BID_SPECIFICATIONS.docx

BID SPECIFICATIONS

CONTRACTORS REQUIREMENTS

0. GENERAL

1. The selected contractor shall provide services as requested to district facilities, inside and outside, based upon unit cost as entered on the bid proposal form. All vehicle and/or equipment required by the contractor to complete a job shall be the responsibility of the Contractor. The district will not pay for rental or purchase of equipment needed by the contractor, nor will it pay for mobilization fees of any kind. In the event that the district supplies parts and materials for a specific project, the Contractor will be responsible for obtaining the parts and materials from the Maintenance Department at the Walter Pownall Service Center (11111 S. Belcher Rd., Largo, FL 33773-5204) or other designated place.

1. Work shall include the inspection and maintenance services of Emergency Responder Communications Enhancement Systems (ERCES):

1. Annual inspection of ERCES and components

1. Five-Year inspection of ERCES and components

1. Emergency and after hour responses as needed

1. When performing services as requested in this bid, contractor shall provide:

· All labor

· Supervision

· Necessary tools and equipment

· Trained and licensed personnel

· Materials and supplies if applicable (unless otherwise directed)

1. Removal of debris and site clean-up upon completion of inspection and testing activities. The successful bidder shall provide sufficient staff, resources and facilities to ensure that the district’s business is handled in a timely manner.

1. The Contractor shall obtain the signature of a site-based Administrator (Principal) or the Head Plant Operator validating the completion of inspection and maintenance of the ERCES at their facility. This signature shall be placed on the inspection report, service ticket and /or time sheet. The document(s) shall indicate each person’s name, dates and times services were provided.

1. All components and systems shall be tested and inspected to verify that they function as intended.

3. Frequency of inspection and maintenance shall be in accordance with Chapter 20 of NFPA 1225-2022.

1. Upon completion of each test/inspection, the Contractor shall submit a written report within ten (10) business days containing the following minimum information:

1. Name/address of facility

1. Date of inspection

1. Testing/inspection type (annual or five-year)

1. Testing/inspection results (annual or five-year)

1. All deficiencies noted (if any)

1. Any areas having non-compliant coverage

1. Corrective action(s) taken/needed

1. Repeat RSS test results (five-year only)

1. Printed name of technician and NICET Level

1. Contractor EC, EF, or ES License Number

1. Signature of testing technician

1. If deficiencies outside of the testing and inspection scope are discovered one of the following shall occur:

5. Deficiencies resulting in system impairment: Contact the Fire Marshal or designee immediately to notify of the deficiencies found while still on site.

5. Deficiencies that require repair, but do not result in system impairment: Submit a written report identifying each deficiency found and corrective action required to repair deficiency to the Fire Marshal within five (5) days of inspection.

1. All systems will be left in normal operable condition. If for any reason this cannot be accomplished, the Fire Marshal or designee shall be notified before the inspection/repair technician leaves the premises.

1. Contractor shall not use personnel with suspended or revoked licenses, nor individuals without a level 2 security screening and in possession of a JLA badge. All contractor personnel on any school property shall be in possession of and wearing said badge.

1. Contractor shall take direction only from the Fire Marshal or designee.

1. Contractor may be liable to pay for changes at his own expense if direction is taken from unauthorized personnel.

1. Contractor shall provide a contact person to include phone number and cell phone number who will receive work-related calls from the district Fire Marshal or designee. Utilize the section on the Bid Proposal Form for this purpose.

1. The contractor must reference the district’s purchase order number as well as the work order number found on the purchase order form on all invoices associated with work performed. Invoices shall be submitted upon completion of work for prompt payment processing.

1. Normal working hours for this contract are from 7 a.m. to 4 p.m., Monday through Friday, during the regular school year unless authorized by the Fire Marshall or designee.

1. All inspection and testing work shall be scheduled at least forty-eight (48) hours in advance with the site-based administrator/principle or head plant operator.

1. No inspection and testing work shall be performed on any approved legal holiday, and/or School Board approved holiday, during FCAT testing, or other School Board approved closures, (i.e. Winter and Spring Break), unless prior arrangements have be made through the Fire Marshal or designee.

1. If work is to be accomplished during evenings, weekends, or Holiday periods, district personnel will be made available at the site to enable Contractor access to the facility. All such work of this nature is to be coordinated and authorized through the Fire Marshall or designee.

1. All labor furnished shall be subject to inspection by the Fire Marshall or designee. Any deviations or non-compliance with the terms of this contract shall be rectified promptly upon notification. Repeated lack of prompt correction shall be cause for termination of this contract.

1. The project shall be under the charge and care of the Contractor, and the Contractor shall take every precaution against injury or damage to the facility until acceptance of the work by the Fire Marshall or designee. In the event such injury or damage has occurred, the Contractor shall rebuild, repair or make good at its expense, while at the job site, and prior to the acceptance of the Fire Marshall or designee.

1. The Contractor shall conduct its work with as little disruption as possible to the operation of the facility where the work is being performed. When necessary, the Contractor shall maintain barricades, maintain lights and take other such precautions to protect life and property, and shall be liable for all damages incurred by way of its actions or neglect of its employees at its expense.

