EXHIBITS_1_THROUGH_12.docx

EXHIBIT “1” THROUGH “12”

EXHIBIT A1

BUILDING & CAMPUS SPECIFICATIONS

City Hall is positioned on the block bordered by W. Anderson Street on the south, Boone Avenue on the West, W. South Street to the north and S. Orange Avenue on the east. Piedmont owns and manages the two buildings that flank City Hall, known and CNL I and CNL 2. Exhibit H has details on grounds maintenance.

The garage building, known as City Commons Garage is owned cooperatively by the City and Piedmont and is, for the most part, excluded from the maintenance responsibilities. The Loading Dock, which is located on the first floor of the garage in the southern third of the building, is within the scope of the Contractor’s responsibilities. The Loading Dock includes an office, break room, storage, dock high loading, dumpsters/compactors and a freight elevator. (Dock elevator is included in the Elevator Specifications in Exhibit D.)

Square footage of building: 256,000 gross square feet and 220,602 net square feet.

Flooring Specifications (estimated): Floor Surfaces at Orlando City Hall – Post Renovation 2024

37,198 SF

33,424 SF

20,520 SF

22,940 SF

22,940 SF

22,940 SF

22,940 SF

22,940 SF

14,760 SF

NOTE: These estimates do not include the basement, tunnel, shop and loading dock.

Windows Specifications:

· Metal mini-blinds – majority of windows

· Manual shades – Terrace Gallery

· Automated shades – 2 Conference Rooms (Fairview and Lancaster Rooms on the 9th Floor) Building Operating Hours:

8:00 a.m. to 5:00 p.m., Monday through Friday; Saturday, 8:00 a.m. – 1:00 p.m. These hours are subject to change.

Building Population (Approximate):

Regular working hours: The City's regular working hours are from 8:00 a.m. to 5:00 p.m. Monday through Friday. However, staff can be working at all hours

City Holidays*:

· January 1 – New Year’s Day

· January 15 – Martin Luther King Jr. Day

· Memorial Day

· June 19 – Juneteenth

· Labor Day

· Thanksgiving Day and the day after

· December 24 – Christmas Eve

· December 25 – Christmas Day

*Holidays are subject to change and may be modified annually based on where the weekend falls.

EXHIBIT B2

BUILDING SYSTEMS LIST

The following list represents the known City Hall complex mechanical, plumbing, and electrical system equipment, equipment location and expected service frequency. The Contractor is responsible for all systems and structural elements, regardless of their omission from this list.

The Contractor will be required to submit maintenance standards within 15 calendar days of award. Where applicable, the frequency and methodology of all inspections and preventative maintenance shall be accomplished in accordance with governing codes and regulations.

DRINKING FOUNTAIN (All Floors and some with Bottle fill stations.

TOILET EXHAUST FAN (Replaced 2021)

TECH

ORANGE

RAPISCAN SCANNER

MODEL #920CX

RAPISCAN SCANNER

MODEL #918CX

AS NEEDED.

*Notes: Suggested maintenance schedule:

1. Check belts, clean coil, change filters, lubricate motor & bearings.

2. Check belts, lubricate motor & bearings.

3. Lubricate pump & motor, check pump couplings.

4. Inspect & clean.

5. Test-run weekly, run a monthly load test, and do a complete annual preventative maintenance.

6. Inspect and secure proper certification annually.

7. Inspect and replace as necessary or as directed.

8. Use the manufacturer’s recommended maintenance or an industry standard as stated in the guidelines from organizations such as BOMA or RSMEANS.

9. Must use manufacturers or vendor’s service contract.

EXHIBIT C3

BUILDING AUTOMATION SYSTEM SPECIFICATIONS

The City Facilities Division manages a Building Automation System (BAS) for all City properties, including City Hall. The Contractor will be responsible for coordinating with the City Facilities Division in the operation of the systems that control the lighting, indoor air quality and thermal comfort for City Hall.

Operate, maintain and repair lighting and HVAC systems.

Coordinate with City Facilities Division to program the BAS.

Coordinate with City Facilities Division to program the BAS to respond to non-typical schedules, including, but not limited to, evening functions in the Rotunda, Council Chambers or multi-purpose rooms.

Coordinate with City Facilities to program the duration of lighting "on" times, occupancy sensors, daylight harvesting and dimming levels.

