Appendix_F_-_Special_Provisions_-_On-Call_Painting_Services_-_260908.pdf

ITB 27-005, Appendix F – On-Call Painting Services

APPENDIX F – ON-CALL PAINTING SERVICES

SPECIAL PROVISIONS (d 09/08/2026)

1.0 GENERAL

PROJECT DESCRIPTION

The primary purpose of the project is for the Contractor(s) to provide on-call painting services on an “as needed task order basis”. Task orders shall not exceed $100,000.00.

QUANTITY/VALUE NOT GUARANTEED

The quantities of work described in these solicitation documents are the County’s best estimates and are to be utilized for purposes of evaluation only. No quantities are guaranteed and are not to be interpreted as such. Inasmuch as any work under this Contract will be done “as required”, there is no guarantee that work will be on a continual basis.

COUNTY APPROVAL TO PERFORM SERVICES

Services may begin once the Contractor has received a written Notice to Proceed and Purchase Order from the County.

RESPONSIBILTY AND SAFETY

The Contractor shall assume full responsibility for any work and all damages and/or injury to persons, property, or equipment that result from any work performed by their employees or authorized subcontractors. The Contractor must comply with all local and State and Federal laws, rules, and regulations.

COUNTY REPRESENTATIVE AND BUSINESS HOURS

The primary and secondary County contacts will be provided to the awarded Contractor. Normal business hours for these services are Monday through Friday from 7:00am – 5:00pm, excluding holidays. All coordination of services will be done in advance coordinated between the County Representative and the Contractor.

REGULATION COMPLIANCE AND RESPONSIBILTY

• The Contractor must fully comply with all applicable industry standards and Federal, State, and Local rules and regulations. The Contractor shall assume full responsibility and liability for the compliance with all applicable laws, regulations, standards, licensing requirements and patented systems pertaining to all work practices. The Contractor shall assume full responsibility and liability for the protection of workers, visitors to the work site and persons occupying areas adjacent to the work site.

• The Contractor shall have available, copies of all applicable codes, regulations, standards, documents and this specification. Where conflicts among the requirements of the codes, regulations, standards, documents and this specification exist, the most stringent requirement shall be utilized by the Contractor.

OPEN MARKET PROCUREMENT

Charles County Government reserves the right to obtain service from Contractors or suppliers other than the Contractor if the estimated cost of the service or parts, materials, and equipment appears unreasonable or on any emergency basis. Using other Contractors shall not void the conditions of this Contract, nor shall it hold the Contractor liable for any additional costs assumed by Charles County Government by procuring on the open market except for liquidated damages for emergency response as per the Contractor.

QUALITY OF WORK

Work performed must be of an acceptable industry standard level in terms of cost, time and workmanship. Failure to service and repair the equipment properly, as determined by County representative, may be considered grounds for terminating the contract.

INVOICES

Invoices shall be submitted from the Contractor to Charles County Government (CCG), Chief of Buildings and Trades for approval within thirty (30) days from date services were completed. All labor rates shall be paid in one half (1/2) hour increments. Invoices shall be detailed including the following: PO number, ITB name, ITB number, dates work was performed, location of work, itemized hourly rate pricing per the Contract, and materials, etc. Also, include the project start date and end date. Invoices not containing the required information may not be processed. Payment shall be made only for satisfactorily completed and accepted work.

Invoices shall include:

• Task Order number.

• Description of work performed.

• Labor hours.

• Material costs, if applicable.

• Dates of service.

BASIC FOR SERVICES

The County may enter into multiple agreement(s) to provide the full range of services requested herein on a task-by-task basis. No monetary award will be made a part of these contracts and Contractors are not guaranteed any portion of work.

Awarded contractors will be issued task order requests for quotes by County representatives and purchase orders will be issued at the task order level under the same terms of the original contract and any additional or special terms and conditions as specified in the request for quotes.

The County may issue requests for quotes to one or multiple contractor(s) at its discretion. The Contractor(s) will be provided with a scope of the project and will be asked to include all materials and labor required to properly complete the project by a specified date. Contractors remain responsible for submitting responses to County requests prior to any deadlines specified by the requesting County representative. Questions shall be submitted in writing to the County representative requesting quotes. Quotes shall be submitted to the County in accordance with the pricing approved in the Contract. The County reserves the right to request Best and Final Offers and/or negotiate pricing with Contractors.

