SPECIFICATION NO. TxDOT 913-65-52 REVISED: …ftp.dot.state.tx.us/pub/txdot-info/gsd/pdf/tss/tss192.pdf · RADIO COMMUNICATION TOWER INSPECTION, MAINTENANCE AND ... participants or

SPECIFICATION NO. TxDOT 913-65-52* REVISED: OCTOBER 2016 RADIO COMMUNICATION TOWER INSPECTION, MAINTENANCE AND REPAIR

PUBLICATION

This specification is a product of the Texas Department of Transportation (TxDOT). This specification may not be sold for profit or monetary gain. If this specification 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.

* This Specification Supersedes TxDOT Specification No. 913-65-52, Revised APRIL 2014.

SPECIFICATION NO. TxDOT 913-65-52 REVISED: OCTOBER 2016

1. SCOPE

This solicitation is for services to provide inspection, testing and repair; including all phases of radio communication tower erection and removal, and installation of antennas, transmission lines, electrical, tower lighting systems; tower and transmission line grounding systems, lightning prevention systems including associated hardware, and painting of existing Texas Department of Transportation owned radio communication towers located within the state of Texas or a specific TxDOT region or district.

2. DEFINITIONS OF TERMS AND ACRONYMS

2.1. ANSI – American National Standards Institute

2.2. ASSE – The American Society of Safety Engineers

2.3. CFR – Code of Federal Regulation

2.4. ECA – Electronic Components Association

2.5. EIA – Electronic Industries Alliance – Ceased operation in February 2011. EIA assigned maintenance of all EIA standards to ECA

2.6. FAA – Federal Aviation Administration

2.7. Motorola R56 – Motorola R56 Standards and Guidelines for Communications Sites Chapter 6, 7, and Appendix C, which is available upon request from the local Motorola Solutions, Inc. dealer

2.8. NATE – National Association of Tower Erectors

2.9. Ohm – The electrical resistance between two points of a conductor when a constant potential difference of 1.0 volt, applied to these points, produces in the conductor a current of 1.0 ampere, the conductor not being the seat of any electromotive force

2.10. OSHA – Occupational Safety and Health Association

2.11. PM – Project Manager

2.12. POC – Point of contact

2.13. Primary Line of Business – At least 70 percent of business conducted by the partners or participants or both is providing radio communication tower design, erection, removal, repair, painting, installation of antennas and transmission lines electrical, and tower lighting systems

2.14. SWR – Standing Wave Ratio

2.15. TIA – Telecommunications Industry Association

Revised 10/16 2 - 31

https://en.wikipedia.org/wiki/Volt

https://en.wikipedia.org/wiki/Ampere

https://en.wikipedia.org/wiki/Electromotive_force


3. APPLICABLE LAWS AND STANDARDS

The vendor shall provide the specified service requirements in accordance with all applicable federal, state, and local laws, standards and regulations necessary to perform the services, including, but not limited to:

3.1. ANSI/ASSE Z359 Fall Protection code, latest version

3.2. ASSE Standards (those applicable only): https://www.asse.org/standards/

3.3. Code of Federal Regulations, 40 CFR – Protection of Environment, Chapter I: Subchapters D, I and N

3.4. Michigan Tower Safety Standard – 0SHA-STD-1329 (03/09): http://www.michigan.gov/documents/dleg/WSH_part29_272879_7.pdf

3.5. Motorola R56 Standards and Guidelines for Communications Sites Chapter 6, 7, and Appendix C. Contact your local Motorola Solutions, Inc. dealer if you have any questions regarding these standards and guidelines.

3.6. NATE Tower Climber Fall Protection Training Standard

3.7. North Carolina Communication Tower Standards: Subchapter 07F – Standards, Section .0600 – Communication Tower Standards: http://www.nclabor.com/osha/etta/state_specific_rules/7f06.pdf

3.8. TIA 1019 – Structural Standards for Steel Gin Poles Used for Installation of Antenna Towers and Antenna Supporting Structures

3.9. TIA/EIA-222 – G-1 Structural Standards for Steel Antenna Towers and Antenna Supporting Structures, latest revision

3.10. U.S. Department of Transportation FAA Advisory Circular, Obstruction Marking and Lighting, AC 70/7460 – 1K or the latest revision, whichever is applicable

4. RESPONDENT QUALIFICATIONS

The respondent shall:

4.1. Be a company or an individual engaged, or whose partners or participants or both are engaged in the “primary line of business” of providing radio communication tower design, erection and removal, repair, painting, installation of antennas and transmission lines, and tower electrical lighting systems for a minimum of five years within the last five years. Recent start-up businesses do not meet the requirements of this solicitation.

NOTE: A start-up business is defined as a new company that has no previous operational history or expertise in the relevant business and is not affiliated with a company that has that history or expertise. Two companies are affiliated if the two companies have a common parent company or if one is the parent or subsidiary of the other.

Revised 10/16 3 - 31

https://www.asse.org/standards/

http://www.michigan.gov/documents/dleg/WSH_part29_272879_7.pdf

http://www.nclabor.com/osha/etta/state_specific_rules/7f06.pdf


4.2. Have a full-time staffed office located in Texas that has been in existence for a minimum of two years.

4.3. Be in good financial standing and current in payment of all taxes and fees such as state franchise fees. TxDOT reserves the right to request a copy of the respondent’s audited or un-audited financial statement.

TxDOT may request a statement from the president, owner, or financial officer on company letterhead certifying that the company is in good financial standing and current in payment of all taxes and fees.

When financial statements are requested, TxDOT will review the respondent's audited or un-audited financial statement in accordance with Texas Government Code, Title 10, Subtitle D, Section 2156.007 to evaluate the sufficiency of the respondent's financial resources and ability to perform the contract or provide the service required in the solicitation. TxDOT will be the sole judge in determining the sufficiency of the respondent's financial resources and ability to provide the service. Factors to be reviewed include:

4.3.1. Balance sheets

4.3.2. Net working capital

4.3.3. Current asset ratio

4.3.4. Liquidity ratio

4.3.5. Auditor(s) notes

4.3.6. Any notes to the financial statements

5. RESPONDENT REFERENCES

The respondent should submit a minimum of five references to substantiate the qualifications and experience requirements for similar services completed for five years within the last five years. References shall illustrate respondent’s ability to provide the services outlined in the specification. References shall include name, point of contact, telephone number, and dates services were performed. The response may be disqualified if TxDOT is unable to verify qualification and experience requirements from the respondent’s references. The response may be disqualified if TxDOT receives negative responses. TxDOT will be the sole judge of references.

6. RESPONDENT PERSONNEL QUALIFICATIONS

The respondent shall provide the following respondent personnel:

Note: Respondent personnel performing transmission line or antenna system testing shall be certified in sweeping and test procedures from a nationally recognized training program.

6.1. FOREMAN: The Foreman shall:

6.1.1. Be a permanent staff employee of the vendor’s firm(s) for a minimum of three years.

Revised 10/16 4 - 31


6.1.2. Have a minimum of three years’ experience within the last five years in management for similar services and shall have the knowledge to develop and implement the service requirements in this solicitation.

6.1.3. Possess a valid Driver License acceptable in the state of Texas.

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

6.1.5. Have no more than two moving violations on driving record within the past three years.

6.2. SERVICE TECHNICIAN QUALIFICATIONS: Service technicians shall:

6.2.1. Be a permanent staff employee of the vendor’s firm(s) for a minimum of six months.

6.2.2. Have a minimum of three years’ experience within the last five years in similar services.

6.2.3. Possess a valid Driver License acceptable in the state of Texas.

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

6.2.5. Have no more than two moving violations on driving record within the past three years.

7. VENDOR REQUIREMENTS

The vendor shall:

7.1. Adhere to the TxDOT Terms and Conditions identified on the solicitation.

7.2. Not pull work crews off a TxDOT job in process to perform work on other jobs without prior approval from the designated TxDOT representative.