Regularly check and maintain the delta of 15 degrees between chilled water supply and return to avoid financial liabilities, for which the Contractor may be liable. The City uses Orlando Utility Commission chilled water, and the Contractor is responsible for maintaining the mechanical requirements of the service.

INDOOR AIR QUALITY

The Facility Management Services Contractor shall be responsible to maintain indoor air quality in the facility by properly maintaining the HVAC equipment, including but not limited to 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.

EXHIBIT D4

ELEVATOR SPECIFICATIONS

ELEVATOR MAINTENANCE SPECIFICATIONS

1. Scope of Work

a) Pro-active Preventive Maintenance: Contractor agrees to regularly and systematically examine, clean, lubricate, adjust, and as conditions warrant, repair or replace all vertical transportation equipment included under this Contract. Contractor shall maintain elevator machine rooms, hoistways, pits, car tops, and equipment in or on these areas in a consistently clean condition.

b) The City typically uses original equipment manufacturers to maintain elevators and would prefer that the Contractor continue this practice.

2. Regulations

a) All elevators under this Contract shall be maintained in accordance with all requirements of the American Standard Safety Code ANSI A17.1 latest edition or revisions.

b) The Contractor agrees to abide by all existing laws, codes, rules and regulations set forth by all applicable authorities having jurisdiction where the work is being performed.

c) The Contractor shall not be required to install new attachments as may be recommended or directed by insurance companies, federal, state, municipal or governmental authorities, subsequent to the commencing of the work.

3. Qualifications

a) The subcontractor shall have a minimum of five (5) years’ experience performing maintaining comparable equipment as specified herein.

b) At least two (2) of the subcontractor’s mechanics shall have had previous maintenance experience with identical equipment.

c) The Contractor agrees that all work shall be performed by and under the supervision of skilled, experienced, elevator service and repair technicians directly employed and supervised by the subcontractor.

d) Service of Traction Elevators- The Proposer will follow factory Preventative maintenance schedules for Kone Elevators.

e) All tests performed on the elevator equipment described herein will be in accordance with the most recent ANSI/ASME A17 Code requirements. Written reports of all tests shall be submitted and reviewed with the City's Representative within thirty (30) days following completion of all tests.

f) The elevator mechanic shall provide preventative maintenance at the job site a minimum of one (1) hour per unit per inspection for elevators.

g) The maintaining of this equipment, in a safe condition within proper operating limits, as originally specified, and with minimum downtime is of paramount importance. All work specified herein, except emergency minor adjustment callback service, shall be performed during the City's regular working hours.

h) The scheduling, frequency, and performance of the maintenance service procedures specified above shall be done in accordance with the manufacturer's established procedures.

4. Inventory The subcontractor shall maintain on a cost reimbursable basis, a sufficient amount of replacement parts, by the original manufacturer, to maintain the equipment in first class and safe operating condition. These parts shall be made available for inspection by the City's Representative upon request.

EXHIBIT E5

SECURITY EQUIPMENT LIST

Visitor entry/access, employee entry/access, CCTV systems, metal detectors and x-ray scanner equipment include, but is not limited to, the following equipment:

· Lanel card reader system

· Lobby Guard Visitor Management system (license paid by City)

· Panasonic fixed and PTZ cameras

· Monitors

· 2 Rapiscan Metor 250 metal detector

· Rapiscan 918CX and 920CX x-ray scanners

EXHIBIT F6

FIRE, ALARMS, MONITORING, SPRINKLER SYSTEMS, EXTINGUISHER AND PANIC ALARMS

1. GENERAL

The Contractor shall ensure that all applicable employees know how to activate and disarm the fire alarm system. The Contractor shall follow all requirements for handling and storage of combustible supplies, materials, waste, and trash. Contractor employees operating critical equipment shall be trained to properly respond during a fire alarm or fire in accordance with applicable instructions and procedures. Contractor agrees to accept the Equipment in its existing condition and assumes all responsibility for the preventative maintenance and testing of the Equipment. The Contractor shall not invoice the City for minor repairs and maintenance specified herein.

The City shall make available any documents and/or as-built drawings. The City believes the documentation and drawings is a reasonable description of the existing building fire system, but the City will not be responsible for the accuracy. Contractor shall visit site and verify all existing fire sprinkler components.

1. Regulatory Requirements

a. Central Station shall be Underwriter Laboratories (UL) approved.

b. Monitoring, maintenance, and inspection services shall conform to the requirements of National Fire Protection Association (NFPA) 72, City of Orlando and State of Florida Regulations.