The Contractor(s) shall not purchase materials or begin work on the project until you have received a signed purchase order from the County for work exceeding $2500.00

The County may award tasks based upon price, experience, capacity, key personnel, availability, bonding capability, approach or past performance. The County reserves the right to award tasks at its sole discretion.

PRICE QUOTES FOR TIME AND MATERIAL TASK ORDER PROJECT

When contacted by an authorized representative of the County, the Contractor will be asked to provide a written price quote for a given task order project to include the scheduled start date, the completion date, and a sequence of all work. The Contractor is required to visit the work site(s) to verify the measurements of the area where work will be performed. The Contractor’s written quote must identify the area where the work is to take place. The Contractor’s price shall be itemized based on the contract pricing required to do the project.

REIMBURSEMENT FOR MATERIALS

• All materials shall be new, unused, and approved by the County prior to being installed.

• All expendable materials are reimbursable. However, non-expendable materials such as tools and equipment are not reimbursable.

• All materials, especially paints and solvents, shall be approved for use by the County prior to the Contractor bringing them onto any County property,

• The Contractor shall provide an itemized invoice with the materials listed that have been supplied and installed. The

Contractor shall provide proof of cost by attaching receipts to all invoices submitted to the County.

• The County shall pay the Contractor a ten (10) percent materials markup for any material obtained, but at no time shall the Contractor charge the ten percent (10%) markup on the tax portion. Invoices for parts must be submitted with the final invoice to be credited for payment.

• The Contractor must provide their supplier’s invoice(s) to substantiate the cost of each item. Supplier’s quotes shall not be sufficient. Quotes shall only be allowed from suppliers if said material is truck stock and shall receive prior approval by the appropriate County Representative.

• The Contractor shall not charge a markup on products which are purchased from a government contract. Installation of new or retrofitting of existing equipment approved by the County Representative shall be charged at the established contract price. Environmental surcharges shall be justified and approved by the County Representative prior to payment. At all times during the Contract, the Contractor shall obtain the best possible prices for parts, materials, equipment, and supplies for the County.

• If an OEM part is not available or it is evident that procuring an OEM part will cause excessive downtime, acceptable substitutes may be used with prior written approval by the County Representative. All materials, supplies, and articles furnished shall, wherever it is specified and otherwise practicable, be the standard products of recognized, reputable manufacturers. The standard products of manufacturers other than those specified shall only be accepted when it is proved to the satisfaction of the appropriate authorized County Representative that they are equal or exceed in strength, durability, usefulness, and convenience for the purpose intended.

PARTS

The Contractor must stock a complete inventory of commonly used parts at the location from which the service vehicle(s) are dispatched.

All parts used will be purchased from the original equipment manufacturer (OEM). The County shall pay the Contractor a ten

(10) percent markup for any parts obtained, but at no time shall the Contractor charge the ten percent (10%) markup on the tax portion. Invoices for parts must be submitted with the final invoice to be credited for payment.

The Contractor must provide their supplier’s invoice(s) to substantiate the cost of each item. Supplier’s quotes shall not be sufficient. Quotes shall only be allowed from suppliers if said material is truck stock and shall receive prior approval by the appropriate County Representative.

The Contractor shall not charge a markup on products which are purchased off of a government contract. Installation of new or retrofitting of existing equipment approved by the County Representative shall be charged at the established hourly labor rate plus the established markup for parts, materials, and equipment as stated herein. Environmental surcharges shall be justified and approved by the County Representative prior to payment. At all times during the Contract, the Contractor shall obtain the best possible prices for parts, materials, equipment, and supplies for the County.

If an OEM part is not available or it is evident that procuring an OEM part will cause excessive downtime, acceptable substitutes may be used with prior written approval by the County Representative.

SPECIALIZED EQUIPMENT

Whenever the need arises for the Contractor to use specialized equipment such as cranes, lifts, etc., this equipment shall be charged at local rental rates including delivery charges plus ten percent (10%) markup but at no time shall the Contractor charge the ten percent (10%) markup on the tax portion. If the Contractor owns specialized equipment which is considered a rental item, the Contractor is required to send a rental company rate quote with their invoice for said equipment. Invoices for rental equipment must be submitted with the final invoice to be credited for payment. Prior approval by the County Representative is required before renting any specialized equipment.