7.3. Provide all labor, materials, supplies, and equipment necessary to meet requirements of the specified services throughout the term of the purchase order and shall complete any work and provide any materials omitted in error by the vendor or vendor crew at no additional cost to TxDOT.

7.4. Only deploy crew members meeting respondent personnel qualifications. TxDOT prohibits trainees or newly hired employees to work on TxDOT communication sites.

7.5. Ensure all materials, supplies, and equipment conform in strength, quality, and workmanship to accepted industry standards.

7.6. Maintain equipment in current calibration throughout the entire term of the purchase order and provide equipment calibration certifications to TxDOT on request.

7.7. Provide proof of vendor personnel certifications in the sweeping and test procedures from a nationally recognized training program prior to performing testing.

Revised 10/16 5 - 31


7.8. Provide a primary point of contact (POC).

7.9. Coordinate site inspections with the designated TxDOT representative.

7.10. BACKGROUND CHECK: Conduct background checks on all vendors’ 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 purchase order. The background checks shall include, but not be limited to, the following:

7.10.1. Social Security Number verification.

7.10.2. Statewide criminal and sex offender records for all Texas counties and out-of-state counties based on the current and previous addresses for the last seven years.

8. RESPONDENT PERSONNEL REQUIREMENTS

8.1. The foreman shall:

8.1.1. Supervise the day-to-day operation of the service in accordance with the requirements of the purchase order.

8.1.2. Serve as the vendor’s POC.

8.2. All personnel shall:

8.2.1. Have the knowledge to develop and implement the service requirements in this solicitation.

8.2.2. Be fluent in English with the ability to receive, give, and understand written and oral instructions.

8.2.3. 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. SERVICE REQUIREMENTS

The vendor shall:

9.1. Provide a crew of four people for all inspection and repair activities required in this specification. A minimum of two employees shall be on the ground when employees are on the tower.

9.2. Begin work within 10 business days of the award of the purchase order or on the agreed upon date between TxDOT and the vendor.

Revised 10/16 6 - 31


9.3. Perform inspections:

9.3.1. Inspect each TxDOT owned tower site using Attachment A – TxDOT Tower Inspection and Maintenance Report form (current revision), and return the completed form to the designated TxDOT representative.

9.3.2. Perform pre-testing and post testing of the antenna system(s) and shall provide the test results to the designated TxDOT representative in both hard and soft copy within 72 hours of the test completion. The vendor shall perform no further work until after sweeps and tests are reviewed and approved by TxDOT. The vendor shall perform the following:

9.3.2.1. Test antenna system with currently calibrated and certified sweeping test equipment such as an Anritsu Site Master, Bird Site Analyzer, or Bird Type 43 watt meter and appropriate frequency range and power level element.

9.3.2.2. Perform sweeps at the appropriate frequency(cies) for the antenna system that will be attached to that transmission line. The antenna sweep results shall conform to the following minimums:

9.3.2.2.1. Antenna System Sweep Test: 15dbm or better at antenna resonance point

9.3.2.2.2. SWR Sweep Test: Of calculated 1.3 to 1 or better at antenna resonance point

9.3.2.2.3. Return Loss Sweep Test of Coax (using load termination): 30dbm or better for frequency range being tested

9.3.2.2.4. Performance of the short and open tests sweeps shall not be performed

9.3.3. Mark sweep files at the time of the sweep with the following information labeled as the name of that sweep file:

9.3.3.1. Name of site

9.3.3.2. Designator of cable swept

9.3.3.3. Frequency of cable sweep

9.3.3.4. Model of antenna attached

9.3.4. If the existing antenna system fails testing as outlined in Paras. 9.3.2.2. through 9.3.2.2.4., vendor shall be responsible for repair or replacement to bring the antenna system into compliance with the minimum results described above in Paras. 9.3.2.2.2. through 9.3.2.2.3.

NOTE: If the antenna system fails testing as outlined above, vendor shall contact the TxDOT local point of contact immediately for instructions.

Revised 10/16 7 - 31


9.4. TEST GROUND SYSTEM: Use TxDOT approved grounding procedures in accordance with Motorola R56 Standards and Guidelines for Communications Sites Chapter 6, 7, and Appendix C and with the addition of Polyphaser VHF-50HN-MA surge arresters:

9.4.1. Grounding shall be tested by the Three-Point Fall-of-Potential grounding test system only.

9.4.2. No clamp on meters shall be allowed.

9.4.3. Ground resistance shall be no more than 10 ohms with 5 ohms or less preferred.

9.4.4. Vendor shall notify the TxDOT representative immediately if ground resistance exceeds 10 ohms.

9.4.5. Vendor shall record test measurements on the Attachment A – TxDOT Tower Inspection and Report Form.

9.5. Develop a repair prioritization matrix in accordance with, but not limited to the laws and standards applicable to radio communication towers described in Paras. 3. through 3.10. The matrix shall have a minimum of three levels of priority with Level 1 requiring the most immediate action and Level 3 requiring the least action. Submit the completed prioritization matrix within 10 business days after award of purchase order and prior to beginning work, to the designated TxDOT representative.

9.6. Perform the following repairs during the first inspection:

9.6.1. List of repairs provided by TxDOT.

9.6.2. Repairs not requiring parts or materials to complete.

9.6.3. Repairs to the tower lighting system necessary to achieve compliance with the FAA Advisory Circular Obstruction Marking and Lighting, 7560-1K or latest revision with prior approval the designated TxDOT representative.

9.6.4. Emergency repairs to return the tower lighting system, antenna, or other components to operational status. Repairs may be made if the total estimated cost will not exceed $5,000.00 with prior approval the designated TxDOT representative. Repairs exceeding $5,000.00 will be procured under a separate PO.

9.7. REPAIR ESTIMATE DEVELOPMENT: Develop a repair estimate based on the needed repairs for each tower upon completion of inspection(s). The repair estimate shall include:

9.7.1. A list of all repair parts along with estimated parts price associated with the repair for each tower, including the annual replacement of incandescent lamps and replacement after lamp failure (Ref. Para. 12.).

NOTE: For towers using strobe systems, the strobe flasher tubes shall be replaced after flasher failure or in accordance with the manufacturer’s recommendations.

9.7.2. The estimated labor cost associated with each repair action.

Revised 10/16 8 - 31


9.7.3. A list of towers that would be more cost effective to replace than to repair with detailed documentation describing the criteria and reasoning used for individual or combined tower replacement(s).

9.8. ADDITIONAL WORK: If authorized by TxDOT, perform the work and provide the systems described in the paragraphs below in accordance with the procedures and specifications described below, unless otherwise authorized in writing by the designated TxDOT representative:

9.8.1. TOWER AND TRANSMISSION LINE GROUNDING: Vendor shall:

9.8.1.1. Use 2/0 non-insulated, tinned, stranded, copper conductor, unless otherwise specified by TxDOT.

9.8.1.2. Maintain a minimum bending radius of 8 inches at all times, applicable to the installation of all grounding conductors for all sizes. All bends, curves, and connections shall be toward the ground location, rod, or grounding bar (grounded end) of the conductor. Sharp bends shall be avoided at all times.

9.8.1.3. Install additional grounding electrodes if required to achieve specified resistance to ground in accordance with Para. 9.4. through 9.4.5.

9.8.1.4. Install grounding system in accordance with the Attachment C – TxDOT Radio Tower Maintenance Site Information Sheet. If there is a discrepancy between Attachment C – TxDOT Radio Tower Maintenance Site Information Sheet and the requirements of this section, the designated TxDOT representative will make the determination which method the vendor shall employ.

