Page 1 of 21 26RFP43 | Attachment B-Scope of Work

1. INTRODUCTION:

1.1. Williamson County, Texas, herein “the County”, is requesting responses to this RFP to provide inspections, preventative maintenance, remedial and emergency repairs for generators and automatic transfer switches, as needed at various locations managed by multiple Williamson County departments.

1.2. The scope of service of this Solicitation may vary from project to project. Upon identification of a need for repair services, the County will request a proposal based on the fee schedules, Attachment F.1 – Faciliteis Generator - Pricing Sheet and Attachment F.2 – Wireless Communication Generator – Pricing Sheet of applicable rates and upon acceptance of proposal, the County will issue a Purchase Order or Services Contract.

The size and quantity request for quotes issued will vary depending on a project need, schedule, the Successful Respondent’s workload, and availability of funding.

1.3. Contractors shall provide all labor, materials, equipment, and mobilization to complete the services for Williamson County.

1.4. Successful respondent shall procure, at their expense, obtain, maintain, and pay for all licenses and permits required by federal, state, and local codes to properly fulfill all terms and conditions of this Contract.

1.5. Successful Respondent shall fully and timely provide all deliverables described herein in strict accordance with the terms, covenants, and conditions of the contract and all applicable Federal, State, and local applicable laws, standards, rules, and regulations.

1.6. Successful Respondent shall comply with all applicable state and federal laws and regulations and The County policies. Successful Respondent represents and warrants that the work and services provided under the awarded contract comply with all applicable federal health and safety standards, including but not limited to the Americans with Disabilities Act (ADA) requirements, Occupational Health and Safety Administration (OSHA), and Uniform Building Code (UBC).

1.7. For each requested service under this contract, the County Designated Representative will request an estimate for services. Successful Respondent shall prepare and submit to the County a quote formatted to match pricing as awarded and identified on Attachment F.1 – Facilities Generator – Pricing Sheet and Attachment F.2 – Wireless Communication – Pricing Sheet. Successful Respondent shall proceed with the work only after the quote is approved by the County through the issuance of a Purchase Order (PO). Such PO shall be subject to the terms and conditions set forth in the service agreement and this contract. Successful Respondent is responsible for ensuring a purchase order is received prior to performance of work.

1.8. The parties acknowledge and agree that nothing contained in any agreement between the County and the Successful Respondent shall be construed to establish the County and the Successful Respondent as joint ventures or partners.

2. GENERAL INFORMATION:

2.1. This method allows qualified respondents to submit a written proposal addressing pricing, qualifications, capacity to service the County’s facilities, availability, approach, experience, and additional factors that will be used to ensure successful accomplishment of the requirements set forth herein. the County will review, compare, and evaluate responses based on the criteria and weights identified in this RFP. The County intends to use the established contract, while reserving the right to obtain service from other sources, if applicable, or perform the service in-house.

Scope of Work

Page 2 of 21 26RFP43 | Attachment B-Scope of Work

3. SCHEDULE OF EVENTS:

3.1. The County reserves the right to alter the dates, as outlined in Attachment O, Schedule of Events, set forth upon written notification to prospective Respondents through a posting of an addendum in Euna Procurement System. Submittals shall be uploaded via Euna on the date specified.

4. TECHNICAL CONTACT:

4.1. Senior Director of Facilities Management or Designee, The County, 3101 SE Inner Loop, Georgetown, TX 78626 shall serve as the County’s Technical Contact with designated responsibility to ensure compliance with the requirements of the Contract and any ensuing agreement, such as, but not limited to, acceptance, inspection, and delivery, together with the Purchasing Department. Technical Contact, together with the Purchasing Department, will serve as liaison between the County Commissioners’ Court and the Successful Respondent.

5. PERFORMANCE REQUIREMENTS:

5.1. Successful Respondent(s) must meet the following minimum qualifications and service capabilities:

5.1.1. Maintain a branch/office within one (1) hour of Williamson County throughout the duration of this

Contract. If Contractor has no branch/office within the one (1) hour driving timeframe of Williamson County, one must be set up within ninety (90) days of Contract award, at no cost to Williamson County.

5.1.2. Minimum of ten (10) years’ business and technical experience performing services in populated office buildings.

5.1.3. Must have a minimum of one (1) licensed master electrician on staff or on retainer to provide services outlined in this scope of work.

5.1.4. Must have a minimum of one (1) National Institute of American Service Excellence (ASE) certified diesel mechanic on staff in the Williamson County area as stated in 5.1.1.

6. SERVICE REQUIREMENTS:

6.1. Successful respondent(s) shall provide quarterly inspections, preventative maintenance, remedial repair, and emergency repair for the emergency generators and associated automatic transfer switches in various county-owned facilities in Williamson County, Texas, as listed in Attachment F.1 and Attachment F.2 for Generator Price Sheets that Successful respondent shall provide the labor, materials, equipment, tools and transportation required to perform these services as stated in Attachment A – Williamson County generators and automatic transfer switches, preventative maintenance, repair, and rental services – Scope of Work.

