HVAC_Mechanical_Services.pdf

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

INVITATION FOR BID (IFB)

IFB26-0051

HVAC MECHANICAL SERVICES

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

CITY OF ORLANDO PROCUREMENT AND CONTRACTS SITE

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

City of Orlando

INVITATION FOR BID (IFB)

HVAC MECHANICAL SERVICES

TABLE OF CONTENTS

1. INTRODUCTION

2. GENERAL INFORMATION

3. SUBMITTALS

4. SCOPE OF WORK

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. ELECTRONIC PRICING FORM(S) INSTRUCTIONS

8. VIRTUAL OPENING

9. VENDOR QUESTIONNAIRE

10. PRICING PROPOSAL

HVAC Mechanical Services

1. INTRODUCTION

1.1. Summary

It is the intent of this solicitation to establish a service Contract whereby HVAC (heating, ventilation, and air conditioning) mechanical Work will be accomplished for the City of

Orlando (City) by the Contractor. The Work defined by this Contract includes repair and maintenance of the heating, air conditioning systems, ventilation, piping and related services.

1.2. Contact Information

Direct all questions and inquiries to the following:

Cindy Jordan, C.P.M.

Purchasing Agent III

400 South Orange Ave

Orlando, FL 32801

Email: cynthia.jordan@orlando.gov

Phone: (407) 246-2367

Department:

Facilities Management

1.3. Timeline

Issue Date February 16, 2026 mailto:cynthia.jordan@orlando.gov tel:(407)246-2367

Pre-Bid Conference (Non-Mandatory) February 23, 2026, 2:00pm

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Bid Due Date and Time March 19, 2026, 2:00pm

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Tenant key:

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2. GENERAL INFORMATION

2.1. SOLICITATION INFORMATION

The City’s Procurement and Contracts Division is the official source to obtain information relating to City of Orlando procurements. It is incumbent on the Respondent to obtain current response/submittal and award information prior to and after the scheduled opening date of a solicitation. Information is updated as it becomes available. An award, or recommendation of award, may be made at any time after the scheduled opening date of a solicitation. You may obtain award and other solicitation information in a variety of ways, such as:

• Solicitation documents are available for download from the City's e-Procurement

Portal ("Portal"):

You may access solicitation information by visiting the City’s Portal by clicking on the following link: https://procurement.opengov.com/portal/orlando

• You may also contact the Procurement and Contracts Division at (407) 246-2291 or visit us during normal business hours, to obtain award information and other documents at:

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

Please remember, email notification is provided as a courtesy to our Respondents, but it is the Respondent's responsibility to check with the City of Orlando’s Portal at:

https://procurement.opengov.com/portal/orlando for current solicitations and other procurement information.

We appreciate your interest in doing business with the City of Orlando.

2.2. CONTRACT TERM

It is the intent of the City to award a Contract for a three (3) year term to begin upon approval and execution by the City. The Contract may, by mutual assent of the parties, be renewed for two (2) additional twelve (12) month periods or portions thereof, up to a cumulative total of sixty (60) months.

2.3. SCHEDULE

The Timeline Section of this solicitation contains the scheduled calendar of events with important dates and times for this Solicitation. Dates and times are subject to change by the City’s Chief Procurement Officer (CPO) or designee, at their sole discretion. If the

Procurement and Contracts Division determines that it is necessary to change these https://procurement.opengov.com/portal/orlando https://procurement.opengov.com/portal/orlando dates or times prior to the Solicitation Due Date, the change will be announced via an addendum.

2.4. PRE-SOLICITATION CONFERENCE

The purpose of a Pre-Solicitation Conference is to review and discuss the solicitation (and any addenda) as published. A representative from the Procurement and Contracts

Division and a technical representative from the using department will be present to discuss the solicitation.

3. SUBMITTALS

Respondents are solely responsible for ensuring that their submittals are complete, uploaded and submitted in the e-procurement Portal by the Due Date and time. The City shall not be responsible for any submission delays or failures caused by any occurrence. Respondents are expected to examine this solicitation, specifications, associated drawings, if any, and all instructions. Failure to do so will be at the

Respondent's risk.

Each Respondent shall furnish the information required on each response/submittal form and each accompanying sheet thereof on which an entry is made.

The following items must be completed and uploaded as part of your electronic submittal and are contained in the Vendor Questionnaire Section. Failure to complete and return required forms may result in your bid being deemed non-responsive and not considered for award.

