City_Hall_Maintenance_and_Management_(Addendum_#4_Revision).pdf

Mayor Chief Procurement Officer Buddy Dyer David Billingsley, CPSM, C.P.M.

REQUEST FOR PROPOSAL (RFP)

RFP24-0012

CITY HALL MAINTENANCE AND MANAGEMENT

The City of Orlando Procurement and Contracts Division has implemented an electronic bidding system to streamline solicitation responses.

CITY OF ORLANDO PROCUREMENT AND CONTRACTS SITE

https://www.orlando.gov/Our-Government/Departments-Offices/OBFS/Procurement

City of Orlando

REQUEST FOR PROPOSAL (RFP)

CITY HALL MAINTENANCE AND MANAGEMENT

TABLE OF CONTENTS

1. INTRODUCTION

2. MANDATORY MINIMUM QUALIFICATIONS

3. REQUEST FOR PROPOSALS INFORMATION

4. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

5. REQUIRED PROPOSAL SUBMITTALS

6. TERM OF CONTRACT

7. EVALUATION CRITERIA

8. HUMAN TRAFFICKING AFFIDAVIT

9. VENDOR QUESTIONNAIRE

10. PRICING PROPOSAL

11. PRE-PROPOSAL CONFERENCE

12. PROPOSAL DUE DATE AND TIME

13. PROPOSAL PREPARATION AND FORMAT

14. DELIVERY OF PROPOSALS

15. CONFORMANCE TO SOLICITATION

16. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS

17. GENERAL TERMS AND CONDITIONS

18. ADDITIONAL INFORMATION

19. ADDENDUM TO REQUEST FOR PROPOSALS

20. APPLICABLE LAW AND APPEALS

21. CONTRACT

22. EXECUTION OF CONTRACT

23. AFFILIATED AGENCIES

24. EMPLOYMENT ELIGIBILITY; E-VERIFY SYSTEM

25. RIGHT TO AUDIT RECORDS

26. FISCAL YEAR FUNDING APPROPRIATION

27. PUBLIC ENTITY CRIMES

28. PROMPT PAYMENT ACT

29. INVOICES

30. DISPUTE RESOLUTION

31. PROPOSER'S GUARANTEE

32. INSURANCE / PERFORMANCE BONDS

33. FLORIDA SALES TAX

34. DRUG-FREE WORKPLACE CERTIFICATION

35. AMERICANS WITH DISABILITIES ACT

36. RECIPROCAL LOCAL PREFERENCE

City Hall Maintenance and Management

37. PURCHASING CONTRACTS W/ OTHER GOVERNMENT AGENCIES

38. FOREIGN CORPORATION

39. SUBCONTRACTORS

40. PURCHASING CARD PROGRAM

41. LIVING WAGE POLICY

42. PROHIBITION - CONTRACTING WITH SCRUTINIZED COMPANIES

43. SOFTWARE LICENSES

44. NON-DISCRIMINATION

45. GOVERNING LAW / VENUE

46. RECOVERED MATERIALS

47. PROHIBITION AGAINTS CONSIDERING SOCIAL, POLITICAL, OR

IDELOGICAL INTEREST IN GOVERNMENT CONTRACTING

Attachments:

A - EXHIBIT "13" - Contract

B - ATTACHMENTS - A THROUGH K

C - EXHIBITS "1" THROUGH "12"

1. INTRODUCTION

1.1. Summary

The City of Orlando requests Proposals from interested and qualified Proposers for facility operations and maintenance of City Hall, located at 400 S. Orange Avenue, Orlando, Florida, in accordance with the terms and conditions, specifications, and service concepts outlined in this Request for Proposal (RFP).

The Contract includes all phases of building maintenance, citywide postal operations, and security services. The Contractor will be responsible for establishing and implementing a work management system to manage the total work effort associated with the operations, maintenance, repair, and all other services required herein, to ensure fully adequate and timely completion of the services. Included in this function will be a full range of management duties including, but not limited to planning, scheduling, cost accounting, report preparation, report management, inventories, warranty enforcement, and quality control. The Contractor will be required to provide an adequate and experienced staff with the necessary expertise to ensure the performance of the work in accordance with sound and efficient Class A building management practices. Landscape maintenance and irrigation systems will not be the responsibility of the Contractor. The

Contractor is responsible for hardscape.