6.2. Successful respondent(s) shall provide, mobilize, and connect rental generators that are equivalent to existing generators along with cables on an as-needed basis. Mobilization shall occur within two (2) business hours of notification. Rental generators shall be fueled with a minimum of 50% fuel capacity upon arrival and shall accept #2-off road diesel fuel. Generators shall be provided at the rates proposed Attachment B – Facilities Equipment List Price Sheet.

7. STATEMENT OF WORK:

7.1. QUARTELY INSPECTIONS:

7.1.1. All quarterly inspections performed by Contractor are to be scheduled via e-mail to the Contract Designated Representative at least fifteen (15) business days prior to the proposed scheduled date of work. All quarterly inspections must be completed during Williamson County’s first (1st), third (3rd) and

Page 3 of 21 26RFP43 | Attachment B-Scope of Work fourth (4th) quarters. A quarterly completed inspection service performed by Contractor shall include a submitted electronic copy.

7.1.2. Report addressing issues, deficiencies found, recommended, or needed software updates, and corrective measures to include, but not limited to the following: Lubrication is to be inspected in include, but not limited to:

7.1.2.1. System leaks;

7.1.2.2. Oil levels, and

7.1.2.3. Filters

7.1.3.Cooling System is to be inspected to include, but not limited to:

7.1.3.1. Leaks;

7.1.3.2. Water level;

7.1.3.3. DCA/antifreeze;

7.1.3.4. Filters;

7.1.3.5. Hoses;

7.1.3.6. Bells;

7.1.3.7. Cooling fins;

7.1.3.8. Block heater;

7.1.3.9. Pillow block, and (10) complete cooling service;

7.1.4.Fuel systems is to be inspected to include, but not be limited to:

7.1.4.1. Leaks;

7.1.4.2. Filters;

7.1.4.3. Lines;

7.1.4.4. Tank levels;

7.1.4.5. Transfer pump;

7.1.4.6. Water separators;

7.1.4.7. Solenoid.

7.1.4.8. Wiring; and

7.1.4.9. Governor

7.1.5.Ignition System is to be inspected to include, but not limited to:

7.1.5.1. Plugs;

7.1.5.2. Point, condenser;

7.1.5.3. Cap, rotor;

7.1.5.4. Wiring, col; and

7.1.5.5. Corrosion

7.1.6.Exhaust System is to be inspected to include, but not limited to:

7.1.6.1. Leaks;

7.1.6.2. Condensation;

7.1.6.3. Turbo charger;

7.1.6.4. Flex pipe, and

7.1.6.5. Rain cap

7.1.7.Housing/Cabinets are to be inspected to include, but not limited to:

7.1.7.1. General overall condition;

7.1.7.2. Fit, and

7.1.7.3. Decals

7.1.8.DC – Electrical is to be inspected to include, but not limited to:

7.1.8.1. Batteries;

7.1.8.2. Cranking amps and voltages;

7.1.8.3. Water level;

7.1.8.4. Specific gravity;

7.1.8.5. Terminals;

7.1.8.6. Cables;

7.1.8.7. Engine safeties annunciator;

7.1.8.8. Battery charge rate, and

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7.1.8.9. Battery replacement (occurs three (3) years, during triennial service - starting in 2028.

Quarterly report must include: Condition of battery and make/model numbers).

7.1.9.AC – Electrical is to be inspected to include, but not limited to:

7.1.9.1. Brushes, generator, regulator;

7.1.9.2. Instruments, meters;

7.1.9.3. Circuit breakers;

7.1.9.4. Automatic transfer switches;

7.1.9.5. Contacts exerciser clock, and

7.1.9.6. Remote annunciators.

7.1.10. Operational tests to be inspected include, but not limited to:

7.1.10.1. No load test;

7.1.10.2. Voltages;

7.1.10.3. Time delays;

7.1.10.4. Oil pressure, and

7.1.10.5. Engine temperature.

7.1.11. Software update(s) to be inspected include, but not limited to:

7.1.11.1. Contractor must notify the Contract Designated representative in writing no more than three (3) business days after the completion of the quarterly inspection of any recommended or needed software updates. (report must include recommended upgrades, how to upgrade the software to ensure latest version of software, and any additional valuable information to assist the County Designated Representative).

7.1.12. Generators must be exercised under available load for a minimum of forty-five (45) minutes. Start and stop time must be reported in the quarterly report. A successful test is one in which the generator:

7.1.12.1. Achieves the minimum exhaust gas temperature for the quarterly testing as indicated in the equipment owner’s manual; or

7.1.12.2. Operates at normal temperature while running at no less than 30% of the nameplate KW rating.

8. ANNUAL OR LEVEL 2 INSPECTIONS:

8.1. Contractor shall be responsible for performing annual inspection services on the standby generators and automatic transfer switches. Contractor is responsible for oil, filters, batteries, block heater, belts, hoses, lamps, and antifreeze replacements and associated costs. Annual inspections must include the Quarterly inspection items above and the annual inspection content indicated below. All transfer tests must be scheduled, via e-mail to the County Designated Representative, at least fifteen (15) business days in advance. Annual inspections must be completed during Williamson County’s second (2nd) quarter. Transfer tests may be required to be performed after 3:00 PM. An annual inspection shall include a typed report on all the elements of the quarterly inspection and quarterly report together with operational tests to be performed to include the following:

8.1.1.transfer of loads;

8.1.2. load bank test (using the current industry standard);

8.1.3. oil change;

8.1.4. block heater or block heater element replacement, whichever is most feasible and approved by the

County Designated Representative. (Occurs every two (2) years, starting in 2028. Annual report must include: Condition of block heater and make/model number).