2. Monitoring

a. Monitoring of the Fire Alarm System shall be performed on a twenty-four (24) hours a day, seven (7) days a week basis for the term of the Contract, including any extension thereto.

b. The Contractor shall program as necessary the existing Fire Alarm System Control Panels.

3. Maintenance and Repairs

a. Maintenance, repairs or general services shall be performed on a twenty-four (24) hours a day, seven (7) days a week basis, including holidays.

4. Scheduled or Emergency Maintenance Requiring Down Time

a. Contractor must request and receive City’s Representative written approval before taking any of the Equipment out of service for scheduled preventative maintenance. It is recognized that certain regular maintenance can only be completed when such portions of the Equipment are inoperative, and City shall not unreasonably withhold such approval. No penalties shall be assessed for such anticipated and approved down time. Contractor shall notify City at least 24 hours in advance if down time is to be in excess of two hours for a given unit. Contractor will follow the building and current NFPA impairment procedures for any scheduled or Emergency repairs.

5. Activity Log

a. The Activity Log shall be complementary to the Maintenance & Inspection Logs. Entries shall be made in the Activity Log identifying by name, Contractor's personnel on the premises, the purpose, (i.e., regular maintenance, regular time service call, overtime service call, etc.) for each visit, and the time period of each such visit. The Activity Log shall also include brief explanatory entries for all Equipment failures, False Alarms or unusual maintenance situations.

b. Contractor agrees to provide an Activity Log in a permanently bound journal having pre-numbered pages and to keep the Activity Log current. The Activity Log shall be kept on the premises and shall be available for review by City at all times. All entries shall be in ink, be legible, consecutive and without blanks. The Activity Log shall be the property of the City.

6. Maintenance and Inspection Logs

a. Contractor will maintain on-site Maintenance and Inspection Logs outlining regularly scheduled preventative maintenance and periodic inspection requirements for the Equipment. The Maintenance and Inspection Logs shall identify the exact frequency of such requirements and contain a record of when, and who performed the specific task. The Contractor shall utilize the preventative maintenance forms currently in use or, provide similar forms meeting the standards. The Maintenance and Inspection Logs will be available for City's review upon request.

7. Functional System Test

a. The functional system test or battery change out, shall be performed during City’s normal business hours of 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding holidays.

8. Schedule of Work

a. A schedule of all routine inspections and tests shall be submitted to the City’s representative prior to the performance of these, showing all areas and date/time for each test.

b. The City’s Representative will provide to the Contractor the Emergency Call List.

FIRE ALARM AND SMOKE CONTROL SYSTEM TEST AND INSPECTION

1. Annual test and inspections shall be in accordance with the most current NFPA 72, NFPA 92 and all state and local codes and authorities having jurisdiction to include:

1. Testing all:

a. Fire Alarm Control Functions

b. Battery Functions

c. Dialer Functions

d. Manual Pull Stations Single or Double acting

e. Horns & Strobes

f. Smoke detectors

g. Fire and Elevator Phone Jacks

h. Heat Detectors

i. Door Holders

j. Elevator take commands

k. Smoke Evacuation and Stairwell Pressurization Fans

l. Individual cleaning and testing of the smoke detectors

m. Individual cleaning and testing of the duct detectors

n. Test and inspection report for all items tested.

o. Testing of HVAC shutdown. All deviations for the above will be noted on inspection reports. Repair costs must be submitted, in writing, to the property management after each inspection.

2. Completing all required Fire Department Certification Forms and Tagging.

2. Quarterly Tests and Inspection of Fire Alarm System shall be performed in accordance with the most current NFPA 72 and all state and local codes and authorities having jurisdiction to include:

1. Testing all:

a. Fire Alarm Control Panel Functions. (Simplex 4100 fire panel)

b. Batteries

c. Door Holder

d. Automatic Fire/Smoke Dampers

3. Sensitivity Testing:

Sensitivity testing for the smoke detectors and the duct detectors will be provided bi-annually.

4. Additional Information:

a) The Contractor shall schedule, coordinate and conduct fire alarm drills at least once per year. The timing of the annual fire alarm drill should be coordinated with the Real Estate Manager.

b) Contractor will provide a complete list of problems found, if any, to City Representative upon completion of inspection.

c) All tests that include sounding horns, strobes or speakers are to be conducted during non-working business hours. The City Representative is to be notified in advance of the date and time for such tests.

d) All material guaranteed to be as specified. All work to be completed in a workmanlike manner according to standard practices. Any alternation or deviation from above specifications involving extra costs, will be executed only upon written orders, and will become and extra charge over and above the compensation noted.

e) City Representative will provide Contractor one set of Specifications and Drawings. Contractor will provide City updated prints whenever the system is changed or modified.

f) Contractor will provide a one-year warranty covering materials and labor, excluding Acts of God, fire, theft, vandalism or tampering by unauthorized personnel.