A. Pricing - All prices shall be entered online through the City's e-Procurement portal.

B. Attachment A - References. This form must be downloaded, completed, and uploaded as a part of the submittal.

C. Attachment B -Respondent's Certification Form. This form must be downloaded, completed, signed, notarized, and uploaded as a part of the submittal.

D. Attachment C - Contract and Acceptance Form. This form must be downloaded, completed, signed, notarized, and uploaded as a part of the submittal.

E. Attachment D - Conflict of Interest Disclosure Form. This form must be downloaded, completed, signed, and uploaded as a part of the submittal.

F. Attachment E - Confidential and/or Proprietary Information Exemption Form.

This form must be downloaded, completed, signed, scanned, and uploaded as a part of the submittal.

G. Attachment F - Human Trafficking Affidavit. This form should be downloaded, completed, signed, notarized, and uploaded as a part of the submittal.

H. Attachment G - Veteran Business Enterprise Participation Form. This form must be downloaded, completed, and uploaded as a part of the submittal.

I. Copy of Respondent's current W-9 is to be signed and uploaded as part of the submittal.

J. Bid Security, if applicable.

K. Proof of Insurance - If applicable, please refer to Section 5 - Insurance

Requirements.

Respondents shall register on the City’s e-Procurement Portal. Once registered, Respondents may view and click "Follow" to be a Prospective Respondent for this solicitation and will appear on the Follower’s list. Respondents that fail to Follow this project will not receive automated Addenda notifications, nor will they be able to submit a response in the Portal, and therefore will be unable to participate, nor be considered for this solicitation. Respondents must click “Draft Response” to properly begin and submit a response in the Portal.

The City will accept responses to this solicitation electronically via the e-Procurement

Portal until 2:00 PM on Thursday, March 19, 2026. Responses received after the scheduled due date and time for submission will not be accepted. Responses submitted in any other format other than via the City's e-Procurement Portal, including but not limited to, hard copy (mailed or hand delivered), facsimile, or emailed submittals, will not be accepted, nor considered. The scheduled due date and time for submission will be scrupulously observed.

Neither the City, nor the Software Administrator will be held responsible for untimely submissions due to personal or company internet or hardware limitations, settings or restrictions, internet speed, power outage, network connection, use of a malfunctioning electronic device, or the like. Respondents shall be solely responsible for ensuring the capability of their computer system while responding to this solicitation, and for the stability of their internet service. Uploading large documents may take significant time depending on the size of the file(s) and the Internet connection speed that the

Respondent is using to submit a response. Failure of the Respondent to successfully submit an electronic response before the deadline indicated herein shall be at the

Respondent’s sole risk, and no relief will be given for late and/or improperly submitted response. Once file(s) have been uploaded and the Submission Status shows as

“Submitted” the submission is complete. At that point, the Respondent will also receive an email confirmation from the Portal.

Respondents may withdraw their submittal electronically via the Portal at any time prior to the scheduled due date and time for submission.

4. SCOPE OF WORK

4.1. OVERVIEW

It is the intent of this solicitation to establish a service Contract whereby HVAC (heating, ventilation, and air conditioning) mechanical Work will be accomplished for the City of

Orlando (City) by the Contractor. The Work defined by this Contract includes repair and maintenance of the heating, air conditioning systems, ventilation, piping and related services. The Contractor shall perform services at various City facilities on an as-needed basis. The Contractor shall also have the capability to service multiple locations, as well as emergency repair requests.

4.2. QUALIFICATIONS

The Bidder shall meet the following Minimum Requirements as outlined below. Include the requested documents with bid submittal.

Minimum Requirements

A. The Bidder shall be actively in business and have performed HVAC system repair and maintenance Work for a minimum of five (5) years. Include information on Attachment

A (References).

B. The Bidder shall be licensed and certified by the State of Florida Department of

Business and Professional Regulation as a Mechanical Contractor. Include a copy of your current license with bid submittal.

C. The Bidder shall have a current Business Tax Receipt. Include a copy of the

Business Tax Receipt with bid submittal.

D. The Bidder shall have the ability to respond to emergency calls within two (2) hours.

Bidder shall demonstrate their responsiveness to emergency calls and include with bid submittal. Include information on Attachment A (References). The City shall determine responsiveness at its sole discretion.

4.3. SCOPE OF WORK - SERVICE REQUIREMENTS

A. Service Requirements

Types of HVAC Service Requirements are as listed in this Section.

The Contractor shall furnish all labor, supervision, materials, supplies, tools, equipment, permits (if required), and disposal fees necessary to perform the Work described herein.

