Scope of Services

TERM CONTRACT FOR PROGRAMMING, REPAIR AND MAINTENANCE,

SUPPORT SEREVICES, CONSTRUCTION AND INSTALLATION OF PHYSICAL

AND ELECTRONIC SECURITY, ACCESS CONTROL AND VIDEO

SURVEILLANCE SYSTEMS

1) GENERAL INFORMATION:

a) The Contractor will be responsible for various maintenance, repair, refurbishment, construction and equipment renewal of physical and electronic security projects associated with County buildings, facilities and locations. The Contractor will furnish all parts, materials, equipment, labor and supervision as necessary to calibrate, maintain, construct and install the assigned repair, refurbishment and/or replacement security system project(s). The Contractor will supply technical and programming services for the purpose of maintaining and optimizing various security databases and systems within Seminole County.

2) DEFINITIONS:

a) Definitions to be used in this contract

i) Contract Documents – The documents that will form the Contract between the parties, including the “Request for Proposal” (which includes the Scope of Services), any attachments or addendum thereto, the CONTRACTOR’S “Proposal”, and the executed agreement, provided, however that the terms of this Scope of Services shall prevail if in conflict with any other document.

ii) COUNTY Representative – The designated Seminole County employee to represent the COUNTY. The Division Manager of the COUNTY department utilizing this Contract, or his/her designee, shall be the COUNTY representative for the purpose of the contract. Wherever in the Contract documents approval, disapproval, consent, consultation, direction, or other action of the COUNTY is anticipated; such actions shall relate to the COUNTY representative unless the context or a provision of law otherwise specifies the action to be taken by the Board of County Commissioners or a person who is not the COUNTY’s representative.

iii) Good and workmanlike manner - That quality of work performed by one who has the knowledge, training, or experience necessary for the successful practice of a trade or occupation and performed in a manner generally considered proficient by those capable of judging such work. It is understood and agreed that the utilizing department’s Manager and his/her designees are capable of judging what is and what is not “good and workmanlike”.

3) HOURS OF PERFORMANCE:

a) Standard Hours: Standard working hours are Monday through Friday, 7:00 AM to

5:00 PM, excluding Seminole County holidays.

b) Non-Standard Hours: Non-Standard working hours are Monday through Friday, 5:01 PM to 6:59 AM, weekends, and Seminole County holidays. After-hours work shall be approved in advance, prior to work being performed.

c) Emergency Response: Emergency response hours may encompass nights, holidays, weekends, twenty-four (24) hours per day, seven (7) days per week and require a four (4) hour maximum response time .

d) The CONTRACTOR must provide a 24-hour point of contact for non-standard working hours and emergency services.

4) PROVISION OF QUALIFIED PERSONNEL:

a) Technicians assigned to work on COUNTY facilities shall be trained and have adequate experience to complete the work in a “good and workmanlike manner” and in compliance with industry standards. This includes any required licenses and/or training as required by County, State and Federal laws as well as codes including but not limited to NFPA, FAC and OSHA.

b) Communication with the COUNTY division staff and other COUNTY employees is required to perform this scope of services. Communication with the division staff is necessary to exchange information and instructions regarding the work assigned.

Communication with other COUNTY employees is necessary to keep them informed regarding work schedules and status. Therefore, technicians assigned to work on COUNTY facilities shall be able to communicate properly, both verbal and non-verbal with COUNTY personnel.

c) The CONTRACTOR shall designate their representative and single point of contact. This person shall be the person through whom the COUNTY shall conduct all normal business activities and direct normal correspondence.

d) The CONTRACTOR shall ensure that all employees are clean, neat, and appropriately attired during the performance of the services. The CONTRACTOR shall ensure that all employees are properly dressed in a uniform shirt displaying the company name/logo. The photo ID badge shall be always displayed on the front of their uniform shirt when on COUNTY property.

e) All onsite personnel employed by the CONTRACTOR shall conduct themselves in a professional, business-like manner. Such personnel shall not, by word of mouth or deed, express themselves in such a manner as would be construed as conduct being obscene, harassing or offensive by a reasonable, sensitive person. Any such conduct shall be cause for removal from the facility. The COUNTY shall have the sole right to determine what constitutes a violation of this section.

f) All CONTRACTOR personnel shall identify themselves at the appropriate administrative office upon arrival on site and prior to beginning work and upon completion of work and leaving worksite.

g) CONTRACTOR shall ensure that technicians are trained and authorized to work on the systems in place in COUNTY facilities and all systems supplied and installed by the CONTRACTOR.

h) Training records of any training performed for all existing and newly hired employees must be made available and provided to the COUNTY's Representative within twenty-four (24) hours of request.

