Page 1 of 17 26RFP10 | Attachment B-Scope of Work

1. INTRODUCTION:

1.1. Williamson County, Texas, herein “the County”, is requesting responses to this RFP for the provision of flooring installation, refinishing and repair services for all types of flooring, wall base, transitions, threshold, epoxy, and component surfaces, on an as-needed basis. The types of flooring the Contractor may expect to repair shall include, but not limited to the following: carpet, ceramic tile, hardwood, linoleum, marble, poured seamless, raised systems, rubber, stone, terrazzo, granite, limestone and vinyl composition tile (VCT), luxury vinyl tile (LVT), and other types, for premises managed by the County’s Facilities Management Department.

1.2. The scope of service of this Solicitation will vary from project to project. Services may also include cleaning, sealing, leveling, demolition, moisture testing, remediation, and removal of existing surface. Upon identification of a need for services, the County will request a proposal based on the fee schedule, Attachment F – 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. Successful Respondent shall provide and be responsible for all labor, materials, equipment, transportation, and insurance required to perform flooring installation and repair services for each specified project within the County facilities.

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 for the performance 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 – 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.

Scope of Work

Page 2 of 17 26RFP10 | Attachment B-Scope of Work

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.

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. ESCORTED THE COUNTY FACILITY ACCESS:

5.1. 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:

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

5.1.1.1. Juvenile Justice Center

5.1.1.2. Sheriff Office and Jail

5.1.1.3. Central Texas Treatment Center

5.1.1.4. Emergency Service Operation Center

5.1.1.5. Sheriff Office Training Center

5.1.1.6. Criminal Justice Information Services (CJIS) Areas

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

5.2.1. A photocopy of valid Government Issued Identification

5.2.2. Company Identification

5.3. 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.

5.4. 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.

5.5. 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.

Page 3 of 17 26RFP10 | Attachment B-Scope of Work

6. FINGERPRINT AND BACKGROUND CHECK:

6.1. 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.

6.2. 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.

6.3. 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 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).

6.4. 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.

6.5. 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.

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

6.6.1. Attn: Division Director – Contracts

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

6.7. 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.

7. REPORTS AND RECORDS:

7.1. Successful Respondent shall meet with the County Designated Representative, to inspect and report current conditions of each flooring serviced at the County location. Successful Respondent shall be responsible for contacting County Designated Representative, when the need arises.

7.2. Successful Respondent shall monitor and report to the County Designated Representative any issues or abnormalities in the defined devices serviced and take corrective measures as directed by the County Designated Representative.

7.3. Successful Respondent shall complete and maintain accurate daily log of work performed for the County.

Page 4 of 17 26RFP10 | Attachment B-Scope of Work

7.4. The daily log records shall, at a minimum, indicate:

7.4.1. Dates, times, labor hours expended, and type of service performed;

7.4.2. Detail of material(s) used;

7.4.3. Square footage demoed, installed, or repaired;

7.4.4. Quality control inspections and areas inspected;

7.4.5. 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 contract.

7.5. Any recovered articles of perceived value from County property should be included in the daily log, and given to the County Designated Representative.

7.6. Successful Respondent shall make all records available to the County Designated Representative upon request at no additional cost. All such records shall become the property of the County.

8. WARRANTY:

8.1. 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.

8.2. 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.

8.3. 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.

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

8.5. 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.

8.6. 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.

8.7. 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.

8.8. 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.

Page 5 of 17 26RFP10 | Attachment B-Scope of Work

8.9. 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.

8.10. 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.

8.11. 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:

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

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

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

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

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

8.11.6. 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.

9. COUNTY DESIGNATED RESPRESENTATIVE RESPONSIBILITY:

9.1. 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.

9.2. The County Facilities Management will control the management of the premises where flooring is installed, refinished and repaired on county-owned or leased property.

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

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

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

9.5. 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.

9.6. 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:

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

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

9.6.1.3. 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.

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

10. FLOORING SERVICES:

10.1. Successful Respondent shall ensure that all materials used in subsurface preparation and repair shall be recommended by the manufacturer and shall be chemically and physically compatible with the system being installed.

