective quarterly period. The report must be submitted within five days following the start of each quarter. – Quarterly System Status Report

10. MATERIALS OR PARTS PRICING:

Not Applicable

11. MISCELLANEOUS EQUIPMENT:

Miscellaneous equipment required to complete the work may include, but not be limited to, bucket truck, scissor lift, platform, ladder, scaffold and tools. Miscellaneous equipment under this contract must not exceed $10,000 per job. TxDOT will obtain miscellaneous equipment exceeding $10,000 under a separate contract. If listed as a line item on the solicitation, the vendor must provide:

11.1. Additional equipment and materials necessary to complete needed services as specified by the designated TxDOT representative.

11.2. A cost estimate which will be approved in writing by the designated TxDOT representative prior to any work being performed.

12. VENDOR DELIVERABLES:

Not Applicable

13. PROJECT SCHEDULE:

A detailed project schedule and work plan for all project tasks. The PM must monitor and update the project schedule and work plan, revising as appropriate, with approval from TxDOT. The plan must be accessible through Microsoft Project 2000®. The plan must include, but not be limited to, the following:

13.1. Vendor to provide a recommended maintenance schedule to TXDOT and propose a resolution plan and cost estimate for any necessary repairs outside of system warranty. Vendor will create a schedule to accommodate TXDOT operations and any schedule requests. All work is intended to be performed during daylight work hours.

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14. WARRANTY REQUIREMENTS:

14.1. MATERIAL WARRANTY: Materials provided under the contract must be in current production, as offered to commercial trade, and be of quality material.

Used, shopworn, demonstrator, prototype, reconditioned, or discontinued materials are not acceptable. Materials must be warranted against material defects and defects in workmanship for a period of not less than 12 months and 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 must provide the designated TxDOT representative with all manufacturers’ warranty documents upon completion of service prior to leaving the job site.

15. VENDOR PERFORMANCE:

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

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

15.1.1. Completion of installation not met.

15.1.2. Trash debris left behind at location.

15.1.3. Improper equipment installation.

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. Present professionalism at all times.

15.2.2. Good workmanship and communication.

15.2.3. Clean workspace.

15.2.4. Follow through with requests via email and meeting basic work schedule.

16. CONTRACT REMEDIES:

In the event of a breach of contract or non-performance by the vendor, compensatory damages may be assessed at TxDOT’s discretion as outlined below. If damages are assessed the vendor may reimburse TxDOT by discount, credit, refund, or waived fees as applicable and outlined in the service requirements.

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16.1. LIQUIDATED DAMAGES:

Failure to perform in accordance with the SOW and terms and conditions of the contract, after having been notified in writing by TxDOT of the specific deficiency, may result in TxDOT requiring the vendor to pay liquidated damages of $1,280.00 per calendar day until the deficiency is corrected. If the deficiency is not corrected within 30 calendar days, the vendor may be considered in default.

This provision is not intended as a penalty, but as liquidated damages.

17. PERSONNEL CONTINUITY AND REPLACEMENT:

17.1. The PM must remain available for the entire term of the contract as long as that individual is employed by the vendor.

17.2. 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 PM will require the vendor propose a replacement. Vendor must notify TxDOT within 24 hours after the vendor is made aware of such a situation.

17.3. Proposed replacement personnel must:

17.3.1. Be submitted to TxDOT within 5 calendar day(s) of notification resulting from sub-paragraphs 17.1. or 17.2. above.

17.3.2. Meet minimum qualifications and have experience comparable to the person(s) being replaced. Resume(s) and reference(s) may be requested for the proposed replacement(s).

17.3.3. Be provided at no additional cost to TxDOT.

17.3.4. Not begin work on the project without prior written approval from TxDOT.

NOTE: 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. QUALITY ASSURANCE PLAN:

Not Applicable

19. BUSINESS CONTINUITY AND DISASTER RECOVERY PLAN:

Upon request of TxDOT, vendor must provide copies of its most recent business continuity and disaster recovery plans. Business continuity and disaster recovery plan must:

19.1. Document a structured approach that describes the procedures that will be implemented to quickly resume work and fulfill all requirements of the contract after a disruption of business due to: fire, theft, natural disaster, technical difficulty, workforce problems, equipment failure, or other unplanned incident.

19.2. Be maintained throughout the term of the contract. The vendor shall be responsible for all cost-of-disaster recovery.

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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:

The vendor must:

23.1. Invoice in accordance with Paragraph 4.03 of the Terms and Conditions attached and include the additional information listed below:

23.1.1. Location of service.

23.1.2. Technician's name.

23.2. Documentation validating the invoice charges must be emailed to the designated TxDOT representative and include, but not be limited to:

23.2.1. Provide a copy of the receipt for parts and materials to TxDOT upon invoicing.

24. TxDOT RESPONSIBILITIES:

TxDOT will:

24.1. Provide a project manager.

24.2. Provide a POC.

24.3. Monitor vendor performance.

24.4. TxDOT will be the sole judge of the approved user list. A sample syllabus will be provided upon request (Reference Paragraph 9.16).

24.5. TxDOT will provide designated personnel to vendor to send the information

(Reference Paragraph 9.19.1).

24.6. TxDOT will be sole determiner of emergency occurrences (Reference Paragraph

9.20).

24.7. TxDOT will define the parameters for all alarm notifications and coordinate with the vendor as needed (Reference Paragraph 9.27).

24.8. TxDOT will review and approve the inspection checklist submitted by the vendor

(Reference Paragraph 9.28).

25. TRANSITION OF TxDOT PROPERTY:

Not Applicable

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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 4.0.