ITB_FLT261074_Window_Tinting_Services_Vehicles__Equipment__Exhibit_A__Scope_of_Work.pdf

Exhibit A – SCOPE OF WORK CONTRACT# FLT/261074

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BACKGROUND

1. The City of Ocala requires the services of an experienced vendor to provide window tinting services for City-owned vehicles and equipment.

2. The Vendor must be located within a 30- mile radius of City of Ocala, Fleet Management Department, 1805 NE 30th Avenue, Building 200, Ocala, FL 34470.

LICENSING AND EXPERIENCE REQUIREMENTS

1. Licensing Requirement: Vendor must comply with all relevant local, state, and federal regulations for automotive window tinting licenses and certifications.

2. Experience Requirement: Vendor must possess seven (7) years of experience in providing fleet or commercial window tint installations.

INSURANCE REQUIREMENTS

NOTE: STANDARD INSURANCE REQUIREMENTS include General & Auto Liability and Workers' Comp.

1. Commercial General Liability: with limits of $1,000,000 per occurrence/$2,000,000 aggregate.

2. Commercial Automotive Liability: a combined limit of not less than $1,000,000.

3. Workers’ Compensation and Employer’s Liability: per Florida statutory requirements.

CONTRACT TERM/DELIVERY TIMELINE

1. Term: The resulting contract will be for an initial term of two (2) years with the option of two (2) one

(1) year renewals.

2. Renewals: Two (2) optional, one-year renewal terms.

3. Escalation: Any price increase for contract renewal will be subject to negotiation as approved by the City of Ocala. In no case will the increase exceed three percent (3%) annually unless there are mitigating market conditions. Price increases shall be based on the CPI-U, and Vendor must submit their request for an increase with CPI justification at least 90 days prior to the end of the current term.

4. Lead Time: The maximum acceptable lead time on materials is two (2) weeks.

DELIVERY

1. All services will be performed at the vendor’s facility or at City of Ocala Fleet Management, 1805 NE 30th Avenue, Building 200, Ocala, FL, 34470.

2. Scheduling of all deliveries shall be coordinated with the City Project Manager.

PROJECT SUMMARY, DELIVERABLES AND HOURS

1. Project Summary: The Vendor will be required to provide all labor, materials, and equipment necessary for tint installation and removal on City vehicles. The vendor will be required to perform the removal and installation of window tint, ensuring that all work complies with legal tint standards.

• Install front window and visor films in compliance with Florida Statute (§ 316.2953 & § 316.2954).

• Ensure front windows provide 28% visible light transmission and do not exceed a 25% reflective limit.

Exhibit A – SCOPE OF WORK CONTRACT# FLT/261074

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• Apply non-reflective visor tint above the manufacturer’s AS-1 line.

• Remove existing tint as necessary.

• Supply ceramic films with UV-blocking and heat-rejection properties.

• Provide anti-shatter/security laminate ranging from 4 mil to 8 mil thickness.

2. Deliverables: The Vendor shall provide monthly reports of all work in progress. Deliverables must be provided to the City of Ocala Project Manager before payment for such work.

3. Working Hours: The normal/standard working hours for this project are 7:00 AM – 5:00 PM Monday through Friday, excluding holidays. Vendor shall provide 48-hour advance notice to the City Project Manager for work outside normal shift hours. The City may decline the request.

WRITTEN QUOTES

1. If additional work is required outside the normal scope, vendor must provide detailed written estimates prior to work.

VENDOR EMPLOYEES AND EQUIPMENT

1. Vendor must utilize competent employees in performing the work. Employees performing the work must be properly licensed or qualified as required by the scope/project.

2. The Vendor shall provide an assigned Project Manager, who will be the primary point of contact. Vendor must provide a valid telephone number and address at all times to the City Project Manager. The telephone must be answered during normal working hours, or voicemail must be available to take a message.

3. At the request of the City, the Vendor must replace any incompetent, unfaithful, abusive, or disorderly person in their employment. The City and the Vendor must each be promptly notified by the other of any complaints received.

4. The employees of the Vendor must wear suitable work clothes and personal protective equipment as defined by OSHA. Employees shall be clean and in as good appearance as the job conditions permit.

5. Vendor will operate as an independent contractor and not as an agent, representative, partner or employee of the City of Ocala, and shall control their operations at the work site, and be solely responsible for the acts or omissions of their employees.

6. No smoking is allowed on City property or projects.

7. Vendor must possess/obtain all required equipment to perform the work. A list of equipment shall be provided to the City upon request.

8. All company trucks must have a visible company name/logo on the outside of the vehicle.

CITY OF OCALA RESPONSIBILITIES

1. The City of Ocala will furnish the following services/data to the Vendor for the performance of services:

A. Access to City buildings and facilities to perform the work.

B. Provide office facilities for the Vendor, if needed.

Exhibit A – SCOPE OF WORK CONTRACT# FLT/261074

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2. The City reserves the right to purchase any materials for the Vendor to use. The Vendor shall not charge a mark-up fee for material furnished by the City.