Page 6 of 17 26RFP10 | Attachment B-Scope of Work

10.2. Successful Respondent must meet Safety Data Sheet (SDS) guidelines on adhesive limits and be able to install with both adhesive and tact tiles.

10.3. Successful Respondent must ensure the subsurface is clean and free from moisture, grease, wax, paint, or other foreign substances.

10.4. The Contractor shall follow the manufacturer recommends installation preparation standards, if different then outlined in this scope.

10.5. Contact the County Designated Representative to arrange time to unroll or condition the materials if required per flooring type. For example, carpet materials should be unrolled 24 hours, and carpet tiles should be conditioned 48 hours prior to the scheduled installation to allow the carpet tiles to be conditioned between 60°F and 80°F.

10.6. Successful Respondent performs the installations in accordance with each flooring type standard and guidelines. Perform installations in accordance with the Resilient Floor Covering Institute standards and guidelines. For carpet installation, follow Carpet and Rug Institute (CRI) standards and guidelines. Where manufacturer installation instructions or specifications exceed CRI standards and guidelines, the manufacturer’s instructions shall be followed.

10.7. Install flooring in a manner that will allow for immediate occupancy and require no airing-out, curing, or off-gassing. Use glues or adhesives that emit low to no Volatile Organic Compounds (VOC), have little to no odor.

10.8. Install carpet from the same dye lot. The Contractor shall provide a delivery ticket to the County Designated Representative that verifies manufacturer dye lots upon request.

10.9. Install carpets so no wrinkles, buckles, or zippering appears and no seam failure.

10.10. The County reserves the right to request usable scraps and excess flooring material to be left for County use, at no additional cost. The County reserves the right to request attic stock.

10.11. Include application of sealant and/or wax for flooring installation as directed by the County.

10.12. Prepare the concrete, strip wood, plywood, old wood, and/or terrazzo/ceramic subsurface in accordance with the manufacturer’s instructions.

10.13. Provide all maintenance manuals for all installations.

10.14. Remove existing surface coverings, glues, adhesives, and any other materials to bring the subfloor surface to as close to a “like new” condition as fiscally possible.

10.15. Use best sustainable practices to remove glue and adhesive with the least amount of chemicals, VOC’s, and business interruption. Including ventilation when necessary.

10.16. Coordinate with County Designated Representative for moving furniture and electronics as required.

10.17. Determine the structural integrity of the subsurface following removal of the surface coverings, including but not limited to unevenness, slope, soft spots, cracking, and moisture damage. Conduct moisture testing before installing flooring to prevent damage and ensure longevity of material. Coordinate with the County Designated Representative with all findings to include recommendations prior to installation.

Page 7 of 17 26RFP10 | Attachment B-Scope of Work

11. PROGRAM EVALUATION:

11.1. 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.

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

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

11.3.1. Value for the county’s investment

11.3.2. Quality of work product

11.3.3. Communication plan

11.3.4. Equipment

11.3.5. Operations

11.3.6. Reporting

11.3.7. Invoices

11.3.8. Site Visits

12. SCOPE OF WORK CHANGES:

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

12.2. 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).

12.3. 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.

12.4. 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).

13. SCHEDULES:

13.1. 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.

13.2. Flooring 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 flooring standards and guidelines. All maintenance services and testing shall be conducted during established business hours at or after 6 a.m., on weekends, or on approved weekends or approved the County holidays.

13.3. 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.

14. EMERGENCY SERVICES:

14.1. 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

Page 8 of 17 26RFP10 | Attachment B-Scope of Work 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

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.

15. SERVICE HOURS:

15.1. 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.

16. AFTER HOURS SERVICE:

16.1. Shall be work performed after 6:00 pm and before 6:00 am.

17. WEEKEND AND HOLIDAY:

17.1. Shall be work performed during Saturday, Sunday or during any the County approved holiday.

18. THE COUNTY HOLIDAYS:

18.1. 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.