1.2. Background

The City of Orlando is a 111.2 square mile area that covers a total of 71,140 acres. With its central location in the region and the State, Orlando is easily accessible from Interstate

4, Florida Turnpike, East/West Expressway and the Beach line Expressway.

The Mission of the City of Orlando is to enhance the quality of life in the City by delivering public services in a knowledgeable, responsive and financially responsible manner.

Orlando City Hall is a ten-floor pre-cast building with a basement, constructed in 1991 and fully renovated in 2016-2020, with approximately 256,000 square feet. The City seeks to obtain the most cost effective approach to properly and efficiently manage the facility. The Contractor must provide excellent customer service as the City strives to deliver efficient and effective services.

1.3. Contact Information

Direct inquiries to the following:

Lee Donate

Procurement Supervisor

Orlando City Hall

400 S. Orange Ave.

Orlando, FL 32801

Email: lee.donate@orlando.gov

Phone: (407) 246-2329 mailto:lee.donate@orlando.gov tel:(407)246-2329

Department:

Real Estate Management

1.4. Timeline

The following is the scheduled calendar of events with important dates and times. Dates are subject to change by the Chief Procurement Officer (“CPO”) of the Procurement and

Contracts Division or designee, at their sole discretion. If the Procurement and Contracts

Division determines that it is necessary to change these dates or times prior to the

Proposal due date, the change will be announced via an addendum.

Release Project Date September 23, 2024

Non-Mandatory Pre-Proposal

Meeting (Non-Mandatory)

October 24, 2024, 1:00pm

IN-PERSON - WITH A WALK THROUGH

City of Orlando

City Hall - 2ND Floor Veterans Conference

Room

400 South Orange Ave

Orlando FL 32801 or

JOIN THE VIRTUAL PROPOSAL

MEETING.

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8982-

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Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

Conference ID: 213 743 794#

Question Submission Deadline November 4, 2024, 5:00pm https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_MDRmZjU1Y2UtYzc4MC00NWViLTk1NDAtMDg4MmYxZWNkNzUw%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=9f7048c7-ba02-405c-8982-93218fdc6b52&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_MDRmZjU1Y2UtYzc4MC00NWViLTk1NDAtMDg4MmYxZWNkNzUw%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=9f7048c7-ba02-405c-8982-93218fdc6b52&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true 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Question Response Deadline November 8, 2024, 5:00pm

Proposal Submission Deadline November 21, 2024, 2:00pm

JOIN THE VIRTUAL PROPOSAL

OPENING.

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Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

Conference ID: 611 104 141#

2. MANDATORY MINIMUM QUALIFICATIONS

The following mandatory minimum qualifications have been established. Subject to the

City’s right to waive minor irregularities, Proposers that do not meet the mandatory minimum qualifications will be deemed non-responsive and will not be considered for further evaluation.

As mandatory minimum requirements, Proposers shall provide relevant documentation validating that, https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_ZTBlMWU3NzktZjQ2Yy00MzViLTk5NWItYjZkMzRmNjRjNzE0%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=17b562e6-6217-4ce6-a9b2-626fc85d6d49&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true 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1. Proposer must have a minimum of five (5) consecutive years with direct experience in maintaining and operating a minimum of one Class A building with at least 200,000 square feet.