9.8.1.5. Obtain approval of the designated TxDOT representative during the installation of the grounding system, for the depths, hook-ups, and installation of ground system components prior to covering up or finalization of the work.

9.8.1.6. Not use split bolt connectors or mechanical connections for grounding connections.

9.8.1.7. Provide and install transmission line grounding kits for each transmission line. Each grounding kit shall be installed according to manufacturer instructions and shall be attached to the tower or ground bars at the locations described below:

9.8.1.7.1. In close proximity to the connection between the antenna and its associated transmission line

9.8.1.7.2. Distributed equally by distance on the tower (three kits for a 300 foot tower and two kits for a 175 foot tower)

9.8.1.7.3. At the bottom of the tower before the transmission line turns towards the equipment building

Revised 10/16 9 - 31


9.8.1.8. Photos showing the proper installation of the grounding system and all components shall be provided to the designated TxDOT representative prior to covering up or finalization of the work.

9.8.2. GROUNDING RING OR GROUND HALO: The grounding ring or ground halo shall:

9.8.2.1. Be constructed from 2/0 non-insulated, tinned, stranded, copper conductor buried a minimum of 24 inches below ground surface.

9.8.2.2. Be located a minimum of 36 inches and maximum of 48 inches from the tower foundation.

9.8.2.3. Have a 2/0 non-insulated, tinned, stranded, copper conductor that runs from the ground ring to each tower leg and that is protected with 1-inch plastic electrical grade conduit extending from near the ground ring connection to within 2 inches of the tower leg connection point. The plastic electrical grade conduit shall be formed so as not to have any sharp bends between the ground rod and the tower leg ground connection.

9.8.2.4. Have all tower-grounding connections connected together using exothermic welding.

9.8.2.5. Be tied into the building ground at a single point, if access to the building ground is available.

9.8.2.6. Have a minimum of 2 inches of a ground enhancement material which shall cover and surround the entire grounding system, grounding wells, and ground ring prior to being covered with fill dirt or material.

EXAMPLES: Lynconite II® backfill material, Lyncole Grounding Gravel™, or TxDOT approved equal

9.8.3. 20 FOOT VERTICAL TYPE CHEMICAL ENHANCED GROUNDING SYSTEM: Shall be installed at each tower leg. Each chemical grounding rod shall be:

9.8.3.1. Connected to the tower ground ring using 2/0 non-insulated, tinned, stranded, copper conductor using an exothermic welded connection.

9.8.3.2. Be installed according to manufacturers’ instructions.

9.8.3.3. Filled with appropriate hygroscopic electrolytic salts.

9.8.3.4. Installed with Lynconite II® or Lyncole Grounding Gravel™ backfill material.

9.8.3.5. Covered by a protective vented cover box system that shall be:

9.8.3.5.1. Bolted to the cover box.

9.8.3.5.2. Easily removable to access the chemical ground rod system.

Revised 10/16 10 - 31


9.8.3.5.3. Flush with ground level and not cause any obstruction or trip hazard.

EXAMPLES: Lyncole XIT® Grounding Systems, Advanced Lightning Technology, Inc. (ALT), Harger® Lightning & Grounding. or TxDOT approved equal.

9.8.4. GROUNDING CONDUCTOR WIRE (CONDUCTOR): The conductor shall:

9.8.4.1. A 2/0 non-insulated, tinned, stranded, and copper.

9.8.4.2. Run from the top of the tower, down the length of the tower, on the outside of the leg.

9.8.4.3. Secured every 3 feet with insulated copper tie wire.

9.8.4.4. Securely connected to the topmost section of the tower using exothermic welding.

9.8.4.5. Attached to the tower leg using exothermic welding every 40-feet and a maximum of 3 feet from the base of the tower.

9.8.4.6. Connected to the buried grounding ring using exothermic welding.

9.8.4.7. Protected with 1-inch plastic electrical grade conduit extending from near the ground ring connection to within 2 inches of the lowest tower leg connection point. The plastic electrical grade conduit shall be formed so as to not have any sharp bends between the ground rod and the tower leg ground connection, and shall be sealed at the top with a waterproof sealer.

9.8.5. GROUNDING INSPECTION AND TESTING PORT INTERFACE: The following shall be provided for testing the quality of the ground system with a clamp on ground testing meter. The location of the testing port shall be shown on the grounding plans. The grounding inspection and testing port interface shall:

9.8.5.1. Be separate leg run off the main ground for this test well and shall be composed of 2/0 non-insulated, tinned, stranded, copper conductor of the same material as the ground ring.

9.8.5.2. Be connected by an exothermic weld to the ground ring, extending a minimum of 36 inches away from the ground ring and run into a ground well inspection box.

9.8.5.3. Loop upwards inside the inspection port well for access through the top port opening and be routed down to the top of the 10 foot ground rod and be exothermically welded to the top the ground rod which is driven into the ground inside the inspection port well. If it is not possible to drive a 10-foot copper plated ground rod into the ground, a chemical ground well may be substituted.

Revised 10/16 11 - 31


9.8.6. INSULATED COPPER GROUNDING BARS: The vendor shall provide and install a sufficient quantity of insulated copper grounding bars to connect each antenna transmission line to the tower grounding system. The insulated copper ground bar(s) shall be:

9.8.6.1. A minimum of ¼ inch x 2 inches x 12 inches with eight pre-drilled 7/16-inch holes.

9.8.6.2. Installed in close proximity to the connection between the antenna and its associated transmission line (smaller insulated ground bars are allowable at this location only), at the base of the tower before the transmission line makes the transition towards the radio equipment building and on the inside the radio equipment room/building.

9.8.6.3. Connected by exothermic welding (on the ground point end) to the tower or grounding system/ring using 2/0 non-insulated, tinned, stranded copper conductor. The lead from the grounding system to the ground bar (on the bar end) shall use a 2/0 ground lug, properly crimped, with anti-ox compound applied and bolted to the ground bar with bolts, washers, and a nut.

NOTE: TxDOT may approve the use of angle bracket adaptors for connection of the feed line grounding kit’s pig-tail to the tower grounding system or tower legs for grounding of the transmission lines on a case by case or antenna basis.

9.8.7. VERTICAL AIR TERMINAL SYSTEM: The vendor shall provide and install a vertical air terminal system on mounts attached to the top platform or leg of the tower. The quantity and mounting location of each air terminal system on the platform will be stated in Attachment C – TxDOT Radio Tower Maintenance Site Information Sheet or in consultation with the designated TxDOT representative prior to installation. The vertical air terminal system shall consist of the following components mounted together on an appropriate length of 2 inch diameter galvanized steel pipe:

9.8.7.1. A ½ x 24 inch copper Class II air terminal with tip. The ½ x 24-inch copper Class II air terminal rod with tip shall:

9.8.7.1.1. Consist of a Harger® 1218CSTAT 3/4-inch sphere.

9.8.7.1.2. Extend approximately 24 inches above the top of the galvanized pipe.

9.8.7.1.3. Be secured to the galvanized pipe using a bronze U-bolt vertical pipe and railing base clamp.

Revised 10/16 12 - 31


9.8.7.1.4. Have a 2/0 bare non-insulated, tinned, stranded copper conductor that is connected to the copper air terminal base and vertical galvanized pipe base using equally spaced bronze U-bolt clamps at intervals not to exceed 18 inches.

EXAMPLES: Burndy® LLC GAR3903, Harger® Lightning & Grounding CPC1.5/2, or TxDOT approved equal.

9.8.8. Lightning Prevention Systems, model ALS-1000, Lightning Prevention Air Terminal ALS-1000 Static Dissipation Brushes shall be provided and installed on the top of the tower in accordance with the manufacturer’s recommended installation methods and as noted below:

9.8.8.1. Approximately 12-18 inches below the 24 inch copper rod, in a vertical position. The brushes shall be connected into the 2/0 non-insulated, tinned, stranded, copper grounding down conductor of the copper rod.

