ESBD_572526_1793312581858_02. Statement of Work (SOW).pdf

TEXAS DEPARTMENT OF TRANSPORTATION

STATEMENT OF WORK

TxDOT 958-92-54772 Dated: October 2026

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INTERNATIONAL FLIGHT SUPPORT SERVICES

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 comprehensive international flight support services to include research, flight planning, permit coordination, customs clearance processing, third-party service management, and fueling arrangements.

2. LOCATION(S):

Are specified on the Pricing Schedule. 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. CFR – Code of Federal Regulation

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. TxDOT – Texas Department of Transportation

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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:

4.1. All flight regulations governed by 14 CFR Part 91

4.2. U.S. Customs and Border Protection regulations found in 19 CFR Part 122.

4.3. Annex 2 of the Convention on International Civil Aviation

5. HISTORY OR BACKGROUND:

Not Applicable

6. CURRENT ENVIRONMENT:

Not Applicable

7. VENDOR QUALIFICATIONS:

The vendor must:

7.1. Be a company or an individual engaged, or whose partners are engaged in the business of providing International trip and fuel support. for a minimum of 5 years within the past 10 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.

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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:

See Attachment A - Service Requirements

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.

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

15.1.1. Failure to respond to communication attempts

15.1.2. Service not performed within specification

15.1.3. Incorrect invoices

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15.1.4. Failure to provide historical account information and use data within the website and application

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. Order or service completed satisfactory

15.2.2. Voluntary price reductions for heavy use of service

15.2.3. Service met specifications

15.2.4. Exceptional Customer Service Response

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:

Not Applicable

21. MOBILIZATION:

Not Applicable

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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. A copy of all original documentation that validates the invoice charges.

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. Flight log documenting tail number(s).

24. TxDOT RESPONSIBILITIES:

TxDOT will:

24.1. Provide a contract manager.

24.2. Provide a POC.

24.3. Monitor vendor performance.

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.

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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.

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Attachment A – Service Requirements

1. SERVICE REQUIREMENTS

The Vendor must:

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

TxDOT work locations to verify compliance.

1.2. Conduct background checks using statewide DPS, Texas, and out-of-state county equivalent verification of criminal and sex offender background checks on all vendor’s permanent and temporary personnel scheduled to work on

TxDOT projects prior to beginning service start-up. Upon award, supporting documentation confirming the completion of these comprehensive background checks may be subject to review upon request by TxDOT or the TxDOT designee, or both, prior to beginning the service. Failure to produce the requested documentation may be cause for cancellation of the contract.

Background checks must be within the last year of contract execution date and must be completed on any new employees throughout the life of the contract.

The background checks must include, but not be limited to, the following:

1.2.1. Social Security number verification.

1.2.2. Statewide criminal and sex offender records for all Texas counties and out-of-state county equivalents based on the current and previous addresses of the applicant for the past seven years.

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

1.4. Establish account and designate a 24/7 primary POC.

1.5. Serve as the primary logistical coordinator for any necessary route diversions, emergency landings, or sudden itinerary changes on both outbound and return segments.

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1.6. Deliver proposed flight itineraries and conduct initial route analysis, airport feasibility checks, and geopolitical security assessments for all outbound, intermediate, and return legs to applicable U.S and foreign country customs agencies.

1.7. Procure all necessary international overflight and landing permits from foreign

Civil Aviation Authorities for the complete round-trip itinerary prior to initial departure.

1.8. Submit manifests and notifications in accordance with domestic and international country-specific legal requirements. Timeframes for each region are dictated by the Civil Aviation Authorities/customs and border agencies.

1.9. Secure required airport arrival and departure times at all destination and intermediate stop locations for both outbound and return flights as requested by TxDOT.

1.10. Procure and schedule aviation fuel deliveries at all scheduled international and intermediate stop locations for the entire round trip.

1.11. Arrange for landing rights and notify local customs, immigration, and agricultural agencies for aircraft, crew, and passenger arrivals and departures at all international borders.

1.12. Coordinate with local ground handlers to ensure marshalling, towing, and necessary ground support equipment are reserved for all arrivals, layovers, and return departures.

1.13. Arrange ground transportation to/ from destinations as well as appropriate hotel accommodation for the duration of the layover, upon request from

TxDOT.

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1.14. Provide ongoing aviation operational support for every leg of the journey, including updated weather briefings, NOTAMs, and flight plan revisions as required, along with integrated emergency medical, security advisory, and logistical support for crew and passengers throughout the trip.

1.15. Provide access to TxDOT POC to allow continuous real-time flight tracking and monitoring system via web-based or application throughout the entire round-trip operation, from initial departure to final return to base.

1.16. Actively monitor, calculate, and report all foreign airspace navigational fees incurred during the round trip facilitate payment on behalf of TxDOT prior to payment due date(s).

1.17. Maintain historical account information and use data within the website and application for the life of the Contract.