2. Proposer must have experience within the past five (5) years managing a minimum of one government property.

3. Proposer must have direct experience providing and managing postal services and building security operations.

3. REQUEST FOR PROPOSALS INFORMATION

The Procurement and Contracts Division is the official source to obtain information relating to City of Orlando solicitations. It is incumbent on the Proposer to obtain solicitation and current award information prior to and after the scheduled opening date of a Request for Proposals. Information is updated daily as it becomes available. An award, or recommendation of award, may be made at any time after the scheduled opening date of a Request for Proposals. You may obtain award and other solicitation information in a variety of ways:

A. There are currently two Internet sites available to obtain RFP Selection

Committee rankings, Notice of Intended Action for award and other information:

1. The City of Orlando Procurement and Contracts Division’s Website:

http://www.orlando.gov/procurement/solicitations/ If you are interested in obtaining solicitation information, copy and paste the above link into your web browser and click on View Current Bids. Please remember that you must keep your registration information up to date in order to continue to receive notifications of bidding opportunities that meet your commodity code selections.

2. Direct link to the City's e-Procurement Portal:

https://procurement.opengov.com/portal/orlando.

B. You may visit the Procurement and Contracts Division, during normal business hours, to obtain award information, solicitation packages, addendums, and other documents. Our office is located at:

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801 http://www.orlando.gov/procurement/solicitations/ https://procurement.opengov.com/portal/orlando

You may also call the Procurement and Contracts Division at (407) 246-2291, during normal business hours, to request award and other solicitation related information.

We appreciate your interest in doing business with the City Beautiful and wish you much success with your business ventures.

4. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

4.1. SCOPE AND TECHICAL REQUIREMENTS

The Contractor shall manage, operate, and maintain the base building structure, building envelope, hardscapes, fountains in the plaza, common areas, all exterior lights, including exterior pole lights around City Hall and CNL Towers I & II, all City Hall interior lights, mechanical, electrical, plumbing, building automation systems (BAS), building access control systems, City Hall postal services , and City Hall security services. Maintenance services shall include, but will not be limited to, interior and exterior cleaning, painting, decorating, carpentry, surface parking lot cleaning, exterior concrete cleaning, carpet and upholstery repairs and cleaning, metal refinishing, window cleaning and other normal maintenance and repair work as may be determined necessary or desirable by the

City. The Contractor may, with the City's prior written approval, contract with qualified firms for the maintenance and repair of elevators, life safety equipment, armed and unarmed security guard services, and extraordinary repairs beyond the normal abilities of the regular maintenance employees.

For Building Size Specifications: See Exhibit "1"

4.2. BUILDING MANAGEMENT SERVICES

The Contractor shall provide all necessary labor, equipment, supplies and materials; and other accessories, services, and facilities; for the monitoring, maintenance, repair, test, and inspection of the Systems at City Hall, in strict accordance with the specifications, terms and conditions of this Request for Proposal, and the Contract included herein.

1. Contractor Employee Requirements

A. The Contractor shall provide employees that have applicable experience, are properly trained, and deliver excellent customer service.

B. The Real Estate Manager, or Designee, shall be the City’s Representative.

C. The Contractor shall provide to the City's Representative the name(s) of the responsible supervisory person(s) authorized to act on behalf of the Contractor.

D. The Contractor shall assign to City Hall a minimum of one (1) facility manager, one (1) chief engineer, one (1) operation engineer, one (1) painter, one (1) dock master, two (2) day porters (one male and one female), one (1) postal supervisor, one (1) postal technician, and one (1) postal carrier, to perform work specified within the Contract. Each position should provide full time coverage.

E. Contractor employees shall conduct themselves in a proper, efficient, courteous, and businesslike manner.

F. The Contractor shall remove from the site any individual whose continued employment is deemed by the City's Representative to be contrary to the public interest or inconsistent with the best interests of the City.

G. The Contractor shall conduct State of Florida background checks on all proposed employees before they are assigned to perform contract work. No employees shall have any criminal or felony convictions, unless approved by the City, in advance.

H. Employee Uniforms:

1. All non-management Contractor and subcontractor employees working under the Contract shall be identified by distinctive uniform clothing for ready identification. Employees shall wear the same color and style of uniform. The uniform shall have the Contractor's name easily identified and affixed thereon in a permanent or semi-permanent manner such as badge or monogram. The same color or color combination, as appropriate, may be used for the uniforms.