VENDOR RESPONSIBILITIES

1. The Vendor shall complete all work performed under this solicitation in accordance with policies and procedures of the City of Ocala and all applicable State and Federal laws, policies, procedures, and guidelines.

2. The Vendor shall obtain and pay for any licenses, additional equipment, dumping and/or disposal fees, etc., required to fulfill this contract.

3. Installation shall be in compliance with all requirements and instructions of applicable manufacturers.

4. Vendor is responsible for any and all damages including but not limited to buildings, curbing, pavement, landscaping, or irrigation systems caused by their activity. Should any public or private property be damaged or destroyed, the Vendor, at their expense, shall repair or make restoration as acceptable to the City of destroyed or damaged property no later than one (1) month from the date damage occurred.

5. If the Vendor is advised to leave a property by the property owner or their representative, the Vendor shall leave at once without altercation. Vendor shall then contact the City Project Manager within 24 hours and advise them of the reason for not completing the assigned project.

6. Data collected by the Vendor shall be in a format compatible with or easily converted to City’s databases. A sequential naming convention should be applied to the files and documentation provided to the City.

7. The Vendor shall ensure that all documents prepared under this contract have been prepared on a Windows-based operating system computer using the most current version of Microsoft Office, which includes: Word, Excel, PowerPoint, Access, or any other software as specified and approved by City staff.

ANY TINTING THAT DEVIATES FROM THE SPECIFICATIONS OUTLINED IN THIS BID

MUST BE REMOVED AND REPLACED BY THE VENDOR AT NO ADDITIONAL COST TO THE

CITY.

SUB-CONTRACTORS

1. Vendor must perform a minimum of 30% of the work with their own forces.

2. Services assigned to sub-contractors must be approved in advance by the City Project Manager.

SITE HOUSEKEEPING AND CLEANUP

1. Cleanup: The Vendor shall keep the premises free at all times from accumulation of waste materials and rubbish caused by operations and employees. Such responsibilities shall include, but not be limited to:

A. Periodic cleanup to avoid hazards or interference with operations at the site, and to leave the site in a reasonably neat condition.

B. Work site will be completely cleaned after each day of work.

C. Vendor shall dispose of debris in a legal manner.

Exhibit A – SCOPE OF WORK CONTRACT# FLT/261074

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2. Final Cleaning: Upon completion of work, clean the entire work area as applicable.

A. All furnishings and equipment shall be placed back in the original locations.

B. All work areas must be returned to original condition.

C. The Vendor shall clean and remove from the premises all surplus and discarded materials, rubbish, and temporary structures, and shall restore in an acceptable manner all property, both public and private, which has been damaged during the prosecution of the work and shall have the work in a neat and presentable condition. Note: Any and all debris shall be removed from the premises. New construction debris, trash, etc., shall not be left or buried on site.

SAFETY

1. The Vendor shall be fully responsible for the provision of adequate and proper safety precautions meeting all OSHA, local, state, and national codes concerning safety provisions for their employees, sub-contractors, all building and site occupants, staff, public, and all persons in or around the work area.

2. In no event shall the City be responsible for any damages to any of the Vendor's equipment, materials, property, or clothing lost, damaged, destroyed, or stolen.

3. Prior to completion, storage and adequate protection of all material and equipment will be the Vendor’s responsibility.

WARRANTY

The Vendor shall furnish a warranty covering materials and labor for a minimum period of ten years commencing from the date of installation. The warranty must specifically address:

• Excessive fading or discoloration

• Cracking or splitting of the film

• Adhesion failure, resulting in the film detaching from the glass

• Bubbling or blistering

• Delamination, where the layers of film come apart

All manufacturer warranty documentation and owner/operator manuals must be provided before final payment request.

INVOICING

1. All original invoices will be sent to: City of Ocala, Fleet Management Department, 1805 NE 30th Avenue, Building 200, Ocala, FL 34470, email: Fleet@ocalafl.gov.

2. Detailed documentation is required on the invoice, including the vehicle's year, make, model, VIN, type of tint applied, warranty details, and the installation date.

3. Vendor must invoice upon completion of each job.

PRICING AND AWARD

1. Vendor must upload a completed Price Proposal with their response.

2. Vendor must bid on all line items, with the exception of optional items.

mailto:Fleet@ocalafl.gov

Exhibit A – SCOPE OF WORK CONTRACT# FLT/261074

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3. Bids will be received on a unit price basis. The City will pay the Vendor only for the actual units that the Vendor provides, installs, or constructs.

4. Award will be made to the lowest Vendor meeting all requirements outlined herein.