ESBD_511447_1778080010949_SOL_EXH_F.8_Statement of Work (SOW).pdf

Rev. 06/03/2024

TEXAS DEPARTMENT OF PUBLIC SAFETY

FACILITY BAS STATEMENT OF WORK

1.0 Service Location

Address

Austin Headquarters Crime Lab, Building U.

5800 Guadalupe St.

Austin TX. 78752

Midland District Office

2405 S. Loop 250 W.

Midland TX. 79703

2.0 Contractor Service Requirements

The Contractor must furnish all labor necessary to perform service. The Contract Monitor must approve any changes to this schedule in service in writing. (This excludes holidays when the office is closed).

During a pandemic, as determined by DPS, when the Contractor arrives at a DPS Office for a pre-bid conference or to perform contracted services after award, they must bring their own

Personal Protective Equipment.

A. Contractor must follow agency-adopted pandemic protocols.

3.0 General Requirements

A. Furnish and install software revisions of the latest generation to maintain or improve present performance within the functional capabilities of our Metasys Building Automation Systems (BAS) located at (Austin HQ Crime Lab and Midland District Office).

B. The Contractor must provide 24/7 telephone and support to DPS personnel. Technical experts must assist, via telephone, to identify and resolve operational problems.

C. All scheduled service and maintenance must be performed during regular business hours of DPS Facilities Maintenance from 7:00 am to 4:00 pm, Monday through Friday. The Contractor can only log into the BAS from a DPS device. Contractor devices of any kind must not be connected to the DPS TLE Network at any time. The Contractor must not transfer data onto a disc, drive, or electronic storage device. DPS Facilities must not be available on Federal or State Holidays. Each employee logging into the DPS intranet (TLE) must be assigned a unique individual credential’ they must login using only that credential. Each of these persons must be required to complete Cyber Security training.

Using any other credential must result in that individual being banned from DPS property.

D. The Contractor must supply a logbook at all DPS sites in a three-ring binder format. The Contractor must document all reported concerns, system problems, and other related items that require attention. Each scheduled service call to the DPS location must begin with a review of this log.

E. All maintenance and service visits by service personnel, sales staff, or supervisory staff must be documented by a work order form, listing personnel, materials used, and hours spent by each person on-site. The Contract Monitor must sign all work orders to verify that all work is completed and adequately apportioned between service and maintenance.

Copies of all work orders must be kept in the Service Log sequentially. Anytime

Contractor personnel are onsite, they must notify the Contract Monitor by phone when they arrive and leave.

1. Install appropriate BAS software refinements and updates to the latest revision possible. (Prior to any updates or refinements, a system restore backup must be made available. After any updates or refinements, must be commissioned to meet previous system operational integrity. Any deficiencies found inclusive to all locations, systems graphics, DATA points, descriptors, operational sequence of operation, must be corrected to meet previous systems operational integrity at no additional cost to DPS)

2. Network analysis:

• Perform network analysis for communication problems. Verify communication with all controllers.

• Provide in-depth troubleshooting of communication problems, including physical tracing of communication wire if necessary.

• Review trend, event, and alarm log with the customer and discuss operational concerns.

• Review the BAS system for override and disabled status indications.

• Review the BAS system for critical and off-line status indications.

• Review all points within the system for discrepancies, such as, but not limited to, sensors out of calibration, points not reporting, sub-LAN integrity, or feedback loops reporting inaccurately.

• Items needing field repair or recalibration must be submitted for service.

3. Global controllers:

• Check indicators to verify proper DC power levels, appropriate transmit and receive activity on the communication trucks, and check for possible error code indications.

• Confirm proper time sync of all global controller(s) with the workstation.

• Inspect wiring for signs of corrosion, fraying, rapid discoloration, defective shielding, or shield grounding.

• Monitor LED sequencing for proper operation.

• Review global controller(s) device properties

• Remove excessive dust from internal surfaces.

• Verify/calibrate other points and control processes where the need for possible proactive maintenance is indicated.

• Update firmware files as required.

• Items needing field repair or recalibration must be submitted for service

4. Unitary Controllers:

• Verify that controllers are in control at the desired value(s).

• Change one set point value. Verify smooth transition and stable control at the new set point as required.

• Return set point to the original value.

• Repeat for each additional control loop as required.

• Verify the proper operation of this unit's critical control processes and points and make adjustments as required.

• Items needing field repair or recalibration must be submitted for service.

5. Application Controllers:

• Verify that the HVAC unit is controlled at the appropriate value(s).

• Change one set point value. Verify smooth transition and stable control at the new set point as required.

• Return set point to the original value.

• Repeat for each additional control loop as required.

• Verify the proper operation of this unit's critical control processes and points and make adjustments as required.

• Items needing field repair or recalibration must be submitted for service.