19. MAINTENANCE AND WORK AUTHORIZATION:

19.1. 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 specific 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.

19.2. Response Time:

19.2.1. 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.

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

https://www.wilcotx.gov/903/County-Holidays

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19.2.3. 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 subject to liquidated damaged up to twenty percent (20%) of total cost of the Work Authorization.

20. 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.

20.1. 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.

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

22.2.4 of this Scope of Work.

21. NOTICE OF DEFECTS:

21.1. 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.

22. SUBCONTRACTING:

22.1. 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.

22.2. 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.

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

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

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

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

Page 10 of 17 26RFP10 | Attachment B-Scope of Work

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

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

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

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

23. SECURITY AND IDENTIFICATION:

23.1. 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.

23.2. 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.

23.3. 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.

23.4. 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.

23.5. 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.

23.6. 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.

24. ACCESS:

24.1. 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.

24.2. 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 areas established. Under no circumstances shall any of Successful Respondent's employee, vehicles, or

Page 11 of 17 26RFP10 | Attachment B-Scope of Work equipment enter or move upon any area not authorized by the County’s Designated Representative for access by Successful Respondent.

24.3. 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.

25. SERVICES TO BE PERFORMED BY THE COUNTY FACILITIES:

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

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

25.1.2. Facility shutdown assistance and outage scheduling/direction.

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

25.1.4. Property access and exclusive site access.

26. SAFETY:

26.1. 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.

26.2. 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.

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

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

27. UNIFORMS AND PROTECTIVE CLOTHING:

27.1. 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.

27.8 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.

27.2. Successful Respondent shall provide the appropriate equipment for the job, including the right kinds of equipment, and safety gear. The Successful Respondent must ensure that appropriate footwear is worn and that all carpenters have proper training. Successful Respondent personnel shall wear clean and presentable clothing; no shorts or open-toed shoes are acceptable.

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

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28. TRANSPORTATION:

28.1. 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.

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

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

29. TRAVEL TIME:

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

30. FREIGHT AND SHIPPING COSTS:

30.1. Freight and shipping costs are not allowable expenses under this Contract. Expedited shipping charges, with prior approval from the County Designated Representative, may be allowed.

31. PROPERTY DAMAGE:

31.1. Successful Respondent shall adequately protect the work, the County property, adjacent property, and the public.

31.2. Successful Respondent shall be responsible for restoring any County facility or grounds because of Successful Respondent operations.

31.3. Successful Respondent shall be responsible for damage to private property and injury to any person because of Successful Respondent operations. Damage by the Successful Respondent or any persons or property, public or private, shall be repaired and compensated by the Successful Respondent, at no cost to the County.

31.4. Successful Respondent shall notify the County Designated Representative immediately of damage to any County facilities or grounds or private property, and/or injury to any person because of Successful Respondent operations. Any damage or injuries shall be reported to the County Designated Representative, in writing, within 24 hours of occurrence.

31.5. Successful Respondent shall take immediate steps to notify County Designated Representative and subsequently repair or restore all services to the satisfactory approval of County Designated Representative. Further, Successful Respondent shall engage any additional outside services which may be necessary to facilitate repairs until repairs are complete.

31.6. All costs involved in making repairs and restoring disrupted services shall be at the expense of Successful

Respondent, and Successful Respondent shall be fully responsible for all claims resulting from the damage.

County Designated Representative may elect to perform such repairs and deduct the cost of such repairs, replacements, and outside services from amounts due to Successful Respondent. Upon the approval of County Designated Representative, Successful Respondent shall have the right to utilize electricity and similar items of expense from existing outlets on the County property. It is the intent of this Contract that any item affected by the work be restored to a state equal to or better than its original condition.

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31.7. The County should not be responsible for any acts of third parties or any acts of God in relation to the repaired flooring located on County’s premises. This shall include, but not be limited to theft, vandalism, or total loss due to fire.