5. Extent of Work

a) Contractor shall provide personnel to respond to service calls during Regular Hours, provide on call personnel to respond to overtime service calls in the event of equipment failure or catastrophic emergencies.

b) Contractor will respond to service calls registered by City’s Representative within the times stipulated below. Should Contractor fail to respond within stipulated times, Contractor will pay City $50.00 for each occurrence exceeding the stipulated response times; or City, at its election, may deduct the amount from any sum owed or to be owed Contractor.

FIRE SPRINKLER SYSTEM TEST AND INSPECTION

1. Functional System Test

a) At the request of the City's Representative, the Contractor shall conduct a complete functional system test to determine the operational status of the Fire Sprinkler System.

b) The Contractor shall submit a written report of the test results to the City's Representative within five (5) working days from the completion of the functional test.

2. Sprinkler System Testing Contractor shall systematically examine, clean, lubricate, test and adjust the Equipment / Systems, and, as conditions warrant, recommend any necessary repairs or replacements. Systems and their associated equipment included under this Contract shall be, but not limited to, the following:

1. All forms of automatic sprinkler systems as classified by NFPA 25, to include all backflow devices, flow switches and tamper switches.

2. All standpipe and hose systems

3. Fire pumps and water supplies

4. Tamper and flow switches

5. Backflow preventers – tested by Facilities Management Division, and the report provided to the Contractor

6. Hangers, piping and sprinklers

3. Water supply systems, control valves water flow alarms and device

3. Fire hydrants and all controls valve to be exercised annually

4. Post indicator valves and OS&Y valves.

5. Halogenated agent extinguishing systems

6. Dry systems

7. Wet systems All fire protection system weekly, monthly, quarterly, semi-annual and annual tests and inspections have been conducted in accordance with NFPA and local codes by a licensed contractor or qualified individual as specified by the NFPA and are available for review.

3. Equipment / System Testing Contractor shall perform all maintenance requirements with a frequency of bi-monthly, quarterly, semi-annual and annual in accordance the applicable governing statutes. Where the NFPA model is the governing code, Contractor shall utilize the maintenance schedule, as it is outlined in the “Fire Protection Systems Inspection, Test and Maintenance Manual-second edition”.

4. Test Results

a) Promptly report all needed items of maintenance, repairs, replacements and/or additions, which may be necessary and reasonable to ensure the highest level of fire protection available in accordance with the facilities provided, the use of such facilities and current code requirements.

b) Contractor shall tag system(s) upon completion of each Annual inspection.

c) Contractor shall affix a tag to each control valve indicating the date the valve was locked or sealed. Additionally, the tag shall indicate the date and type of maintenance which was performed.

d) Contractor shall affix a tag to each alarm, dry pipe, pre-action and deluge valve, which records the date and information on any maintenance performed on the valve.

e) Contractor shall provide written notification of any changes to the governing codes, which may impact the facilities current “Code” requirements.

5. Documentation

a) Provide written site- specific test procedures.

b) Document all test results and findings in the agreed format. All records shall be maintained in the Operation Managers office.

c) List each device tested separately with location and description.

d) Provide recommendations for system upgrades or performance enhancements.

6. Exclusions

a) Activities required less frequently than annually, are outside of the normal scope of work and shall be conducted upon specific directions from City’s Representative. Additionally, these activities are subject to the Contractor’s prevailing charges.

b) This service agreement does not include alterations, repairs, replacements or other items that could be determined necessary prior to inspection.

c) The Contractor shall not make any alterations, repairs, or replacements without prior written approval from City’s Representative. Additionally, it is understood that the aforementioned services shall be at the Contractor’s prevailing charges.

FIRE EXTINGUISHER MAINTENANCE

Fire extinguishers must meet the following requirements listed below:

1. All portable fire extinguishers shall be inspected, maintained, and tested in accordance with OSHA 29 CFR 1910.157.

2. Hydrostatic testing shall be performed every five (5) years for soda acid (stainless steel shell); cartridge operated water and/or antifreeze; stored pressure water and/or antifreeze; wetting agent; foam (stainless steel shell); aqueous film forming foam (AFFF); loaded stream; dry chemical with stainless steel; and/or carbon dioxide portable fire extinguishers.