1. DX (Direct Expansion) Package and/or Split Systems:

Scope of Work may include but is not limited to:

a. Repair or replacement of compressors

b. Repair or replacement of condensers, including coils, fans, or complete condenser units

c. Repair or replacement of evaporators, including coils or complete units

d. Repair, replacement, or insulation of refrigerant lines

e. Refrigerant recovery, reclamation, evacuation, and recharging

f. Leak detection and repair

g. Repair or replacement of auxiliary DX system components

2. Chillers:

Scope of work may include but is not limited to:

a. Repair or replacement of chillers, compressors, and/or associated motors

b. Repair or replacement of OEM (Original Equipment Manufacturer) control systems

c. Refrigerant recovery, reclamation, evacuation, and recharging

d. Leak detection and repair

e. Repair or replacement of condenser fans and/or motors

f. Repair or replacement of condenser coils

g. Repair or replacement of isolation valves

h. Repair or replacement of chilled water piping and associated insulation

i. Repair or replacement of auxiliary chiller system components

3. Air Handling Units (AHUs):

a. Repair or replacement of fan or blower motors and/or assemblies

b. Repair or replacement of evaporator coils

c. Repair or replacement of chilled water and/or hot water coils, including associated piping, valves, and insulation

d. Repair or replacement of electric heater elements and associated components

e. Repair or replacement of drain pans, condensate traps, and condensate pumps

f. Repair or replacement of dampers and associated actuators

g. Repair or replacement of starters, disconnects, and variable frequency drives (VFDs)

4. Chilled and/or Hot Water Pumps:

a. Repair or replacement of pumps and motors

b. Repair or replacement of associated piping and insulation

c. Repair or replacement of isolation or control valves

d. Repair or replacement of starters, disconnects, and VFDs

e. Repair or replacement of other associated pump system components

5. Hot Water Heaters and/or Boilers:

a. Repair or replacement of boilers and associated components

b. Repair or replacement of heating elements and associated components

c. Repair or replacement of flue dampers

d. Repair or replacement of circulation pumps

B. Coordination of Work

1. Site Assessment and Quotation

a. The Contractor shall visit the job site with the City’s Representative to assess the extent of the required Work.

b. The Contractor and the City’s Representative shall mutually agree upon the scope, types, and quantities of materials and labor required.

c. The Contractor shall submit a written quotation to the City’s Representative that includes:

1) A description of the Work, including the specific location(s)

2) Detailed, itemized pricing for labor, materials, equipment, and any other associated costs

3) Any drawings and/or documents associated with new HVAC equipment installation projects are to be provided to the City’s Representative.

2. Layout Coordination

a. Prior to fabrication or repair Work, the Contractor shall coordinate with the City’s

Representative regarding the layout of HVAC units, conduits, fixtures, support hardware, and other materials.

b. Layouts shall provide for:

1) Operating and maintenance clearances required by equipment manufacturers

2) Code-required clearances and access

3) Safe and reasonable accessibility for maintenance activities

4) Provisions for future system expansion where feasible

3. Maintenance Manuals and Operating Instructions

a. Prior to performing any Work, the Contractor shall comply with and adhere to the applicable manufacturer’s maintenance and operating instructions for all equipment and components.

b. Upon completion of the Work, the Contractor shall perform a test operation of the equipment to verify proper operation and functionality and shall confirm the system is operating in accordance with manufacturer specifications and City requirements.

C. Work Orders

1. Ordering

a. Any supplies and/or services to be furnished under this Contract in excess of One

Thousand Dollars ($1,000.00) shall not be performed without a written Work Order signed by the City's Representative.

b. Each Work Order will set forth the Work to be accomplished, including but not limited to, Scope of Work, location, time to complete said project, materials, and number of personnel with specifications and drawings to follow.

c. All Work Orders are subject to the terms and conditions of the Contract. In the event of a conflict between a Work Order and the Contract, the Contract shall have precedence.