8.1.4.1. belt and coolant system hoses replacement, including clips and clamps (occurs every four (4) years, starting in 2028);

8.1.4.2. antifreeze change;

8.1.4.3. filter changes to include, but not be limited to, the following;

8.1.4.3.1. oil;

8.1.4.3.2. fuel; and

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8.1.4.3.3. air breather

8.1.4.4. Replace indicator lamps on automatic transfer switches equipped with indicator lights; and

8.1.4.5. Fuel testing and sampling (Annual report must include:

8.1.4.5.1. Completion date and copy of the results from the certified vendor that completed the analyses of the fuel testing).

8.1.4.5.2. All fuel analyses must be performed by a certified laboratory.

8.2. If a generator fails the annual testing, annual testing may be repeated if requested by the County Designated Representative. If the generator test is repeated due to failure, it should be operated under a load supplied by a load bank (i.e., load bank testing) for two continuous hours each year. During this two-hour period, the unit should be operated as follows:

8.2.1. Less than or equal to 25% of the nameplate KW rating for 30 minutes;

8.2.2. Greater than 25% but less than or equal to 50% of the nameplate KW rating for 30 minutes;

8.2.3. Greater than 50% but less than 75% of the nameplate KW rating for 60 minutes; and

8.2.4. Greater than 75% of the nameplate KW rating for 75 minutes.

8.3. Perform a visual inspection of the radiator assembly and complete detailed cleaning to ensure proper operation and airflow.

9. TRIENNIAL or LEVEL 3 INSPECTIONS:

9.1. Contractor shall be responsible for performing annual inspection services on the standby generators and automatic transfer switches. Contractor is responsible for oil, filters, batteries, block heater, belts, hoses, lamps, and antifreeze replacements and associated costs. Triennial Inspections shall include the Quarterly and Annual inspection items above, and the triennial inspection content as indicated below. All transfer tests must be scheduled, via email to the County Designated Representative, at least fifteen (15) business days in advance.

Triennial inspections must be completed during Williamson County’s second (2nd) quarter, starting in year 2024.

Transfer tests may be required to be performed after 3:00 PM. The Triennial inspection shall include an electronically submitted report on all the elements of the annual and quarterly inspection report together with operational tests to be performed to include the following:

9.1.1.Starting System is to be inspected to include, but not be limited to:

9.1.1.1. Replace and verify proper operations of alternator belts - (Report must include: Condition of alternator belts and make/model number); and

9.1.1.2. Replace and verify proper operations of fan drive belts - (Report must include: Condition of alternator belts and make/model number).

9.1.2.Cooling System is to be inspected to include, but not be limited to:

9.1.2.1. Replace and verify proper operation of coolant – (Report must include: Brand of coolant and quantity of new coolant added);

9.1.2.2. Replace and verify proper operation of thermostats and gaskets – (Report must include: Brand of thermostat and gaskets, size of gaskets, and condition of replaced thermostats and gaskets);

and

9.1.2.3. Replace and verify proper operations of fan belts – (Report must include: Brand, size, make and model of fan belts); and

9.1.2.4. Replace and verify proper operations of hoses to include, but not limited to:

9.1.2.4.1. Upper radiator hoses;

9.1.2.4.2. Lower radiator hoses;

9.1.2.4.3. Block heater hoses; and

9.1.2.4.4. Other coolant hoses.

9.1.3.Air induction and Exhaust System is to be inspected to include, but not be limited to:

9.1.3.1. Replace and verify proper operations of air filters – report must include: type, brand, make and model of air filter.

9.1.4.Transfer Switch Maintenance is to be inspected to include, but not be limited to:

9.1.4.1. Perform visual inspection of all wiring and connections for signs of tracking, overheating, and insulation deterioration;

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9.1.4.2. Check and tighten all controls circuit wiring terminals;

9.1.4.3. Check all time delay settings and adjust to the customer’s specifications

9.1.4.4. Check condition of main and arcing contacts and auxiliary contacts;

9.1.4.5. Check all common and ground wires. Measure and record resistance to ground readings;

9.1.4.6. Check luck connections and mounting insulator bolts (de-energized switch); and

9.1.4.7. Check for proper transfer operations and sequencing of time control relays.

10. INSPECTION REPORTS:

10.1. All inspection reports must be submitted to County Designated Representative within two (2) days of completion. The attached Attachment Q – Inspection Checklist (or equal and shall be submitted to Williamson County Contract Designated Representative for approval prior to use) shall be used as the basis for both quarterly inspection and annual inspection reports.

11. NOTICE OF DEFECTS:

11.1. Contractor shall notify the County Designated Representative prompt notice of any defective work or which the Contractor has actual knowledge. Prompt notice of all defective work of which County Designated Representative has actual knowledge may be given to the Contractor. Payment may be withheld by the County Designated Representative for identified defective work until such time as the County Designated Representative has determined the defective work has been corrected.

