08-B12-21-S.docx

SPECIFICATIONS (Continued)

SPECIFICATION FOR

VARIABLE FREQUENCY DRIVE REPAIR AND/OR REPLACEMENT SERVICES

Table of Contents

PART ONE – GENERAL

1.1 Scope of Work

1.2 Regulations

1.3 Work Hours

1.4 Contractor’s Personnel

1.5 Identification and Access Requirement

1.6 Items Provided by the Authority

1.7 Items Provided by the Contractor

1.8 Transition Plan

1.9 Quality Assurance

1.10 Warranty

1.11 On-Site Communications

PART TWO – PRODUCTS

2.1 Parts

2.2 VFD Inventory and Locations

PART THREE – EXECUTION

3.1 Performance Requirements

3.2 Repairs and/or Replacement

3.3 Reports

3.4 Additional Work

3.5 Inspection and Approval

3.6 Use of Premises

3.7 Material Disposal

3.8 Safety and Protection

PART FOUR – COMPENSATION ADJUSTMENT

4.1 Deductions And Adjustments

ATTACHMENT

Attachment “A”- Variable Frequency Drive Equipment List

SPECIFICATION

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B12-21 VFD REPAIR/REPLACEMENT SERVICES BASE REV 10/10/17

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B12-21 VFD REPAIR/REPLACEMENT SERVICES BASE REV 10/10/17

PART ONE - GENERAL

1.1 SCOPE OF WORK:

1.1.1 The Contractor shall provide all labor, supervision, parts and components, tools, equipment, and consumables and all other items necessary or proper for, or incidental to, performing repair and/or replacement of the Authority’s variable frequency drives (hereinafter collectively referred to as “VFD”), including the equipment listed on Attachment “A” at the Orlando International Airport in accordance with this Specification.

1.1.2 The Equipment listed on Attachment “A” may be modified, removed or increased by the Authority at any time during the term of the Contract. The Authority may also add new equipment and systems to the scope of this Contract at any time during the Contract term (which new equipment and systems will be included on Attachment “A”. Any such changes shall be documented in writing by the AAR.

1.2 REGULATIONS:

1.2.1 The Contractor shall comply with all applicable federal, state and local laws, ordinances, rules and regulations pertaining to the performance of the work specified herein.

1.2.2 The Contractor shall obtain all permits, licenses and certificates, or any such approvals of plans or specifications as may be required by Federal, State and local laws, ordinances, rules and regulations, for the proper execution of the work specified herein.

1.2.3 Contractor shall comply with Federal and State right-to-know laws if hazardous materials are used. The SDS (Safety Data Sheets) shall be made available to all workers and Authority's representatives. Contractor shall report immediately to the AAR any spillage or dumping of hazardous materials on Authority property. The Contractor shall also be responsible for the cleanup and any costs incurred for all such incidents.

1.2.4 During the performance of this Contract, Contractor shall keep current and, if requested by the Authority, provide copies of any and all licenses, registrations or permits required by applicable governing agencies. Contractor shall keep a copy of any and all licenses, registrations and permits on the job site while performing the Contract work.

1.2.5 The Contractor shall comply with all local environmental regulations and ordinances to minimize the impact of operations and wherever possible implement practices and procedures outlined and/or referenced in the Authority Sustainability Management Plan.

1.3 WORK HOURS:

1.3.1 Standard Work Hours: Contractor shall normally perform work during Standard Work Hours which are between 7:00 a.m. and 7:00 p.m., Monday through Friday, excluding Authority’s observed holidays.

1.3.2 Non-Standard Work Hours: Any work performed outside the Standard Work Hours which are between 7:01 p.m. – 6:59 a.m., or on Saturday, Sunday, or Authority’s observed holidays shall be consider work performed during Non-Standard Work Hours. No work shall be done on weekends or Authority holidays, without the prior written approval of the AAR. The Contractor shall give the Authority sufficient advance notice to request work during Non-Standard Work Hours to allow the Authority to assess the impact that such activities would have on the area’s normal scheduled operations.