5) PROCEDURES FOR PERFORMING SERVICES:

a) All work shall be performed in compliance with industry best practices, technical standards and authorities having jurisdiction, in addition to a “good and workmanlike manner”. Work that is deemed to fall short of these requirements shall be corrected by the CONTRACTOR at no additional cost to the COUNTY.

b) The CONTRACTOR shall conform to all Federal, State, City, and Seminole County standards and regulations during the performance of the contract applicable at the time services are performed.

c) All Testing, Inspection, Maintenance and Repairs shall conform to the most recently adopted version of applicable building and safety codes, and all documentation shall conform to the most recently adopted version of applicable building and safety codes.

d) Any fines levied due to inadequacies or failure to comply with any requirements shall be the sole responsibility of the CONTRACTOR.

e) Any person found not in compliance with any laws, statutes, rules, or regulations will not be allowed on the work site. Continued violations by a CONTRACTOR shall constitute cause for immediate termination of the Contract.

f) The CONTRACTOR shall make every effort to minimize inconvenience to COUNTY employees and the public at service locations. Work shall be scheduled to provide the least inconvenience to building occupants and visitors. The CONTRACTOR shall coordinate all scheduling activities for services under this contract with the COUNTY representative. The COUNTY representative shall have the final authority on the schedules to be implemented.

g) CONTRACTOR is responsible for prompt cleanup and proper disposal of excess material, scrap material, trash and debris from the jobsite.

h) CONTRACTOR shall keep a safe and orderly workplace at all times.

i) CONTRACTOR shall be responsible for the repair of damage to buildings or other

COUNTY property that results from CONTRACTOR activities. This includes, but is not limited to plumbing systems, electrical systems, air conditioning systems, landscapes, pavement, irrigations systems, etc.

j) The CONTRACTOR shall be responsible for obtaining and paying for all permits required to perform work and services on COUNTY facilities. See below in The Work.

k) CONTRACTOR shall be responsible for any disposal fees that may be incurred for the removal of materials from COUNTY property in the performance of this contract.

l) CONTRACTOR, while performing services pursuant to this agreement, shall take all necessary precautions to protect buildings and personnel. CONTRACTOR shall at all times guard against damage to COUNTY property and injury to COUNTY employees, the public and other vendors and CONTRACTORs and shall be held responsible for replacing or repairing any such loss or damage. The CONTRACTOR shall comply with all State, OSHA and other applicable safety regulations.

m) All work orders issued to the CONTRACTOR as an EMERGENCY will require the CONTRACTOR to have a technician on site within four (4) hours of notification .

n) If the necessary repairs to the system cannot be performed at the time of the initial visit, the system shall be stabilized to avoid repeat or worsening conditions before the technician leaves the site and until such time as the repairs can be completed.

o) The CONTRACTOR shall provide the COUNTY with a status report on the condition of relevant systems prior to departing from the site.

p) All the services required hereunder shall be performed by the CONTRACTOR’s direct employees or authorized subcontractors under the CONTRACTOR’s supervision. All personnel engaged in performing the services shall be fully qualified, experienced and, if required, certified, authorized, licensed or permitted under state and local law to perform such services. Please refer to Subcontractors below.

q) The CONTRACTOR, upon request by the COUNTY, shall remove all CONTRACTOR’s personnel from COUNTY property who are deemed careless, incompetent, insubordinate, reasonably objectionable, or whose continued employment is deemed to be contrary to the interest of the COUNTY as determined by the COUNTY, or if it is determined that services are not being performed in accordance with the terms and conditions of this contract.

i) The COUNTY’s request to remove any employee from this contract shall, in no instance, be considered a request for the CONTRACTOR to terminate the designated individual from CONTRACTOR’s employment. The sole intent of such a request is removal from this contract.

ii) The COUNTY Representative, may request the CONTRACTOR remove any Supervisor if it is determined that services are not performed in accordance with the terms and conditions of this contract

r) The COUNTY may schedule meetings periodically to review contract terms, performance, and other contractually related matters. The CONTRACTOR shall be required to attend all meetings as requested by the COUNTY; no additional compensation shall be provided to the CONTRACTOR for attending these meetings.

s) Services not performed in accordance with the content of this contract shall be considered unsatisfactory and unacceptable. In the event of nonperformance or unsatisfactory performance by the CONTRACTOR or their employees (including subcontractors), the COUNTY Representative shall have the right to exercise one or more of the following options:

i) Notify the CONTRACTOR of non-performance/unsatisfactory performance in writing and allow CONTRACTOR to correct such item of non-performance/unsatisfactory performance within a twenty-four (24) hour timeframe. Although the timeframe for making corrections may occur outside of the CONTRACTOR’s normal working hours, the CONTRACTOR shall not receive any further compensation.

ii) The Program Manager may request the CONTRACTOR remove any Supervisor or employee, if it is a personnel-related issue.

t) The COUNTY reserves the right to correct any item of nonperformance/ unsatisfactory performance by any means it deems necessary to ensure the effective operation of the COUNTY's facilities. Costs incurred by the COUNTY for the correction using COUNTY employees shall be deducted from payments made to the CONTRACTOR. If another CONTRACTOR is used to correct the item, that cost will be deducted at the rate charged by the requested CONTRACTOR.

u) The COUNTY Representative shall notify the Procurement Division of the unsatisfactory performance and or deficiencies in service that remain unresolved or recurring. The Procurement Division may, after appropriate notice, take necessary actions to address unsatisfactory performance up to and including termination of the contract for default.

