ESBD_522296_1780489753959_SOL_EXH_F.3_SOW.pdf

Rev 02/22/2022

TEXAS DEPARTMENT OF PUBLIC SAFETY

HVAC FILTER REPLACEMENT STATEMENT OF WORK

1.0 Service Locations

Service locations are in the Austin, Waco, and San Antonio regions; see Attachment A for locations.

* The Contractor is responsible for verifying all HVAC systems, quantities, filter sizes, and clearances listed in this document. Please make this mandatory.

2.0 Period of Service

The service period will be from 09/01/2026 through 08/31/2031. DPS reserves the right to terminate this contract in accordance with the standard terms and conditions.

Unless otherwise coordinated with and approved by the DPS Contract Monitor in writing, all services must be performed between the hours of 6:30 AM and 5:00 PM (Monday-Friday).

3.0 Contractor Service Requirements

The Contractor will furnish all labor and equipment necessary to perform the service. Any changes to this schedule in service must be approved by the DPS Contract Monitor 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 will be required to bring their own Personal Protective Equipment.

1. There may be a check-in point where DPS staff could take their temperature.

2. There may be a checkpoint where the Contractor and all members of their team will be asked to show that they brought their masks.

3. Contractor may be asked to fill out a short questionnaire concerning possible COVID-19 symptoms.

4. Contractor will be expected to wear a mask and keep a social distance of at least 6’-0”, which is the recommendation of the CDC. (Even for meetings that take place outside of the building, this will be expected.)

4.0 Criminal History Background Checks

Contractor will have its project personnel submit to a DPS fingerprint-based criminal history background investigation completed within ten calendar days from the date of award. To facilitate this criminal history background investigation, each person is required to complete the DPS Contractor Background Information form (HR-22), provided by DPS. Contractor is not responsible for any costs associated with obtaining any fingerprints for the criminal history background investigation. In the event of a failed background check, the Contractor will have five calendar days from the announcement of the failure date to resubmit completed Background forms to the Contract Monitor for replacement personnel. DPS will not allow personnel to work at the facility who have not successfully completed a DPS fingerprint-based criminal history background investigation and who do not otherwise maintain a DPS security clearance. In addition, DPS has the right to prevent Contractor’s personnel from gaining access to the DPS building(s) and computer systems if DPS determines that such personnel do not pass the background check or fail to otherwise maintain a DPS security clearance.

If all personnel have not been cleared within 30 calendar days from the date of award, the purchase order (PO) will be canceled and awarded to the next qualified Bidder listed on the Bid Tabulation. The above procedures and stipulations will apply to any subsequent Bidders that are awarded the project. DPS is a Law Enforcement organization and will make every effort to enforce applicable State of Texas, Federal, and International laws. Persons with outstanding warrants will be subject to immediate arrest. Persons with criminal histories are not allowed on DPS property. Non-disclosure statements may also be required when working on or within certain DPS locations.

5.0 General Requirements

A. Identification: 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. CONTRACTOR ACCESS: Contractor employees, vehicles, or equipment are prohibited from entering all unauthorized areas. To gain access, approval must be granted by the DPS Contract Monitor.

C. Vendor Service Schedule: Within 20 business days following the award of the contract the Contractor must submit a service schedule that complies with the requirements below.

Service Schedule Requirements:

1. Filters changed on a 60-day basis must be changed on the scheduled due date plus or minus one week, or the service must be considered late. Due dates must be set at two months after the last filter installation.

D. Contractor will provide air filter changing services, including procuring, demolishing/disposing, and replacing HVAC air filters for the locations listed in Attachment A. Buildings may be added or removed during the term of this contract with the same terms and conditions stated in this solicitation.

E. Facility Filter List: Statistics on building locations, contacts, annual quantities, schedule, and frequency of change detailed in Attachment A – Facility Filter List.

F. Contractor Qualifications: Contractor will procure, at Contractor’s expense, all necessary and G. required licenses and permits necessary for the performance of this award. 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.

Each contractor must also possess a credential that lends credibility to the workman’s ability to demonstrate his or her technical competency. This may include, but is not limited to, factory training, certification, and/or a trade license.

H. Prior to a filter change, the Contractor must contact the DPS Contract Monitor or the DPS Contract Monitors Representative designated on the location list for that location at least 24 hours in advance before arriving at a site. The DPS designated contact person must be on-site at the time of the filter change in order to sign the delivery ticket that lists all work completed. While on-site, the Contractor will stamp all filters at each filter change with a Month/Day/Year mechanical stamp in red ink. This date stamp will be immediately visible when the filter access door is opened. The Contractor will also provide, in an easily visible place on the equipment, an adhesive sticker with enough spaces to accommodate all the filter changes expected to take place in the contract term. This sticker has a column for the technician’s initials and a column for the date. The technician will sign and date this sticker at each filter change. The sticker will clearly display the Contracting Company name and contact number.