1.3.3 Emergency Condition: In the event of an emergency condition is declared by the Authority’s Chief Executive Officer, Chief Operating Officer, Director of Maintenance or their respective designees, the Contractor will perform work during such hours as specified by the Authority and shall be paid as Non-Standard hours.

1.3.4 Sign-In and Sign-Out Central Plant: Contractor's personnel shall physically check-in when arriving at a work site, and physically checkout prior to departing from a work site with the AAR by signing the Contractor’s sign in log at the Authority's Central Plant. The Central Plant is located at the west end of Level 1 of the terminal or the Maintenance Administration Building. The Central Plant number is (407) 825-4000. Contractor’s technicians shall advise the Central Plant Operator which areas they will be servicing. Contractor is required to keep the AAR and Central Plant Operators aware of all ongoing services related to this Contract, as well as the condition of all applicable Equipment. Upon completion of the work, the Contractor’s technician shall sign out before leaving the premises. Contractor must log-out from the same location at which Contractor logs-in.

1.3.5 Respond Time: Contractor shall be on call twenty-four (24) hours per day, seven (7) days per week.

1.3.5.1 Respond Time During Standard Work Hours: When Contractor is on-site, performing work on a different site, Contractor shall respond to the request for repair service within thirty (30) minutes. When Contractor is off-site, Contractor shall be on-site within two (2) hours for any service call identified as critical such as major system failure due to malfunction, lightning, electrical surges, or life safety related issues.

1.3.5.2 Respond Time During Non-Standard Hours: Contractor shall respond to the request for repair services within two (2) hours and shall be on-site within four (4) hours for non-critical emergencies. All requests for Emergency Response shall be originated through the Airport’s Central Plant/Dispatch office.

1.3.6 Actual Charges: Charges will be for actual hours worked on the Authority’s site when reporting in and out the Central Plant or the Maintenance Administration building. Time required for travel to and from the Authority’s site is not eligible for reimbursement. Such time should be included in the Contractor’s overhead cost.

1.4 CONTRACTOR’S PERSONNEL:

1.4.1 Contractor will abide by all State and Federal regulations on wages and hours of an employee dealing with the employment relationship between Contractor and its subsidiaries or related parties and its employees, including but not limited to the Florida Human Relations Act, the Federal National Labor Relations Act, the Federal Fair Labor Standards Act, the Federal Civil Rights Act of 1964, as amended, and the Americans with Disabilities Act.

1.4.2 Contractor shall require all prospective employees to show proof of citizenship, or proof from the United States Immigration and Naturalization Service of valid entry permits and/or work permits for legal aliens and proof that such legal aliens are eligible to be employed in the United States.

1.4.3 Should the Contractor engage employees who are illiterate in English, it will be the Contractor's responsibility and obligation to train such employees to be able to identify and understand all signs and notices in and/or around the areas that relate to them or the services being performed by them pursuant to this Contract. In addition, the Contractor will have someone in attendance at all times who can communicate instructions to said employee.

1.4.4 Contractor shall maintain a drug-free workplace within the meaning of the Florida Drug-free Workplace Act. No employee shall be hired by a Contractor for work on Authority's premises prior to such employee having tested negative for drugs. In addition, existing employees of the Contractor must be subject to drug testing by the Contractor upon reasonable suspicion of drug use. Results of all such drug tests are to be retained by the Contractor. Copies shall be provided to the Authority, if requested.

1.4.5 Contractor shall transfer promptly from the airport any employee or employees that the Authority advises are not satisfactory, and replace such personnel with employees satisfactory to the Authority; but in no event shall Authority be responsible for monitoring or assessing the suitability of any employee or agent of Contractor.

1.4.6 The Contractor’s employees shall be instructed that no gratuities shall be solicited or accepted for any reason whatsoever from the tenants, customers or other persons at Orlando International Airport. The Contractor shall be responsible for ensuring that all articles found by its employees on Authority's premises are turned over to the Authority or the Authority's designated agent in charge of such articles.