9.8.8.2. The air terminal systems shall be adjusted where the tip of the air terminal is 18 to 36 inches above the highest point of the tower, tower lighting system, or projections of equipment located on the tower. The pipe shall be secured to the tower using a minimum of three equally spaced galvanized brackets. All mechanical pipe clamps shall be torqued to manufacturer specifications.

9.8.8.3. The 2/0 non-insulated, tinned, stranded, copper conductor of one of the air terminal systems shall attach to the down conductor which runs from the top of the tower to the base. The other two 2/0 conductors of the air terminal systems shall be exothermically welded to the tower structure adjacent to the 2/0 grounding down conductor.

9.8.8.4. Specifications for any alternate air terminal system the vendor proposes to install shall be submitted to the designated TxDOT representative for approval prior to installation.

9.8.9. RADIO EQUIPMENT SHELTER GROUNDING AND INTERTIE WITH TOWER GROUND: Vendor shall design, provide, and install a grounding system for the radio shelter and associated interior equipment using the current revision of Motorola R56 Standards and Guidelines for Communications Sites Chapter 6, 7, and Appendix C. The grounding system shall:

9.8.9.1. Include a bare tinned, stranded, copper 2/0 conductor that shall be run from the grounding ring or the grounding bar at the base of the tower, into the radio shelter for connection to the master grounding bus bar located inside the radio shelter. The lead shall originate from the grounding ring, shall be connected by an exothermic weld to the tower grounding ring using bare tinned stranded copper 2/0 conductor and shall be terminated to the interior ground bar using exothermic welding methods.

9.8.9.2. Have a chemical grounding well of the type used in the tower master ground ring that shall be installed for the radio shelter and connected to the ground bar located inside the tower building.

Revised 10/16 13 - 31


9.8.9.3. Install additional grounding inside the building: Consisting of a #2 copper braided, green ground wire halo, constructed and installed at the top of the ceiling in a manner consistent with the Motorola R56 procedures. The halo shall be connected to the master ground bar inside the shelter. All conduits, metal features, boxes, etc; inside the building shall be tied into the halo ring per the Motorola R56 standard.

9.8.9.4. There shall be a copper arrestor bracket system for mounting of the Polyphasers installed and bonded to the ground bar per TxDOT instructions. Homemade or self-made bracket systems are NOT allowed.

EXAMPLES: Harger® Lightning & Grounding Arrestor Bracket System, Wireless Solutions 3 x 6 Arrestor Trapeze Kit AT-K306-U, or TxDOT approved equal.

9.8.10. The 2/0 non-insulated, tinned, stranded, copper conductor grounding lead to the radio shelter shall be sheathed with 1-inch plastic electrical grade conduit running from its connection point to the tower grounding system into the shelter. The lead shall run along the ice bridge in coax suspension hangers or be buried in a manner similar to the ground ring system until it reaches the building entrance point.

9.8.11. GROUNDING SYSTEM TESTING: Upon completing installation of the grounding system the vendor shall perform ground system testing and shall:

9.8.11.1. Use the Three-Point /Fall-of-Potential Testing method.

9.8.11.2. Generate written test results detailing ground system resistance which shall be provided after completion of the installation of the grounding system. Ground system resistances of less than 5–ohms must be achieved, with 2–ohms or less preferred. The method of ground system testing shall be noted on the test results.

9.8.12. FENCE AND OTHER SITE RELATED GROUNDING: Metal objects surrounding the tower or those associated with the communications site and its immediate structure shall be bonded to the external grounding system using 2/0 non-insulated, tinned, stranded, copper conductor and exothermically welded together. This shall include, but is not limited to, fences, buildings, gates, generators, propane tanks, and other items, devices, or structures. The extent of this additional bonding shall be mutually determined by the designated TxDOT representative and the vendor. The fence shall be grounded in accordance with Motorola R-56 and TxDOT grounding procedures and shall:

9.8.12.1. Be exothermically welded connected to the ground ring of the tower at each corner post.

9.8.12.2. Have jumpers exothermically welded between each top rail and its adjoining corner post to form a complete positive grounding of the fence.

9.8.12.3. Be an exothermically welded flexible jumper to the gate from the gate support post that allows the opening and closing of the gate.

Revised 10/16 14 - 31


9.8.13. TRANSMISSION LINE AND ANTENNA SUPPORT STRUCTURE: The vendor shall repair or replace the faulty transmission line and antenna support structure in accordance with the following:

9.8.13.1. The transmission feed line(s) and ground conductors shall enter the building via a TxDOT approved, vendor provided cable entry system. The cable entry system shall consist of radio industry standard entry port panels with the appropriate number of 4 inch entry ports as specified in Attachment C– TxDOT Radio Tower Maintenance Site Information Sheet and located on the outside and the inside of the radio shelter.

9.8.13.2. The cable entry boots shall be weatherproofed and shall allow the installation of an the appropriate number of transmission lines in each entry port as described in Attachment C – TxDOT Radio Tower Maintenance Site Information Sheet. The remaining unused entry ports shall be covered with weatherproof blank entry boots.

9.8.13.3. The vendor shall provide and install a coaxial cable support system on the tower that shall accept the number of runs of cable(s) with snap-in hangers specified in Attachment C – TxDOT Radio Tower Maintenance Site Information Sheet or a TxDOT approved substitute. If needed, two coaxial cable ladders or trays may be placed on the tower along with ice bridge type protection and support, passing through the interior of the tower for routing of cables to the ice bridge between the tower and the building.

9.8.13.4. For routing and support of transmission lines on the tower, the vendor shall use cable trays, centered upon the face of tower with a minimum of 12 mounting points for use of “snap-in hanger clips”. The cable support system mounting points shall be installed every 3 or 4 feet.

9.8.13.5. Specifications and a detailed drawing of the proposed cable support system and the ice bridge shall be submitted in writing to the designated TxDOT representative for approval prior to installation.

9.8.13.6. Stainless steel wrap locks shall not be used.

9.8.13.7. The vendor shall provide all required cable hoisting grip(s) for the transmission lines listed in Attachment C – TxDOT Radio Tower Maintenance Site Information Sheet.

9.8.13.8. Cable support trays (ice bridges) shall be provided for all cables running from the tower to the entry port panels on the radio shelter or building.

9.8.13.9. Vendor shall install cable support from the termination of the tower cable trays to the building. The cable ladder and support tray or ice bridge support shall be covered by perforated metal type material that shall extend from termination of the tower cable trays to the building entry ports. The cable support section between the tower and the building shall not be connected to or touch the tower or building.

Revised 10/16 15 - 31


9.8.13.10. Vendor shall install a minimum of four support poles, one for each corner of the cable support bridge (ice bridge) located between the tower and the building.

9.8.13.11. Each vertical support pipe shall be connected to the tower grounding ring using 2/0 non-insulated, tinned, and stranded copper conductors. Grounding connections to the vertical support pipes shall be exothermic welded at each support pole. Refer to Motorola R56 Standards and Guidelines for Communications Sites for more specific grounding details. The grounding leads for the supports shall not run openly along the ground and shall be buried or supported and sheathed in a manner approved by the designated TxDOT representative.

9.8.13.12. Vendor shall provide a detailed drawing of the actual cable support system to be used included in the tower shop drawings. An example of an approved cable support system would be a “trapeze type” hanger system with rubber mountings suspending the coax below the ice bridge support. This drawing shall include cable hanger/support information. Information for design of this system is available on Attachment C – TxDOT Radio Tower Maintenance Site Information Sheet.

9.8.13.13. Any alternative style of cable support or means of handling the transmission cable between the tower and the building where the radio is located must be approved by TxDOT MNT-Radio and Technology Support prior to the submission of the final drawings. An example of this would be the use of underground conduit.

