13-Specifications and Requirements.pdf

SPECIFICATIONS AND REQUIREMENTS

DYNAMIC SIGNS MAINTENANCE AND REPAIRS at

FORT LAUDERDALE-HOLLYWOOD INTERNATIONAL AIRPORT

1. SCOPE OF WORK:

1.1. Contractor shall be responsible for providing maintenance and repairs to the Dynamic Signs located at the Fort Lauderdale-Hollywood International Airport (Airport). The Contractor shall furnish all necessary labor, material, equipment, transportation, and services to maintain and repair the electrical and electronic components of the Electronic Signs located throughout the Airport.

1.2. Contractor shall furnish all labor, materials, equipment (including ladders, forklifts, and lifts reaching heights under fifty (up to 50 feet), fuel, personal protective equipment, tools, supervision, transportation, identification badges, and all other incidentals as required to complete the work to the satisfaction of the Broward County Contract Administrator.

1.3. Contractor's prices listed on the Bid Table shall include, but are not limited to, all costs including travel, lodging, handling, fuel costs, etc., and shall constitute complete compensation for accomplishing assurance of complete functionality.

Prices shall be quoted as Free on Board (FOB) destination Airport.

2. DEFINITIONS:

2.1. Maintenance/Repair Log: Log is to be used to record maintenance and repairs. A maintenance and repair log shall be established and maintained daily. Log shall indicate the individual's name, signature, date, time, location of where the work was performed, amount of time spent, actions performed, and parts and equipment used.

2.2. Broward County’s Contract Administrator: the Broward County personnel overseeing the contract project(s), planning, and execution of project activities.

2.3. Preventative Master Electrician: someone who has completed the last level of the Journeyman Electrician certification process. A master electrician is someone who has either worked as a journeyman for 5–9 years or has an electrical engineering degree and has passed the master electrician test.

2.4. Journeyman: a trained, skilled, and adaptable tradesman. They have spent years under the direction of another journeyman or master electrician learning about the electrical trade.

2.5. Apprentice Electrician: a person with at least one year of experience in electrical and electronic maintenance.

2.6. Deviation: If non-conforming work is found during a repair or maintenance procedure an inspection report of the non-conforming work shall be completed.

The Contract Administrator or designee shall review and evaluate all reports of non-conforming work.

2.7. Agents: Staff from Aviation Department and the Broward Sheriff's Office (BSO) Fire Station No. 10.

3. QUALIFICATIONS:

3.1. Contractor shall provide reference(s) for a minimum of three (3) current customers of comparable scope. The contractor shall indicate they have recently supplied services continuingly over the past two (2) years.

3.2. The County reserves the right to evaluate the contractor's qualifications relating to performance records. The County shall have the ability to review the previous two

(2) years' work, records, and qualifications, inclusive of work performed within Broward County, other municipalities, and private companies where the Contractor has performed similar types of services. Such precautions are deemed to be in the public interest as much as Contractor failure or inability to furnish items/services within prescribed time frames can create emergency situations and pose an unnecessary risk to both the County as a municipal corporation and the public at large.

3.3. Contractor shall only use skilled, competent, and trained personnel having a minimum of two (2) years of experience in electrical systems similar to those listed in the specifications and requirements. Documentation shall be provided to the County upon request by the Contractor Administrator or designee within three (3) business days of a written request from the County.

4. CONTRACTOR RESPONSIBILITIES:

4.1. Contractor shall provide competent supervision at all times.

4.2 Contractor shall provide competent, trained, and licensed trade employees and subcontractors, familiar with all equipment listed in this bid. The contractor agrees to utilize only experienced personnel in the performance of work. As per section 3.3.

4.3 Contractor's employees shall be trained in accident prevention and provide barricades necessary to protect persons or property against injury or damage. The contractor shall be responsible for any such damage or injury that occurs as a result of their fault or negligence. Proof of accident prevention training shall be made available to the County within ten (10) calendar days of a written request from the County.

4.4 Contractor shall provide personnel trained and certified in operating all types of lifts, and such proof shall be provided to the Contract Administrator or designee upon request by the County.

4.5 Contractor shall assign a service representative to meet with Broward County Contract Administrator or designee on a regularly scheduled basis to discuss Electric Sign needs, service requirements, and any matter relating to their maintenance. This should be coordinated with the initial and annual survey and contract renewal periods.

4.6 No transportation, fuel cost, travel time, or lodging of any kind for any service call -emergency, or routine services will be paid. The contractor shall factor costs of transportation, fuel cost, travel, lodging, service calls, and incidentals into each unit price offered; no additional or separate charges will be accepted.