1.4.7 A valid Florida driver license (Commercial Driver License, if applicable) will be required of all personnel operating motor vehicles or motorized equipment on roadways in or around Orlando International Airport. Each of the Contractor's motor vehicles brought onto the Authority's premises shall have the Contractor's business name and/or logo prominently displayed on both front doors of such vehicle.

1.4.8 While working on airport property all Contractor's employees shall wear neat-appearing uniforms with the company name and/or logo and footwear of a style that complies with all legal and safety requirements, including and without limitation, the requirements of OSHA.

1.4.9 Staffing:

The Contractor shall provide an adequate number of skilled technicians who are thoroughly trained and shall have three (3) years of experience in providing variable frequency drives repair and/or replacement services. The Contractor shall provide training certifications and licenses for each of the technicians prior to commencement of work.

1.5 IDENTIFICATION AND ACCESS REQUIREMENT:

1.5.1 Contractor is required to conduct an employee background check, or require its subcontractors to perform an employee background check, in accordance with the requirements herein on each person proposed for employment at Orlando International Airport in connection with this Contract, if such person is an employee of Contractor or an employee of a subcontractor for whom Contractor is required under Section 1.5.7 below to sign the Authority’s badge application (“Contractor Responsible Employees”). Such background check must be successfully completed prior to such person applying for an access control identification badge with the Authority. Each background check shall be performed to the following minimum requirements:

1.5.1.1 Each employee must provide a ten (10) year work history.

1.5.1.2 Contractor must confirm the last five (5) years of each employee's work history. Any gaps in employment of thirty (30) days or more during such five year period must be explained in writing by the employee and must be confirmed by Contractor through W-2s, student transcripts, medical records, or written references of stay-at-home situations from credible local persons such as pastors or priests (which reference must indicate personal knowledge of employee's general work history during the gap period).

1.5.1.3 Contractor must check each employee's criminal history for the immediately preceding five years, with such check to be conducted in each county where the employee has lived or worked in such five year period.

1.5.2 Contractor shall not present any Contractor Responsible Employee to the Authority's Access Control Office for badging if such person has any unexplained gaps in their work history, has a criminal record that would disqualify them from receiving an access control badge or has an unacceptable termination record.

1.5.3 The Authority will issue, for a fee, as stated below in Sections 1.5.4 and 1.5.5, to all Contractor Responsible Employees an identification badge that will display their picture, name, and other applicable information; and any key(s) required in the performance of the Contract, provided that such person meets the minimum criteria established to receive a badge. At all times while on airport property, the Contractor Responsible Employees are required to display such badges prominently on their uniforms in accordance with Authority’s guidelines. Every new employee requiring unescorted access to a secure area of the airport must be electronically processed by the Authority’s Access Control Office for a Criminal History Records Check and Security Threat Assessment before an identification badge is issued. In addition to this records check, the employee will be required to attend security training class (approximately 1 hour), and in the case of operating a vehicle on the Airport Operating Area (AOA) the employee will also be required to attend a driving safety class (approximately 1 hour); both training classes are provided by the Authority. The Contractor shall maintain, and shall require its subcontractors to maintain, a permanent record in its files of the background information, including drug screening tests, on all current and former employees who are utilized in the performance of this Contract and, when requested, shall provide such information to Authority, TSA, or such other entity as deemed appropriate by the Authority. The Contractor further agrees to perform, or require its subcontractors to perform, such additional employee background checks, fingerprinting, or other identification measures as may be required by any future security rules or applicable federal regulations.

1.5.4 Fees Associated with Identification Badges:

1.5.5 Fees Associated with Keys:

Note: No personal checks or credit card payments are accepted. Companies will be assessed a $100.00 fee for each non-returned identification badge and key.