2. The Contractor's employees must wear a freshly laundered uniform daily.

Uniforms that are soiled, stained, torn, disheveled, or in any way ill-fitting or unsightly, must be replaced. In lieu of full uniforms, the night janitorial staff may use aprons or smocks that are all the same color and style.

3. Employees shall be required to dress neatly, commensurate with the tasks being performed. Employees out of uniform may be asked to leave the premises. Employee identification shall not be substituted for activity-required badges. Sub-contractors may have their own I.D. on their uniforms.

Appropriate footwear and uniforms shall be worn at all times.

2. Training

The City may provide training for the Contractor’s staff and security personnel, such as CPR and AED training. Should the City request the Contractor’s on-site staff complete such training, the Contractor shall comply. Such training will be in addition to training provided by the Contractor.

3. Accounting Services

a. The Contractor will handle all accounting and financial reporting matters relative to the operating expenses and submit operating expenses to the City for reimbursement.

b. The Contractor will maintain current and accurate records and accounts of all transactions pertaining to operations in accordance with generally accepted accounting principles (except as may be modified by the City), applied on a consistent basis from year to year.

c. The Contractor will retain electronic records (except canceled checks forwarded to the City in lieu of receipts), all employment records of the Contractor's employees on site, and records of disbursements with respect to the management or operation of the premises for a minimum period of 5 full years from expiration of the contract.

d. The Contractor will make available to the City, during business hours, those records and statements (and the source of same) for inspection or audit.

e. The Contractor will render to the City, on or before the day of reimbursement, detailed statements in a form as reasonably required from time to time by the City, of disbursements (including the Contractor's management fees) during the preceding period. Each statement will be supported by copies of bills and evidence of receipt of merchandise or services and include cost of parts and labor.

f. The Contractor will work within a budget provided to the Contractor for extra work and provide a monthly budget report to the City’s Representative within 15 days of the month end.

g. The Contractor will bill the City on a monthly basis, or as otherwise provided, at the amounts set forth in Price Proposal for all services rendered toward the completion of the Scope of Services.

h. Invoices shall be received, in a format approved by the City, from the Contractor pursuant to the Contract and will be reviewed and approved by the City's Representative indicating that services have been rendered in conformity with the Contract, and then will be sent to Accounts Payable for processing. Invoices must include the contract number.

i. All requests for payment for reimbursable expenses, eligible for reimbursement under the terms of the contract, shall include copies of paid receipts, invoices, or other documentation acceptable to the City’s Finance Department. Such documentation shall be sufficient to establish that the expense was actually incurred and necessary in the performance of the Scope of Services described in the Contract.

4.3. CITY RESPONSIBILITIES

1. The City will be responsible for the maintenance of computers, printers, telephones, other technology equipment, artwork, and mail room equipment.

2. The City owns the visitor badge entry access system, and the Contractor is responsible for assisting visitors with access, as well as coordinating maintenance with the City’s contractor

3. City Representative

The City’s Real Estate Division Manager or designee shall act as the City’s

Representative. The Contractor will receive all maintenance and service requests from

City Hall occupants, determine who is responsible for fulfilling the request, and coordinate as needed. The City’s Representative shall communicate the City’s policies and decisions to the Contractor regarding the services, responsibilities, and obligations hereunder, and determine the Contractor’s non-performance of its obligations.

4. Access to the Property

The City shall arrange for access to, and make provisions for the Contractor to enter the

City’s property as required for the Contractor to perform its services.

A. Keys: The City shall administer all locks and keys. The City has a building key system in place that accommodates building operation and individual staff key requirements to assure preservation of sound key controls and tight security. Keys will be assigned, and the Contractor will be accountable for each key assigned to the Contractor, and will be responsible for maintaining an accurate key log.

B. City Hall Badges: The City owns the employee badge access system, and the

Contractor is responsible for assisting the City’s Information Technology Security

(IT Security) with access controls. The Contractor will be assigned employee and vendor badges, and the Contractor will be accountable for each badge and responsible to maintain an accurate employee and vendor badge log. Any lost keys or badges will be reported immediately to the City's Representative. The City will provide building access/garage parking cards to the Contractor’s employees and security contractor. The City does not pay for parking for other subcontractors.

