Attachment A - Statement of Work (1).pdf

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ATTACHMENT A

SCOPE OF WORK

FOR

IRRIGATION SYSTEM MANAGEMENT SERVICES –

MULTIPLE LOCATIONS

DMS-25/26-032

THE STATE OF FLORIDA

DEPARTMENT OF MANAGEMENT SERVICES

TABLE OF CONTENTS

SECTION 1 SCOPE OF WORK

SECTION 2. CONTRACTOR DELIVERABLES

SECTION 3. PERFORMANCE MEASURES AND FINANCIAL CONSEQUENCES

SECTION 4. FINANCIAL CONSEQUENCES FOR NONPERFORMANCE

SECTION 5. ADDITIONS AND DELETIONS

4050 Esplanade Way Tallahassee, FL 32399‐0950

850‐488‐2786

Ron DeSantis, Governor Pedro Allende, Secretary

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SECTION 1 SCOPE OF WORK

The specifications contained herein outline the testing, inspection, maintenance and repair tasks to be performed by the Contractor. All work performed hereunder shall be in accordance with the manufacturer guidelines. The Contractor shall provide qualified technicians trained to service the equipment as specified in this Scope of Work. It is the Contractor’s responsibility to be aware of all manufacturer guidelines and notify the Contract Manager in writing of any discrepancies or conflicts (whether now existing or arising hereafter) between the terms hereof and the manufacturer requirements. If the Contract Manager is notified of such a conflict or discrepancy, the Contract Manager shall resolve the same and provide written notice of such resolution to the Contractor. The parties agree to execute an amendment to the Contract memorializing the resolution following Contractor’s receipt of notice of such resolution from the Contract Manager.

The Contractor shall furnish all labor, materials, services, skills, supervision and necessary tools and equipment to maintain the irrigation system in working condition at the Facilities in accordance with Attachment B - Quarterly Summary Report. The Contractor shall keep the property free and clear at all times of excess materials, debris, and equipment. The Contractor shall provide the basic services identified in Section 2, Contractor Deliverables, within the boundaries of each facility.

1.1 Facilities to be Serviced

Facility Address Facility Manager Contact Information

Capitol Circle Office Complex and

First District Court of Appeal

4050 Esplanade Way Tallahassee, Florida

2000 Drayton Drive

Charles Marschka

850-528-9089 charles.marschka@dms.fl.gov

Florida Department of Revenue and

Florida Emergency Operations Center

2450 Shumard Oak Boulevard

TBD Shumard Oak Boulevard Tallahassee, Florida

Charles Marschka

850-528-9089 charles.marschka@dms.fl.gov

Marjorie Stoneman Douglas Building and

Marjorie Carr Building

3800 Commonwealth Boulevard Tallahassee, Florida

3900 Commonwealth Boulevard Tallahassee, Florida

Christopher Nazworth

850-728-7459 christopher.nazworth@dms.fl.gov

Robert R. Dempsey Florida Department of Law Enforcement Facility and

2331 Phillips Road

David Eastman

850-528-9244 david.eastman@dms.fl.gov mailto:charles.marschka@dms.fl.gov mailto:charles.marschka@dms.fl.gov mailto:christopher.nazworth@dms.fl.gov mailto:david.eastman@dms.fl.gov

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Bob Martinez Center (Twin Towers Building)

2600 Blair Stone Road

Christopher Nazworth

850-728-7459 christopher.nazworth@dms.fl.gov

Mary Grizzle Building and

Park Trammell Building

11351 Ulmerton Road Largo, Florida 33778

1313 North Tampa Street Tampa, Florida 33602

Randall Brownlie

850-508-8569 randall.brownlie@dms.fl.gov

1.2 General Facility Site Procedures

For each visit to a facility to perform work under this Contract, the entire Contractor's staff shall:

1.2.1 Sign in and out with the Facility Manager or designee at each visit.

1.2.2 Sign-in and out are to be face-to-face with Facility Manager or designee.

1.2.3 Protect existing facilities from damage by workers and shall repair or replace, at the

Contractor’s expense, any damage to the property caused by its employees, subcontractors of any tier, agents, representatives, or suppliers.

1.2.4 Keep premises free from accumulation of waste materials or rubbish caused by operations and from leaks and spillage from equipment. Upon completion of the work, all waste materials and rubbish will be removed.