2. Issuance and Approval Process

a. The City’s Representative will notify the Contractor when services are required by a

Work Order. The Contractor shall commence the Work on the date agreed to after receipt of an approved Work Order and will complete the Work as specified in the Work

Order.

b. Upon receipt of a Work Order from the City's Representative, the Contractor shall prepare an independent written estimate of the labor and materials required to complete the Work.

c. During this period, the Contractor shall inspect the job site and assess what materials will be needed for the requested Work.

d. The Contractor will be provided a detailed Scope of Work for each Work Order.

e. The Contractor shall provide the total estimate to accomplish the job and will identify any additional tasks necessary to satisfactorily accomplish the overall Scope of Work.

f. If, during the Work, the Contractor encounters unforeseen conditions which impact the

Work, and which could not initially be evaluated, the Contractor shall not proceed without written authorization of the City's Representative.

g. The Contractor must return an estimate to the City's Representative within five (5) business days, or as otherwise directed, from receipt of a Work Order.

h. The Contractor's estimate will be evaluated by the City's Representative to determine if the Scope of Work has been clearly and accurately understood, the hours have been accurately applied, the Work has been properly estimated with supporting data presented and that material estimates are reasonable and properly documented.

i. The Contractor acknowledges that Work will be performed only after the above procedures have been accomplished and the Contractor receives a signed Work Order from the City.

3. Completion

a. After the Work Order has been completed, the City's Representative will perform an inspection of the Work to see if the requested Work was done properly and in accordance with the Work Order.

b. All Invoices shall include the following information:

1.) Contract Number IFB26-0051;

2) Actual hours used to perform the Work (by category of personnel);

3) Date and time the Work was initiated and completed;

4) Certification that the Work has been completed;

5) A detailed breakdown of the parts and materials used to complete the Work;

6) Actual hours used to perform the Work (by category of personnel);

7) Mark-Up (Material costs);

8) Name of the Contractor’s personnel who completed the Work;

9) City Facility Name and address;

10) Project Work Order number and the name of the City’s Representative whom requested the Work;

11) Any other information as to the Work performed and observations made;

D. Work Schedule

1. Work is typically scheduled during normal business hours, unless otherwise instructed by the City’s Representative. Normal business hours are defined as 7:00 a.m. to 4:00 p.m. local time, City of Orlando, Monday through Friday, excluding City recognized holidays*. All Work shall be approved and coordinated by the City’s Representative, prior to commencement of Work. The Contractor's time shall start on the job site. Any travel time expenses shall be borne by the Contractor and shall not be reimbursed by the City.

*The City recognized Holidays are: New Year’s Day, Martin Luther King, Jr. Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day, Day after

Thanksgiving, Christmas Eve and Christmas Day.

2. No Work, except for emergencies, shall be done on weekends or on City holidays unless specifically authorized by the City’s Representative.

3. The Contractor shall respond within twenty-four (24) hours to non-emergency requests from the City’s Representative.

E. Emergency Repairs

1. The Contractor shall respond to emergency service calls within two (2) hours from the

City’s Representative.

2. The Contractor shall be available by cell phone, pager, or other communication type device for emergency Work.

3. Depending on the need of the emergency, the Contractor may be asked to Work on weekends and/or holidays.

4. Emergency Work may be verbally authorized by the City’s Representative and followed up within forty-eight (48) hours by a written Work Order outlining the Work that was done and associated costs.

F. Materials and Parts

1. The Contractor’s service vehicles must be fully stocked with basic materials and standard parts so that response to normal repair calls can be accomplished without returning to the shop.

2. Parts and materials used by the Contractor shall be new, unless otherwise specified and approved by the City’s Representative and they must meet or exceed the applicable manufacturers’ specifications and standards.

3. All materials and tools furnished by the Contractor shall be in proper working order and not cause damage to City property.

G. Warranty

1. General Requirements

a. The Contractor shall warrant all labor and workmanship for a minimum period of one

(1) year from the date of final acceptance of the Work by the City, unless a longer warranty period is specified by the manufacturer or required by the Contract.

b. All materials, equipment, and components furnished under this Contract shall be new

(unless otherwise approved in writing by the City's Representative), of good quality, and free from defects in material and workmanship.

c. Manufacturer warranties for equipment, parts, and materials shall be provided to the

City upon completion of the Work. Such warranties shall be in addition to, and not in lieu of, the Contractor’s labor and workmanship warranty.

d. Warranty periods shall commence on the date of final acceptance by the City, not on the date of delivery, installation, or substantial completion

2. Warranty Service and Corrections

a. Upon written or verbal notification by the City of a warranty-related defect or failure, the

Contractor shall respond and correct the deficiency at no additional cost to the City within a reasonable time frame, as determined by the City, but not to exceed:

1) 24 hours for emergency or life-safety-related issues

2) 72 hours for non-emergency warranty items

b. All corrective work performed under warranty shall include all labor, materials, equipment, refrigerants, and incidental costs required to restore the system to proper working conditions.

c. If the Contractor fails to correct warranty defects within the time required, the City may, after reasonable notice, perform or have the Work performed by others, and all associated costs shall be deducted from payments due to the Contractor or recovered through other legal means.