6) SAFETY REQUIREMENTS

a) Prior to performing any Work in a COUNTY building, the CONTRACTOR shall place signs in conspicuous places notifying the occupants that Work is being conducted and providing a phone number that can be used in an emergency while the systems are impaired for inspection, maintenance, testing or repairs.

b) Prior to performing service or maintenance on any equipment where the unexpected energizing, startup, or release of stored energy could occur and cause injury, the equipment shall be isolated and rendered inoperative using a lockout device whenever the equipment is capable of being locked out.

c) All work shall require an impairment plan to be submitted to the COUNTY to ensure the locked-out system or equipment is restored to normal after a test, service or maintenance event has occurred.

d) The CONTRACTOR shall maintain a Safety Plan and Quality Assurance Plan to ensure that work performed herein conforms to contract requirements for the term of the contract. The COUNTY representative shall be notified if there are any changes to the Safety, Quality Assurance, or any other contract related documents submitted with the original bid package. The CONTRACTOR shall ensure that the authorized COUNTY Representative has received the latest versions of all documents for the duration of the contract.

e) The COUNTY Representative will review the updated plans and provide comments and/or feedback to the CONTRACTOR following receipt of the plans. The CONTRACTOR shall submit an updated safety plan to the COUNTY within ten

(10) business days following receipt of the COUNTY comments. The COUNTY reserves the right to request changes/improvements to this plan at any time throughout the life of the contract.

f) The CONTRACTOR shall supply and ensure the wearing of necessary personal protective equipment (PPE) as required by any applicable laws, regulations, ordinances, and/or manufacturer’s instruction. CONTRACTOR shall comply with all applicable safety regulations including, but not limited to, NFPA and OSHA.

g) All equipment used/to be used in the performance of these services shall be supplied by the CONTRACTOR, properly maintained and shall be subject to inspection by the COUNTY upon demand. Any equipment deemed faulty, inoperable, unsafe or improper for its intended purpose shall be moved from the COUNTY’s premises.

h) Any damage to COUNTY facilities or property due to the services performed by the CONTRACTOR, directly or through negligence, shall be the responsibility of the CONTRACTOR.

7) SECURITY AND IDENTIFICATION

a) All CONTRACTOR employees shall pass a background check by Seminole

County Sheriff Department and be badged with a County-issued badge before work may begin. The background check must be performed by the Sherrif’s office

– third party background checks are not acceptable.

i) Instructions for background checks for employees shall be provided to

Awardees and may be changed or updated as determined by the Seminole County Sheriff’s office. CONTRACTOR shall provide any required information to background check and badge their employees and/or subcontractors at CONTRATOR’s cost.

b) The CONTRACTOR must notify the County of any changes in employee status.

Any employee badges must be surrendered at the termination of employment, termination of the contract, or end of access due to any other reason, and badges remain the property of Seminole County.

i) Background checks and additional security requirements are addressed and detailed in supplemental information that will be supplied upon award of this Contract. The CONTRACTOR is responsible for reading, understanding, and the application of all contract terms.

c) Once the contract is Awarded, a COUNTY representative shall contact the CONTRACTOR to provide information on how to obtain badges. This will include instructions on obtaining Sheriff’s office background checks and approval to work in sensitive locations.

d) It is the responsibility of the CONTRACTOR to ensure employees are appropriately badged and pass all background checks, and to maintain clear background to continue working in all locations within the County.

i) Should a badged individual become ineligible through arrest or conviction, as is determined by the Seminole County Sheriff, their badge access will be revoked and must be surrendered to the COUNTY, and the employee shall not work in County buildings or facilities until or unless there is a satisfactory resolution to pass the required background check.

e) Some locations are of a sensitive nature and still require an escort in addition to badging requirements. These locations include:

i) Seminole County Civil Courthouse

ii) Seminole County Services Building

iii) Multiple county-owned drinking water, wastewater & reclaim facilities

iv) Seminole County Criminal Justice Center

v) John E Polk Correctional Center

vi) Seminole County Juvenile Justice Center

vii) Seminole County Juvenile Assessment Center/Juvenile Detention Center viii)Public Safety Building

ix) Supervisor of Elections.

f) Such escorts will be arranged through a COUNTY Representative and require advanced notice unless the Work is an approved emergency call. Some secure locations will still require security screening and may prohibit certain items.

g) CONTRACTOR shall observe all Seminole County site access and security procedures. As these procedures are subject to change, the Contractor is responsible for familiarizing the service technicians with current requirements.

i) For Utilities locations:

(1) Notify SCUD SCADA Operations at (407) 665-2767 for proper entry.

(2) Upon entry, document the date, time of arrival, name of all personnel, and reason for the visit into the facility's logbook.

(3) Document into the facility's logbook completion of the work prior to exiting the facility and notify SCUD SCADA Operations at (407) 665-2767.

8) TRAVEL AND PARKING

a) The CONTRACTOR shall be responsible for all its travel and per diem costs to and from the various COUNTY facilities. Travel time and truck charges shall not be included when quoting and/or invoicing for as needed and emergency repairs and shall not be compensated by the COUNTY under any circumstances.

b) Billable time starts at arrival at the job site where work is to be performed, not arrival on the campus.

c) The COUNTY will identify locations where CONTRACTOR vehicle parking is available. If there is a cost associated with parking, those costs shall be paid by the CONTRACTOR or CONTRACTOR's employee. Seminole County will not be responsible for any damage to CONTRACTOR or CONTRACTOR's employees’ vehicles while parked on Seminole County property. Vehicles ticketed and/or towed from Seminole County property will be at the expense of the CONTRACTOR or CONTRACTOR's employee.

d) CONTRACTOR and CONTRACTOR's employee vehicles shall be properly identified.