12. APPLICABLE STANDARDS:

12.1. All work performed by Contractor shall be in accordance with the International Mechanical Code, National

Electrical Code, state and federal laws and the manufacturer’s standard recommendation manuals for service and repair.

12.2. Contractor shall be responsible for the following major elements utilizing a project deliver strategy:

12.2.1. Engineering and design of three standby generators, including sizing and specification of generators and associated components;

12.2.2. Procurement of all equipment and materials;

12.2.3. Installation of standby generators, including integration into existing site power distribution systems.

12.2.4. Pre-commissioning, commissioning, and performing testing;

12.2.5. Warranty the complete installation of parts and labor for a period of twelve (12) months following successful commissioning

13. EXISTING UTILITIES AND STRUCTURES:

13.1. Contractor shall adequately protect the work, Williamsons County’s property, adjacent property, and the public. In the event of damage to facilities as a result of Contractor’s operations, Contractor shall take immediate steps to notify Williamson County County Designated Representative and subsequently repair or restore all services to the satisfactory approval of Williamson County County Designated Representative.

Further, Contractor shall engage any additional outside services which may be necessary to facilitate repairs until services are restored. All costs involved in making repairs and restoring disrupted services shall be at the expense of Contractor, and Contractor shall be fully responsible for any and all claims resulting from the damage. Williamson’s County County Designated Representative may elect to perform such repairs and deduct the cost of such repairs, replacements, and outside services from amounts due to Contractor. Upon the approval of Williamson County County Designated Representative, Contractor shall have permission to utilize air, water, gas, steam, electricity, and similar items of expense from existing resources on Williamson County property.

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14. CHEMICALS:

14.1. Contractors and subcontractors shall provide County Designated Representative with a legible Safety Data

Sheet (SDS) on all chemicals used or brought onto Williamson County property. SDS’s shall be submitted to County Designated Representative prior to the start of work or upon request.

15. ESCORTED THE COUNTY FACILITY ACCESS:

15.1. Access to the following The County facilities after award of contract requires escort. Successful Respondent personnel may be required to provide proper identification for all service representatives at the following restricted and escorted facilities prior to or at time of service being performed under this contract. Facilities under this requirement include, but are not limited to:

15.1.1. Detention Center, Jail, Treatment and ESOC Premises:

15.1.1.1. Juvenile Justice Center

15.1.1.2. Sheriff Office and Jail

15.1.1.3. Central Texas Treatment Center

15.1.1.4. Emergency Service Operation Center

15.1.1.5. Sheriff Office Training Center

15.1.1.6. Criminal Justice Information Services (CJIS) Areas

15.2. Submitted identification, that will become a permanent part of the file records, shall include but not limited to:

15.2.1. A photocopy of valid Government Issued Identification

15.2.2. Company Identification

15.3. Upon entering and leaving any County premises, Successful Respondent’s service representative may be required to sign in and out at receptionist’s desk or with the Authorized personnel.

15.4. Successful Respondent’s service representative shall log all service work and upon completion of all the work that was performed, Successful Respondent’s service representative must certify that the work was completed by obtaining the signature of the Authorized personnel.

15.5. Successful Respondent should be aware that special rules and regulations may apply to work performed at the County escorted premises and should attempt to become familiar with all applicable procedures.

16. FINGERPRINT AND BACKGROUND CHECK:

16.1. It is the policy of the County that all Successful Respondent’s employees and subcontractors that will complete any work on-site at a The County property shall be subject to a criminal background check. Any expense associated with such criminal background check shall be borne by the Successful Respondent.

Successful Respondent’s employees and subcontractors who work on the County contracts are required to submit a criminal history background check. A criminal history background check shall be completed before any Successful Respondent’s employee or subcontractor performs services at the site. Criminal background checks must be performed by the Texas Department of Public Safety (DPS) and must be on the forms provided by the County.

16.2. Successful Respondent should conduct CJIS background checks on all the Successful Respondent’s staff and subcontractors scheduled to work on services under this contract prior to services beginning. All staff entering into all the County Buildings under the awarded contract must be fingerprinted through Fingerprint Applicant Services of Texas (FAST) Services.

16.3. If a contracted staff cleared fingerprint is currently on file from prior contracts with The County, a new print is not necessary; however, names of individuals must be submitted in order to contact Texas Department of

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Public Safety (“DPS”) to confirm an individual’s cleared fingerprint existence. In the event there is no FAST location in their area there is an Option B which allows the Successful Respondent to be printed on a “hard card” and the card is mailed to the designated recipient (additional info available on website for this option

– See Fast pass form).

16.4. The County will provide CJIS training documents to the Successful Respondent who must provide this training to their employees. The County requires the CJIS Security Awareness Certification Statement to be completed, signed and delivered to the County Designated Representative for each and all staff before beginning work under the awarded contract, as applicable.

16.5. The required employee criminal background checks, employee history, and all documentation of each individual’s right to work in the United States must be provided prior to beginning work.