1.5.6 Contractor must maintain all information described above for a period of four (4) years following expiration of this Contract. Such information is subject to audit by the Authority and must be sufficient in scope and detail to permit verification of compliance by Authority audit. Actual damages to the Authority resulting from a breach by Contractor of its obligations hereunder will be difficult or impossible to determine. As a result, Authority shall be entitled to recover liquidated damages of $250.00 for every Contractor Responsible Employee presented to the Authority for access control badging (a) for whom the above background check has not been completely and accurately performed, or (b) who should not have been presented per the above guidelines. The amount payable hereunder by Contractor is not a penalty, is in addition to any access control badging application fee paid by the employee and is payable whether or not such employee is issued an access control badge by the Authority.

1.5.7 Contractor must co-sign with the subcontractor all badge applications for any employee of a temporary employment agency engaged as a subcontractor to provide personnel to Contractor on this Contract. All employees provided by temporary employment agencies for this Contract shall be Contractor Responsible Employees. Before submitting a badge application for an employee provided on this Contract by a temporary employment agency, Contractor or the temporary employment agency must submit to the Authority’s AAR for prior approval of such employee, a contract between the temporary employment agency and such employee reflecting an intended assignment of such employee to the Contract for the remaining duration of the Contract or the duration of the Contractor’s need for such position.

1.6 ITEMS PROVIDED BY THE AUTHORITY:

1.6.1 The Authority will provide Contractor, at the Authority’s sole cost and expense, all utility services (excluding telephone) generally available in the premises and required by the Contractor to perform its obligations and functions under the Contract.

1.6.2 The Authority will provide the Contractor with parking for the Contractor’s employees while performing the work specified herein.

1.7 ITEMS PROVIDED BY THE CONTRACTOR:

1.7.1 The Contractor shall be solely responsible for providing all tools, specialized equipment, and software and hardware to perform inspections and analysis and all other items necessary to perform the work under this Specification.

1.7.2 The Authority reserves the right to inspect and approve any and all tools, equipment or apparatus prior to Contractor’s use of such on Authority’s premises.

1.7.3 The Contractor’s equipment used on Authority’s premises shall be maintained in an operable condition at all times and the Contractor shall ensure that such equipment is operated in compliance with proper safety procedures and practices. If the AAR determines, in its sole discretion, that a piece of Contractor’s equipment is un-presentable, leaking, or in poor working condition, the Contractor shall promptly remove such equipment from the premises and replace it with equipment that meets the AAR’s approval.

1.7.4 The Contractor shall maintain, at its sole cost and expense, reasonable amounts of insurance to protect against losses due to theft, vandalism or similar events, which might result in damage or loss of Contractor’s equipment, materials, tools, supplies, or chemicals.

1.8 TRANSITION PLAN:

At the request of the AAR, the Contractor shall attend coordination meetings with the current contractor providing such Variable Frequency Drive Repair and/or Replacement Services before the commencement of the Contract. Toward the end of the term of the Contract (including approved renewals), at the request of the AAR, the Contractor shall attend coordination meetings, if upon expiration or termination a third party has been selected to perform the services.

1.9 QUALITY ASSURANCE:

The Contractor shall perform all maintenance and repair services in accordance with industry standards and any applicable manufacturer’s instructions so that each manufacturer’s warranty is not in any way void.

1.10 WARRANTY:

1.10.1 Contractor warrants that the work performed shall conform to professional standards of care and practice in effect at the time the work is performed, shall be of the highest quality, and shall be free from faults, defects or errors.

1.10.2 Contractor warrants replacing at no additional cost to the Authority, any item that is damaged as a result of Contractor’s error or neglect, reckless, or intended act or omission. Contractor-provided parts and components that develop defects during the installation or warranty period shall also be replaced without additional cost to Authority.

1.10.3 Contractor shall, at the Authority's option, either re-perform such portions of the work to correct such fault, defect or error at no additional cost to the Authority or refund to the Authority the charge paid by the Authority attributed to such portions of the faulty, defective or erroneous work (including the costs for re-performance of work provided by other contractors).