9) GENERAL WORK REQUIREMENTS

a) The CONTRACTOR shall notify the Contract Administrator and COUNTY

Representative in writing of all discrepancies between the procedures outlined herein and the manufacturer’s recommendation, specific procedures, and requirements.

b) The CONTRACTOR shall not make any alterations to any equipment, including control circuits, without prior written approval from the COUNTY Representative.

c) For each visit to a site to perform work under this contract, the CONTRACTOR’s staff shall:

i) Check in and out with the COUNTY Representative or designee at each visit

ii) Perform all work without unnecessary interference to facility occupants. The

CONTRACTOR shall confine operations at the site to areas permitted by law, ordinances, permits and the Contract documents, and shall not unreasonably encumber the site with any materials or equipment.

iii) Protect existing facilities from damage and repair or replace, at the CONTRACTOR’s expense, any damage to property caused by its employees or suppliers.

iv) 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, the CONTRACTOR’s staff shall remove all waste materials and rubbish from and about the space of work, as well as all tools, equipment, machinery and surplus materials, and shall clean all facility surfaces, leaving work area clean.

v) During overnight projects, the CONTRACTOR’s staff shall clean and remove all debris, tools, equipment, machinery and surplus materials from tenant access areas prior to 7 am of the next day.

d) The CONTRACTOR shall protect existing manufacturer warranties and follow manufacturers’ recommendations while performing all service herein.

e) Service vehicles should be fully stocked with standard tools, materials and supplies to reduce the response and service times for on-call or emergencies.

10) COORDINATION OF SERVICES

a) The COUNTY will provide the CONTRACTOR with an inspection and testing schedule during the initial meeting. All field verification of equipment shall be performed prior to the scheduling of any service. The CONTRACTOR shall assess the condition, environment, configuration, and requirements of each individual facility.

b) The CONTRACTOR shall be required to follow the testing schedule and coordinate all inspection and testing dates in advance with the COUNTY. The inspection and testing schedule shall be per the building operational requirements, and the schedule must be finalized at a minimum of two (2) weeks in advance of service to minimize any negative impact to COUNTY operations.

c) All regular testing, inspection, maintenance, and repair work shall be performed during standard business hours, except for the following locations, which shall be tested during non–standard business hours. Testing shall be coordinated with the COUNTY representative.

i) Civil Courthouse

ii) County Services Building

iii) Criminal Justice Center

iv) Public Safety Building

d) The CONTRACTOR shall request authorization from the designated Division COUNTY Representative at least ten (10) working days in advance when the service/repair requires an outage of electrical power. The request shall state the anticipated duration of such outage. In the event of an emergency, when prior written approval is not practical or possible, prior verbal approval by telephone must be obtained from designated COUNTY Representative before any shutdown of services is attempted.

e) At ninety (90) day intervals, the CONTRACTOR shall meet with the designated COUNTY Representative to review performance and schedule major testing/repairs anticipated during the next ninety (90) day period. A written test /repair schedule must be provided by the CONTRACTOR to the COUNTY Representative at the meeting. The first ninety (90) day schedule shall be presented no more than two (2) weeks after the contract is executed. The CONTRACTOR shall submit a written performance report at one hundred eighty

(180) day intervals.

f) The CONTRACTOR’s personnel shall report to the appropriate location at a mutually agreed time and check with the appropriate COUNTY Representative.

Upon service completion the CONTRACTOR personnel shall check out with the COUNTY Representative. Service tickets may be initialed/signed by the COUNTY Representative as acknowledgement of services performed.

11) EQUIPMENT AND SUPPLIES

a) Contractor shall furnish all tools and equipment necessary and appropriate for the timely and safe performance and completion of the Work. All equipment must be well-maintained and meet applicable standards. All equipment shall be readily accessible to the CONTRACTOR. CONTRACTOR shall at no time place the requirement of providing any sort of equipment or supplies upon the County to complete the Work, this includes but is not limited to

i) Ladders, lifts and scaffolds

ii) Computers, hardware, or software

iii) Parts or Equipment

iv) Consumables

12) TIMELINES

a) The CONTRACTOR shall diligently perform all required maintenance and repairs in a timely manner, taking into consideration reasonable lead times for the procurement of necessary parts and materials, as well as the scheduling of specialized personnel or equipment.

b) All work shall be initiated and completed within the timeframes specified in individual work orders or service requests, subject to commercially reasonable lead times for parts, equipment, or specialized labor. For any and all delays that result in additional costs, including but not limited to, extended fire watches, operating hours, additional labor, security services, or maintenance staff support, those costs shall be borne by the CONTRACTOR.