3. Hydrostatic testing shall be performed every 12 years for dry chemical, stored pressure, with mild steel, brazed brass or aluminum shells; dry chemical, cartridge or cylinder operated, with mild steel shells; Halon 1211; Halon 1301; and/or dry powder, cartridge or cylinder operated with mild steel shells portable fire extinguishers.

4. Stored pressure dry chemical extinguishers that require a 12-year hydrostatic test shall be emptied, recharged, and checked every 6 years.

5. Portable fire extinguishers shall be inspected and maintained annually by a licensed contractor. Documentation is maintained and available.

6. Portable fire extinguishers shall be checked monthly for proper charge, location, signage, and clear access. Each fire extinguisher card shall be signed monthly indicating it has been inspected.

7. A fire extinguisher distribution survey has been conducted for the base building to confirm application and density compliance with OSHA 29 CFR 1910.157 part (d), Selection and Distribution. A copy of this survey is available on site. The survey is reviewed and updated annually, as required by code or change in occupancy.

PANIC ALARM SYSTEM TESTING AND MAINTENANCE

1. Functional System Test

a) On a weekly basis and at the request of the City’s Representative, the Contractor shall conduct a complete functional system test to determine the operational status of the Panic Alarm System.

b) The Contractor shall submit a written report of the test results to the City’s Representative within five (5) working days from the completion of the functional test.

2. Maintenance and Repairs The Contractor shall perform maintenance, repairs and general services on the Panic Alarm System.

3. Work Schedule

a) Maintenance and Repairs - Maintenance, repairs or general services shall be performed on a twenty-four (24) hours a day, seven (7) days a week basis, including holidays.

· Functional System Test - The functional system test or battery change out, shall be performed during City’s normal business hours of 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding holidays.

EXHIBIT G7

ANNUAL TEST OF AUXILLIARY CHILLED WATER AND EMERGENCY POWER SYSTEMS

On an annual basis and at no additional cost to the City, contractor provides resources to support the annual test of stationary and temporary emergency power systems and chilled water systems as part of a business continuity plan. The annual test is located at City Hall and conducted outside of normal working hours. The annual test is coordinated by the City Facilities Management Division. Contractor agrees to participate in and assist the City with such test, if requested by the City. Requirements for the annual test include but are not limited to the following:

· Coordinate optimal time with Facilities for the test, taking into consideration City events as well as other public events in the area – including at the Dr. Phillips Center for the Performing Arts. Pedestian access on the south side of City Hall will be blocked for approximately 24 hours.

· Prepare communications that will go to City staff to determine if there are any conflicts and for notification of timing.

· Coordinate alternate parking in the City Commons garage for the Mayor and Commissioners. Auxiliary power equipment will take up the rear parking spaces.

· Secure staging area a day prior to arrival of equipment

EXHIBIT H8

GROUNDS AND FOUNTAIN MANTENANCE SPECIFICATIONS

The Grounds include the city block bordered by Orange Avenue, Anderson Street, Boone Avenue and South Street. A small portion of the grounds adjacent to the CNL I & II buildings (Piedmont) has landscaping maintained by those property owners. The majority remainder of the grounds are known as City Commons Plaza, which is a City Park. Maintenance of the grounds is a combined effort between the City Parks Division, City Real Estate Management, CNL management and the Contractor. The City Parks Division is responsible for upkeep of the planted material including irrigation. The Contractor is responsible for the overall appearance of the Plaza, and will coordinate with Real Estate Management, City Parks Division, and Piedmont to ensure Class A standards are met.

The contractor is also responsible for the following:

a) Inspect the grounds two times per day.

b) Notify the City Parks Division when plants need attention, including concerns about irrigation.

c) Proposer is responsible for hardscapes including Plaza pressure washing, touch-up paint of hardscape planters.

d) Hand water above ground planters and remove weeds/debris three (3) times per week, or as needed to maintain health and appearance of plants. The contractor will need to provide a watering cart.

e) Pick up litter, debris, and trash twice daily or as needed from the plaza, parking lots and landscaped areas. Empty trash containers twice daily.

f) Blow leaves from sidewalks and walkways twice daily.

g) Rake coquina daily.

h) Pressure wash plaza and walkways, as needed, but at least quarterly.