2.0 SCOPE OF WORK

GENERAL

The scope of work for this project includes, but is not limited to the furnishing, of all coordination, scheduling, supervision, labor, tools and equipment, materials and supplies, incidentals and appurtenances in accordance with the project specifications.

Contractor shall provide up to three (3) painters, on an as required basis, to perform painting services to the Department of Public Facilities.

Work under this agreement will consist of, but not necessarily be limited to the following:

Preparation of doors, windows, and walls for painting.

General maintenance and repair of existing paint.

Painting the interior and/or exterior of various facilities.

Finishing and sanding drywall ready for painting.

Contractor shall provide all paint, caulking, and drywall mud/compound. Semi-Gloss/Inter-Lock BASE PAINT shall be provided for the windows, doors and frames. LATEX PAINT shall be provided for all other work. SDS Info should be with product at all times.

Work shall include general preparation work and two coats of paint and primer coat for all new surfaces.

All painting shall be performed with brushes and rollers.

All work is to be completed in a first class, professional manner.

All work shall conform to all State and County codes, ordinances, and other such statutory provisions that pertain to this class of work. Such codes, rules, regulations, and local ordinances are to be considered part of these specifications.

3.0 SPECIAL PROVISIONS

These Special Provisions establish requirements for the furnishing of labor, supervision, materials, equipment, transportation, tools, incidentals, and expertise necessary to perform on-call painting and related coating services in and around County-owned buildings and facilities.

This is an indefinite quantity contract where no minimum quantity is guaranteed. Inas much as any work under this agreement will be done “as required”, there is no guarantee that work will be on a continual basis. Task Orders will be issued as projects arise, and funding becomes available.

Charles County Government reserves the right to make one award to one company that can provide all the services specified in the solicitation or individual awards as the County deems appropriate.

These Special Provisions supplement the General Conditions of the Contract and establish specific requirements for the provision of Painting Service On-Call Contract. In the event of conflict, these Special Provisions shall prevail.

SCOPE OF SERVICES

Services may include, but are not limited to:

• Interior painting and repainting.

• Exterior painting and repainting.

• Surface preparation.

• Drywall patching and minor repairs.

• Caulking and sealing.

• Application of primers, stains, sealers, and specialty coatings.

• Painting of doors, frames, trim, cabinets, railings, fences, and structures.

• Protective and industrial coatings.

• Graffiti removal and repainting.

• Lead-safe work practices where required.

• Cleanup and disposal of waste materials.

The Contractor shall provide all labor, materials, equipment, and supervision necessary to complete the assigned work.

TASK ORDER PROCEDURES

Authorization No work shall commence until a written Task Order has been issued by a Charles County Government representative.

Site Investigation Prior to submitting a quotation, the Contractor shall visit the site when requested and familiarize itself with existing conditions.

Proposal Requirements

Upon request by the Charles County Government, the Contractor shall provide:

• Detailed cost proposal.

• Estimated schedule.

• Labor classifications and hours.

• Material specifications.

• Equipment requirements.

Notice to Proceed Any work under the Contract shall commence within three (3) business days of notification by the Department of Public Facilities. Should work not commence within ten (10) days after notification, without written justification for the delay that is approved by the Department of Public Works Facilities in advance, the Contract may be terminated in accordance with the General Provisions.

RESPONSE TIMES

The Contractor shall maintain sufficient staffing to meet the following response requirements:

Emergency Service:

Response within four (4) hours of notification.

Urgent Service:

Response within twenty-four (24) hours of notification.

Routine Service:

Response within five (5) business days of notification.

Failure to meet response requirements may be considered a breach of contract.

WORK HOURS

Unless otherwise approved by Charles County Government. Normal working hours shall be between 7:00 a.m. and 5:00 p.m., Monday through Friday. Work outside normal business hours may be required to minimize disruption to facility operations.

No overtime premium shall be paid unless specifically authorized in writing

MATERIALS

All materials shall be:

• New and unused.