13) SUBCONTRACTORS

a) The CONTRACTOR shall obtain prior approval from the COUNTY Representative and Contract Administrator for subcontracted services, and the COUNTY shall reserve the right to reject a subcontractor for any reason. The CONTRACTOR shall be responsible for providing services to all systems and equipment as outlined in the Scope of Service and the attachments.

b) The CONTRACTOR shall be solely responsible for all faults resulting from any work and modifications performed by the CONTRACTOR or subcontractor. The CONTRACTOR shall perform all necessary work required for correction of such faults at no additional cost to the COUNTY.

c) The CONTRACTOR shall be allowed to subcontract services to proprietary systems if the CONTRACTOR is unable to perform these services. The CONTRACTOR shall be reimbursed for these services at cost plus markup up to a maximum as per the bid schedule, with proper invoice and back-up documentation from a third-party service provider. Such subcontracted services may only be performed with the written approval of the COUNTY Representative prior to the services being performed.

d) All subcontractors the CONTRACTOR wishes to use at COUNTY sites are bound by the same requirements and limitations this contract places on the CONTRACTOR, and the COUNTY may enforce the same requirements outlined in this contract with respect to the subcontractor as it may with the CONTRACTOR, to include but not be limited to:

i) Provisions for authorized personnel

ii) Safety requirements

iii) Security and Identification

iv) Travel and Parking

v) General Work Requirements

vi) Coordination of Services

e) Subcontractors are required to obtain County badges and background checks as outlined above for CONTRACTOR.

f) The CONTRACTOR shall be solely responsible for reimbursing subcontractors.

14) NON-ASSIGNABILITY

a) The CONTRACTOR shall not assign, sublet, or transfer this Agreement or any interest or obligation in the Agreement without prior written consent of the COUNTY, and then only upon such terms and conditions the COUNTY may set forth in writing.

15) UNFORESEEN CHARGES

a) The COUNTY shall reimburse the CONTRACTOR for approved unforeseen charges. These charges shall be reimbursed at cost, with proper invoice from a third party. Reimbursable unforeseen costs may include but are not limited to cost for express shipping as requested by the COUNTY, permits needed for equipment upgrade/ replacement, etc. as agreed upon in advance by the COUNTY. The CONTRACTOR shall obtain prior approval written by the COUNTY for all other unforeseen charges.

16) COMMUNIICATION OF REPORTS, ESTIMATES AND PROPOSALS, AND WORK

COMPLETED.

a) At the direction of the COUNTY, the CONTRACTOR shall communicate any inspection reports, estimates, proposals, or work completed to the COUNTY Representative as soon as possible.

b) Seminole County Facilities shall provide vendor training for all CONTRACTORS in the use of Facilities CMMS software through a Vendor Portal. This training is mandatory, and at the direction of Facilities, shall be the primary method of communication for work completed, estimates, proposals, reports, photographs and other notes on work orders and other work assigned by Facilities to the

CONTRACTOR.

i) The CONTRACTOR shall not charge time or travel costs for this training and shall choose which representatives would like to receive the training. The training shall be in person or online as designated by the COUNTY, at a time mutually agreed between the CONTRACTOR and the COUNTY.

c) At the direction of the COUNTY, the vendor shall send reports, proposals and estimates to the locations directed below:

i) For Facilities work:

ii) Facilities CMMS software shall be the primary means by which work is communicated with Facilities projects. Failure to communicate reports, estimates, proposals and documentation of Facilities work through the CMMS Vendor Portal will result in nonpayment of invoices submitted, until such documentation is uploaded to the Vendor Portal.

(1) Proposals and estimates shall be sent to FMQuotes@seminolecountyfl.gov

(2) Inspection reports and any other reports shall be sent to

FMReports@seminolecountyfl.gov.

(3) All proposals, estimates and reports shall be attached to the correct Work

Order in the CMMS Vendor Portal as covered in the training above.

iii) For Utilities work, all reports shall contain the following:

(1) Contractor name, complete address, and contact information

(2) Date, time, and location of site visit

(3) Reason for site visit

(4) Brief description of work performed or accomplished

(5) Any observed deficiencies or operational issues and recommendations for resolution

(6) Required or recommended follow-up

(7) Parts and/or consumables used

(8) Labor hours

(9) Participating Contractor personnel

(10) Approval by a Seminole County representative

iv) Other Divisions within the COUNTY will direct the CONTRACTOR where reports, proposals and estimates will be sent.

17) ON-CALL REPAIR SERVICES

a) For non-emergency services/repairs, the CONTRACTOR shall be required to respond by visiting the work site within twenty-four (24) hours after notification from the COUNTY with the COUNTY Representative to assess the extent of the requirement and mutually agree to the types and quantities of items required for the work. A written quote detailing the extent of the required repair shall be submitted within twenty-four (24) hours of site visit, unless mutually agreed upon in writing, to the requesting COUNTY Department Representative.

b) The COUNTY Representative and the CONTRACTOR shall mutually agree on scheduling for the work to be completed. The COUNTY shall have the final authority on scheduling repairs.

c) Estimated pricing shall be according to the contract bid item sheet. Estimate shall be itemized to include estimated number of hours for labor and cost for material.

d) The estimate provided by the CONTRACTOR shall be firm for a minimum of thirty

(30) days, no increases will be permitted unless unforeseen circumstances arise and the increase is approved by the COUNTY Representative.

e) The CONTRACTOR shall not begin work until the COUNTY accepts the estimate and issues the CONTRACTOR a delivery/ purchase order for the work. A work order shall be submitted to the appropriate COUNTY representative for approval within twenty-four (24) hours of performed service. The work order shall state the date work was performed, a description of the problem, a description of the actual work performed, a description of the findings, building name and number. The CONTRACTOR shall submit an invoice for services performed within forty-eight

(48) hours of completion.

f) Emergency Services are those services initiated during non-normal business hours and requiring priority response. Emergency Service shall be billed at the rate on the bid sheet for emergency services. Planned or scheduled work during non-business hours shall not be considered emergency service and shall be invoiced at the normal scheduled rates.