9.8.13.14. The vendor shall provide and install all galvanized antenna mounting brackets to mount the antennas to the tower in accordance with the antenna manufacturer’s specifications and the location specified in Attachment C – TxDOT Radio Tower Maintenance Site Information Sheet. The brackets must be approved by a TxDOT MNT-Radio and Technology Support representative prior to use. The types of antenna(s) to be installed will be listed on Attachment C – TxDOT Radio Tower Maintenance Site Information Sheet.

9.8.13.15. The vendor shall provide a diagram identifying each coax, its size, antenna attached to it, its termination location in the building, and color coding system used.

9.8.13.16. Specifications and detailed drawings of the ice bridges and the cable support system shall be submitted to TxDOT in writing for approval prior to installation. Information for the cable support system shall be provided to:

Texas Department of Transportation MNT – Radio and Technology Support, Building 150 125 E 11th Street, Austin, Texas 78701-2483.

Revised 10/16 16 - 31


9.8.14. REPLACE OR INSTALL NEW TOWER LIGHT SYSTEM: The vendor shall provide TWR Lighting of Houston brand replacement equipment that is equivalent to the system currently on the tower and that meets all FAA specifications. Other brands must be approved by TxDOT MNT-Radio and Technology Support in Austin, Texas prior to installation. The lighting system shall include:

9.8.14.1. One each red beacon incandescent light meeting FAA-L-864 standards.

9.8.14.2. Three side mounted light emitting diode (LED) side lights meeting FAA-810 standards.

9.8.14.3. An alarmed lighting controller to control the beacon and side slides produced by the lighting manufacturer.

9.8.14.4. All cabling.

9.8.14.5. Installation of the lights.

9.8.14.6. Two spare bulbs for the top beacon light.

9.8.15. PAINT TOWER: Vendor shall paint tower per FAA regulations and industry accepted procedures.

9.8.16. WEATHERPROOFING: Vendor shall weatherproof connectors and grounding kits at their juncture with transmission lines as described below:

9.8.16.1. First Covering: Cover junctures with minimum of two layers of high grade, all-purpose electrical tape (3M™ Scotch® Premium Vinyl Electrical Tape Super 88 or TxDOT approved equal) sealing the connection(s).

9.8.16.2. Second Covering: Cover with a minimum of 3M™ Scotch® 130C Premium Linerless Rubber Splicing Tape or TxDOT approved equal.

9.8.16.3. Third Covering: Cover with a minimum of three layers of all-purpose electrical tape (3M™ Scotch® Premium Vinyl Electrical Tape Super 88 or TxDOT approved equal).

9.8.16.4. Thoroughly coat entire connection and wrapped area with 3M™ Scotchkote™ Electrical Coating

9.8.17. ANTENNA REPLACEMENT: Vendor shall remove existing antenna and install new antenna in accordance with Attachment C – TxDOT Radio Tower Maintenance Site Information Sheet. This shall include:

9.8.17.1. Removal or installation, or both of mounting hardware.

9.8.17.2. Disconnecting and reconnecting the transmission line to antenna.

9.8.17.3. Weatherproofing transmission line connections as described above in Paras. 9.8.16. through 9.8.16.4.

Revised 10/16 17 - 31


9.8.17.4. Pre-testing and post testing of antenna system as described above in Paras. 9.3.2. through 9.3.2.4.

9.8.17.5. Vendor shall photograph antenna, coax connectors, and tie points before and after work is completed.

9.8.18. ANTENNA INSTALLATION: Vendor shall provide and install new antenna at locations in accordance with Attachment C – TxDOT Radio Tower Maintenance Site Information Sheet. This shall include:

9.8.18.1. Installation of antenna mounting hardware:

9.8.18.1.1. Side mount bracket(s)

9.8.18.1.2. Antenna bracket(s)

9.8.18.2. Installation of coax, connectors, cable hangers, and cable hoist grips.

9.8.18.3. Weatherproofing transmission line connections as described above in Paras. 9.8.16. through 9.8.16.4.

9.8.18.4. Pre-testing and post-testing as described above in Paras. 9.3.2. through 9.3.2.4.

9.8.18.5. Install three Cat 6 network type cables from data room in building to a vendor provided data box and RJ-45 outlets at a location determined by the TxDOT local point of contact near the coax terminations.

9.8.19. ANTENNA REMOVAL: Vendor shall remove existing antenna in accordance with Attachment C – TxDOT Radio Tower Maintenance Site Information Sheet. This shall include:

9.8.19.1. Removal of mounting hardware.

9.8.19.2. Disconnecting the transmission line to antenna.

9.8.19.3. Weatherproofing transmission line connections as described in Paras. 9.8.16. through 9.8.16.4., if existing transmission line is not being removed from tower.

9.8.19.4. Pre-testing and post testing of antenna system as described in Paras. 9.3.2. through 9.3.2.4.

9.8.19.5. Vendor shall photograph antenna, coax connectors, and tie points before and after work is completed.

9.8.20. SITE RESTORATION AND INSPECTION: The vendor shall:

9.8.20.1. Provide and install temporary metal chain link fencing to secure the work site when no work is being performed and if the work site is not located in a secure TxDOT facility or yard.

Revised 10/16 18 - 31


9.8.20.2. Not encroach on non-TxDOT property without the prior written permission of the property owner, a copy shall be provided to TxDOT. Any vendor found in violation of this requirement may be dismissed from the project or shall stop the work until the property owner’s permission is obtained or the violating items are removed and any damage repaired.

9.8.20.3. Report any spills of environmentally sensitive or hazardous materials to TxDOT immediately and clean up and dispose of these materials in accordance with all applicable federal, state, and local laws.

9.8.20.4. Immediately repair any damage and remove any debris caused by the vendor from adjacent TxDOT or non-TxDOT owned property.

9.8.20.5. Repair and restore any area(s) including landscaping and facilities under and adjacent to the tower that were damaged or effected by the vendor’s work. These repairs and restorations will be mutually agreed upon by TxDOT and the vendor at the post work meeting. This shall include, but not be limited to:

9.8.20.5.1. Fencing.

9.8.20.5.2. Restoration of concrete sidewalks, pavement, parking areas, curbs, and gutters.

9.8.20.5.3. Removal of debris.

9.8.20.5.4. Planting of grass and placement of rock for ground coverage.

9.8.20.5.5. Erosion control for prevention of rain or water induced silt run off for areas under and around the tower site or when an open pit or exposed ground areas, subject to erosion, are present. Vendor shall use sandbags, silt fencing or any erosion control method as approved by the designated TxDOT representative.

9.8.20.5.6. Repair or replacement of utility service.

9.8.20.5.7. Lighting stanchions.

9.8.20.5.8. Drainage systems.

9.8.20.5.9. Landscaping.

9.8.20.6. Verify that backfill, tamping, compaction, and refilling of areas under and around the tower have been completed, including all areas in and around the grounding well inspection covers, open ditches, trenches, holes, or other disturbances of the ground resulting from installation of the ground ring and any other underground items to make a level, depression- free surface.

9.8.20.7. Cut off all protruding bolts, “All Threads”, and flanges to a safe and usable length.

Revised 10/16 19 - 31


9.8.20.8. Cover the remaining unused entry ports with weatherproof blank entry boots and any openings are properly sealed.

9.8.20.9. Remove all trash, left over vendor materials, parts, or debris and restore site and grounds to pre work conditions prior to leaving work site.

NOTE: All TxDOT property removed from the tower shall remain the property of TxDOT and shall not be removed from the work site, unless otherwise directly by the designated TxDOT representative.