1.10.4 The Contractor warrants for a period of one (1) year following the performance of services or repairs, all labor, parts and components supplied by the Contractor. This warranty shall not serve as a limitation on Contractor’s liability for latent defects in any part or workmanship. In addition, the Contractor shall provide to the AAR, all manufacturers’ product warranties for parts and material installed at the Authority.

1.11 ON-SITE COMMUNICATIONS:

Contractor shall be responsible for providing cellular phone equipment and services to the Contractor’s employees.

PART TWO - PRODUCTS

2.1 PARTS:

2.1.1 In order to carry out its obligations under this Contract, Contractor shall maintain, at all times, quick access to spare parts, materials, tools or any other equipment as necessary for the timely repair and replacement of normal wear items on all equipment covered by this Contract without undue delay.

2.1.2 The Contractor shall provide all supplies, materials and any other requirements necessary for work to be performed within the scope of work of this Contract.

2.1.3 The Contractor shall provide any and all parts necessary for approved repair work that is outside of the scope of this Contract. For work to be performed that is outside of the scope of this Contract, a written quote must be presented to the AAR and approved in writing by the AAR prior to performing the repairs. The amount quoted shall be determined by the hourly rates listed within this Contract and the actual cost of parts plus mark-up.

2.1.4 The Authority will reimburse the Contractor for freight and shipping charges incurred when obtaining repair parts and components for reimbursable items as listed in Attachment “A”; however, the cost of overnight delivery must be approved in writing in advance by the AAR. A copy of the original receipt for purchase of parts or components shall be submitted with the invoice. Without the prior written approval of the Authority, the Contractor shall not order parts/components for the repair of any equipment that exceeds an aggregate of one hundred dollars ($100.00) in value.

2.1.5 All repair, replacement and obsolete parts shall be new Original Equipment Manufacturer (“OEM”) parts. In the event that a part has been deemed obsolete by the manufacturer, the Contractor may substitute a third party part of the same or higher quality with written permission of AAR.

2.2 VFD INVENTORY AND LOCATIONS:

In addition to the Specification, the Contractor shall refer to Attachment “A” for Equipment locations and for a determination of which equipment the Contractor shall provide Variable Frequency Drive Repair and/or Replacement services.

PART THREE - EXECUTION

3.1 PERFORMANCE REQUIREMENTS:

3.1.1 Contractor shall perform all of its obligations and functions under the Contract in accordance with Contract specifications, industry standards and manufacturers’ specifications. The Contractor shall adjust and coordinate its activities to the needs and requirements of the Authority and perform its activities so as not to annoy, disturb, endanger, unreasonably interfere with or delay the operations or activities of the Authority.

3.1.2 Dates for commencement and completion of work will be on an as-needed basis and shall be coordinated with the AAR.

3.1.3 Any work required beyond that which is specified herein shall be reported in advance to the AAR. At no time shall work beyond the scope be performed without prior written authorization from the AAR.

3.1.4 Contractor shall utilize maximum safety precautions. Tools and equipment will be in a good state of repair, safe to use, and be used in the manner in which they were intended. Contractor is required to inform all workers and concerned persons of the Safety Data Sheets on all products being utilized on this project. No materials or equipment will be left unattended or stored on the project site at any time.

3.1.5 Contractor shall advise the Authority as soon as practical of any defect or condition which may adversely affect the performance of the maintenance and/or repair services, including any defect or condition which is not covered under Specification.

3.1.6 For each repair and/or replacement, the Contractor shall furnish for approval by the AAR a schedule, which indicates starting and end dates for the applicable services.

3.1.7 The Contractor shall be able to perform on-site repairs the same day as problems are diagnosed.

3.1.8 Contractor shall implement, wherever possible, practices and procedures outlined and/or referenced in The Authority’s Sustainability Management Plan related to reducing waste and maximizing recycling.

3.2 REPAIR AND/OR REPLACEMENT:

3.2.1 In situation in which the lack of immediate repair may result in injury to a person or damage to the VFD or any other Authority property, the Contractor shall immediately place the applicable equipment out of service and notify the AAR as soon as possible.