18) PURCHASE ORDERS

a) Upon acceptance of the proposal, unless the condition is covered by an

Emergency Purchase Order, the COUNTY shall issue the contractor a Purchase Order. CONTRACTOR shall contact the COUNTY Representative to arrange a schedule, and escorts if required. Purchase Orders, unless otherwise agreed, serve as Notice to Proceed with work, and the terms of the Purchase Order shall supersede any terms on the proposal, and acceptance of the Purchase Order shall constitute acceptance of those terms and conditions.

b) Emergency Purchase Order: Under certain conditions, the COUNTY may seek and obtain an Emergency Purchase Order, based often on Not to Exceed costs presented by the CONTRACTOR. The requirements of an Emergency Purchase Order are very specific and outlined in County ordinances and will be very rare conditions. In such cases, some of the above processes may be altered or bypassed as an expedient solution to the emergency.

19) THE WORK

a) CONTRACTOR shall apply for and obtain all permitting and shall be responsible for passing all required inspections. All permit fees shall be passed through at cost with no markup, and the CONTRACTOR shall provide documentation. Failed inspection repairs, reinspection fees, and labor shall be borne by the CONTRACTOR with no additional charges to the COUNTY.

b) CONTRACTOR shall provide an estimate of the amount of time required to complete the work and shall notify the COUNTY Representative of any changes to the schedule and if any unforeseen conditions arise.

c) Should additional costs be incurred during the work that do not arise from the actions of the CONTRACTOR or their subcontractors or employees, the CONTRACTOR shall contact the COUNTY representative to begin a change order to the purchase order.

d) The COUNTY shall reserve the right to cancel the work and find a different contractor, should it be in the COUNTY’s interests. The CONTRACTOR shall be paid for work completed, materials delivered, and costs incurred.

e) Management of subcontractors shall be the responsibility of the contractor as outlined in the above section SUBCONTRACTORS.

f) Upon completion of the work, the contractor shall notify the COUNTY representative and permit the COUNTY Representative to inspect the work.

g) CONTRACTOR shall turn over all Operations and Maintenance materials, Warranties, passwords, login information, closeout documents and any other relevant information

h) CONTRACTOR shall invoice for the work once all permits are closed, inspections are passed and any recertifications of systems are completed, if necessary.

Invoicing procedures are outlined in the section on INVOICING REQUIREMENTS.

i) The estimated quantities in bid sheets are given only as guidelines for preparing the proposal and should not be construed as representing actual quantities to be purchased under this contract. The COUNTY makes no covenant or promises as to the number of available projects, or quantity of hours, or amount of work that the CONTRACTOR will perform on any project for the COUNTY during the life of this Agreement.

20) SPECIAL CONDITIONS FOR EMERGENCY/HURRICANE OR DISASTER

RESPONSE TIME

a) Before, during and after a public emergency, disaster, hurricane, flood, or acts of

God, Seminole County requires a “first priority” basis for goods and services described herein. It is vital and imperative that the citizens are protected from any emergency, which may threaten public health and safety, as determined by the Board of County Commissioners. The CONTRACTOR agrees to rent/sell/lease all goods and services to Seminole County as opposed to a private citizen, on a priority basis. Seminole County expects to pay a fair and reasonable price not to exceed those quoted in the solicitation for all products in the event of a disaster, emergency or hurricane. The CONTRACTOR shall furnish a 24-hour phone number in the event of such an emergency.

21) PARTS AND MATERIAL

a) The CONTRACTOR shall notify the COUNTY prior to the purchase and replacement of any parts. Only COUNTY-approved part purchases will be reimbursed. Parts do not include minor consumable materials used for repairs such as tape, rope, etc.

b) All parts and components shall be new and the original manufacturer's parts. The CONTRACTOR shall maintain a reasonable inventory of parts and components to be readily available to expedite repairs. Used or rebuilt parts or components are not acceptable.

c) The CONTRACTOR shall transfer on all warranties and guarantees to the COUNTY for all systems parts and components purchased and used in COUNTY buildings. The CONTRACTOR shall ensure that these warranties and guarantees are transferable to the COUNTY prior to finalizing purchase.

d) CONTRACTOR shall be responsible for all communication with parts manufacturers and/or suppliers from the time of purchase and throughout the remainder of the contract. This includes coordination of exchanges, returns, or replacement of parts covered under warranty. All notice of obsolete equipment shall be forwarded in writing to the COUNTY Representative as soon as this issue is discovered. All manufacturer information confirming obsolescence shall be forwarded in writing to the COUNTY Representative.

e) Parts used in repair shall be reimbursed under the allowance for parts on the bid proposal form with proper verification of purchase. Shipping fees shall not be marked up, and no additional delivery costs shall be paid by the COUNTY

22) DIAGNOSTIC SERVICES

a) The CONTRACTOR shall provide diagnostic services as requested by the

COUNTY. The CONTRACTOR shall troubleshoot systems for faults and equipment malfunctions. Upon the completion of the diagnostic service, the CONTRACTOR shall provide a written report of findings and recommendations for repair. No payment shall be made by the COUNTY to the CONTRACTOR until a written report and recommendation are provided to the COUNTY Representative.