1.3 Contractor Facility(ies) and Equipment

The Contractor shall store its equipment in a secure facility that protects from the elements equipment used in providing Irrigation System Management Services. Equipment must work and be in good condition, with repairs and servicing of equipment being completed in accordance with the manufacturer’s specifications and maintenance of records of servicing the equipment. Any safety measures or attachments for such equipment must be observed or in place. The Contractor shall keep on hand commonly replaced parts for its equipment and store fuel in properly-labeled containers suitable for the applicable purpose.

The Department reserves the right to inspect the Contractor’s facility(ies) and equipment prior to contract execution and throughout the Contract term. The Contractor shall respond to the Department’s request to inspect within 24 hours. A mutually agreed-to date and time will be set within five (5) business days of Department’s request.

The Contractor may elect to permit inspection with or without escort by authorized Contractor staff; however, the unavailability of Contractor staff to accompany the Department shall not be sufficient reason for denying or postponing the inspection.

1.4 Contractor Staff Requirements

The Contractor’s staff shall wear a company-specific shirt and photo identification badge that includes the employee’s full name, photograph (portrait), and company name.

Contractor must be qualified as a Florida-certified plumbing contractor, a Florida-certified irrigation specialty contractor pursuant to Rule 61G4-15.100(1)(q), Florida Administrative Code, or must mailto:christopher.nazworth@dms.fl.gov mailto:randall.brownlie@dms.fl.gov

DMS-25/26-032, Irrigation System Management Services – Multiple Locations Page 4 of 8 possess a local irrigation contractor’s certificate of competency issued by the jurisdiction(s) in which the facility or facilities on which the contractor is bidding are located. Certification must remain in place throughout the life of the contract. Contractor must provide proof of certification prior to contract execution.

1.5 Background Checks

Within ten (10) days after Contract execution, the Contractor shall identify its team members who will be performing services at the Department’s facilities. Each team member will be required to have a background screening check performed at the Contractor’s expense prior to performing work at any facility under this Contract and then annually thereafter pursuant to the requirements in Contract, Section 10. Background screening check results shall be provided to the Contract Manager within ten (10) business days after contract commencement and shall be maintained annually thereafter.

1.6 Reporting Requirements

The Contractor shall inspect all irrigation systems at the Facility each quarter (see Section 2.1.5).

The results of these inspections will be reported to the Facility Manager during each visit and recorded in Attachment B - Quarterly Summary Report.

1.7 Quarterly Summary Report

Attachment B - Quarterly Summary Report, will be submitted to the Department by the Contractor quarterly to verify the performance of services. Payment shall be made pursuant to Chapter 215, Florida Statutes. Although the contract price for basic services is included in this Contract as a yearly contracted amount, it is the express intent of the Parties that the Contract be paid quarterly, and the value of each quarterly invoice is for one-fourth (1/4) of the annual Contract amount. The quarterly payments are directly related to the work performed each quarter and submitted with the Contractor’s quarterly invoice, with supporting documentation including required reports. The Quarterly Summary Report must be completed during the Quarterly Walk- Through between the Facilities Manager and the Contractor’s Representative. The Walk-Through must be attended by the Contractor’s Representative and may be attended by the subcontractor, but the subcontractor may not attend in lieu of the Contractor’s Representative.

The Contract Manager shall review, approve, and submit said invoice for payment. The Contract Manager shall work with the Contractor to clarify any discrepancies that may exist prior to payment. Under no circumstances will the annual total of the quarterly invoices for services under Section 2, Contractor Deliverables, exceed the yearly contract amount.

1.8 Cost Minimization Proposals

The Contractor will submit written proposals for any cost minimization activities, including value additions or thoughts on cost saving opportunities, to the Facility Manager or designee, for review utilizing Attachment B - Quarterly Summary Report. Acceptance of proposals shall be upon written mutual agreement of both Parties through a Contract Amendment.

1.9 Service Times

All services, unless otherwise coordinated and approved by the Facility Manager or designee, shall be provided by the Contractor between the hours of 7:00 a.m. and 7:00 p.m. local time, Monday through Friday, excluding State holidays (per section 110.117, F.S.). The Contractor shall establish a method of checking in and out with the Facility Manager to provide a verifiable method of tracking site visits, including the arrival and departure times and services performed. Services

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SECTION 2. CONTRACTOR DELIVERABLES

2.1 Facility Irrigation System Maintenance

2.1.1 The Contractor shall furnish all labor, materials, equipment, transportation, and supervision necessary to perform the irrigation services described in this contract.

Services include inspection, testing, maintenance, repair, and replacement of irrigation system components, such as zone controllers, timers, valve boxes, valves, control wiring, sprinkler heads, rainfall shutoff devices, and piping.