5. City Furnished Property and Services

The City will not provide any materials, equipment, office space, or storage facilities to the Contractor except as noted below:

a. Office Space – 1.) Loading Dock office, and 2.) City Hall office for manager.

b. Storage Space - Basement of City Hall.

C. Shop Space – Basement of City Hall

D. Internet access for Building Manager, Chief Building Engineer, and

Dockmaster's devices (if needed)

E. Radios for communication

d) Existing office furniture and telephones

6. Availability of Utilities

The City will furnish the following utility services at existing outlets, as may be required for the work to be performed under the Contract: electricity, water, sewage service, refuse collection (from existing collection points) and telephone service (long distance service not provided).

4.4. FACILITIES REPAIR AND MAINTENANCE

1. Safety Requirements

All work shall be conducted in a safe manner. The City will not provide safety equipment to the Contractor.

A. Prior to commencing work, the Contractor shall meet with the City’s Representative and the Risk Division Manager to discuss and develop mutual understandings relative to administration of the Safety Program.

B. The Contractor's workspace may be inspected periodically for OSHA and City violations. Abatement of violations will be the responsibility of the Contractor and/or the City as determined by the City's Representative. The Contractor will provide assistance to the City's Risk Manager and the Federal or State OSHA inspector if a complaint is filed. Any fines levied against the Contractor by Federal or State

OSHA offices due to safety/health violations shall be promptly paid by the

Contractor.

C. The Contractor shall operate, maintain and repair all life support systems (does not include AEDs located on each floor) to ensure that they function at all times in an efficient and effective manner. The Contractor shall not invoice the City for minor repairs and maintenance specified herein. The Contractor shall schedule, coordinate and conduct fire alarm drills at least once per year.

D. The Contractor shall report to the City's Representative and the City’s Risk

Manager in the manner and on the forms prescribed by the City, exposure data and accidents resulting in death, trauma, or occupational disease. All accidents must be reported to the City's Representative, and Risk Manager within 24 hours of their occurrence.

E. The Contractor shall submit to the City's Representative, a full report of damage to

City property and/or equipment by Contractor employees. All damage reports shall be submitted to the City's Representative within 24 hours of the occurrence.

2. Pre-Existing Conditions

The Contractor shall have thirty (30) days from the start of the Contract to notify the

City in writing of any pre-existing conditions. At that time, the City may elect to make repairs, or have the Contractor continue to maintain the facilities in their current state.

3. Work Orders

Requests from the City, and repairs to facilities and equipment, shall be tracked by a

Computerized Maintenance Management System (CMMS) with quality control measures to ensure work orders are completed and trackable. A Work Order Report will be provided to the City's Representative, monthly. Work orders shall be filled on a priority basis with building security and structural integrity as a top priority. The Contractor(s) will be responsible for any costs associated with licensing, training, and using this system. For work orders, the Contractor shall comply with the following performance criteria:

a. Cycle time for service calls: the number of service calls completed within twenty‐ four (24) hours from time of inception shall be no less than ninety‐five percent (95%) of all service calls for the day, and no less than ninety‐ eight percent (98%) for all service calls for the week.

b. Preventive Maintenance (PM): no less than ninety‐eight percent (98%) of all PM work orders shall be completed within expected time intervals listed on Exhibit 2.

c. Work Mix: Work mix is a combination of Reactive Maintenance hours, and

Preventive Maintenance hours. For the purposes of this RFP, Reactive Maintenance shall not exceed thirty percent (30%) of total work mix.

d. The number of call backs for the same problem, in the same location, shall not exceed two percent (2%) of the total number of call backs, within a thirty (30) daytime period.

e. Business hours interrupted in any facility due to unplanned downtime or equipment breakdowns not caused by Force Majeure Events shall not exceed ten percent (10%) for a ten (10) hour workday, and overall equipment effectiveness uptime shall be at least ninety‐eight percent (98%), annually.