b) Diagnostic services include labor hours only and shall be billable per the Project Manager rate listed on the Bid Response Form. These billable hours shall not include travel time, or time spent going through the facility security check points.

c) CONTRACTOR shall be required to submit a written estimate on each job. The estimate shall be based on the requirements of labor hours, parts and materials as per the bid sheet. Estimates shall be broken-down by hours of labor, applicable rate and a separate price for each of the required parts and an estimate for pass-through/allowance fees. Anticipated time for completion of repairs is to be included in the estimate. All estimates shall be provided at no additional cost or obligation to the COUNTY. Such estimates shall remain firm for a minimum of thirty (30) days.

d) When repair work is scheduled on a non-emergency basis, the CONTRACTOR will be issued a Work Order prior to the work being performed. The CONTRACTOR is required to submit an estimate to the county before work is authorized. Failure to do so will result in non-payment for unauthorized work.

e) When repair work is required on an emergency basis there may be no opportunity to issue a Work Order prior to work being performed. The CONTRACTOR is required to submit a quote to the county within 24 hours of the emergency service taking place.

23) INVOICING REQUIREMENTS

a) All work performed in conjunction with this contract shall be subject to the invoice requirements contained herein.

b) To ensure timely invoice processing, the CONTRACTOR shall submit an original, proper invoice to ap@seminoleclerk.org. To be a proper invoice, the invoice must include the following information:

i) CONTRACTOR name, address, and contact information.

ii) The Seminole County Government purchase order number and work order number (FAC#) authorizing the delivery of products and/or services if applicable.

iii) Contract number pursuant to the deliverable.

iv) A description of what the CONTRACTOR delivered, including, as applicable, the time period, serial number, unit price, quantity, and total price of the products and/or services.

v) Detailed breakdown of the hourly rate charged, and the actual hours worked for each labor type/discipline.

vi) Detailed breakdown of the material and supply costs as required above in these specifications, with markup/markdown clearly shown as allowed by Contract.

vii) Backup documentation as required in these specifications shall include but not be limited to the following where applicable:

(1) Copy of the original proposal for the project.

(2) Service reports for all labor involved.

(3) Copies of CONTRACTOR original invoices for materials and supplies as required above in these specifications.

viii)For Facilities work, all documentation must be present in the appropriate Work

Order through the Vendor Portal.

c) In cases where original invoices for materials and supplies are not available due to bulk purchasing or other factors, the contractor may, upon approval from the Division Manager or their designated representative, submit manufacturer-suggested retail pricing (MSRP) from supplier(s) to satisfy pricing justifications on invoices. This option may be retroactive to the initial date of the contract, upon approval by Division Manager or their designated representative.

d) All invoices shall be received within thirty (30) days of job completion

e) CONTRACTOR shall not charge for any items outside of the contract, including but not limited to shop supplies, drive time, or per diem. The COUNTY will not pay any additional charges for such items.

f) Routine testing and inspections, and on-call repairs shall be invoiced separately under different invoice numbers. Preventative maintenance shall be invoiced according to the bid item sheet. Final invoices for repairs, including emergencies, shall itemize labor and parts cost per contract pricing.

g) The CONTRACTOR shall provide a copy of the service ticket with the invoice for verification of actual labor hours and parts used on the job. CONTRACTOR shall submit complete documentation to include details of the repairs, parts used, name of the COUNTY Representative who requested the work, and confirmation that the work was completed. The COUNTY representative may sign or initial service tickets only as an acknowledgement of receipt of service, and such signature shall not be construed to mean agreement to pricing or payment terms outside that permitted by this Contract, related Purchase Order, and/or attached Bid sheet.

h) Service shall be invoiced according to the bid item sheet. There shall be overtime allowed for testing and inspections performed during standard and non-standard hours. Service does NOT include travel time. Only properly documented on-site time will be compensated.

i) Markups or markdowns shall be applied only to the price for parts. Price for parts shall not include sales tax and shipping charges in the calculation for markups and markdowns.

j) The COUNTY shall review invoices for required information. The COUNTY shall have the authority to reject an invoice based on improper invoice format.

k) CONTRACTOR shall not invoice the COUNTY for any services not accepted by the COUNTY or for any diagnostic errors on the part of the CONTRACTOR. Should the COUNTY receive such invoices, they shall be rejected.

l) The CONTRACTOR shall submit monthly statements of unpaid invoices to each department ordering services under this contract. At minimum, the statement shall contain the following information:

i) Statement date

ii) Invoice numbers

iii) Invoice dates

iv) Invoice total or unpaid balance if different from invoice total

v) Delivery order number corresponding to each invoice listed

vi) Balance carry-forward

vii) Cumulative outstanding balance

m) Statements shall be sent to the corresponding ordering department, fiscal department, and contract administrator by the 15th of each month for service performed in the prior month and as requested by the COUNTY.

24) WARRANTIES

a) All projects and work performed under this agreement shall have a minimum 24-month parts and labor warranty. Should the manufacturer's warranties exceed 24 months, the manufacturers' warranty shall prevail with only the CONTRACTOR’s normal labor rates being charged after the initial 24-month period.