2.1.2 All leaks, including underground pipe breaks, must be repaired immediately to prevent system damage or water loss.

2.1.3 The irrigation system shall be operated, inspected, and maintained in accordance with the applicable provisions of this contract.

2.1.4 Irrigation System Operations

2.1.4.1 From April through October, each irrigation zone shall be watered no more than twice per week. Any deviation from this schedule, including increased frequency due to drought conditions or new planting, requires prior approval from the DMS Facilities Manager.

2.1.4.2 From November through March, irrigation shall occur once per week, unless otherwise approved by the DMS Facilities Manager.

2.1.4.3 Irrigation will occur between 10:00 pm and 6:00 am, with each zone operating no longer than one hour per session.

2.1.4.4 The application of irrigation water shall not exceed ¾ inch per session, as measured by catch can audit. Each irrigation zone shall be audited in one location, in April and October with results documented in Attachment B - Quarterly Summary Report.

2.1.4.5 Irrigation system meters shall be read quarterly, and the usage results shall be recorded in Attachment B - Quarterly Summary Report.

2.1.4.6 If an irrigation meter registers more than 200,000 gallons in a single month, the Contractor shall conduct a detailed inspection of the affected zone(s) in accordance with paragraph 2.1.5. Inspection findings must be documented in Attachment B - Quarterly Summary Report.

2.1.5 Irrigation System Inspections

2.1.5.1 Initial Inspection. Within 30 calendar days of the Contract start date, the Contractor shall perform a comprehensive inspection of the irrigation system. A detailed inspection report shall be submitted to the Department’s Contract Manager and the Department’s Facilities Manager. The report shall include a zone-by-zone summary of system deficiencies, in accordance with the operational standards defined in paragraph 2.1.4 - Irrigation System Operations.

2.1.5.1.1 Upon validation of the findings by the Department’s Contract

Manager and the Department’s Facilities Manager, the Contractor shall submit a proposal that includes an itemized breakdown of labor and material costs to bring the system into acceptable working condition.

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2.1.5.1.2 Failure to submit the required inspection report within the specified timeframe shall result in the Contractor assuming full responsibility, at their own expense, for ensuring the system meets all operational requirements outlined in this Contract.

2.1.5.2 Quarterly Inspection. The Contractor shall inspect, test, adjust, and repair the irrigation system quarterly, in January, April, July, and October, to ensure ongoing compliance with section 2.1.4 - Irrigation System Operations. All findings, including corrective actions taken, shall be documented in Attachment B - Quarterly Summary Report.

2.1.5.3 Inspection Procedure. The following steps shall be performed during initial and quarterly inspections:

• Leak Detection o Inspect each irrigation zone for signs of leakage: puddles, wet spots, or abnormally damp areas; water pooling around valves, fittings, or connections; and sign of reduced water pressure at sprinkler heads.

o If a leak is suspected:

Shut off water to individual zones and observe meter movement.

Test water pressure in main and zone supply lines.

Use dye tracing to pinpoint underground leaks, as needed.

• Sprinkler Heads o Identify and replace missing and broken heads.

o Clean and replace clogged heads.

o Reorient tilted, sunken, or misaligned heads.

o Observe operation and adjust to ensure spray patterns meet without overlapping; no dry spots in coverage; and no overspray onto sidewalks, roadways, buildings, or other non-landscaped areas.

o Ensure shrub riser spray nozzles remain at least 4 inches above surrounding plant material when extended.

o Ensure all sprinkler heads remain flush with finished grade.

• Zone Controllers o Verify each controller is programmed with the correct seasonal schedule and operating times as outlined in paragraph 2.1.4 - Irrigation System Operation.

o Adjust settings as needed.

• Rainfall Shutoff Sensors o Confirm every zone is equipped with a fully functional rainfall shutoff device.

o Clean all sensor components and verify they are unobstructed.

o Ensure sensors are calibrated to deactivate irrigation after 1/8 inch of rainfall.

o Perform manual tests to confirm proper sensor operation.

• Valve Boxes o Adjust boxes to match finished grade and ensure boxes are level.

o Test each valve to confirm proper opening and closing.

o Inspect for leaks.

2.2 Irrigation System Damage and Repairs

2.2.1 The Contractor shall immediately report any irrigation system damage, leaks, or malfunctions to the Department Facilities Manager.

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2.2.2 The Department shall be responsible for the cost of repairs or replacements identified during the initial inspection (see Section 2.1.5.1).

2.2.3 All repairs must be completed using parts that are identical or equivalent in quality to the original components to ensure consistent performance and compatibility.