I. The contractor will verify at each filter change that all filters engage the frame and each other fully, allowing no air to bypass the filter. No exceptions. If a filter frame or access door is damaged or missing and will not allow the filter to seat in the frame and/or the access panel to close fully, the Contractor will notify the DPS Contract Monitor to repair said frame and/or access panel. The Contractor will not be held liable for DPS's failure to correct filter frames, access panels, and holders after DPS has been notified and has acknowledged the damages.

J. Quality and Performance Standards: All work must meet or exceed standards set forth by Uniform Mechanical Code, International Mechanical Code, and ordinances cited by Texas Department of Licensing and Regulation.

K. Service Delivery Tickets: Following each service the Contractor must email a copy of the delivery ticket to the DPS Contract Monitor.

L. Equipment and Supplies: The Contractor must maintain possession of all materials and equipment needed to complete this project. DPS personnel will not be responsible for any shipments or storage of materials. It is solely the Contractor’s responsibility to warehouse, receive, and stage the materials and equipment.

M. Damaged Property: The Contractor is responsible for immediately notifying local building staff of all deficiencies, damages, potential hazards, and other conditions or injuries that may occur. Contractor must adequately protect the work, DPS’s property, adjacent property, and the public. In the event of damage to facilities as a result of Contactor’s operations, the Contractor must subsequently repair or restore all services to the satisfactory approval of DPS’s DPS Contract Monitor or his/her designated representative. Further, Contractor must engage any additional outside services which may be necessary to facilitate repairs until services are restored. All costs involved in making repairs and restoring disrupted services must be at the expense of Contractor, and Contractor will be fully responsible for any and all claims resulting from the damage.

DPS’s DPS Contract Monitor or his/her designated representative may elect to perform such repairs and deduct the cost of such repairs, replacements, and outside services from amounts http://www.tdlr.state.tx.us/ http://www.tdlr.state.tx.us/ due to Contractor.

Contractor will be responsible and liable for the safety, injury, and health of its working personnel while its personnel are performing work for DPS.

6.0 Filter Requirements

The following filter requirements must be used at all DPS facilities:

A. It is mandatory for Contractor to verify/validate all sizes and the Minimum Efficiency

Reporting Value (MERV) rating(s) for each air filter to be used at the Facilities listed in Attachment A. “Facility Filter List. All filters installed must be a “Commercial Grade” with a kraft board frame with horizontal and diagonal support members, and wire-backed media with an initial Minimum Efficiency Reporting Value (MERV) rating of 8 at 492 Feet Per Minute (FPM).

B. Pleated filter media pack is sealed to eliminate air bypass.

C. Certain Lab facilities may require MERV 13 and HEPA filters. See filter lists for Labs and other exceptions.

D. Report any observed equipment deficiencies to the DPS Contract Administrator the same day observed.

7.0 Supply Disposal

The Contractor must remove and dispose of all debris and waste materials found on floors and/or furniture offsite the day the removal is performed.

The Contractor must box and/or bag used filters to prevent contamination while transporting materials.

8.0 Contractor Cooperation

Contractor agrees to cooperate and coordinate its work with that of other Contractors retained by DPS. Upon discovery of an apparent conflict in the sequencing of work with another Contractor, Contractor must report the concern to the DPS’s DPS Contract Monitor.

9.0 Performance Warranty

Contractor must guarantee all work included in the contract against any defects in workmanship.

Any deficiencies that may become apparent within a period of one year after completion of work must be brought into code compliance at no cost to DPS. The warranty period must commence upon the date of acceptance by DPS.

10.0 Equipment and Supplies

The Contractor must maintain possession of all materials and equipment needed to complete fulfill the contract. DPS personnel will not be responsible for any shipments or storage of materials. It is solely the Contractor’s responsibility to warehouse, receive, and stage the materials and equipment.

A. Tools used for the installation must not be left unattended and are the responsibility of the Contractor to prevent unauthorized use or theft. The Department asks all Contractors or subcontractors to use due diligence to ensure their tools, materials, and equipment are secure while working on this project. While DPS investigates any theft or vandalism, it will not be responsible for the replacement of any tools, materials, or equipment left unsecured while on DPS property.