16.6. The information shall be provided to the County Facilities Management County Designated Representative, as follows:

16.6.1. Attn: Division Director – Contracts

16.6.2. Address: 3101 SE Inner Loop, Georgetown, Texas 78626

16.7. In addition, the Successful Respondent should continue to submit background checks for any new employees prior to such new employee entering any The County facility. Replacement personnel should have completed background checks conducted and approved by County Designated Representative before access to the facility is authorized.

17. REPORTS AND RECORDS:

17.1. Successful Respondent shall meet with the County Designated Representative, upon arrival at each site to inspect and document the existing conditions of all generators and automatic transfer switches (ATS).

Successful Respondent shall be responsible for coordinating and contacting County Designated Representative when inspection or service needs arise.

17.2. Successful Respondent shall provide clear photographs of all equipment prior to beginning any work. These photos shall be submitted to the County Designated Representative no later than the same business day of the site visit.

17.3. Successful Respondent shall monitor, document and report to the County Designated Representative any deficiencies, abnormalities, safety concerns, or operational issues observed in any generator or ATS and take corrective actions as authorized and directed by the County Designated Representative.

17.4. Successful Respondent shall monitor operations of any generator through a monitoring program such as

Omni Metrix.

17.5. Successful Respondent shall troubleshoot and install monitoring equipment as needed.

17.6. Successful Respondent shall complete and maintain an accurate service log for each site visit, including preventive maintenance (PM), repairs, inspections, diagnostic work, and emergency services. The completed service log and all required documentation shall be submitted to the County Designated Representative within 24-48 hours of completing the work.

17.7. Each service log shall, at a minimum, indicate:

17.7.1. Date of service, time of arrival, time of departure, total labor hours expended, and a detailed description of all tasks and services performed;

17.7.2. A detailed list of all materials, parts, and consumables used, including quantities;

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17.7.3. Successful Respondents shall submit to the County Designated Representative no later than 48 hours after completion of the services, photographs and videos documenting:

17.7.3.1. Existing conditions of equipment upon arrival;

17.7.3.2. Work in progress (if applicable);

17.7.3.3. Completed work and final equipment condition.

17.7.4. Results of all inspections, tests, and measurements performed, including load test outcomes, operational checks, and any quality control verifications.

17.7.5. List of any complaints, discrepancies, needed maintenance, potential hazards, or conditions that have a direct impact on the ability of the Contractor to perform under this Scope of Work.

17.8. Any items or materials of perceived value recovered from County property during the performance of services shall be documented in the daily service log and immediately turned over to the County Designated Representative on the same day of discovery.

17.9. Successful Respondent shall make all service records, reports, logs, photographs, and related documentation available to the County Designated Representative upon request at no additional cost. All such records shall become the property of the County and shall be provided in a format acceptable to the County.

18. WARRANTY:

18.1. All material and equipment furnished under this Contract is guaranteed by Successful Respondent to be in compliance with this Contract, fit and sufficient for the purpose intended, new and free from defects.

Materials furnished under this Contract shall be the latest improved models in current production, as offered to commercial trade, and shall be of quality material. USED, SHOPWORN, DEMONSTRATOR, PROTOTYPE, RECONDITIONED, OR DISCONTINUED MODELS OR MATERIAL ARE NOT ACCEPTABLE.

18.2. The warranty period for Successful Respondent-provided materials shall be for a period of one (1) year after completion of the installation or within the manufacturer's warranty, whichever is longer. The warranty period shall commence upon date of acceptance by the County. Successful Respondent shall provide to the County Designated Representative with all manufacturers' warranty documents within five (5) business days of completion of each project.

18.3. Successful Respondent shall send warranty documents to County Designated Representative upon completion of the work. Upon receipt of notice from the County, failure of any item or signs of deterioration during the warranty period, the Successful Respondent shall, at Successful Respondent’s own expense, promptly adjust, repair, or furnish and install necessary replacement parts of similar design, workmanship and materials that shall be approved by the County Designated Representative.

18.4. Successful Respondent warrants that the materials supplied under this Contract are free of liens.

18.5. Manufacturer’s disclaimers and limitations on product warranties do not relieve the Successful Respondent of the warranty on the work that incorporates the products, nor does it relieve suppliers, manufacturers, and subcontractors required to countersign special warranties with the Successful Respondent.

18.6. Successful Respondent shall guarantee all work included in the Contract against any defects in workmanship and shall satisfactorily correct, at no cost to The County, any such defect that may become apparent within a period of one (1) year after completion of work. The warranty period shall commence upon the date of acceptance by the County.

18.7. Written warranties made to the County are in addition to implied warranties, and shall not limit the duties, obligations, rights, and remedies otherwise available under the law, nor shall warranty period be interpreted as limitations on time in which the County can enforce such other duties, obligations, rights, or remedies.

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18.8. The County reserves the right to reject warranties and to limit selections to products with warranties not in conflict with requirements of the Contract Documents.

18.9. The County reserves the right to refuse to accept work for the project where a special warranty, certification, or similar commitment is required on such work or part of the work, until evidence is presented that entities required to countersign such commitments are willing to do so.

18.10. The warranties set forth in this section shall not be affected by inspection or testing of, or payment for the materials or services by The County.