i) The Contractor shall maintain the pools, fountains and related equipment in optimum condition. The mechanical system will be maintained according to the manufacturer’s specifications or approved industry standards. The water chemistry and clarity shall be maintained to swimming pool quality. The pools shall be vacuum swept once a week with occasional brush scrubbing as needed. The Fountain Complex in the City Hall Plaza consists of seven (7) interconnected pools, underwater and above ground lighting, and a pair of copper clad arches. Two of the pools have water jets and the arches have down sprays.

j) Provide pressure-washing services and pressure-wash the Plaza and walkways quarterly or as needed and clean building envelope annually.

a. Presurewashing will include both concrete and stone in the entire Plaza area and walkways.

b. Contractor should follow industry standards in removing dirt, grime, grease, gum etc. while not damaging the concrete, stone or joint materials.

EXHIBIT I9

SECURITY GUARD SERVICES

The Contractor shall furnish all necessary labor, equipment, supplies and materials and other accessories, services and facilities for the provision of trained, uniformed, armed and unarmed security guards at Orlando City Hall in strict accordance with the Specifications, terms and conditions of this Request for Proposal and the Contract included herein.

1. The Contractor or sub-contractor shall provide for the following security guard service: Minimum Requirements

1. Three (3) armed and three (3) unarmed security guards to provide security for the building and surrounding areas during business hours, Monday through Friday, holidays excluded.

2. One (1) armed and one (1) unarmed security guard shall be on duty at all other times. Including nights, weekends, holidays.

3. Additional security guards may be needed for special events. When requested, the Contractor will invoice the event organizer for the cost of providing extra security guards. The proposed hourly cost of security guard and janitorial service for after-hours events should be provided with Contractor’s quote.

4. Security guards are to provide coverage for the building interior and the surrounding areas bounded on the north by South Street, on the east by Orange Avenue, on the south by Anderson Street, and the west by Boone Avenue.

5. Familiarize all security guards with all building life safety and alarm systems.

6. Develop with the City, security operations procedures manual (SOP) and recommended training programs. – as part of eval criteria

7. Develop emergency plan.

8. Security guards shall have been employed a minimum of sixty (60) days with the Contractor (after initial mobilization period) prior to working at the City facilities, unless approved otherwise by the Chief Procurement Officer or designee. For candidates with less than 60 days employment with the Contractor, a waiver request of the 60-day employment requirement may be granted if the Contractor successfully interviews the candidate and provides additional approval to the City Chief Procurement Officer or designee.

9. The Contractor shall comply with all City security requirements. The Contractor shall submit the name and address of each employee hired to perform the services of this Contract and shall complete questionnaires and other forms as may be required for security.

Services

1. The services provided by the Security Guards shall include, but not be limited to the following:

2. Maintain activity log and after hours sign in log.

3. Monitor elevator, fire alarm panels, computerized security system, video cameras, and panic alarms.

4. Respond to requests for help, panic alarms, fire alarms, unusual activity observed on the video cameras and security system alarms.

5. Assist visitors with the check in process for the visitor access control system. Reload paper stock in kiosks as needed and lock systems during non-business hours.

6. Identify source of trouble on elevators and fire alarms.

7. Answer questions from visitors and provide directions to City offices and major points in Downtown Orlando.

8. Maintain and track equipment assigned to the security station.

9. Make regular rounds of all City Hall floors, stairwells, certain locked areas, basement areas including the tunnel, loading dock, outside parking areas and Plaza.

10. Lock and unlock outside doors at building closing and opening times and verify the status of doors that are supposed to be locked.

11. Notify maintenance of any exterior lights that are not functioning properly.

12. Fill out incident reports when there is an accident or injury to a City Hall visitor.

Requirements The Contractor will provide 24 hour, 7 days per week security inside City Hall and the areas around City Hall using armed and unarmed guards. Armed guard weapons shall at a minimum be semi-automatic weapons with ten (10) round magazines.