10. VENDOR DELIVERABLES

The vendor shall submit:

10.1. PROJECT SCHEDULE: A detailed project schedule and work plan for all project tasks. The foreman shall monitor and update the project schedule and work plan, revising as appropriate, with approval from the designated TxDOT representative. The project schedule and work plan shall include, but not be limited to, the following:

10.1.1. An Implementation Schedule.

10.1.2. A logical sequence of tasks and deliverables included in each project period.

10.1.3. A clear definition of each task and deliverable.

10.1.4. Staff requirements for each task and deliverable.

10.1.5. A specific target completion date for each task and deliverable.

10.2. DIGITAL PHOTOGRAPHS: Vendor shall take digital photographs during each inspection and before and after each tower repair and provide an electronic file of these digital photos to TxDOT for each tower in accordance with the requirements stated below:

10.2.1. Each file shall be logically named with a number that indicates the order in which the photographs were taken.

10.2.2. An additional index file shall be provided to match each tower photograph file name designation with the identification of the tower using TxDOT’s tower name, date taken, location of the tower, tower height, and the reason for taking the photograph.

10.2.3. The vendor shall provide the electronic file in standard JPEG files (JPG) or other suitable format on USB data key, CD-ROM, or via email.

10.2.4. The file shall be readable using Microsoft© Windows XP or Windows 7, or newer based photo software. Minimum picture resolution shall be 5 Megapixels.

Revised 10/16 20 - 31


10.2.5. The preferred method of delivery is e-mail, Dropbox, or other electronic transfer method as approved by the designated TxDOT representative. The designated TxDOT representative will provide the e-mail address the vendor shall use to transmit all photographs. Files sent via United States Post Office, shall be mailed to the designated TxDOT representative’s address indicated on the purchase order or as otherwise instructed by the designated TxDOT representative.

NOTE: For delivery to Austin, TX, the vendor shall send via a package carrier such as FedEx or UPS to the address noted below.

Texas Department of Transportation MNT – Radio and Technology Support, Building 150 125 E 11th Street, Austin, Texas 78701-2483

10.3. REPORTS: Progress reports shall be completed for work performed at each site weekly until completion of work and shall include, work completed, work remaining, and any newly discovered issues requiring TxDOT approval with estimated cost and completion date(s). Format standards will be approved by the designated TxDOT representative and shall be delivered on the date specified by the designated TxDOT representative.

11. LOCATION(S)

Location(s) of facilities are specified on Schedule 1 – TxDOT Service Locations. TxDOT reserves the right to add or delete facilities serviced under the purchase order. TxDOT will provide ten business days written notice to the vendor for facilities to be deleted or of any additional facilities requiring service within the same area or region. (Reference Attachment B-District and County Map)

12. PARTS PRICING

12.1. If listed as a line item on the solicitation, vendor shall provide parts necessary to complete work as allowed under the service requirements (Ref. Para. 9.). Provide a cost estimate to the designated TxDOT representative prior to purchasing parts. Parts will be paid at actual cost plus the percentage mark-up listed on the PO as approved by the designated TxDOT representative.

12.1.1. Miscellaneous Parts: The vendor shall provide, if listed as a line item on the solicitation, miscellaneous parts necessary to complete work allowed as Additional Services. Miscellaneous parts will be paid at the cost approved by TxDOT prior to installation.

12.1.2. Additional parts and services combined shall not exceed $5,000 per job. Additional parts and services with a total estimated cost over $5,000 shall not be performed under the purchase order.

Revised 10/16 21 - 31


13. MISCELLANEOUS EQUIPMENT

Miscellaneous equipment required to complete the work may include but not be limited to rental of crane, lift, etc. Miscellaneous equipment under this purchase order shall not exceed $5,000 per job. TxDOT will obtain miscellaneous equipment exceeding $5,000 under a separate PO. If listed as a line item on the solicitation, the vendor shall provide:

13.1. Additional equipment necessary to complete needed services or repairs as specified by the designated TxDOT representative.

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

14. ADDITIONAL SERVICES

14.1. Vendor shall provide, if listed as a separate line item on the purchase order, additional services necessary to return the equipment or work area or both to its properly functioning or original condition. Additional services are services not covered under the routine and preventative maintenance services identified in the specification and may include, but not be limited to, minor code upgrades, minor installations, fabrication work, sheet-metal work, painting, and drywall, electrical, concrete, or flooring repair.

14.2. Additional services shall cover only work required to bring the radio tower into compliance with applicable codes; perform work due to the result of abuse, physical damage, etc.; and work not covered under the service requirements. The vendor shall assume the responsibility to provide the burden of proof that the cause of the malfunction was due to abuse. The tower may be taken out of operation until the designated TxDOT representative inspects the damages and authorizes work to be performed.

14.3. The vendor will be required to coordinate cooperation and work between various trades and subcontractors whose work is dependent upon one another. Schedule such work so as to prevent delays in dependent work and so that all related work will progress together. Require each trade or subcontractor to make necessary provisions for the requirements of such other work. No additional compensation for extra work incurred through the lack of cooperation and coordination between various trades and subcontractors will be allowed.

14.4. Additional services shall not exceed $5,000 per job. Additional services with a total estimated cost over $5,000 shall not be performed under the purchase order.

14.5. The vendor shall provide a cost estimate, including all materials, labor, and equipment required, for additional services to the designated TxDOT representative. TxDOT will review and approve or deny the additional service. TxDOT reserves the right to obtain service under a separate purchase order should it serve the best interest of TxDOT.

15. WARRANTY REQUIREMENTS

15.1. PERFORMANCE WARRANTY: Work performed under the purchase order shall meet all applicable standards and codes. The vendor shall guarantee all work included in the purchase order against any defects in workmanship; and shall satisfactorily correct, at no cost to TxDOT, any such defect that may become apparent within a period of one year after completion of work. The warranty period shall commence upon date of acceptance by TxDOT.

Revised 10/16 22 - 31


15.2. MATERIAL WARRANTY: Materials provided under the purchase order shall be in current production, as offered to commercial trade, and shall be of quality material. Used, shopworn, demonstrator, prototype, reconditioned or discontinued materials are not acceptable. Materials shall be warranted against material defects and defects in workmanship for a period of not less than 12 months and shall 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 shall provide the designated TxDOT representative with all manufacturers’ warranty documents upon completion of service prior to leaving the job site.

16. VENDOR PERFORMANCE

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

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

16.1.1. One instance of failing to notify TxDOT and repair tower lighting system as required by FAA regulations.

16.1.2. One service “call back” to correct the same problem within 30 calendar days.

16.1.3. Two instances within one year of nonresponse to an authorized service call.

16.1.4. One instance of vendor failing to get prior written approval from a non-TxDOT property owner (Ref Para. 9.8.20.2.).

NOTE: Unsatisfactory performance may result in a negative vendor performance report or cancellation of the purchase order, or both.

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

16.2.1. Deliverables made early upon TxDOT request.

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

16.2.3. Vendor commended for exceptional customer service, exceptional service provided.

16.2.4. Provided technical assistance or training when not required.

17. TOWER SITE AND BUILDING RESTRICTIONS

17.1. PARKING: The vendor shall make arrangements with the designated TxDOT representative prior to off-loading tools and equipment at the job site. The vendor shall park only in spaces assigned by the designated TxDOT representative.

17.2. RESTROOMS: Restrooms shall not be used for washing of tools and equipment.

17.3. SECURITY: There shall be no trainees or new hires allowed on TxDOT Site. The vendor shall:

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

Revised 10/16 23 - 31


17.3.2. Vendor employees shall have on their person, and displayed at all times, their employer issued photo ID cards showing date hired, full name and address of employer, and the name of employee.

17.4. ACCESS: The vendor shall make prior arrangements with the designated TxDOT representative for access to the building(s) for performance of the service.