• Commercial-grade quality.

• Suitable for intended application.

• Manufactured by recognized coating manufacturers.

• Materials shall conform to applicable industry standards and manufacturer's recommendations.

• Charles County Government reserves the right to approve all coating systems and colors prior to application.

SURFACE PREPARATION

Surface preparation shall be performed in accordance with manufacturer recommendations and applicable industry standards.

Preparation may include:

• Cleaning.

• Washing.

• Sanding.

• Scraping.

• Wire brushing.

• Rust removal.

• Patching.

• Priming.

• Paint shall not be applied to unsound, wet, contaminated, or improperly prepared surfaces.

APPLICATION REQUIREMENTS

Paint application shall be performed using methods recommended by the manufacturer, including:

• Brush.

• Roller.

• Airless spray.

• Conventional spray.

• Coatings shall be applied uniformly to achieve complete coverage and specified film thickness.

QUALITY OF WORK

Completed surfaces shall be free from:

• Runs.

• Sags.

• Drips.

• Holidays.

• Overspray.

• Lap marks.

• Brush marks.

• Uneven coverage.

Charles County Government may require correction of defective work at no additional cost.

COLORING MATCHING

• Where touch-up or partial repainting is required, the Contractor shall make every reasonable effort to match existing colors and finishes.

• Final color approval shall be obtained from Charles County Government’s representative before application.

PROTECTION OF PROPERTY

• The Contractor shall protect all adjacent surfaces, furnishings, equipment, landscaping, vehicles, and property from damage.

• Protective coverings shall be provided where necessary.

• Any damage resulting from Contractor operations shall be repaired or replaced at no additional cost to Charles

County Government.

SAFETY REQUIREMENTS

The Contractor shall comply with all applicable federal, state, and local safety regulations.

The Contractor shall:

• Maintain a safe work environment.

• Provide required personal protective equipment.

• Implement fall protection measures.

• Maintain Safety Data Sheets (SDS) on-site.

• Properly secure work areas.

The Contractor shall be solely responsible for employee safety.

HAZARDOUS MATERIALS

If suspected hazardous materials are encountered, including lead-based paint, asbestos-containing materials, mold, or other regulated substances:

• Work shall cease immediately in the affected area.

• Charles County Government shall be notified.

• Work shall not resume until authorized by Charles County Government.

• The Contractor shall not disturb hazardous materials unless specifically authorized and properly licensed.

CLEANUP

At the completion of each Task Order, the Contractor shall:

• Remove debris and waste materials.

• Remove unused materials.

• Clean affected work areas.

• Dispose of waste in accordance with applicable regulations.

• Facilities shall be left in a clean and orderly condition.

WARRANTY

• The Contractor warrants all labor and materials for a period of one (1) year from the date of final acceptance unless otherwise specified.

• Defective workmanship or materials identified during the warranty period shall be corrected at no cost to Charles County Government.

INSPECTION AND ACCEPTANCE

• All work shall be subject to inspection by Charles County Government.

• Charles County Government’s representative may reject work that does not comply with Contract requirements.

• Final acceptance shall occur only after correction of all deficiencies.

PERSONNEL REQUIREMENTS

The Contractor shall provide qualified and experienced personnel.

The Charles County Government’s representative reserves the right to require removal of personnel who:

• Demonstrate unsafe practices.

• Fail to perform satisfactorily.

• Violate facility rules.

• Engage in misconduct.

PERFORMANCE EVALUATION

The Contractor's performance may be evaluated based on:

• Quality of work.

• Timeliness.

• Responsiveness.

• Safety compliance.

• Contract administration.

• Customer service.

Unsatisfactory performance may result in suspension of Task Orders or termination of the Contract.

4.0 BID DESCRIPTIONS

All hourly rates shall include all costs such as fuel, tools, etc. There shall be no hidden fees. Costs for services shall begin at the arrival time to the site, unless work is already in progress on site.

F1 – STANDARD HOURS

Standard Hour Rates: Are considered normal workdays, Monday through Friday with work commencing or in progress anytime between 7:00 am until 5:00 pm (Eastern Time).

Items listed in Bid Items F1 establishes the unit price hourly rate work will be performed, which payment will be made by the County to the Contractor.