Orlando City Hall is a unique office building. Examples of work orders include but are not limited to the following:

a. Set-up/clean-up for events: Events may occur in the Rotunda, Terrace Gallery, 9th

Floor Conference Center, or other various conference rooms or break rooms. The City owns tables and chairs that can be utilized for events

b. Installation of banners that hang on the 3rd Floor balcony

c. Installation of banners in the Plaza

d. Assisting the City Art Curator with preparing gallery walls for installations

e. Assisting numerous types of visitors to City Hall, including City Council attendees, school groups, and dignitaries

f. Handling freight deliveries, when appropriate

4. Building Automation System

The Contractor shall be responsible to maintain indoor air quality in the facility by properly operating the HVAC, measuring outside air quantity at the outside air intakes, observation of the air conveyance system and equipment condition, inspecting internal ducts for dust, etc., taking weekly CO2, temperature, and humidity recordings over a

24-hour period in Building. (See Exhibit "3")

5. Contractor Reimbursement

The City will not reimburse the Contractor for any expenses incurred in the performance of the Services. All expenses for any sub‐contractor, supplies, equipment, materials or labor are the responsibility of the Contractor. The City will pay directly for repairs or replacements that are deemed Major Repairs with the

Contractor being responsible for the first $5,000.00 of costs for Major Repairs, as defined in Section 10. The remainder of the costs for Major Repairs are the responsibility of the City, other than those repairs which result from negligence or fault on the part of the Contractor.

6. License Requirements

All Contractor employees working at the City’s facilities and buildings, when required by any law or ordinance, shall have appropriate Florida State Licenses. The

Contractor shall use technicians with Florida State Licenses when required by any law or ordinance.

7. False Alarm Fees

The Contractor shall pay for false alarm fees caused by equipment failure (for the equipment maintained by the Contractor) or due to negligence of the Contractor’s employees or subcontractors.

8. Emergency Maintenance

a. With regard to emergency services, the Contractor shall provide a twenty‐four (24) hour emergency contact or telephone number to the City. For emergency work submitted after regular business hours and on weekends, the Contractor on‐call representative must make every effort to contact the requester within fifteen (15) minutes of the request.

b. The Contractor shall respond to the physical location of the emergency within one

(1) hour after the Contractor has evidence or receives notification of equipment or system breakdown or shutdown or other compelling emergency situation in the facility that could result in the inability of the tenants to use the facilities. The Contractor shall properly program existing control systems to ensure Contractor employees are alerted to issues when they arise.

c. In the event of a flood, security personnel must be trained on water shut-off procedures, and response time should be immediate.

d. Services shall be provided by the Contractor as necessary to restore equipment or facility failures to proper operation without additional cost to the City, except for Major

Repairs .Under no circumstances will equipment or system failure that results in loss of essential service as defined by the City's Representative exceed twenty‐four (24) hours. Inability to obtain parts or special technical or engineering services will not be considered reason to extend this time period. At the City’s discretion, extensions may be granted. For emergency maintenance work that is performed pursuant to any federal or state grant funded monies, the Contractor will be required to comply with the necessary grant terms and conditions, if any, and upon reasonable notice provided by the City.

9. Minor Repairs

A Minor Repair is a repair that costs less than $5,000.00, for work that falls within the scope of operations/maintenance work described in this Solicitation. The Contractor shall be responsible for all labor, equipment, material, repairs and/or replacements, for each incident.