1. Post to be covered:

a) Day Shift: Three (3) armed guards and three (3) unarmed guards stationed at the first floor security desk, security checkpoints on the first and second floor and patrolling the building (interior and exterior). Shifts are as follows:

· 7:00 a.m. to 3:00 p.m. – 1 unarmed guard

· 8:00 a.m. to 4:00 p.m. – 3 armed guards and 1 unarmed guard

· 9:30 a.m. to 5:30 p.m. – 1 unarmed guard

b) Evening Shift: One (1) armed guard and one (1) unarmed guard stationed at the first floor security desk and patrolling the building (interior and exterior). The shift is as follows:

· 4:00 p.m. to 12:00 a.m.

c) Night Shift: One (1) armed guard and one (1) unarmed guard stationed at the first floor security desk and patrolling the building (interior and exterior). The shift is as follows:

· 12:00 a.m. to 8:00 a.m.

d) Weekends and Holidays: One (1) armed guard and one (1) unarmed guard stationed at the first floor security desk and patrolling the building (interior and exterior). The shifts are as follows:

· 8:00 a.m. to 8:00 p.m.

· 8:00 p.m. to 8:00 a.m.

2. Guards assist other City operations with contact persons for emergencies in other buildings.

3. Any employee of the Contractor found to be incompetent in the performance of the work under the Contract, discourteous, under the influence of alcohol or a controlled substance, or otherwise objectionable (as determined by the City) while on duty, will be reported to their supervisor who shall remove the guard(s) from the premises.

4. The Contractor, after receiving verbal notification from the City that a guard is either unavailable or unacceptable, shall either work a guard overtime or provide a substitute guard within one (1) hour. Failure to comply with this requirement shall be grounds for termination of the Contract.

5. Gambling is prohibited on or near the City's facilities.

6. Security guards shall not have visitors while on duty.

7. All security guards will be assigned to work continuous eight-hour shifts with breaks as authorized by the Fair Labor Standards Act. Any breaks authorized by the Contractor away from the duty station shall be covered by a replacement security guard at the Contractor's expense.

Items Provided by the City

1. Keys, as required for the execution of the work (one set only). Under no circumstances shall the security firm or any of its employees have duplicate keys made. Should duplicate keys be made or the original set lost, the Contractor will be responsible for all costs associated with re-keying the facility.

2. Security guards shall park their personal vehicles at a location designated by the City.

3. Radios Quality Assurance Each security guard is responsible for keeping legible daily records reflecting one (1) hour increments of work performed. Daily records shall be kept at rotunda guard station located on the first floor of City Hall.

Schedule

1. The Contractor will be responsible for hiring and dismissing any personnel hired to perform the work specified herein. The City, however, has the right to request the Contractor remove any employee from the facility. The Contractor shall notify the City of all guards removed from City Hall assignment, including the reason for removal.

2. The Contractor will be responsible for preparing all work schedules and assuring that each posted shift is manned.

Reports - The Contractor shall submit the following reports to the City's Representative:

1. Contractor shall assure that incident reports be completed on any unusual incidents occurring during a shift.

2. Contractor shall submit an incident report for all injuries occurring on City property, both interior and exterior, to the City Representative. The incident report will be provided to the City’s Risk Management Division and to the Real Estate Manager.

3. Security Weekly Memo - This report is primarily for the benefit of the security staff to identify special events and contractor activity, but it should also be provided to the Real Estate Manger on a weekly basis.

4.

Qualifications The Contractor must be fully insured in accordance with Chapter 493 of the Florida Statutes. All security guards, including supervisory personnel, providing the services specified herein shall have the following minimum qualifications and required screening at Contractor’s expense prior to approval of assignment to City property:

1. Background Checks and Criminal History

a) No criminal convictions of any kind as an adult (or while a minor if tried as an adult).

b) Florida Department of Law Enforcement FCIC checks shall be conducted on all applicants. Florida Department of Law Enforcement FCIC checks will be repeated semi-annually, at no charge to the City, for all guards assigned to the City.

c) The Contractor is required to obtain criminal background checks from every State and County in which the applicant previously resided at a minimum of seven (7) years back. Contractor must obtain written consent from applicable employees should the City desire to perform its own criminal background investigation.

2. Drug Screening:

a) A 10-panel workplace Chain of Custody drug screening shall be conducted on all employees of the Contractor prior to their assignment on City property and semi-annually thereafter. No Employee, who has tested positive as a result of a 10-panel test, shall be placed at City facilities or property. The City reserves the right to revise these screening standards upon written notice to the Contractor.

b) At the Contractor’s expense, random 10-panel test drug tests will be conducted semi-annually on all guards assigned to City property.