6. Check associated BAS controller devices such as relays, space sensors, OSA sensors, immersion sensors, current sensors, etc., used for control and/or status feedback by the controllers.

F. Service:

1. The service agreement must include service calls for the first ninety-six (96) hours per year, inclusive of all locations, which must be conducted five (5) days a week, during normal business hours, 7:00 am to 4:00 pm from Monday through Friday, at no additional charge.

2. Scheduled service exceeding ninety-six (96) hours inclusive of all locations per year from Monday through Friday, 7:00 am to 4:00 pm for a field specialist or software specialist will be charge at an additional hourly rate.

3. After-hours emergency service must be provided within a two (2) hour response time at an additional hourly rate.

• Field or Software Specialist (after 5:00 PM & Saturday)

• Field or Software Specialist (Sundays & Holidays)

4. A flat-rate trip fee will be allowed per service call. The trip fee does not apply to routine maintenance.

5. The Contractor must repair or replace failed components with new components of compatible design and the latest compatible revision for up to $7,500.00 each contract year. Exchanged parts will become the property of the Contractor. Exchanged parts will not be repaired and returned to service at DPS.

6. Additional Johnson Control parts and materials requested by DPS must be available at a discount from list price.

7. The Contractor must provide ninety-six (96) hours of service per year at any of the DPS locations listed in this contract. These hours are in addition to hours for routine maintenance.

8. The Contractor must provide a three (3) day operator’s training course, at no additional charge, for up to six (6) people during standard training schedule hours 8:00 am to 5:00 pm Monday through Friday in a local classroom no more than a one (1) hour drive from the DPS HQ facility. Factory training is specifically excluded. The Contractor is not responsible for travel or accommodations for training attendees.

G. All DPS facilities where work is to be performed are non-smoking buildings. Contractor employees are prohibited from smoking in all areas except areas designated for smoking.

H. This DPS facility must remain in operation and open to the public during regular business hours. The Contractor must provide special need safety barricades, cones, marking tape, or overhead protection to ensure the safety of the public, pedestrian, or vehicular traffic in and out of the facility area as required. If a particular area repair affects normal DPS public operations, the Contractor must work weekends or after regular business hours to facilitate those repairs (with no increased premium paid for after-hours or weekend work).

I. Even if it is not anticipated, the Contractor may be required to shut down operations during the project for an unforeseen State of Texas emergency. In this event, the Contractor must be required to finish any open work, secure the site staging area, and evacuate its personnel as safely but as quickly as possible from the property. Notification to return to work must be issued as soon as possible from authorized DPS personnel.

4.0 Contractor Personnel

The Contractor must procure, at the Contractor’s expense, all necessary and required licenses and permits for the performance of this award. The Contractor represents and warrants that the services provided under this award comply with all applicable federal health and safety standards, including but not limited to the Occupational Safety and Health Administration

(OSHA) and all Texas health and safety standards.

A. Required Qualifications:

1. At all times during the term of the contract, the Contractor must have available, under direct employment and supervision, the necessary qualified factory-trained personnel, organization, and facilities to properly fulfill all terms and conditions of the contract.

2. Factory training certificates for each technician must be presented upon request.

3. At least two fully certified technicians capable of servicing any aspect of the

BAS, including programming, must be available for maintenance and service.

4. Contractor personnel using the DPS intranet must pass cyber security training by DPS at a DPS facility and adhere to all DPS cyber security policies.

Contractor personnel that violate this provision must be subject to removal.

B. DPS may request that the Contractor replace unsatisfactory personnel, which request must not be unreasonably denied.

5.0 Performance Warranty

A. All work performed under this contract must comply with the terms and conditions of the contract and comply with all federal, state, and local laws and rules.

B. All work performed under this contract must comply with the Texas Department of

Licensing and Regulation (TDLR) rules referencing the Uniform Mechanical Code, Uniform

Plumbing Code, etc.

C. The Contractor must guarantee all work included in the contract against any defects in workmanship and must bring any deficiencies into code compliance at no additional cost to

DPS, including any such defect that may become apparent within a period of one year after completion of work. The warranty period must commence upon the date of final acceptance by DPS.

10.0 Contractor Cooperation

The Contractor agrees to cooperate and coordinate its work with other contractors retained by

DPS. Upon discovering an apparent conflict in the sequencing of employment with another contractor, Contractor must report the concern to DPS’s Contract Monitor.

11.0 Material Warranty

A. The Contractor must guarantee that all material furnished comply with this contract and is sufficient for the purpose intended, new, and free from defects. Materials supplied under this contract must be the latest improved product in current production, as offered to commercial trade. They must be of quality material that is customary for commercial HVAC and is UL listed.

B. Used, shopworn, demonstrator, prototype, reconditioned, or discontinued products or materials are unacceptable. The warranty period for Contractor provided materials must be for one (1) year commencing upon the installation date.