4.7 Contractor shall be responsible for all subcontractors and shall ensure they have the necessary access identification badges as required by the Airport. In the event subcontractors do not have the proper identification necessary; the prime contractor will be responsible for providing the required escort at no cost to the County.

4.8 Maintenance of Traffic (MOT): It shall be the sole responsibility of the Contractor to draft proposed Maintenance of Traffic (MOT) plan for approval by Broward County Aviation Department (BCAD). Upon approval of the Maintenance of Traffic plan.

The Contractor will install and maintain adequate traffic control devices, warning devices and barriers for the purpose of protecting the traveling public, all workers and the work area in general. Such traffic control should be maintained for repairs and maintenance, including temporary suspensions of the work. MOT shall be in accordance with the Section 102 of the FDOT Standard Specifications and the State of Florida Manual of Traffic Controls and Safe Practices for Street and Highway Construction, maintenance and utility operations. Where required by the agency having jurisdiction over the right-of-way (ROW), a MOT Plan shall be approved by that agency and a copy forwarded to the Contract Administrator prior to beginning the associated work.

5. BROWARD COUNTY’S AVIATION DEPARTMENT’S RESPONSIBILITIES:

5.1 The Aviation Department shall provide a reasonably safe and dry on-site storage area for parts.

5.2 The Aviation Department shall provide the existing location of the electric signs throughout the Airport.

5.3 The Aviation Department shall provide the technical specifications of the existing signs.

5.4 Shop Drawings will be provided upon request.

6. CONTRACT ENFORCEMENT:

6.1. Broward County’s Contract Administrator or designee may impose adjustments to maintenance and repair charges reflecting the failure to perform in accordance with this contract. Documentation of three service failure incidents of any type listed in 6.2.1 through 6.2.4 within a twelve (12) month period at any location receiving service under this contract (“Triggering Event”), shall result in the Contractor being placed on written notice that each subsequent occurrence shall result in an adjustment. The three service failures required for the Triggering Event may be of different types and at different locations. Contractor acknowledges and agrees that the adjustments provided in this section are proportionate to an amount that might reasonably be expected to flow from a failure to perform in accordance with the contract and are not a penalty.

6.2. Adjustment shall be based on the following schedule (per occurrence after Triggering

Event: credit based on the amount of the invoice under which the failure arises):

6.2.1. Late response to emergency callbacks: 10% credit to County per occurrence.

6.2.2. No response to emergency callbacks: 20% credit to County per occurrence.

6.2.3. Non-performance: 10% credit to County per occurrence.

6.2.4. Shutdown due to lack of parts exceeding 4 weeks: Credit of 100% of daily charge per each day for the total amount of days the unit/equipment is down. Daily charges shall be the prorated amount of the maintenance and repair hourly charges.

Rate Formula: Daily Rate = Annual Line-Item divided by 365

7. SAFETY:

7.1. All safety tests must be witnessed by a designated Broward County employee.

Contractor shall be responsible for coordinating the test with Broward County Contract Administrator or designee.

7.2. All safety equipment, harness vest, safety yellow vest, hard hat, boots, out-of-order sign, orange cones, caution yellow tapes, and lanyards shall be the responsibility of the Contractor to acquire during work at no cost to the County.

8. REPAIRS:

8.1 Repairs will be completed per OEM requirements.

8.2 Contractor shall maintain a clean and safe working environment at all times during repairs.

8.3 All repairs shall be coordinated with the Contract Administrator or designee prior to commencing work.

8.4 All onsite storage shall be coordinated with the Broward County Contract Administrator or designee and is the sole responsibility of the contractor.

8.5 Contractor shall be responsible for setting up lane closures during repairs as required.

8.6 Contractor shall adhere to all safety regulations during repairs.

8.7 Contractor shall be responsible for safely disposing of all debris and unusable materials off site at its own expense in accordance with all environmental regulations.

8.8 Contractor shall be responsible for providing employees with all the proper miscellaneous tools and equipment to perform the necessary repairs.

9. PARTS:

9.1. The Contractor shall be responsible for all repairs, and performance of all equipment, parts, and services specified in this contract. The Contractor is in no way relieved of the responsibility for the performance of all equipment, parts, and repairs, furnished, or assuring the timely delivery of materials, and parts, even if it is not of their manufacturer.

9.2. The Contractor shall be responsible for notifying the Broward County Contract Administrator of any warranties or guarantees available, and the terms contained therein including coverage of replacement components.

9.3. During the term of this contract, the Contractor shall maintain a supply of frequently used replacement parts to meet the specific requirements of the electronic signs.

Replacement parts stored in any machine room or dedicated area provided by the Airport it will remain the County's property.

9.4. Replacement parts should be those manufactured by the sign OEM. If OEM parts are not available, parts equal in quality manufactured by a reputable, acceptable manufacturer may be substituted as approved by the Broward County Contract Administrator or designee.