3. Warranty Workmanship Standards

a. All Work shall be performed in a professional manner by skilled and properly licensed personnel experienced in HVAC systems.

b. Workmanship shall conform to:

1) Manufacturer installation, operation, and maintenance requirements

2) Applicable federal, state, and local codes and regulations

3) Industry standards, including ASHRAE, SMACNA, and applicable ANSI standards.

Refer to Section 4.4.C. for definitions.

c. The Contractor shall ensure that all systems are left in a safe, clean, and fully operational condition upon completion of the Work, including removal of debris, excess materials, and waste from the job site.

4. Warranty Defective Work

a. The Contractor shall promptly remove, replace, or correct any Work determined by the

City to be defective, non-conforming, or not in compliance with Contract requirements, at no additional cost to the City.

b. Replacement or corrected Work shall be warranted for the remainder of the original warranty period or one (1) year from the date of correction, whichever is longer.

H. Time is of the Essence

1. The Contractor acknowledges that time is of the essence to complete the Work as specified in every approved Work Order. The Contractor agrees that all Work shall be performed regularly, diligently and uninterrupted at such a rate of progress as will ensure full completion thereof within the time specified in every Work Order. The Contractor will have the appropriate number of personnel available for the length of the project as specified by the City’s Representative.

2. The Contractor shall provide the City a personnel list along with a twenty-four (24) hour emergency communication device (such as cell phone, pager or other communication type device) for all assigned personnel to each Work assignment. The Contractor shall provide a communication device to their personnel to allow for communication with the

City’s Representative, at no expense to the City.

I. Contractor’s Responsibilities

1. The personnel who perform these services shall be under the sole responsibility of the

Contractor and shall be full-time employees. No temporary or seasonal personnel should be used under this Contract. The Contractor’s personnel shall be skilled and knowledgeable in the field of electrical. The Contractor shall employ the same crew to each Work assignment as they are familiar with the site and working conditions. The City’s

Representative shall be notified of any changes in replacement personnel.

2. The Contractor is responsible for moving and transferring their crew to accommodate multiple Work assignments or in the event of project changes.

3. The Contractor’s employees assigned to the City facilities shall be neat in their personal appearance and conduct themselves in a professional manner. Any Contractor employee deemed by the City to be incompetent in the performance of Work under the Contract, discourteous, or otherwise objectionable may be removed from the assigned Work.

4. The Contractor shall furnish their employees with appropriate uniforms (with an identification tag on their person with the Company’s name and logo with employee name) while working on City property. The cost of the uniforms will be the responsibility of the

Contractor.

5. Contractor’s personnel shall have passed all necessary background checks to work on/around all City facilities, including but not limited to: Fire Stations, Police Stations, and

Recreational Facilities.

6. The Contractor’s employees shall not eat or smoke on property. The Contractor’s employees shall not bring any individuals with them on premises not employed by the

Contractor.

7. The Contractor shall provide a contact list of personnel with email addresses, cellular phones, pagers, or other communication type devices to communicate with the City’s

Representative.

8. The Contractor shall designate a single point of contact with whom the City’s

Representative may consult regarding Work assignments, status updates, completion of those assignments, and other related matters.

9 The Contractor's employees shall report to the City’s Representative of any hazardous conditions or items in need of repair noted during the performance of the Work and shall thereupon notify the City’s Representative of such conditions.

10. The Contractor shall, in addition to all other guarantees, be responsible for faulty labor or workmanship and shall promptly correct improper Work within fifteen (15) days from notification, without cost to the City, within a reasonable period after receipt of notification of such faulty labor or workmanship. Payments in full or otherwise do not constitute a waiver of this guarantee. The guarantee period shall be effective for one (1) year after acceptance of the Work by the City.

J. Technical Requirements

1. The Work performed under this Contract shall consist of all labor, supervision, materials, supplies, tools, tolls, and disposal fees.

2. The Contractor shall be responsible for all required permits and inspections for services required under this Contract.

3. The Contractor shall ensure that technicians are experienced, EPA certified, and licensed to perform the task which they are assigned. Refer to EPA (Environmental

Protection Agency) Section 608. https://www.epa.gov/section608/section-608-technician-certification-0. The Contractor shall assume all responsibility for the actions of its employees including, but not limited to, the violation of building codes, federal, state, and local ordinances.

4. When completing repairs, the Contractor shall make every effort to keep downtime to operations at a minimum.

5. The Contractor shall provide services for the repair and installation of HVAC parts and their components.

6. The Contractor shall perform installation and repair to HVAC related piping as requested by the City’s Representative.