3.2.2 If the AAR determines that any VFD is non-repairable or that it is more cost effective to replace the VFD rather than repair it, then the Contractor will provide the AAR a written quote for the complete VFD replacement. No replacement work will take place until the AAR provides written approval to the Contractor. Due to the control points and interlocks incorporated into all VFD, Contractor shall coordinate any replacement work with existing Building Automation System and Fire Alarm System companies as required.

3.2.3 The Authority shall not be obligated to compensate the Contractor for any work performed or parts and materials purchased without AAR written authorization.

3.2.4 Upon completion of the repairs, the AAR will inspect areas where work has been performed. Except when a shorter time is required in the Specification, Contractor must correct deficiencies noted during inspection within seven (7) business days following the receipt of written notice of such deficiency.

3.3 REPORTS:

3.3.1 The Contractor shall provide the AAR, within five (5) business days after performance of work, with a repair and/or replacement written report detailing the repairs or replacement performed. The report shall include, but shall not be limited to, the following information for each item of VFD:

3.3.2 Contractor’s service personnel’s name(s) and employee number(s).

3.3.3 Date of service and arrival and departure times of Contractor’s personnel.

3.3.4 Type, model number, serial number and location of equipment.

3.3.5 Component/parts replaced and/or repaired.

3.3.6 Itemized components/parts and labor costs.

3.3.7 Numbers of hours that VFD was out of service.

3.3.8 Specific components that were replaced and/or adjusted.

3.3.9 Any and all components found to be defective.

3.4 ADDITIONAL WORK:

The Contractor shall perform additional work as requested by the Authority. The Contractor shall provide a written quote for additional services requested and such services shall be performed only upon written authorization of the AAR or designee. Contractor shall be compensated at the rates set forth on the Bid Forms.

3.5 INSPECTION AND APPROVAL:

Upon completion, the AAR will inspect areas where work has been performed. The Contractor shall provide daily work sheets stating area where work was accomplished, name(s) of personnel and hours worked. The AAR shall sign off the daily work ticket when work is satisfactorily completed. Contractor must correct deficiencies noted during inspection within seven (7) business days following receipt of written notice of such deficiency.

3.6 USE OF PREMISES:

During the progress of the work specified herein, the Contractor shall keep the premises free from accumulation of waste materials and other debris resulting from the work. At the completion of the work, the Contractor shall remove all waste materials and debris from and about the premises, as well as tools, equipment, machinery and surplus material, and leave the site clean and ready for occupancy by the Authority.

3.7 MATERIALS DISPOSAL:

Contractor shall comply with all applicable federal, state and local laws, regulations, administrative rulings, orders, ordinances, and requirements, and Authority Sustainability Management Plan, pertaining to the protection of the environment, including but not limited to those regulating the use, storage, handling and disposal of materials, and other hazardous waste materials. Disposal records shall be provided to the Authority.

3.8 SAFETY AND PROTECTION:

The Contractor shall be solely and completely responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the work. The Contractor shall take all necessary precautions for safety of, and shall provide the necessary protection to prevent injury to, all employees on the work site and other persons including but not limited to, the general public who may be affected thereby.

PART FOUR – COMPENSATION ADJUSTMENT

4.1 DEDUCTIONS AND ADJUSTMENTS

All deductions indicated below are in addition to any other penalty or fine that may be imposed by other agencies or authorities and does not limit any other remedies provided in these Contract documents, including termination.

4.1.1 The violation of any Authority Safety/Security policy may be subject to a deduction up to five hundred dollars ($500) per incident, at the discretion of the AAR.

4.1.2 A late or slow response to callback, service call/request, or equipment malfunction, when such response time is identified and required herein may be subject to a deduction up to two hundred fifty dollars ($250) per incident, at the discretion of the AAR.

4.1.3 Failure of Contractor to take corrective action after being notified by the Authority of an issue, within seven working (7) days when notified by the Authority in writing. The deduction can be up to two hundred fifty dollars ($250) per incident, at the discretion of the AAR.

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