1. Work is to be completed in a timely manner. Repeated failure to complete projects on schedule or extreme incompetence shall be cause for termination of this contract.

1. Contractor shall adhere to all noise abatement performance standards for all construction equipment as established by county or state ordinances for work sites during specified hours.

1. Contractor shall maintain an adequate supply of materials, supplies, personnel, etc. to perform services required to ensure work can be performed in a timely manner. Repeated and documented instances of using substandard materials, supplies, personnel, failure to provide services in a timely manner, or failure to adequately clean up sites and remove debris when work is complete, shall constitute grounds for termination of this contract.

1. Follow-up work or call-backs to correct work deficiencies shall not be charged to the district if the work is the result of the Contractor’s negligence.

1. No charges shall be allowed for time lost due to equipment failure.

1. At a minimum, the Contractor’s employees shall conduct themselves in accordance with the following guidelines:

1. The Contractor and all its employees are required to sign in and out at the main office or other designated places upon arrival and when leaving the job site, if applicable. All Employees must carry proper identification such as company shirt with logo or company ID Badge. All workers must prominently display a district issued JLA security screening badge at all times when on the job site (See JLA screening requirements on page 12). Any Contractor found on any district property without a valid JLA badge shall be removed by law enforcement officials and the district shall not be held liable for such action. This action could also result in the Contractor being declared in breach of contract and constitute cause for termination of this agreement.

1. Workmen using foul or abusive language or presenting an offensive appearance (as determined by the Principal, Head Plant Operator or the Fire Marshall or designee) shall be asked to leave the job site.

1. Radios or other audio devices are not to be used on district property.

1. Smoking is prohibited on district property.

1. The Contractor shall comply with all Civil Rights Legislation.

1.2 LICENSURE

1. For this contract, the Contractor shall be certified by the State Department of Business and Professional Regulation Electrical Contractors’ Licensing Board as an Electrical Contractor (EC), Alarm System Contractor I (EF), or Two-Way Radio Communications Systems Specialty Contractor (ES) in accordance with F.S. 489 Part II.

1. The contractor shall also be licensed by the Federal Communications Commission (FCC) as a General Radiotelephone Operator (GROL).

1. Inspectors testing/inspecting the district’s Emergency Radio Communications Enhancement Systems (ERCES) shall be certified by the National Institute for Certification in Engineering Technologies (NICET) as a Level II. The Contractor’s inspectors shall be full-time employees.

1.3 ACCESSIBILITY

Contractor shall be accessible by a local or toll-free telephone number during regular business hours.

1.4 CODES AND REGULATIONS

1. All work including, but not limited to inspections, testing, corrective maintenance and repair shall be performed in accordance with the following codes, regulations, rules, standards and/or statutes.

1. Chapter 633 FS, Fire Prevention and Control

1. 69A-60 FAC Florida Fire Prevention Code, Current

1. NFPA 70 – National Electric Code, Current

1. NFPA 72 – National Fire Alarm and Signaling Code, Current

1. NFPA 1225 – Standard for Emergency Services Communications, Current

1. FCC Title 47 CFR, Chapter 1, Subchapter D, Part 90 – Private Land Mobile Radio Services

1. Motorola R56 - Standards and Guidelines for Communication Sites

1. IEEE 1692 - Guide for the Protection of Communication Installations from Lightning Effects

1. TIA 569 - Requirements for Telecommunications Pathways and Spaces

1. TIA 607 - Generic Telecommunications Bonding and Grounding

1. UL 2524 Standard for In-Building, 2-Way, Emergency Radio Communications Enhancement Systems

In case any of these codes, regulations, rules, standards, and/or statutes are revised and reissued, all work performed shall conform to the revised code, regulation, rule, standard, and/or statute without additional cost to Pinellas County Schools.

TECHINICAL SPECIFICATIONS

1.1 INSPECTION AND TESTING

1. Inspection and maintenance shall include all system components including but not limited to:

0. Head-end equipment/panel(s)

0. Sub-panels

0. All cabling and connectors

0. Donor and distribution antenna(s)

0. Primary power supply system/components

0. Secondary power supply system/components

0. Annunciator panels(s)

0. Fire alarm supervisory components

1. Work shall be performed in accordance with NFPA 1225 Standard for Emergency Services Communications.

1. All inspection and testing methods and procedures shall follow the same as those found in NFPA 1225, Standard for Emergency Services Communications Systems and any requirements by state and federal applicable codes.

1. All components or portions of the ERCES that are taken out of service during testing shall be returned to service with verification that the system has been restored to its normal operating condition once testing and inspection are complete.

1. All inspection and testing activities shall be conducted in a safe manner in accordance with all applicable codes, regulations, rules, standards and statutes.

1. Inspection and testing of ERCES may involve or result in a system being out of service.

1. The Contractor shall ensure that the ERCES is properly tagged after the conclusion of each inspection/test in accordance with the District Fire Marshal’s requirements.