2.2.4 The Contractor shall be fully responsible for repairing any damage to the irrigation system caused by their actions, as determined by the Department. All associated repair costs shall be borne solely by the Contractor.

2.2.5 The Contractor shall make repairs to minor irrigation system components that are damaged or destroyed during routine service operations. The cost of minor repairs shall be the responsibility of the Contractor.

2.2.5.1 Minor repairs include sprinkler head replacements, including t-pipes and junctions and 90-degree pipes junctions; repairing cracks in pipes; and temporary repairs or solutions for major repairs.

2.2.5.2 Major repairs include replacement or repair of: controllers, zone controllers, timers, valve boxes, valves and master valves, control wiring and rainfall shutoff devices;

replacement of pipes; and re-routing of pipes;.

2.2.6 For major repairs, the Contractor will provide a proposal to the Facilities Manager and the Contract Manager. The Department may seek proposals from other Vendors for major repairs. Upon review and approval, the Department will issue a purchase order to make the major repair. No work may proceed without the issuance of the purchase order. The Contractor’s proposal must contain the following:

• Facility Name;

• Detailed location of the damage or repair needed;

• Estimate of man hours needed, including the number of personnel, and the hourly rate;

• List of parts, the Contractor’s cost, and the Mark-Up percentage;

• A receipt or back-up documentation showing the Contractor’s cost for parts;

• Estimated total cost of the repair.

2.2.7 The invoice for a major repair must show the actual hours worked. The invoice cannot be more than the proposal, unless approved in writing by the Contract Manager or with an amendment to the Purchase Order increasing the allowed cost.

2.2.8 The Department is responsible for damage caused by third parties (e.g., utilities, vandalism, vehicle traffic). The Contractor shall provide a proposal for the repairs needed using the agreed-upon hourly labor rate for additional irrigation services and apply the approved markup on parts, if applicable.

2.3 Attachment B - Quarterly Summary Report must include detailed documentation of any irrigation system damage, leaks, malfunctions, and repairs, whether newly identified or previously reported to the Department Facility Manager or their designee. The Quarterly Summary Report must be provided within 5 business days of the Quarterly Inspection. The Quarterly Summary Report shall include the following information for each issue:

• Date of the incident or issue.

• Affected zone number, valve number, or controller identification.

• Issue and root cause.

• Remediation steps taken.

• Parts replaced.

• Photographic documentation (must be attached).

• Any unresolved issues requiring follow-up.

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2.4 Additional Irrigation Services

Attachment D - Price Sheet, Hourly Price Provided The Contractor shall provide hourly prices for the additional irrigation services identified in Attachment D - Price Sheet, with a percentage mark-up for parts. If the Department is in need of additional irrigation services (outside of those identified in Sections 2.1 through 2.3), . Any proposals and invoices for major repairs are limited to the hourly rate and the percentage mark-up on parts in Attachment D.

In the event additional irrigation services are required, the Department reserves the right to seek additional quotes and contract with a third party for performance of those services.

SECTION 3. PERFORMANCE MEASURES AND FINANCIAL CONSEQUENCES

See Attachment C - Performance Standards and Guarantees.

SECTION 4. FINANCIAL CONSEQUENCES FOR NONPERFORMANCE

In addition to the specific financial consequences explained in the Attachment C - Performance Standards and Guarantees, the Department reserves the right to withhold payment or implement other appropriate remedies, such as contract termination or non-renewal, when the Contractor has failed to perform and comply with provisions of this Contract. The consequences for non-Performance shall not be considered penalties.

SECTION 5. ADDITIONS AND DELETIONS

The Department reserves the right at any time, to delete Facilities from this Contract upon providing written notice to the Contractor. Deletions shall result in a price reduction equal to the applicable amounts set forth in Attachment D - Price Sheet.

The Department reserves the right to add facilities, through an amendment to this Contract, if the additional facility resides within the facility group awarded to Contractor. In the event the Department elects to add a facility, the Contract Manager shall obtain a price quote from the Contactor based on the Contract prices in Attachment - D for similar sized facilities, or based on the square footage cost of existing facilities covered under the Contract. The Department reserves the right to negotiate pricing with the Contractor when facilities are added based on the Contract prices in Attachment - D and reserves the right to seek services outside the Contract if an agreement cannot be reached on pricing.

Upon major renovations of existing Facilities where the configuration of the physical space is altered, the Department reserves the right to request revised pricing from the Contractor. The request for change to Attachment D - Price Sheet will be made through an amendment to this Contract.

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