3. Applicant References, Employment Background and Experience:

Contractor shall investigate applicant’s employment background a minimum of seven (7) years back from date of application.

a) Contractor shall investigate applicant’s residential history a minimum of seven (7) years back from date of application.

b) New security guards shall work a minimum of four (4) hours at each facility with an experienced guard who has had previous experience at each facility. The City will not reimburse for this expense.

c) Security guards shall have a minimum of eight (8) months of security or equivalent experience. Upon request from the City, the Contractor shall provide personnel employment records.

d) Security guards shall have been employed a minimum of sixty (60) days with the Contractor (after initial mobilization period) prior to working at the City facilities, unless approved otherwise by the Director of Purchasing or designee.

4. Communications:

a) Security guard must be able to verbally communicate in a clear, distinct and courteous manner.

b) Security guard must be able to communicate with the public, as well as write clear and accurate reports, and be able to complete forms and reports as specified herein.

Training:

Security guards shall receive the following safety and security training prior to approval of assignment on City property and all training records shall be made available to the City upon request:

1. Control, detection and reporting of fires.

2. Use of apparatus used in fire extinguishing.

3. Procedures in reporting all emergency situations.

4. Crowd and traffic control training either from the state of Florida or a private agency.

5. Basic CPR and first aid training.

Licenses:

1. Guards assigned to work at City Hall must have the appropriate permanent license issued by the State of Florida pursuant to Chapter 493, Florida Statutes. Guards will not be permitted to work on City property while being processed by the State and in possession of a temporary license. The Contractor shall provide the City with copies of the licenses prior to any guard working on City property. If at any time, during the Contract a guard is found not licensed, the Contractor shall immediately remove the guard from the premises and provide a replacement within one (1) hour.

2. Only guards that have been issued and maintain an active Class “D” License from the State of Florida will be allowed on City property. This ensures that a complete background check (both in-state and out of state) has been performed on the guard by the State of Florida.

3. Any Temporary License issued by any agency is not acceptable and will not be considered an option.

4. To the extent that armed security guards are provided pursuant to this solicitation, such guards shall have an active class “G” licenses and any licenses as may be required by law. Armed security guards must qualify/certify weapon use every six (6) months, and Contractor must provide documentation of such to the City Representative.

Contractor and Supervisory Requirements:

1. In addition to the qualifications referenced herein, all supervisors assigned must meet and have at least two (2) years of security or equivalent experience.

2. The Contractor (as a business entity) must have the appropriate agency license issued by the State of Florida pursuant to Chapter 493, Florida Statues.

Pre-employment applicant screening process:

At the Contractor’s expense and prior to any guard working at City Hall, a checklist will be delivered to the City’s Director of Purchasing or designee, which shall include the following with all Social Security numbers redacted:

1. Certification from Contractor that employee has passed drug screening testing.

2. All applicable background checks as required in Section 13.1.

3. Copy of the guard’s State of Florida permanent Security Officer License.

4. Documentation of applicant’s work experience and hire date.

5. Completed and executed release of information waiver and authorization in the form and content provided by City.

6. Such other information as the City may reasonably request.

After a review by City staff of the information provided, the City will notify the Contractor when the guard is cleared to begin working on City property.

Reporting:

After initial screening and approval of applicants, the Contractor shall provide to the City’s Director of Purchasing or designee, semi-annual reports to demonstrate qualifications based upon the required applicant requirements.

Uniforms

1. All security guards shall have standard identical uniforms. Security personnel shall be in full and complete uniform while on duty. Any security personnel reporting for duty in an unauthorized or un-kept uniform, or poor personal appearance shall be replaced within one (1) hour by the Contractor.

2. The Contractor shall provide all guards a minimum of five (5) uniforms, at no additional charge to the City, consisting of the following:

a) Complete Uniform Look (military or police type);

b) Identification badge with full name;

c) Logos identifying the individual as security personnel in accordance with Chapter 493 of Florida Statutes;

d) Uniform belt with gun holster.

Communication System The City shall provide two (2) two-way radios (Motorola APX-900 or equivalent) for use by the on-duty security guards.

Contract Termination Failure to comply with the requirements specified herein is automatic grounds for Contract termination.

Coverage Actual assignment of hours per location within the Property per shift will be mutually agreed upon between Contractor and City prior to such assignments.

Duties and Responsibilities Contractor shall provide the following services, in accordance with policies and procedures established from time to time by City:

1. Respond to all alarm conditions and any other indications of suspicious activities.

2. Monitor access to and enforce all access control procedures, including identification of personnel and control of entry and exits to the Property and vital areas in accordance with City’s expectations.

3. Use reasonable effort to deter,…