11.0 Material Management

Delivered materials will be maintained and stored in an area as directed by the DPS representative and in accordance with the manufacturer’s requirements to maintain shelf life. MSD safety data for all materials used as part of this project must be submitted to the DPS representative if requested.

A. The Contractor will be responsible for the disposal of all materials and debris associated with this project. That disposal must be in accordance with local, state, and federal applicable standards and will be considered as part of this project.

12.0 Material Warranty

All material furnished must be guaranteed by Contractor to be in compliance with this contract and sufficient for the purpose intended, new and free from defects. Materials furnished under this contract must be the latest improved product in current production, as offered to commercial trade, and must be quality material that is customary for use in the commercial HVAC industry and is UL listed. Used, shopworn, demonstrator, prototype, reconditioned, or discontinued products or materials are not acceptable.

13.0 Contractor Responsibilities

A. The Contractor forces must be required to remove and relocate the affected existing DPS site components or equipment deemed required to support the overall installation. Any equipment relocation will be done under the direction of the DPS Contract Monitor.

However, due to liability requirements, the Contractor may not store project equipment, materials, or other components without the consent of the affected DPS staff and holds the agency harmless for theft, material loss, or equipment damage caused by sources beyond the agency's control.

B. All work must be done in a timely manner. The Contractor must provide a backup plan to continue the filter changes in the event of unforeseen external conditions that result in a work stoppage on this project.

C. Once the project has been awarded, the successful Contractor will be expected to work from that day forward, with a continuous effort to accomplish the service in a timely manner.

14.0 Safety Zones

Pedestrian and vehicle safety zones will be maintained around the work area while work is in progress. Safe zone areas are to be clearly marked with barricade fencing to ensure 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 will be required to 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 Work Performed During Operating Hours

A. Work must be performed in a manner that does not disrupt facility operation.

B. This DPS facility will remain in operation and open to the public during regular business hours. If a particular area repair affects normal DPS public operations, the Contractor will be required to work weekends or after regular business hours to facilitate those repairs (with no increased premium paid for after-hours or weekend work).

C. 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 vendor will be required to finish any open work, secure the site staging area, and evacuate his personnel as safely but as quickly as possible from the property. Notification to return to work will be issued as soon as possible from authorized DPS personnel.

16.0 Contractor / Vendor Vehicles

Contractor vehicles used for transport of 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 by others to 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 common industrial type of ignition source must be rendered inoperable if left overnight. Security and safety of equipment must be the responsibility of the Vendor during work and after regular business hours. Items such as ladders must be removed and secured, prohibiting unauthorized access to the facility.

17.0 Attachments

Attachment A: FACILITY FILTER LIST

End of Section

ATTACHMENT A. FACILITY FILTER LIST

FACILITY NAME FACILITY ADDRESS FACILITY

CONTACT

PHONE # ANNUAL

QUANTITIES

SCHEDULE

FREQUENCY

Austin District Office

9000 N IH-35

Austin, TX 78753

Rene Romero 512-997-4181 60 Days

Austin Northwest Area Office

13730 Research Blvd.

Austin, TX 78750

Rene Romero 512-997-4181 60 Days

Kerrville Area Office

311 Sidney Baker S.

Kerrville, TX 78028

Jose Valdez 210-531-2239 60 Days

Lampasas Area Office

1690 N HWY 281

Lampasas, TX 76550

Leslie Towns 254-759-7239 60 Days

New Braunfels Area Office

3003 IH 35 South New Braunfels, TX 78130

Jose Valdez 210-531-2239 60 Days

San Antonio- Babcock

1258 Babcock Rd.

San Antonio, TX 78201

Jose Valdez 210-531-2239 60 Days

San Antonio- General McMullen

1803 S General McMullen San Antonio, TX 78226

Jose Valdez 210-531-2239 60 Days

San Antonio Regional

6502 S New Braunfels Ave San Antonio, TX 78223

Jose Valdez 210-531-2239 60 Days

San Marcos Area Office

1400 IH-35

San Marcos, TX 78666

Rene Romero 512-997-4181 60 Days

Seguin Area Office

1440 East Kingsbury Seguin, TX 78155

Jose Valdez 210-531-2239 60 Days

Temple Area Office

6612 S General Bruce Dr Temple, TX 76502

Leslie Towns 254-759-7239 60 Days

Victoria Sub- District Office

8802 N Navarro Victoria, TX 76502

Jose Valdez 210-531-2239 60 Days

Waco District Office 1617 E Crest Dr Waco, TX 76705

Leslie Towns 254-759-7239 60 Days