18.11. Unless otherwise modified elsewhere in these terms and conditions, the Successful Respondent warrants that, for one year after acceptance by the County of the materials or services, they shall be:

18.11.1. A quality to pass without objection in the trade under the Contract description;

18.11.2. Fit for the intended purposes for which the materials or services are used;

18.11.3. Within the variations permitted by the Contract and are of even kind, quality, and quality within each unit and among all units;

18.11.4. Adequately contained, packaged and marked as the Contract may require; and

18.11.5. Conform to the written promises or affirmations of fact made by the Contractor.

18.11.6. Fitness - Contractor warrants that any material or service supplied to The County shall fully conform to all requirements of the contract and all representations of the Contractor and shall be fit for all purposes and uses required by the Contract.

19. COUNTY DESIGNATED RESPRESENTATIVE RESPONSIBILITY:

19.1. The County shall appoint a Designated Representative for the Contract who will serve as the point of contact between the County and the Successful Respondent.

19.2. The County Facilities Management will control the management of the premises where generators and automatic transfer switches (ATS) are installed, refinished and repaired on county-owned or leased property.

19.3. Schedule reasonable arrangements to make the County facilities available to the Successful Respondent for the performance of service under this contract.

19.3.1. Arrangements include providing a county employee to escort Successful Respondent personnel performing the scheduled services to restricted or locked areas on County premises.

19.4. Respond to Successful Respondent’s request to alter service dates and time within 72 business hours from receipt of request.

19.5. Any and all questions that may arise as to the quality and acceptability of work performed, and as to the manner of performance and rate of progress of the work.

19.6. Determine the amount of work performed and materials furnished which are to be paid under this Contract.

Failure of the County Designated Representative during the progress of the Contract, to:

19.6.1.1. Discover, discuss and/or reject unacceptable work;

19.6.1.2. Discover and discuss work not in accordance with the contract;

19.6.1.3. Failure to exercise any remedies in connection therewith, shall not be deemed an acceptance thereof, nor a waiver, of the County’s right to full performance of the contract.

19.7. The County will not furnish materials, labor, equipment, or facilities unless otherwise provided in the Scope of Work.

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20. PROGRAM EVALUATION:

20.1. The County Designated Representative will continually evaluate the progress of this contract in terms of effectiveness and safety and will require such changes, as are necessary.

20.2. Successful Respondent shall take prompt action to correct all identified deficiencies.

20.3. The key qualities that the County will review will include, but are not limited to:

20.3.1. Value for the county’s investment

20.3.2. Quality of work product

20.3.3. Communication plan

20.3.4. Equipment

20.3.5. Operations

20.3.6. Reporting

20.3.7. Invoices

20.3.8. Site Visits

21. SCOPE OF WORK CHANGES:

21.1. County Designed Representative shall make changes within the scope of this contract at any point in time.

21.2. Any change must be implemented within thirty (30) business days from the date of receipt by the Successful

Respondent of the notification. Any change in pricing, rather increase or decrease, must be provided in writing to the County Designated Representative and must receive approval in writing before Successful Respondent makes pricing change(s).

21.3. County Designated Representative will attempt to provide awarded Successful Respondent with at least 30 days' notice of new address in the event of office relocation or closure of premises. The effective date of any addition or deletion will be no later than five (5) business days after receipt of Williamson’s County’s written notification of said addition or deletions.

21.4. County Designated Representative reserves the right, in its sole discretion, to add or delete services and/or locations during the period covered by any resulting contract(s).

22. SCHEDULES:

22.1. The schedules for all approved work shall be approved by the County Designated Representative. All schedules must be submitted and approved fifteen (15) days prior, if applicable, and may only be altered at the discretion of the County Designated Representative.

22.2. Generator standards and guidelines shall be used for all inspections, testing, maintenance and repairs.

Requests for maintenance and repairs shall be made based on the most current generator standards and guidelines. All maintenance services and testing shall be conducted during established business hours at or after 6 a.m., or on approved weekends or approved the County holidays.

22.3. Visual inspections, troubleshooting, maintenance repair, or installation that will not interfere with day-to-day business operations in the facilities may be conducted during normal business hours.

23. EMERGENCY SERVICES:

23.1. Successful Respondent shall respond to and arrive on-site for an emergency repair requirement sent out by the County Designated Representative, within a four (4) hour time period. Successful Respondent is expected to maintain an “on call” contact for emergency responses at all times. All repairs must be completed, and the building or facility stabilized and dried-in within the timeframe agreed upon by the County Designated

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Representative and Successful Respondent, unless the Successful Respondent has received prior written approval from the County Designated Representative for additional time. To receive a time extension, the Successful Respondent shall notify the County Designated Representative for the requested time extension.

The County Designated Representative will acknowledge all such requests and approve in writing. The County Designated Representative may request any additional information deemed necessary to decide regarding a requested time extension. Successful Respondent may start work without a purchase order number on Emergency work only.

24. SERVICE HOURS:

24.1. Services shall be made available 365 days per year, 24 hours per day. All services performed under this

Contract shall be performed between the hours of 6:00 am and 6:00 pm unless other arrangements are made in advance with the County Designated Representative. No premium charges will be paid for any off-hours work, unless otherwise approved by the County Designated Representative.