25) CONDITIONS SPECIFIC TO THIS CONTRACT

a) CONTRACTOR must have and maintain the licenses and certifications stated below during the entire term of the Agreement:

i) The CONTRACTOR shall be an authorized Genetec™ Enterprise Elite

Certified integrator and have on staff no less than four (4) factory trained technicians in the installation, maintenance and service of Omnicast™ digital video surveillance systems.

ii) The CONTRACTOR shall be an authorized Genetec certified integrator and have on staff no less than two (2) factory trained technicians in the installation, maintenance and service of Synergis™ IP access control systems.

iii) The CONTRACTOR shall be an authorized Hy-Security™ gate operator service and installation agent and have no less than one factory trained technician in the installation and service of Slidedriver™ Series hydraulic gate operators.

iv) The CONTRACTOR shall have no less than five (5) CJIS (Criminal Justice Information Services) certified technicians on staff.

v) All sales representatives, integration technicians and service technicians shall hold and maintain a Florida FASA and BASA license.

vi) The CONTRACTOR shall be a Florida Certified Electrical Contractor. (EC minimum)

vii) The CONTRACTOR shall be a Florida Certified General Contractor (GC) and have a minimum of 5 years of experience in performing physical security improvements to utility structures, walls, fences and other apparatuses needed to secure water and wastewater facilities.

viii)The CONTRACTOR shall staff or partner with a Cisco CCNA certified associate when interacting with the security communications network. The CONTRACTOR shall utilize "Like for Like" parts for all existing systems which may affect the security communications network. For all new systems and system enhancements, all parts shall be supplied by a Cisco Premier Partner.

“Like for Like” shall mean parts which have the same function, configuration, and performance as the original parts, to be used only when agreed to by the COUNTY. “Like for Like” parts shall not require extensive retrofit, modification, reprogramming of original equipment or additional equipment to operate in the place of the original parts, unless such conditions are agreed to by the COUNTY beforehand.

ix) The CONTRACTOR shall be a "Genetec Unified Elite Partner

x) The CONTRACTOR shall be a "Digital Monitoring Products" Authorized

Reseller.

xi) The CONTRACTOR shall be an "Axis Gold Partner" and Authorized Reseller of Axis products.

xii) The CONTRACTOR shall be a “Crestron” certified installer and Authorized

Reseller xiii)The CONTRACTOR shall be a “LenelS2” certified installer and Authorized

Reseller

b) All bidders shall submit references for the following:

i) The vendor must have completed the installation of a minimum of two (2) Synergis™ IP access control systems within the last two (2) years. Vendor must show two (2) years of experience in the maintenance of Synergis™ IP access control systems.

ii) The vendor must have completed the installation of a minimum of two (2) Omnicast™ digital video surveillance system utilizing IR capable cameras within the last five (5) years. Vendor must show five (5) years of experience in the maintenance of Omnicast™ digital video surveillance systems.

iii) References shall include the name, locations of projects, name, title, telephone number of contact person and completion dates of projects.

c) Response Time:

i) The CONTRACTOR must maintain an inventory of applicable Hy-Security™ gate operator, Axis™, and HID™ parts and provide delivery within four (4) hours for inoperable systems and delivery within 5 business days for non-emergency needs.

ii) The CONTRACTOR must be able to provide service twenty-four (24) hours per day, including weekends and holidays. The CONTRACTOR must be able to respond with a knowledgeable, trained technician to Seminole County sites within four (4) hour of notification for critical emergency service and within seventy-two (72) hours of notification for non-critical non-emergency service.

iii) The CONTRACTOR (s) shall provide the services of a professional answering service or dispatcher service for non-normal business hours contact.

26) SCOPE OF WORK:

a) Repairs / Corrective Maintenance: In the event of equipment failure, the

CONTRACTOR will provide the supervision, labor, and equipment necessary to return the affected system(s) to normal operation. The CONTRACTOR will also provide the necessary replacement materials and parts. The CONTRACTOR is expected to respond 24 hours a day, seven days a week, and to be on-site with a trained technician within four (4) hours in the case of emergency and within seventy-two (72) hours for non-critical needs in accordance with the terms of this Contract.

b) Preventive Maintenance: The CONTRACTOR will perform inspections, cleaning, performance checks, consumable replenishment or replacement, and system calibrations. The CONTRACTOR will provide a breakdown of recommended PM activities and schedule for Seminole County approval.

c) Renewal and Replacement: If as a result of either corrective or preventive maintenance the CONTRACTOR discovers deficiencies, and the correction or resolution of such deficiencies requires a level of effort or expenditure beyond the scope of this Contract, the CONTRACTOR shall recommend and propose replacement or refurbishment of system components.

d) Provision of Material and Parts: The CONTRACTOR shall provide the necessary materials and replacement parts for both corrective and preventive maintenance.

Seminole County may at its option provide parts and consumables from its own inventory for CONTRACTOR installation.

e) Asset Inventory and Database: The CONTRACTOR will create and maintain, in a format acceptable to Seminole County, a database of all equipment (including recommended spare parts) covered by this Contract. Definitions, identification conventions, and an initial list of security system components will be provided by Seminole County; the CONTRACTOR will verify all asset data provided by Seminole County and confirm its accuracy.