0. INSPECTION & TESTING REQUIREMENTS

1. The items listed below are inclusive, but not limited to, the Inspection & Maintenance Bid Price.

1. Annual Inspection shall include:

1. At least one quantitative DAQ/RSS test, including downlink and uplink, on each floor demonstrating a minimum DAQ of 3.0 and minimum signal strength of -102dB.

0. Where the floor area exceeds 128,000 SF, additional quantitative tests shall be performed.

1. Signal boosters shall be tested to verify that the gain is the same as it was during the initial installation and acceptance or set to optimize the performance of the system.

1. If, during testing, it is found that the link budget, system design parameters, internal construction conditions, or nearby development have changed, the system should be modified to maintain the optimum performance of the system.

1. Backup batteries and power supplies shall be tested under load for a period of 1 hour.

1. Other active components shall be checked to verify operation within the manufacturer’s published specifications.

1. All required supervisory monitoring signals shall be tested.

1. A spectrum analyzer or other suitable test equipment shall be utilized to ensure spurious oscillations are not generated by the signal booster.

1. Where a donor antenna is used, isolation in accordance with NFPA 1225, Section 18.10 shall be verified.

1. An inspection shall be made to evaluate if building structural changes or alternations impact the communications coverage of the system as required in NFPA 1225, Section 18.8.

1. Five-Year Testing & Inspection shall include:

2. ERCES shall be quantitatively tested to ensure that the system still provides the required DAQ values in accordance with NFPA 1225, Section 18.9.

2. The five-year test shall also confirm that there has been no deviation of coverage more than 5 percent from the initial installation documentation.

2. Deviation of more than 5 percent shall result in additional evaluations to determine if any system modifications are required to bring the system into conformance with the coverage required in NFPA 1225, Section 18.9.

2. The five-year test shall confirm that there have been no changes in the frequencies utilized for the proper operation of the system.

2. The system owner can require additional testing if the system fails to operate during normal operations at frequencies shorter than five years or if radio system conditions change.

1. All visual inspection reports shall be documented in a format acceptable to the system owner in writing.

1. All reports shall be retained for the life of the system in either paper or electronic form and be made available to the system owner upon request.

1.3 MAINTENANCE & REPAIR REQUIREMENTS

A. Contractor shall be responsible for coordinating all maintenance and repair services with the following personnel:

1. Head Plant Operator at the facility being tested

2. PCS Fire Marshal or designee

3. PCS Project Coordinator or designee (if applicable)

4. PCS Police Dispatch B. All maintenance and repair services shall be performed in accordance with the following codes & standards:

1. Chapter 633 FS, Fire Prevention and Control

2. 69A-60 FAC Florida Fire Prevention Code, Current

3. NFPA 70 – National Electric Code, Current

4. NFPA 72 – National Fire Alarm and Signaling Code, Current

5. NFPA 1225 – Standard for Emergency Services Communications, Current

6. FCC Title 47 CFR, Chapter 1, Subchapter D, Part 90 – Private Land Mobile Radio Services

7. Motorola R56 - Standards and Guidelines for Communication Sites

8. IEEE 1692 - Guide for the Protection of Communication Installations from Lightning Effects

9. TIA 569 - Requirements for Telecommunications Pathways and Spaces

10. TIA 607 - Generic Telecommunications Bonding and Grounding

11. UL 2524 Standard for In-Building, 2-Way, Emergency Radio Communications Enhancement Systems C. All maintenance and repair methods and procedures shall follow the same as those found in standards for inspection, maintenance and testing of ERCES and any and all requirements by state and federal applicable codes.

D. Maintenance and repair activities shall be conducted in a safe manner in accordance with all applicable codes, regulations, rules, standards and statutes including but not limited to OSHA and FBC.

E. Maintenance and repair of ERCES may involve or result in a system being out of service. The procedures outlined in the listed codes/standards shall be adhered to when impairment of an ERCES occurs:

F. If additional deficiencies with the system are discovered that prevent its proper operation, the contractor shall provide a proposal to correct any additional deficiency found. Attached to the proposal shall be the manufacturer’s requirement and code violation (where applicable) for the cited deficiency.

1. Deficiencies resulting in system impairment: Contact the PCS Fire Marshal or designee to obtain approval on an emergency bases to repair the deficiencies while still on site:

2. Deficiencies that require repair, but which do not result in system impairment: Submit a written report identifying each deficiency found and corrective action required to repair deficiency to the Fire Marshal within five (5) days of inspection.

1.4 PARTS AND EQUIPMENT

A. All parts and materials provided under this contract shall be:

1. Only new, original equipment manufacturer (OEM) parts equipment and chemicals, free from defect, UL listed and /or approved for its intended purpose shall be used. Refill of chemical agent as appropriate to the type of cylinder(s).

2. All non-OEM parts and/or assemblies deemed non-repairable shall be replaced with parts or assemblies that are OEM approved.

3. Replacement of all components shall be with other components equal or of better quality.

B. All materials and parts shall be UL listed for their intended purpose.

1.5 EMERGENCY REPAIRS

A. Emergencies include but are not limited to:

1. Repairs due to system failures, leaks, external forces such as lightning, flood or other natural disaster.

2. Repairs to any cylinder, hose or piping failure for any reason.

3. Repairs required as a result of fire.