10. Major Repairs

a. A Major Repair is a repair that costs more than $5,000.00, as agreed upon by the

City and the Contractor, prior to repair work beginning. For all Major Repairs, the

Contractor shall be responsible for the first $5,000.00 for all labor, equipment, material, repairs and/or replacements, for each incident. The remainder of expense for all Major Repairs will be the responsibility of the City. No fee and/or profit will be charged by the Contractor on any repairs/replacement work that falls within the scope of operations/maintenance work on this RFP (Major or Minor repairs). The City's

Representative must approve all Major Repair before work can begin.

b. If the City opts to utilize the Contractor for any repair/replacement work that is not in the scope of work, then the Contractor may charge up to a maximum of 5% management fee. If the work is not in the scope of work, the Contractor deductible of

$ 5,000.00 shall not be applicable. Examples of work outside of the scope include remodeling where walls are moved, the addition of furnishings, replacement of equipment/system prior to end of service life or as an upgrade, while the equipment/system is operational and functional.

c. The City reserves the right to obtain its own quotes from third party vendors to estimate the price of a repair and will elect to either use the Contractor to make the repair or the third party, for the repair/replacement. The Contractor shall be responsible for Major Repairs caused by its negligence or improper maintenance performed by its employees or contractors.

d. Examples of Major Repairs that are within the scope of service include but are not limited to the repair or replacement of elevators, heat pumps, chillers, boilers, pumps and motors associated with the HVAC system, or carpet replacement. Any Repair or

Major Repair or replacement resulting from improper maintenance or negligence on the part of the Contractor shall be the responsibility of the Contractor. The Contractor shall incur all of the costs associated with such a repair and or replacement. Any Major

Repairs must be approved by the City's Representative in advance of any replacement or repair work beginning.

e. Unless waived by the City, subcontractors for Major Repairs may be entered into by the Contractor with any firm that is qualified to provide the work sought, and submits the lowest responsive bid. The Contractor will obtain at least three written quotes for the work sought, and a tabulation of the results shall be furnished to the City, with contract approval required by the City, prior to work beginning with any subcontractors.

f. Unless waived by the City, subcontracts for Major Repairs exceeding $200,000.00 may be entered into by the Contractor, with a subcontractor that is qualified to provide the work sought and submits the lowest bid. The Contractor shall advertise these

Subcontracts at least once in a newspaper of general circulation in the county where the project is located, with the last advertisement appearing at least twenty-one (21) calendar days prior to the established bid opening time and date, or as required pursuant to Florida Statutes 255.0525.

g. The City maintains many contracts for services. The Contractor should attempt to utilize City contracts where applicable and efficient, and may work with their designated Procurement Agent to facilitate the use of any applicable City contracts.

h. Notwithstanding anything to the contrary set forth herein, the Contractor acknowledges that any professional services as defined in Section 287.055 Florida

Statutes, requires compliance by the Contractor with an open, competitive procurement process, utilizing a request for proposals or request for qualifications solicitation, and such procurement method must be approved by the City, and shall comply with Section 287.055 Florida Statutes. All services to be performed hereunder which, by reason of such Chapters 489, 471 and 481 must be performed by licensed contractors, engineers, and architects (as so defined), shall be performed by properly licensed Persons.

i. Alternatively, the City may choose to undertake major repairs itself or contract for the work with another firm. In those cases, the Contractor will be obligated to cooperate fully.

j. Progress on Major Repairs shall be included in reporting for 1.)Open Issues, 2.)

Quarterly Progress Reports and 3.) Quarterly Budget Reports as outlined in section E

Reporting Requirements.

11. Supplies, Parts and Equipment

a. Lighting Supplies - The Contractor shall change and otherwise maintain all light fixtures and drivers in the interior common and high reach areas on all floors, and exterior. Sufficient supplies will be kept on hand to avoid any light outage for more than

24 hours.

b. Replacement Parts - The Contractor shall provide new or factory reconditioned parts and components when providing maintenance and repair services as specified herein. All replacement units, parts, components and materials to be used in the maintenance, repair, and alteration of facilities and equipment shall be compatible with that existing equipment on which it is to be used, shall be of equal or better quality as original equipment specifications; shall comply with applicable City, commercial, or industrial standards and used in accordance with original design and manufacturer’s intent. If the original manufacturer has updated the quality of parts for current production, parts supplied under the contract shall equal or exceed the updated quality.

c. The Contractor shall retain the parts replaced for at least ten (10) days after completion of the job, and make these parts readily available for inspection by the

City's Representative, upon request. When disputes arise concerning material,…