C. All manufacturers’ warranties must commence upon the date of installation

12.0 Contractor Responsibilities

A. Contractor must abide by all procedures and rules the DPS Contract Monitor conveys regarding DPS security requirements where work is to be performed. Contractor employees must wear either uniforms or appropriate clothing, identifying them as employees of the

Contractor at all times when working in DPS facilities. Shorts and/or muscle shirts are prohibited. Contractor personnel must have a DPS-supplied identification badge visible at all times when working in DPS facilities.

B. Access routes, entrance gates, doors, parking, storage areas, and other necessary Contractor access, along with any imposed time limitations, must be designated by the DPS Contract

Monitor. The Contractor must conduct operations with strict observation of the access routes and other areas established. Under no circumstances must any of the Contractor’s employees, vehicles, or equipment enter or move upon any area not authorized by the DPS Contract

Monitor.

C. Contractor must examine all properties at which the work must take place and be familiar with the conditions under which the work must be accomplished. The Contractor must inspect existing conditions before commencing work, including elements subject to damage or movement during the performance of services under the awarded contract.

D. The Contractor is responsible for immediately notifying local building staff of all deficiencies, damages, potential hazards, and other conditions or injuries that may occur. The

Contractor must adequately protect the work, DPS’s property, adjacent property, and the public. In the event of damage to facilities due to the Contactor’s operations, the Contractor must subsequently repair or restore all services to the satisfactory approval of DPS’s Contract

Monitor or their designated representative. Further, the Contractor must engage any additional outside services necessary to facilitate repairs until services are restored. All costs involved in repairing and restoring disrupted services must be at the Contractor’s expense, and the Contractor must be fully responsible for any claims resulting from the damage.

E. DPS’s Contract Monitor or their designated representative may elect to perform such repairs and deduct the cost of such repairs, replacements, and outside services from amounts due to the Contractor. The Contractor must be responsible for any damage to DPS grounds, shrubs, buildings, and/or parked vehicles caused by its works, its negligence in work, its personnel, or its equipment by Contractor staff or subcontractors. The Contractor must be responsible and liable for its personnel's safety, injury, and health while performing work for DPS.

F. Contractor must procure and maintain for the duration of the contract any state, county, city, or federal license, authorization, insurance, wavier, permit, qualification, or certification required by statute, ordinance, law, or regulation to be held by Contractor to provide the goods or services required by the contract. The Contractor must pay all taxes, assessments, fees, premiums, permits, and licenses required by law. The Contractor must make all payments of any such government obligations not paid by its subcontractors during the performance of the contract.

G. If the Contractor must remove and relocate any affected existing DPS site components or equipment to support the overall installation, such equipment relocation must be done under the direction of the DPS Contract Monitor. Due to liability requirements, the Contractor may not store project equipment, materials, or other components without the consent of the DPS

Contract Monitor and must hold the agency harmless for theft, material loss, or equipment damage.

H. All work must be done in a timely manner. In the event that unforeseen outside conditions affect a work stoppage on this project, the Contractor must provide and implement a backup plan within twenty-four (24) hours of an unscheduled work stoppage to continue with the work on this project.

13.0 Material Management

A. Contractor must keep the premises clean continually, and no trash or debris must be permitted to accumulate in work areas. The Contractor must remove and dispose of all debris and waste materials associated with the awarded contract.

14.0 Safety Zones

Pedestrian and vehicle safety zones must be maintained around work while in progress. Safe zone areas are to be marked with barricade fencing to ensure the separation of work zones from unauthorized access during and after regular business hours. Fire extinguishing equipment is to be available while any hot work is in progress. The Contractor must provide special need safety barricades, cones, marking tape, or overhead protection to ensure the safety of the public pedestrian or vehicular traffic in and out of the facility area as required.

15.0 Contractor Vehicles

Contractor vehicles transporting personnel or materials must be locked with the emergency brake set and the ignition key removed when left unattended. Parking must be located only in approved areas determined by the local building manager. DPS is not responsible for damage to the Contractor or Personal vehicles left on the project site. Any vehicle or equipment without an ignition key starter must be rendered inoperable if left overnight. Also, any vehicle or large equipment with a standard industrial ignition source must be rendered inoperable if left overnight. Security and safety of equipment must be the Contractor’s responsibility during work and after regular business hours. Items such as

16.0 Invoices

Invoices must be submitted by the 5th day of each month following the previous month’s service. The itemized invoice must include the DPS PO number and month of service.

Note: If the document is not received, payments may be delayed until received. This information must be sent to:

Department of Public Safety, Finance, PO Box 4087, Austin, TX 78773-0130 or emailed to

APinvoices@dps.texas.gov, and a courtesy copy must be sent to Choose an item.

DPS will incur no penalty for late payment if payment is made in 30 or fewer days from receipt of goods or services and an uncontested invoice.

End of Statement of Work mailto:APinvoices@dps.texas.gov