25. AFTER HOURS SERVICE:

25.1. Work performed after 6:00 pm and before 6:00 am.

26. WEEKEND AND HOLIDAY:

26.1. Work performed during Saturday, Sunday or during any The County approved holiday.

27. THE COUNTY HOLIDAYS:

27.1. Holidays observed by The County are listed at https://www.wilcotx.gov/903/County-Holidays or by obtaining a list from the County Designated Representative. The County does not specifically require the Successful Respondent to work on these holidays but does require the Successful Respondent to fulfill the requirements of the contract. If this requires the Successful Respondent to work on holidays observed by The County or the Successful Respondent, then Successful Respondent shall fulfill obligations at no additional expense to The County.

28. MAINTENANCE AND WORK AUTHORIZATION:

28.1. The County may request Successful Respondent through a service call to complete maintenance and repair services based on urgency of repairs needed. Such requests for services shall be documented through a separate document (hereinafter referred to as a “Scope of Work”). Such Scope of Work will constitute amendments to this contract and shall include a description of the scope of services, schedule and term, and compensation specifically to the Work Authorization which shall be negotiated. Any work completed by Successful Respondent without written authorization from the County Designated Representative will not be paid for by The County.

28.2. Response Time:

28.2.1. Successful Respondent shall acknowledge receipt of The County’s request for Work Order

Proposal by electronic communication (email) within twenty-four (24) hours from receipt of request.

28.2.2. Successful Respondent understands and agrees that no guaranteed minimum number of Work Authorizations or amount of work will arise from this Contract.

28.2.3. Upon receipt of a Work Authorization, Successful Respondent shall respond to the County Designated Representative within twenty-four (24) hours. Successful Respondent shall perform all work under a Work Authorization within the timeframe agreed upon. If Successful Respondent cannot perform the work within timeframe stated, Successful Respondent may be https://www.wilcotx.gov/903/County-Holidays

Page 13 of 21 26RFP43 | Attachment B-Scope of Work subject to liquidated damaged up to twenty percent (20%) of total cost of the Work Authorization.

29. CALLBACK: For the purposes of evaluating performance under this Contract, a “Callback” is defined as a failure due to the technician’s inability, negligence, or lack of knowledge to correct a problem. All Callbacks shall be responded to within thirty (30) minutes.

29.1. Successful Respondent shall perform Callback Service at no additional cost to the County, regardless of whether the work is performed during normal working hours or overtime hours. Successful Respondent shall check in and out with the County Designated Representative, and maintain a complete, orderly electronic report of all Callbacks. These “Callback Reports” shall indicate the time, date, name of personnel, problems reported, and corrective measures taken to complete or repair all problems. A consolidated Callback Report is to be furnished to The County as soon as the service is provided.

29.2. Additionally, Callback Service Ticket shall provide the information outlined in the above subsection

22.2.4 of this Scope of Work.

30. NOTICE OF DEFECTS:

30.1. Successful Respondent shall notify the County Designated Representative prompt notice of any defective work of which the Successful Respondent has actual knowledge. Prompt notice of all defective work of which County Designated Representative has actual knowledge may be given to the Successful Respondent. Payment may be withheld by the County Designated Representative for identified defective work until such time as the County Designated Representative has determined the defective work has been corrected.

31. SUBCONTRACTING:

31.1. Successful Respondent shall provide the name and describe the qualifications of each subcontractor which it intends to use and the percentage and scope of the work which will be assigned to each of them.

Subcontractors providing services under this contract shall meet the same qualifications and service requirements and provide the same quality of services required of the Successful Respondent.

31.2. Respondents who submit a proposal in response to this RFP are precluded from participation as a subcontractor with any other Proposers who submit a proposal for this RFP. However, subcontractors may be named on more than one (1) proposal. Subcontractors who are named in more than one proposal are prohibited from sharing information about one Proposer with another Proposer or utilizing such information to assist in the preparation of another proposal.

31.3. No subcontractor under this contract shall act as the primary vendor of responsibility for the services.

31.4. Successful Respondent shall be the only contact for County’s designated representative and subcontractors.

31.5. Successful Respondent shall manage all quality and performance, project management, and schedules for subcontractors.

31.6. Successful Respondent shall be held solely responsible and accountable for the completion of all work for which the Contractor has subcontracted.

31.7. County Designated Representative retains all rights to check subcontractor’s background and make determination to approve or reject the use of submitted subcontractor(s).

31.8. Any negative response may result in disqualification of the subcontractor.

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31.9. County Designated Representative retains all rights to request removal of Contractor’s subcontractor staff deemed unsatisfactory by The County.

31.10. Subcontracting shall be at the Contractor’s expense.

32. SECURITY AND IDENTIFICATION:

32.1. Successful Respondent shall abide by all procedures and rules as conveyed by the County Designated

Representative regarding security requirements of the property where work is to be performed.

32.2. Successful Respondent employees must wear either uniforms or appropriate clothing always identifying them as employees of the Successful Respondent when working at any County property. Shorts, muscle shirts, and/or sandals shall not be worn at any time while conducting work under this contract.