9.5. Contractor shall be responsible for providing suitable alternative fabricated parts as means of replacement to obsolete parts. However, in no way does this relieve the contractor from ensuring parts are safe for use, durable, and delivered on time for project completion.

10. PERMITS:

10.1. Contractor shall be responsible for obtaining and paying for any permits/inspection fees required for repairs. Contractor will invoice the County for reimbursement.

Permits/fees shall be on an allowance basis. Contractor shall comply with all laws, ordinances, regulations, and building code requirements applicable to the work contemplated herein. Damages, penalties, and or fines imposed on the County or the Contractor for failure to obtain required licenses, permits or fines shall be the responsibility of the Contractor at no expense to the County.

10.2. The Contractor on this contract must be familiar with all applicable Federal, State, County, City, and Local Laws, Regulations or Codes, and be governed accordingly as they will apply to this project and the actions or operations of those engaged in the work or concerning materials used. Contractor shall be responsible to ask for and receive any required.

11. WORK HOURS:

11.1. Normal working hours shall be Monday- Friday, 8:00 AM to 5:00 PM, Work may continue past a normal eight (8) hour shift, if needed.

11.2. Overtime hours shall be Monday – Friday, Saturday, Sunday, and all approved County holidays - 5:01 PM to 7:59 AM. Overtime hours must be approved by the Broward County Contract Administrator or designee prior to work being performed.

11.3. Contractor shall coordinate any major shutdowns for repairs with the Broward County Contract Administrator or designee at each location. In the event the Broward County Contract Administrator requests preventive maintenance or major repairs to be performed after normal working hours, the contractor will be compensated based on other than normal working hours hourly rate.

12. CALL OUTS RESPONSE:

12.1 Contractor shall be responsible for emergencies and must respond by phone within thirty (30) minutes of receiving a call from the Contract Administrator or designee and be on-site within two (2) hours, fully equipped to address the situation.

13. TIME OF PERFORMANCE:

13.1. Each contractor employee, working on site, shall personally sign in daily at the time of arrival, before starting maintenance work on the signs.

13.2. Contractor shall coordinate any major shutdowns, and the work shall be completed within thirty (30) calendar days from the project initiation date specified in the Purchase Order (PO) and/or Notice to Proceed. All work hours must be pre-arranged with Broward County Contract Administrator or designee.

13.3. Time Delays: Any claim for a change in the Contract Time shall be made by written notice by Contractor to the Broward County Contract Administrator within five (5) calendar days of the commencement of the event giving rise to the claim and stating the general nature and cause of the claim. All claims for changes in the Contract Time shall be determined by Broward County Contract Administrator. It is expressly and specifically agreed that any and all claims for changes to the Contract Time shall be waived if not submitted in strict accordance with the requirements stated above.

14. QUOTATION FOR REPAIRS/UPGRADES:

14.1. The Contractor agrees to provide the County a written estimate within three (3) days when requested. The estimate shall be based on labor hourly rates, parts, and materials for a specific repair job. Estimated time of completion shall be included on the estimate.

14.2. Lump sum estimates will not be accepted.

14.3. If requested, the contractor shall include with the written estimate the cost of new equipment versus the repair of the existing unit. Quotation shall remain firm for thirty (30) days. All estimate preparation shall be provided at no cost to the County.

14.4. The County reserves the right to competitively bid all work not specifically identified or authorized in these specifications.

15. PAYMENT:

15.1. Contractor shall submit monthly invoices for maintenance with the appropriate purchase order number and work location by the tenth (10th) calendar day of each month. The invoices shall be submitted to the County using the agency that requested the service through a purchase order. The invoices shall reflect the standard service specified in the contract and provided to the County in the prior month.

15.2. The Contractor shall provide all required parts and materials to maintain equipment listed in the bid sheets. For items not included in Preventive Maintenance, the Contractor shall charge the County the same invoice prices charged by their suppliers. A copy of the Contractor invoice(s) from their supplier for such parts and materials shall be submitted with the Contractor invoice for payment.

15.3. In cases where the Contractor manufactures their own parts, the Contractor shall charge the County a price no higher than the cost of similar material available in the market. The County reserves the right to request verification.

15.4. All invoices must have the County purchase order number; for any labor and parts, the invoice shall indicate the specific unit, location, and date on which the work was done. Copies of invoices shall be provided to the Broward County’s Contract Administrator or designee for payment.

15.5. All hourly rates shall be pro-rated into ¼ hours. Only time on the job site shall be invoiced. The County will not pay for travel time, transportation, and fuel costs.

15.6. Failure to comply with the above requirements will result in the return of invoices and delay of payment. The County may deduct 10% of the total invoice to recover administrative costs for the additional burden of processing an incorrect invoice.