32. PRICE STABILIZATION AND INCREASE:

32.1. Price offered shall remain firm for the period of the contract. The prices offered shall also remain firm for the option years should the County choose to exercise the option to renew, except for changes that are industry-wide and beyond the control of the Successful Respondent. If such changes do occur, it will be the responsibility of the Successful Respondent to provide documentation to the County substantiating the changes to the bid price. Any price changes shall be approved by the County.

32.2. Successful Respondent may propose an annual percentage increase thereafter to take effect October 1st of each subsequent year.

32.3. Increase may not exceed five (5) percent over a single fiscal year.

33. INVOICING:

33.1. Invoices must adequately describe the goods or services provided to County and include all required backup (i.e., reimbursable expenses, timesheets, receipts detailing expenses incurred etc.) that is in a form acceptable to the County Auditor. Invoices that do not adequately describe the goods or services provided to County or contain backup that is not satisfactory to the County Auditor will be returned to vendor for revisions and the provision above relating to invoice errors resolved in favor of County shall control as to the required actions of vendor and when such invoice must be paid by County.

33.2. Successful Respondent shall submit monthly itemized invoices, including all required reports and supporting documents detailed in this contract, to the County Designated Representative for service rendered.

33.3. Invoices shall contain the following information prior to the County Designated Representative submitting for payment processing:

33.3.1. Name and address of Successful Respondent;

33.3.2. Successful Respondent’s Texas Identification Number;

33.3.3. Successful Respondent’s invoice remittance address;

33.3.4. Invoice number and The County issued Purchase Order (PO) number;

33.3.5. Itemized and detailed description of services provided; and

33.3.6. Total price for each product and/or service provided.

33.4. Successful Respondent agrees to conduct all its services under this Contract by and though appropriate communications with County Designated Representative. Successful Respondent understands and agrees that services performed, or materials provided without the prior written direction of County Designated Representative is work outside the scope of this Contract and shall be performed exclusively at Successful Respondent’s risk and own expense.

33.5. Multiple Departments with the County are financially responsible for processing payment. Successful Respondent will be notified upon commencement of contract which departments are responsible for select locations and shall be provided with a contact name and contact information for billing identification.

33.6. Billing disputes that cannot be resolved between the department and the Successful Respondent shall be directed to the County Designated Representative.

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33.7. The County fiscal year is October 1st – September 30th. Invoices for services rendered must be paid in the appropriate fiscal year.

34. OTHER REQUIREMENTS:

34.1. Tobacco Free - Successful Respondent personnel and subcontractors are prohibited from using tobacco products including electronic nicotine delivery systems “ENDS” while on the County premises performing services under this contract.

34.2. Intoxication and Drug Free - Successful Respondent personnel and subcontractors are prohibited from the use of or possession of any kind of illegal drugs or performing any services under this contract while intoxicated.

34.3. Successful Respondent personnel or subcontractors found intoxicated, using or in possession of any kind of illegal drug while on the County premises or performing services under this contract may result in contract termination.

34.4. Training of the County Personnel - Successful Respondent shall provide training to County designated personnel for materials and chemicals used to ensure understanding of the application process and importance of the treatment requirements.

34.5. Successful Respondent shall have available a customer service program that provides assistance with service, billing or routine questions. The customer service program shall provide a contact number and email address during normal business hours (7 a.m. – 5 p.m.). Successful Respondent will return phone calls and/or emails made/sent by County’s designated representative within twenty-four (24) hours.

34.6. Respondent agrees to maintain an office within two (2) hours of the County throughout the duration of this contract. If Successful Respondent does not office within the two (2) hours driving timeframe of the County, one must be set up within ninety (90) days of Contract award, at no cost to the County.

35. OPERATIONS AND MAINTENANCE MANUALS:

35.1. Successful Respondent shall provide Operations and Maintenance Manuals for all equipment and parts installed as part of the work under this contract, upon request by the County Designated Representative. Successful Respondent shall compile all specified instructions, maintenance manuals and operations date.

35.2. All supplies, materials, and chemicals shall be new or unused, except if otherwise agreed upon by

County Designated Representative of specific materials that may be reused.