32.3. Successful Respondent personnel who are approved to possess Access Control Assets must have a County supplied identification badge visible when working in any County property, if applicable, and shall keep Access Control Assets secured at all times. Access Control Assets shall not be left unsecured or unattended, such as in vehicles or in unlocked desk drawers. Respondent employees shall not “loan” or transfer an Access Control Asset to another employee, non-employee, volunteer or other individual.

32.4. Successful Respondent employees, who are an Access Control Asset Holder, shall be responsible for locking and securing all doors, gates, and window while entering and exiting a County facility. All rooms are to be secured as soon as the work has been completed; no rooms are to be left unlocked or opened. Secured entries and Secured Work Area doors should never be propped open.

32.5. Successful Respondent shall not be assisted nor accompanied by any individual that is not an employee of the Successful Respondent staff, while performing duties related to the contract. This includes friends, children, and/or other relatives; previous Successful Respondent staff; or possible/future Successful Respondent staff that have not completed background check and given authorization by County Designated Representative to work on The County premises.

32.6. Employees of the Successful Respondent that violate this stipulation by allowing unauthorized persons to enter a secured entry or Secured Work Area or allowing other individuals or employees to gain access to a secured entry or Secured Work Area without using their own Access Control Asset (also known as piggybacking or tailgating) shall be deemed objectionable to the County Designated Representative and shall not be permitted to work in any The County facility.

33. ACCESS:

33.1. Successful Respondent and its employees, representatives, and subcontractor who is an Access Control

Asset Holder will comply with the County Facilities Management Physical Access Control Policy provided by the County Designated Representative throughout the duration of the contract. Any employee violating this policy shall be permanently removed immediately from The County facilities and replaced with acceptable personnel.

33.2. Access routes, entrance gates or doors, parking and storage areas, and other necessary contactor access, along with any imposed time limitations shall be designated by County Designated Representative.

Successful Respondent shall conduct operations in strict observation of the access routes and other established areas. Under no circumstances shall any of Successful Respondent's employees, vehicles, or equipment enter or move upon any area not authorized by the County’s Designated Representative for access by Successful Respondent.

33.3. Successful Respondent shall be held to have examined all properties at which the work will take place and to be familiar with the conditions under which the work will be accomplished. Successful Respondent shall inspect existing conditions prior to commencing work, including elements subject to damage or movement during the performance of services under this contract.

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34. SERVICES TO BE PERFORMED BY THE COUNTY FACILITIES:

34.1. The County shall furnish or have furnished at its expense only those items listed below:

34.1.1. Utilities required by Successful Respondent, including electricity and water.

34.1.2. Facility shutdown assistance and outage scheduling/direction.

34.1.3. When requested/required, County Designated Representative shall provide inspection, supervision, administration, or other services associated with the performance of the Successful Respondent’s work.

34.1.4. Property access and exclusive site access.

35. SAFETY:

35.1. Successful Respondent personnel shall thoroughly examine and become familiar with the areas of The

County facilities and grounds to be serviced, prior to the beginning of the scheduled service, for service to be completed in an orderly and safe manner.

35.2. Successful Respondent shall observe all safety precautions throughout the performance of this contract and shall assume full responsibility and liability for compliance with all applicable regulations pertaining to the health and safety of personnel during the execution of work and shall hold The County harmless for any action on its part or that of its employees that results in illness, injury or death.

35.3. Successful Respondent shall leave the work site clean and free of any tools and other materials related to the work.

35.4. Not perform demolition services until asbestos clearance has been communicated in writing to the Contractor by the County Designated Representative.

36. UNIFORMS AND PROTECTIVE CLOTHING:

36.1. All Successful Respondent personnel working in or around The County facilities designated under this contract shall wear distinctive uniform clothing. The Successful Respondent shall determine and provide additional personal protective equipment required for the performance of work.

36.2. Protective clothing, equipment and devices shall, as a minimum, conform to Occupational Safety and Health Administration (OSHA) standards for the products being used. Successful Respondent shall provide safety, proper equipment, and ensure that Personal Protective Equipment (PPE) is provided to all staff assigned to the project.

36.3. Successful Respondent shall provide all necessary equipment and safety gear required for generator and transfer switch service work. The Contractor must ensure that all personnel are properly trained and equipped with appropriate PPE, including protective footwear. Personnel shall wear clean, professional attire; shorts and open-toed shoes are not permitted.

36.4. Successful Respondent personnel shall always display their name and Successful Respondent identification information while performing services under this contract.

37. TRANSPORTATION:

37.1. Vehicles used by the Successful Respondent shall be identified in accordance with state and local regulations and shall be operated in a safe manner on the County facilities or grounds.

37.2. Successful Respondent vehicles must meet Texas Department of Transportation requirements.

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37.3. Successful Respondent shall provide and maintain proper vehicle insurance coverage as required by the County.

38. TRAVEL TIME:

38.1. Travel and/or milage rates are not reimbursable under this Contract.

39. FREIGHT AND SHIPPING COSTS:

39.1. Freight and shipping costs are not allowable expenses under this Contract.