18. PERSONNEL CONTINUITY AND REPLACEMENT

18.1. 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 foreman, will require the vendor propose a replacement. In the event such a replacement is necessary, vendor agrees that personnel shall not begin work on the project without prior written approval from TxDOT.

18.2. The foreman shall remain available for the entire term of the purchase order as long as that individual is employed by the vendor.

18.3. If TxDOT determines the foreman is unable to perform in accordance with the service requirements or to communicate effectively; the vendor shall immediately remove that person.

18.4. Proposed replacement personnel shall meet minimum qualifications and have experience comparable to the person(s) being replaced. Replacement personnel shall be provided at no additional cost to TxDOT. Resume(s) and reference(s) may be requested for the proposed replacement(s). 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.

19. VENDOR PERSONNEL SAFETY

19.1. The vendor shall have an established training and safety program for employees. Per OSHA requirements, copies of the vendor’s safety program shall be at each job site. TxDOT requires respondents to provide documentation of a safety program. The vendor shall provide all required safety equipment and instruct personnel to observe all safety policies, rules, and requirements at all times, including, but not limited to, wearing hard hats, climbing harnesses, safety shoes, goggles, etc. The vendor’s safety program shall include:

19.1.1. Tower climbing training.

19.1.2. Fall protection, including Personal Fall Arrest System (PFAS) fall restraint techniques, fixed ladder usage.

19.1.3. Personal Protection Equipment (PPE).

19.1.4. Occupational Protective Equipment (OPE).

19.1.5. Emergency contingency planning.

19.1.6. Rescue techniques.

19.1.7. Site hazard assessment.

Revised 10/16 24 - 31


19.2. ACCIDENTS OR MEDICAL EMERGENCIES: Vendor shall:

19.2.1. Immediately report any accidents or medical emergency related issues to the designated TxDOT representative.

19.2.2. Cease all work at the site, in case of an accident or medical emergency (event), until the event has been resolved and the employee(s) involved have been replaced or released by medical authorities for return to work and written permission from TxDOT MNT-Radio and Technology Support and TxDOT Facilities Maintenance has been received.

20. WORK HOURS

20.1. Work hours shall begin daily when the crew arrives at the designated service location and will end when work is stopped. The foreman’s and service technicians’ regular hourly rates will be paid for travel between service locations during a work day. Travel for mobilization and demobilization at the beginning and end of each work authorization will be paid in accordance with paragraph 23.

20.1.1. Regular work hours for performance of the service are defined in the TxDOT Terms and Conditions identified on the solicitation.

20.1.2. Off-shift hours are defined as hours worked in the performance of this service in excess of 40 hours per week or performed beginning at 5:01 p.m. through 7:59 a.m. local time, Monday through Friday and 5:01 p.m. Friday through 12:00 a.m. local time Sunday.

20.1.3. Premium hours are defined as 12:01 a.m. Sunday through 7:59 a.m. local time Monday and federal holidays.

20.2. Vendor employees shall adhere to an agreed on work schedule. However, vendor employees shall be available to work on a modified work schedule during special conditions; possibly holidays or weekends, as requested by the designated TxDOT representative. TxDOT will pay for hours worked according to the specific time involved. All off-shift, premium, or modified hours shall be approved in writing by TxDOT.

21. SUBCONTRACTING

21.1. Subcontractors providing service under the purchase order shall meet the same qualifications and service requirements and provide the same quality of service required of the vendor.

21.2. No subcontract under the purchase order shall relieve the primary vendor of responsibility for the services.

21.3. The vendor shall be the only contact for TxDOT and subcontractor(s).

21.4. The vendor shall manage all quality and performance, project management, and schedules for subcontractors. The vendor shall be held solely responsible and accountable for the completion of all work for which the vendor has subcontracted.

Revised 10/16 25 - 31


21.5. TxDOT retains the right to check subcontractor’s background and make a determination to approve or reject the use of submitted subcontractor(s). Any negative responses may result in disqualification of the subcontractor.

21.6. TxDOT reserves the right to request the removal of vendor’s subcontractor staff deemed unsatisfactory by TxDOT.

21.7. Subcontracting shall be at the vendor’s expense.

21.8. During the term of the purchase order, if the vendor determines a need for a subcontractor change, TxDOT shall be notified in writing by the vendor within seven calendar days of any proposed change. The vendor shall be required to provide references and work history for any proposed subcontractor to TxDOT. No change will be allowed without written authorization by TxDOT.

21.9. SOLICITATIONS OVER $100,000: TxDOT will make an initial determination of whether subcontracting is probable. If TxDOT has determined that subcontracting opportunities are probable, the class and items in which HUBs may be registered will be noted in the solicitation along with the required forms and instructions. Responses that do not include a completed HUB Subcontracting Plan as indicated on the solicitation shall be rejected pursuant to Texas Government Code §2161.252(B).

22. TRAVEL

All travel and per diem shall be pre-approved in writing by the designated TxDOT representative. If approved, expenses will be reimbursed as follows:

22.1. In-state reimbursement for lodging will be the listed rate on the following website for the specific location and month.

https://fmx.cpa.state.tx.us/fm/travel/travelrates.php

22.2. The maximum meal reimbursement for in-state travel is $41. Travelers may substitute all or a portion of the $41 meal allowance to increase the amount paid for lodging.

22.3. Meals for non-overnight travel may be reimbursed up to $41 for the actual cost of meals if the travel period is greater than six hours and the travel is to a location outside the district in which the vendor’s primary work location is located.

NOTE: The Internal Revenue Service has ruled that the meal reimbursements related to non-overnight travel are taxable as additional income. Taxes shall be withheld at a rate of 25% of the reimbursement amount. The vendor shall be responsible for withholding this tax.

22.4. Reimbursable travel expenses include: Personal vehicle mileage, commercial transportation, hotel accommodations, parking, and meals.

NOTE: TxDOT will not reimburse tips, gratuities, or alcoholic beverages.

Revised 10/16 26 - 31

https://fmx.cpa.state.tx.us/fm/travel/travelrates.php


23. TRAVEL FOR MOBILIZATION AND DEMOBILIZATION

TxDOT will pay travel time from the vendor’s nearest Texas location to the project site at the start of the project and back to vendor’s nearest Texas location at the end of the project at a single hourly rate for each individual traveling no matter the hourly rate paid to that individual during normal performance of the service.

24. CONFLICT OF INTEREST

The vendor, vendor’s personnel, and vendor’s subcontractor(s) shall affirm not to have, nor acquire any interest during the term of the purchase order that would conflict in any manner with the performance of the vendor’s obligations in regards to services authorized.

25. AMENDMENTS

TxDOT and the vendor reserve the right to amend the purchase order, within the original scope, by mutual written agreement at any time during the term of service, as may be necessary to achieve the highest quality of production by the most efficient and cost-effective means or to include a different element or special feature that was not contemplated or fully developed at the time of solicitation. The amendment process will be accomplished through a Purchase Order Change Notice (POCN).

26. INVOICING INSTRUCTIONS

The vendor shall provide:

26.1. ORIGINAL INVOICE: A comprehensive and detailed invoice with reference to the line item on the PO for each item charged. The original invoice shall be e-mailed to the e-mail address indicated on the purchase order to ensure timely payment and shall include the following:

26.1.1. Complete purchase order number.

26.1.2. Vendor Federal Employer Identification Number (EIN).

26.1.3. Date and time of service.

26.1.4. Location of service.

26.1.5. Technician’s name with hours totaled.

26.1.6. Labor hours and rates detailed on each vendor invoice.

NOTE: Invoices requiring correction shall be re-submitted with a new invoice date.

26.2. COPY OF INVOICE AND SUPPORTING DOCUMENTATION: A copy of the invoice and original supporting documentation that validates the invoice charges shall be e-mailed to the designated TxDOT representative to include but not be limited to:

26.2.1. Copies of invoices from subcontractors or other entities to which vendor has made payment and requires reimbursement from TxDOT as agreed to in the purchase order.