15.7. All invoices shall be paid within thirty (30) days of the Broward County’s Contract

Administrator acceptance of work performed.

16. WARRANTY:

16.1. All materials, labor, and workmanship for replacement parts and supplies shall be fully warranted and guaranteed for a minimum of one (1) year from the date of project completion and acceptance.

16.2. Contractor shall expressly warrant that all replacement and fabricated parts are new and free from defects, warranted for merchantability and meet or exceed the performance specifications of the original equipment.

17. WORKMANSHIP:

17.1. Where not more specifically described in any of the various sections of these specifications, workmanship shall conform to all of the methods and operations of best standards and accepted practices of the trades involved, and shall include all items of fabrications, construction, installation regularly furnished or required form completion of the services. All work shall be executed by personnel skilled in their respective lines of work.

18. LED MATRIX DISPLAY FACE CLEANING :

18.1. The contractor shall be responsible for display face cleaning, paint/rust removal, metal dust removal and cleaning cured gel from SMT LEDS as shown as in Exhibit A as per manufacturer’s recommendations.

18.1.1 Power Off Completely

Always disconnect the display from power before cleaning.

18.1.2 Use a Soft, Dry Microfiber Cloth First

Gently wipe the surface to remove dust without scratching the LEDs or the diffuser lens.

18.1.3 If Needed, Use Lightly Damped Cloth

If dry wiping isn’t enough: Slightly moisten a microfiber cloth with distilled water or a 50/50 distilled water + isopropyl alcohol mixture (≤70%). Wipe gently. Avoid pressing hard—LED lenses can be delicate.

18.1.4 Never Spray Liquid Directly

Spray onto the cloth, not the display. Liquids can seep into the matrix, damaging electronics.

18.1.5. Avoid Harsh Chemicals

Do not use: Window cleaners, Acetone, Strong alcohols (above 70%), Abrasive cleaners These can cloud the lenses or damage coatings.

18.1.6 Allow to Fully Dry Before Powering On

Moisture trapped between LEDs can cause shorts.

18.1.7 For Large Outdoor LED Panels

Use compressed air or a soft brush for dust. For commercial signage, follow the manufacturer’s service manual, as some outdoor panels have waterproof coatings.

19. PREVENTATIVE MAINTANENCE:

19.1. The Contractor shall perform Preventative Maintenance (PM) services on all

Dynamic Signs and associated electrical and electronic components located throughout Fort Lauderdale-Hollywood International Airport. Preventative Maintenance is defined as the scheduled, proactive inspection, testing, cleaning, adjustment, and minor servicing of equipment to ensure continued reliability, full functionality, and reduction of unscheduled outages. PM services shall follow OEM-recommended procedures unless otherwise directed by the Broward County Contract Administrator or designee.

19.2. Tasks shall include, but are not limited to:

• Visual inspection of sign structures, housings, fasteners, and mounting hardware.

• Inspection of internal and external electrical connections for signs of overheating, corrosion, or wear.

• Functional testing of LED matrix displays, controllers, power supplies, sensors, and communication modules.

• Cleaning of display faces and removal of dust, rust, residue, or contaminants in accordance with manufacturer requirements.

• Adjustment of components as required to maintain proper functionality, clarity, brightness, and alignment.

• Verification and updating of firmware/software where applicable.

• Confirming operation of ventilation or cooling elements.

• Identifying early signs of component degradation and recommending replacement before failure.

• Ensuring all safety features are functional and compliant with applicable codes.

19.3. The Contractor shall maintain a daily Preventative Maintenance and Repair Log as defined in the Specifications, detailing:

• Technician name, signature, and credentials

• Date and time of service

• Exact location of equipment serviced

• Tasks performed and amount of time spent

• Observed deficiencies or potential failures

• Parts or materials used or recommended for future replacement

19.4. If deficiencies are discovered during Preventative Maintenance:

• The Contractor shall notify the Contract Administrator or designee within one (1) business day.

• Non-conforming work or conditions shall be documented in an inspection report consistent with the Deviation procedures outlined in the Specifications.

• Contractor shall not proceed with corrective actions requiring shutdowns, parts replacement, or deviations from OEM procedures without prior approval.

19.5. The Contractor shall provide all necessary tools, lifts, PPE, testing equipment, and commonly used replacement parts required to complete Preventative Maintenance. Maintaining an adequate inventory of frequently used components is mandatory to prevent shutdowns due to parts unavailability.

19.6. Preventative Maintenance is intended to reduce service outages, extend equipment life, and maintain compliance with all operational and safety standards.

The Contractor’s failure to perform PM in accordance with these requirements may result in contract adjustments as detailed in the Contract Enforcement section.