35.3. Successful Respondent shall perform the work in a way to minimize disruption to the normal operations of building tenants. Upon completion of work, the Successful Respondent is responsible for cleaning and removing from the County premises all debris, materials, and equipment associated with the work performed.

36. MATERIALS:

36.1. Use parts and materials that are factory new, free of defects in materials and workmanship, compatible with existing materials of the building involved, and comply with all applicable laws, ordinances, rules, regulations, codes as approved by the County Designated Representative.

36.2. Deliver materials to the worksite in sufficient quantity to allow for continuity of work. Materials shall be new, unopened, and well-marked packaging showing product and manufacturer’s name. Damaged or

Page 15 of 17 26RFP10 | Attachment B-Scope of Work unlabeled materials will not be accepted. Product shall not be diluted or reduced. It is desirable that products be shipped to the jobsite in a recyclable or reusable container.

36.3. Be responsible for all materials delivered and the work performed until the County’s acceptance of the work.

36.4. Comply with manufacturers’ recommendations as to environmental conditions under which material installations may be made.

36.5. Use carpeting materials that meet or exceed the following requirements:

36.5.1. Only use carpeting materials that contain a high percentage of Post-Consumer Waste (PCW) or recycled content is prohibited. Padding or backing should be made of 100% renewable or 100% post-consumer recycled material. Use of carpet, glue, adhesives, or backings that contain high levels of PVC chemicals or other VOCs is prohibited.

36.5.2. Use CRI approved products within their Green Label Plus program for carpet and adhesives.

The County prefers the use of carpet tiles that do not require adhesives. If adhesives are used, they must emit low to no VOCs and be low odor.

36.5.3. The nylon fibers in the carpet provided shall be treated with fluorochemical treatments that are applied during the final manufacturing process.

36.5.4. The Contractor shall provide independent documentation for any treatment offered within two (2) business days of request by the County Designated Representative, or at a time mutually agreed to between the Contractor and County Designated Representative.

36.5.5. The carpet provided shall meet the flammability.

37. PROPOSAL PRICING FOR SPECIFIC WORK:

37.1. Proposals for specific job locations shall contain the following:

37.1.1. Project work location, building name and physical address

37.1.2. Detailed scope of work

37.1.3. Square footage per bid unit

37.1.4. Itemized pricing per the bid unit

37.1.5. Delivery time of product(s)

37.1.6. Number of days for substantial completion of project

37.1.7. Warranty statement

37.1.8. Applicable bonds (payment/performance) listed as a separate line item, if applicable, in accordance with Government Code Sec. 2253.021 the County has the right to audit vendor documents to ensure compliance with the contract.

37.2. Within five (5) days of project proposal award, the Successful Respondent will provide to the County the following:

37.2.1. The Successful Respondent’s names and titles of personnel assigned to the project.

37.2.2. The project breakdown showing subprojects, activities, and tasks.

37.2.3. The time-phased plan for completing the project.

38. CHANGE ORDER PROPOSAL REQUESTS:

38.1. Owner-Initiated Proposal Requests: Proposed changes in the work that will require adjustments to the

Contract Sum or Contract Time will be issued by County’s designated representative with a detailed description of the proposed change and supplemental or revised scope and specifications, if necessary.

Unless otherwise indicated in the proposal request, within five (5) business days of receipt of the proposal request, Contractor shall submit for review to the County’s designated representative an estimate of cost necessary to execute the proposed change.

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38.1.1. Include a list of quantities of products to be purchased and unit costs, along with the total amount of purchases to be made. Where requested, furnish survey data to substantiate quantities.

38.1.2. Indicate delivery charges, equipment rental, and amounts of trade discounts.

38.1.3. Include a statement indicating the effect the proposed change in the Work will have on the

Contract Time.

38.2. Successful Respondent-Initiated Change Order Proposals:

38.2.1. When latent or other unforeseen conditions require modifications to the Contract, the

Contractor may propose changes by submitting a change order proposal to the County’s designated representative.

38.2.2. Include a statement outlining the reasons for the change and the effect of the change on the

Work. Provide a complete description of the proposed change.