26.2.2. Receipts for travel expenses as approved by TxDOT

Revised 10/16 27 - 31


26.2.3. Vendor shall provide TxDOT a copy of vehicle mileage log(s) upon completion of each project as approved by TxDOT.

27. PAYMENT REQUIREMENTS

Payment will be based on the following:

27.1. An itemized list of hours worked by the technician shall accompany each invoice. Hours will be approved daily by the designated TxDOT representative.

27.2. The technician’s hourly rate is based on the actual hours worked. The amount of payment shall be calculated by multiplying the regular hourly rate by the number of hours actually worked up to 40 hours per week. Payment for hours in excess of 40 hours per week shall be calculated by multiplying the off-shift hourly rate by the number of off-shift hours actually worked.

27.3. Partial hours will be paid by rounding to the nearest half-hour as shown below:

27.3.1. Less than 15 minutes – round to zero hours

27.3.2. 15 minutes to 45 minutes (inclusive) – round to 1/2 hour

27.3.3. Greater than 45 minutes – round to 1 hour

27.4. No payment will be made for official state holidays (unless otherwise approved by the designated TxDOT representative), lunch hour, illness, or any time when work is not actually performed. No payment will be made for time associated with technician’s late arrival to or early departure from the designated work location.

28. TxDOT RESPONSIBILITIES

TxDOT will:

28.1. Provide a contract manager as the point of contact.

28.2. Provide a detailed list of towers to be inspected and repaired using Attachment A – TxDOT Radio Tower Maintenance Site Information Sheet.

28.3. Coordinate access and work schedules with the vendor.

28.4. Reserve the right to re-prioritize any work schedule (towers to be repaired) and to accept or decline the amount of work to be completed for each tower.

28.5. Add or delete towers during the term of the purchase order.

28.6. Inspect work in progress and may accompany vendor personnel during repairs.

28.7. Suspend work until any unqualified crew member(s) is replaced by the vendor.

28.8. Inspect radio tower site(s) for cleanliness prior to release of work crews from project(s).

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29. RESPONSE SUBMISSION

29.1. GENERAL FORMAT: The respondent shall submit one signed and dated original (marked Original) and shall submit 3 copies on DVD or flash drive. The submission should be in a separate loose leaf binder on one sided 8-1/2 X 11 inch paper and should be tab-indexed corresponding to the sections listed below. Plastic spine-bound or wire bound submittals are highly discouraged. Include only the information specified for each section.

29.2. ORIGINAL RESPONSE: Failure by the respondent to submit the documentation listed below will disqualify the respondent from further consideration. The original response shall include the following:

29.2.1. Section 1 – Invitation for Bid (IFB): Original signed, dated, and completed IFB.

NOTE TO RESPONDENT: If addendums are generated as part of this solicitation, include the original signed and dated addendum(s) in Section 1.

29.2.2. Section 2 – Schedule 1 – TxDOT Tower Locations.

29.2.3. Section 3 – Schedule 2 – Respondent Qualifications and Experience: Complete and return detailing respondent qualifications and experience.

29.2.4. Section 4 – Schedule 3 – Respondent Personnel Qualifications and References: Complete and return for each proposed respondent personnel position.

29.2.5. Section 5 – Respondent Safety Program Documentation.

29.2.6. Section 6– Business Continuity Procedures and Disaster Recovery Plan.

29.2.7. Section 7 – HUB Subcontracting Plan (if applicable).

29.2.8. Copies: The three copies (marked Copy) shall include only the following sections:

29.2.8.1. Section 3 – Schedule 2 – Respondent Qualifications and Experience.

29.2.8.2. Section 4 – Schedule 3 – Respondent Personnel Qualifications.

29.2.8.3. Section 5 – Respondent Safety Program and Disaster Recovery Plan.

29.3. The following should be submitted with the response. Failure by the respondent to submit the documentation listed below may disqualify the respondent from further consideration.

29.3.1. Section 9 – Financial Standing: Statement from the president, owner, or financial officer on company letterhead certifying that the company is in good financial standing, current in payment of all taxes and fees (Ref. Para. 4.3.).

29.3.2. Section 10 – Respondent References.

29.3.3. Copies: The three copies (marked Copy) should include the following sections:

29.3.3.1. Section 9 – Financial Standing: Statement from the president, owner, or financial officer on company letterhead certifying that the company is in

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good financial standing, current in payment of all taxes and fees (Ref. Para. 4.3.).

29.3.3.2. Section 10 – Respondent References.

30. RESPONSE EVALUATION

30.1. Only complete responses with the listed required submittal documents and meeting minimum qualifications will be considered. Failure to meet the minimum qualifications and submit the required documents will result in a response being declared non-responsive.

30.2. EVALUATION: A TxDOT evaluation committee will evaluate and score each response based on established criteria. Respondents shall not contact members of the evaluation team. Responses will be evaluated according to the respondent’s ability to best satisfy TxDOT requirements. Respondent’s submission is evaluated and scored on a weighted system to determine the best value as follows:

30.2.1. Respondent qualifications and experience will comprise 60% of the evaluation total.

30.2.2. Pricing submitted for the solicitation requirements will be 40% of the evaluation total.

31. AWARD

31.1. TxDOT reserves the right to award a single purchase order to the most responsive, responsible respondent meeting the specification. TxDOT may award to a single vendor, multiple vendors, or use any combination that best serves the interest of TxDOT.

31.2. TYPES OF AWARD

31.2.1. Single Award: One purchase order awarded to a single vendor.

31.2.2. Multiple Awards: A multiple award is the award of multiple purchase orders for the same line item(s) from a single solicitation to two or more vendors to provide the same or similar goods or services.

31.2.3. Multi-tiered Award: Multi-tiered award sets the priority sequence for use of multiple vendors. Multiple purchase orders are awarded for the same line item(s) from a single solicitation to primary, secondary, and tertiary vendors.

31.2.4. Split Award: Award of separate line items on a single solicitation to different vendors resulting in two or more purchase orders.

32. POST AWARD MEETING

Vendor(s) may be requested to attend a post award meeting in person or via WebEx, with TxDOT within ten calendar days after the award of the purchase order. The purpose of the meeting is to discuss the terms and conditions of the purchase order and to provide additional information regarding the purchase order. Vendor(s) and TxDOT shall identify specific goals, strategies, and activities planned for meeting particular program area objectives.

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33. CONTRACT ADMINISTRATION

Administration of the purchase order is the responsibility of TxDOT. TxDOT Procurement Division staff will be responsible for administering the contractual business relationship with the vendor.

33.1. 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 agent.

33.2. Upon issuance of purchase order, TxDOT will designate an individual to serve as the Contract Manager and point of contact between TxDOT and the vendor. The Contract Manager does not have any express or implied authority to vary the terms of the purchase order, amend the purchase order in any way, or waive strict performance of the terms or conditions of the purchase order. This individual’s contract management and contract administration responsibilities include, but are not limited to:

33.2.1. Monitoring the vendor’s progress and performance and ensuring services conform to established specification requirements.

33.2.2. Managing the financial aspects of the contract including approval of payments.

33.2.3. Meeting with the vendor as needed to review progress, discuss problems, and consider necessary action.

33.2.4. Identifying a breach of contract by assessing the difference between contract performance and non-performance.

33.2.5. Other areas as identified by the Comptroller of Public Accounts Contract Management Guide, latest edition.

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Documents

SPECIFICATION NO. TxDOT 913-65-52 REVISED: …ftp.dot.state.tx.us/pub/txdot-info/gsd/pdf/tss/tss192.pdf · RADIO COMMUNICATION TOWER INSPECTION, MAINTENANCE AND ... participants or