7. Corrective or repair Work shall be carried to completion, including operational checks and cleanup of the Work site at no additional cost to the City.

8. The Contractor shall be able to connect the electrical components of the HVAC system associated with installation and repair as requested by the City.

9. The Contractor shall be responsible for lifting and placement of material required.

4.4. OTHER REQUIREMENTS

A. Regulatory Requirements

1. The Contractor shall conform to all Federal, State and City regulations during the performance of the Contract. Any fines levied due to inadequacies or failure to comply with all requirements shall be the sole responsibility of the Contractor. Any person found not in conformance with any laws, statutes, rules or regulations will not be allowed on the job site. Continued violations by a Contractor shall constitute cause for immediate termination of the Contract.

2. The Contractor shall obtain all permits, licenses, and certificates, or any such approvals of plans or specifications as may be required by federal, state and local laws, ordinances, rules, and regulations, for the proper execution and completion of the Work specified herein.

B. Licenses https://www.epa.gov/section608/section-608-technician-certification-0 https://www.epa.gov/section608/section-608-technician-certification-0

1. Bidders shall be certified by the State of Florida, Department of Professional

Regulation and licensed by all other federal, state, county, or municipal agencies which may have jurisdiction over the type of Work to be performed under this solicitation.

2. Bidders shall provide copies with the bid submittal of the State of Florida Certified

Mechanical Contractor certificate and their current Business Tax Receipt.

3. Said licenses shall be in the Bidder’s name as it appears on the Bidder’s Certification

Form. Bidder shall supply appropriate license numbers, with expiration dates, as part of the bid. Failure to hold and provide proof of proper licensing, certification and registration may be grounds for rejection of the bid.

C. Applicable Codes and Standards

All Work must be performed in accordance with the most current approved and accepted standards of the: (1) industry, (2) equipment manufacturers, (3) applicable Federal, County, State and local standards and codes, and (4) applicable building and safety codes to include, but not be limited to, the following:

1. Air Duct Council (ADC)

2. Air Moving and Conditioning Association (AMCA)

3. American Society for Testing and Materials (ANSI)

4. American Society of Heating, Refrigerating and Air Conditioning Engineers

(ASHRAE)

5. Building Officials and Code Administrators (BOCA)

6. Environmental Protection Agency (EPA) Section 608

7. Florida Building Code (FBC), Latest Edition

8. Florida Mechanical Code, Latest Edition

9. International Code Council (ICC)

10. Life Safety Code, NFPA 101

11. National Electrical Manufacturers Association (NEMA)

12. National Electrical Code (NEC), NFPA 70

13. National Fire Protection Association (NFPA)

14. National Institute for Occupational Safety and Health (NIOSH)

15. North American Industry Classification System (NAICS), Code 238220

16. Occupational Safety and Health Administration (OSHA)

17. Sheet Metal/Air Conditioning Contractors’ Association (SMACNA)

18. Southern Building Code Congress International (SBCCI)

19. Standard Building Code (SBC)

20 Uniform Building Code (UBC)

D. Weather Conditions

Should inclement weather interfere with scheduled Work, the Contractor shall reschedule

Work in an expeditious manner beginning at that point where Work was interrupted, with the coordination of the City’s Representative.

E. Suspension of Work

The City’s Representative shall have the authority to suspend the Work, wholly or in part, for such period or periods as may be deemed necessary due to conditions that are considered unfavorable for the prosecution of the Work, or for such time as is necessary due to the failure on the part of the Contractor to comply with any or all provisions of the

Contract. Such suspension shall be ordered in writing, giving in detail the reasons for the suspension.

F. Provisions for Convenience of Public

The Contractor shall schedule operations to minimize any inconvenience to the public, City or State.

G. Re-Work

Services that are not performed to City’s satisfaction, or to the required specifications, shall be performed or re-performed. The City's Representative will notify the Contractor when they would require the job to be re-Worked. Re-Work requests shall be accomplished by the Contractor at no additional cost to the City. The Contractor shall notify the City's Representative when re-Work requirements have been completed.

H. Non-interference with Government Business

1. The City’s Representative, under whose direction the Work shall be performed, will be consulted as to the status of the Work so he/she can ensure that this Work does not interfere with other City business.

2. The Work shall be carried on in such a manner that there will be no interruption or interference with the proper execution of City business. Verbal interaction between

Contractor’s employees and building occupants shall be kept to a minimum.

3. All persons employed by the Contractor, while at Work at a City building, shall comply with all building regulations.

4. The Contractor agrees to alter its Work methods, schedules and procedures if City’s

Representative determines that they are detrimental to City operations.

I. Cooperation with Other Contractors

The City continually establishes service Contracts for its facilities, and at scheduled times lets various project Contracts for necessary building repairs or improvements. The

Contractor shall not commit or permit any act by his employees that will interfere with the performance of Work by another Contractor.

J. Use of Premises

1. During the progress of the Work specified herein, the Contractor shall keep the premises free from accumulations of waste materials, and other debris resulting from the

Work. At the completion of the Workday, the Contractor shall remove all waste materials and debris from, and about the premises as well as all tools, and surplus materials, and leave the site clean and ready for occupancy by the City. The Contractor shall not empty their waste materials in the City’s trash cans or dumpsters. Any disposal fees imposed by the Contractor shall be the responsibility of the Contractor.

2. Damage to Buildings: The Contractor shall preserve from damage all property associated in any way with the Work. This applies to public and private property and/or utilities. Any damage caused by the Contractor or any of its employees occurring shall be immediately reported to the City’s Representative. Damages incurred by services provided by the Contractor shall be repaired by the Contractor promptly at no additional cost to the City.

3. Overloading of Buildings: The Contractor shall promptly remove all materials that may overload any part of the building.

4. Tool marks will not be permitted on any exposed materials, fittings, or piping.

K. Safety and Protection

1. The Contractor’s employees shall close off area(s) with safety cones or barricades and post signs indicating that the area is closed to pedestrian traffic when working over entrances, traveled walkways or any area where people might cross. The signs should indicate that crews are working. The Contractor shall provide safety cones, barricades, signs and other related items at no additional cost to the City.

2. All existing structures, utilities, services, roads, trees, shrubbery, etc., shall always be protected against damage or interrupted service by the Contractor during the term of specific Work Orders, and the Contractor shall be held responsible for any damage to property caused by reason of operations on the property.

3. If the Work Order requires an outage of utilities, the Contractor must request authorization from the City’s Representative at least ten (10) business days in advance.

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 must be obtained from the City’s Representative before any shutdown of service is attempted.

4. The Contractor shall not make any alterations to the buildings without prior written approval by the City’s Representative. Inspection and acceptance of services performed shall be made by the City’s Representative. If at any time the City deems the Work unsatisfactory, immediate action shall be taken by the Contractor to correct the Work to the satisfaction of the City’s Representative.

5. The Contractor shall notify the City’s Representative immediately upon notice of any pre-existing damage to any part of the exterior building envelope.

6. The Contractor shall provide and require the wearing of protective clothing, masks, footwear, eye protection and other required safety items during any operation, as required or directed by applicable laws, regulations or ordinances, and/or direction of manufacturers of material or equipment.

7. The Contractor shall be solely and completely responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the Work. The

Contractor shall take all necessary precautions for the safety of, and shall provide the necessary protection to prevent damage, injury or loss to all employees on the job site and other persons including, but not limited to, the public who may be affected thereby.

8. 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.

9. The Contractor shall provide and ensure the wearing of necessary protective clothing, masks, eye, hearing protection as required by any applicable laws, regulations, ordinances, and/or manufacturer’s instructions.

10. All equipment used in the performance of these services shall be properly maintained and shall be subject to inspection by the City's Representative upon demand. Any equipment deemed faulty, inoperable, unsafe or improper for its intended purpose shall be promptly removed from the City’s premises.

5. STANDARD TERMS AND CONDITIONS

5.1. COMMUNICATIONS; QUESTIONS REGARDING SPECIFICATIONS OR

SUBMITTAL PROCESS

A. All communication and contact regarding this solicitation shall be directed to the

Purchasing Agent referenced on the cover page of this solicitation.

B. To protect the integrity of the solicitation process and ensure fair consideration of all respondents, a prohibited communication period is hereby established commencing as of the time of the issuance of this solicitation and terminating upon execution of a contract (or, if the solicitation is cancelled, upon cancellation of the solicitation).

1. Except for communication with the City’s designated point of contact set forth in this solicitation or as otherwise authorized by the City’s Chief Procurement

Officer, during the prohibited communication period, the City prohibits communication regarding the solicitation by a Respondent or potential

Respondent (or on a Respondent or potential Respondent's behalf) to or with any officer, elected official (including the Mayor and City Council), department, division, office, or employee of the City, or any other person or entity providing advice to the City related to this solicitation.

2. During the prohibited communication period, all contacts and communications regarding the solicitation by a Respondent, or potential Respondent, including their agents, representatives and others on their behalf, shall be directed to the City’s Procurement and Contract Services Division in the manner provided below in this solicitation, unless otherwise authorized by the City’s

Chief Procurement Officer.

3. Prohibited contact or communications during the prohibited communication period may result in disqualification from the solicitation process, rejection of the solicitation, or termination of any resulting contract as determined by the

Chief Procurement Officer. In addition, prohibited contact or communications may also be grounds for suspension and debarment of a Respondent or potential Respondent under the City’s Procurement Code.

C. Any questions by a Respondent relative to the interpretation of specifications or the submittal process shall be addressed in writing as indicated below. In order to be answered prior to the submittal deadline, questions must be received by the

Procurement and Contracts Division ten (10) days prior to the date set for the receipt of submittals. Any interpretation made to prospective Respondent with respect to questions submitted prior to the cut-off date for questions to be answered prior to the submittal deadline will be expressed in the form of an

Addendum to the specifications which, if issued, will be conveyed to all prospective Respondents no later than five (5) days before the date set for receipt of submittals. Oral answers and written answers not answered in an

Addendum issued by the Procurements and Contracts Division will not be binding.

D. Openings shall be public, on the date and at the time specified on the

Solicitation, with the total submittal amount being read aloud. It is the

Respondents responsibility to assure that their submittal has been entered online no later than the due date and time of the opening. The Respondent's name and verification of bond submittal, if applicable, will be publicly announced aloud at the opening.

5.2. RESPONDENT QUALIFICATION

Submittals will be considered from Respondents who have adequate personnel and equipment and who are so situated as to perform prompt service or provide required goods. The City reserves the right to request information or conduct an inspection of the

Respondent's facility and equipment prior to the award of the contract.

Submittals will be considered only from Respondents which are regularly engaged in the business as described in this solicitation; with a record of performance for a reasonable period of time, which have sufficient financial support, equipment, and organization to ensure that they can satisfactorily execute the service if awarded a contract under the terms and conditions herein stated.

The terms "equipment and organization" as used herein shall be construed to mean a fully equipped and well established company in line with the best business practice in the industry and as determined by the City.

5.3. ALTERATIONS/CHANGES TO PRICE FORM(S)

Respondent shall not change or otherwise alter the quantity or unit designations on the

Price Form(s). The unit price and total extensions must correspond to these designations.

Each line item will be extended as indicated (quantity x unit price). The unit price shall prevail.

5.4. ADDENDA

It is the Respondent's responsibility to contact the Procurement and Contracts Division prior to submitting a response to ascertain if any Addenda have been issued, to obtain all such Addenda, and return executed Addenda with the response, if applicable. All addenda information will be posted on the City's website

(https://procurement.opengov.com/portal/orlando). The failure of a Respondent to submit acknowledgment of any Addenda that affects the price(s), is considered a major irregularity and will be cause for rejection of the response.

5.5. UNBALANCED PRICING

As determined by the City's Chief Procurement Officer in the CPO’s discretion, the City may consider a solicitation response irregular and reject it if any of the prices are excessively unbalanced (either above or below the amount of a reasonable response) to the potential detriment of the City. The City further reserves the right to require backup documentation from the respondent if, in the Chief Procurement Officer's opinion, the prices are, or appear to be, excessively unbalanced.

5.6. WITHDRAWAL

After opening, no changes in prices or other provisions shall be permitted. Respondents may withdraw or correct a submittal prior to the stipulated date and time for the opening of the Solicitation.

5.7. SELECTION/REJECTION OF OPTIONS

The City of Orlando reserves the right to select/reject options which are submitted, based on price and other considerations as deemed to be in the best interests of the City.

5.8. IRREVOCABLE OFFER

The submission of a response shall constitute an irrevocable offer to the City by the

Respondent for a period of ninety (90) days from the date of opening to provide the goods and services set forth in this solicitation upon the terms, conditions, and provisions of this solicitation, at the pricing set forth in the submittal.

5.9. QUANTITIES

The quantities for the items listed in this solicitation are estimated annual quantities for evaluation purposes only and should not be construed as representing actual quantities to be purchased. Moreover, it is understood by all Respondents that the City is not obligated to purchase any minimum or maximum amount during the life of a contract resulting from this solicitation.

5.10. RESPONDENT'S CERTIFICATION FORM

Each Respondent shall complete the "Respondent's Certification Form” included with this

Solicitation. The form should be acknowledged before a Notary Public with notary seal affixed on the document.