IFB_Y24-1051_Scope_of_Services_(FINAL).pdf

SCOPE OF SERVICES

1. OVERVIEW

The Contractor shall provide preventative maintenance and repair services to ensure the proper and continued operation of commercial-grade grease traps, grease interceptors, and lift stations. This includes maintenance and repairs to dosing systems, distribution boxes, drain fields, pumps, transmission lines, and other components of the reference systems.

The Contractor shall also provide pump-outs and repairs for septic tanks as needed. All supplies, materials, tools, equipment, labor, certifications, and facilities needed to provide these services shall be the responsibility of the Contractor. Oil and Water Separators maintenance are excluded from this contract.

Hours of Performance

1) Standard Hours: Standard working hours are Monday through Friday, 6:00 AM to 6:00 PM, excluding Orange County holidays.

2) Non-Standard Hours: Non-Standard working hours are Monday through Friday, 6:01 PM to 5:59 AM, weekends, and Orange County holidays.

3) Emergency Services: Twenty-four (24) hours per day, seven (7) days per week, to include weekends, and holidays. Emergencies shall require two (2) hour to arrive on the site of the emergency from the time of notification.

2. PERSONNEL REQUIREMENTS

A. The Contractor shall provide the following points of contact:

1) The Contractor shall assign a lead point of contact or supervisor with whom the County may consult regarding contract performance, project status updates, and other contractual matters throughout the entire contract term.

The contact information provided for this person shall include a valid e-mail address and phone number.

2) The Contractor shall provide a twenty-four (24) hour point of contact with a staffed telephone number that the County may contact for emergency service requests during standard and non-standard hours.

The Contractor shall, within twenty-four (24) hours, notify the Contract Administrator if there is a change in any points of contact and/or contact information and provide the updated information at the time of notification. All points of contact shall have the capability to receive communication via telephone and e-mail.

B. Lot A – For services in Lot A, Grease Traps/Interceptor, and Lift Station, the

Contractor shall possess experience in pump station operations and maintenance to include pump and electrical maintenance experience.

C. Lot B – For services in Lot B, Septic System Services, the Contractor shall be a registered septic tank Contractor with the Florida Department of Health or a plumbing Contractor according to s.489.105 (3)(m), F.S. A registered septic tank Contractor not providing septic tank contracting services under his full legal name shall have a Certificate of Authorization issued by the department for his septic tank contracting business.

D. The Contractor shall provide sufficient workforce and supervisory personnel to perform the specified services to meet the requirements specified herein and provide backup as needed during all required work hours and at multiple concurrent locations.

E. Technicians performing service under this contract shall have a minimum of two (2) years of practical experience in the duties to which they are assigned and shall be competent and legally able to perform the assigned tasks in Orange County. The Contractor shall provide a list of technicians by name and title who will perform the scope specified herein. This list shall include the technicians’ full name, working title, and years of experience. The list shall be submitted ten (10) business days after notification of contract award and before the performance of work.

F. Effective communication with County staff and building occupants is required to perform this Scope of Services. Therefore, the Contractor shall ensure that all points of contact read, write, and fluently speak English.

G. The Contractor shall maintain sole responsibility for its employees and subcontractors.

H. The Contractor shall ensure proper dress code, appearance, and conduct of its employees while on County premises. All employees and subcontractors shall be dressed in uniformed shirts displaying the company name/logo and prominently wear a photo ID badge on the front at all times when performing work on County property.

I. There shall be no smoking or vaping of any kind on County property at any time.

3. PERFORMANCE

A. All workmanship shall be accomplished per the following standards and regulations during the performance of the contract:

Orange County Code of Ordinance, No. 2010-02 The Florida Department of Environmental Protection (DEP) Florida Department of Health and Rehabilitative Services (DOH)

The Contractor is required to stay current and comply with all updated versions and amendments to the applicable standard and codes. Any fines levied due to inadequacies or failure to comply with any requirements by the Contractor or any representative of the Contractor shall be the sole responsibility of the Contractor.

B. The Contractor, upon request by the County, shall remove all Contractor’s personnel and subcontractors from County property and from providing service under this contract who are deemed careless, incompetent, insubordinate, reasonably objectionable, or whose performance is deemed inadequate or unsatisfactory as determined by the County. The County’s request to remove an employee from this contract shall, in no instance, be considered a request for the Contractor to terminate the employee from employment. The sole intent is the removal of the individual from this contract.

C. The work shall be performed in such a manner to prevent interruption and interference with the proper execution of Orange County business and provide the least inconvenience to building occupants and visitors. Verbal interaction between the Contractor’s employees and building occupants shall be kept to a minimum. The Contractor shall not discuss services being performed with building occupants. This type of communication shall be with the County Service Coordinator.

D. Any damage to County facilities or property due to the services performed by the

Contractor and subcontractors of the Contractor shall be the responsibility of the Contractor to repair or replace.

E. Services not performed per the content of this contract shall be considered unsatisfactory and unacceptable. In the event of non-performance or unsatisfactory performance by the Contractor or any representative of the Contractor, the County shall notify the Contractor of non-performance/unsatisfactory performance in writing and allow the Contractor to correct such item within a specified 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. The Contractor’s failure to respond within the timeframe allowed and/or failure to perform satisfactory corrective action may be cause for termination for default. Please refer to Termination Provision under Contract Terms and Conditions, for additional details.

4. SAFETY

A. The Contractor shall initiate, maintain and supervise all safety precautions and programs in connection with its services or performance of its operations under this contract.

B. The Contractor shall provide and ensure the wearing of necessary personal protective equipment (PPE) as required by any applicable laws, regulations, ordinances, and/or manufacturer’s instructions.

C. All equipment used in the performance of these services shall be 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 promptly moved from the County’s premises.

D. Before 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 through the use of a lockout device whenever the equipment is capable of being locked out.

5. SECURITY AND IDENTIFICATION

A. Background checks for the Contractor’s staff must be approved by the County before Contractor staff or sub-contractors may begin working in any County facility. All costs for background investigations shall be the Contractor's responsibility. The County reserves the right to conduct its own investigation and request any additional investigative background information of any personnel assigned to perform the services. The Contractor shall furnish, in writing, such information to the extent allowed by law, before the commencement of services.

B. Contractor shall comply with the different security requirements for each County facility, including but not limited to:

• Orange County Courthouse (OCCH) – Requires annual background checks.

• Orange County Corrections Department

C. Background checks and additional security requirements are addressed and detailed in the Scope of Service, Supplemental Information. The Contractor is responsible for reading, understanding, and the application of all contract terms.

6. TRAVEL AND PARKING

A. The Contractor shall be responsible for all travel and per diem costs to and from the various County facilities. Travel time and mileage for each project shall be included in the bid item-unit prices. There shall be no additional compensation for travel, trip, or truck charges following contract award.

B. 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. Orange County will not be responsible for any damage to Contractor or Contractor’s employees’ vehicles while parked on Orange County property. Vehicles towed from Orange County property will be at the expense of the Contractor or Contractor’s employee. The Contractor and Contractor's employee vehicles shall be properly identified.

7. GENERAL SERVICE REQUIREMENTS

A. The Contractor shall furnish all labor, materials, and equipment necessary to perform preventive maintenance and inspections of grease traps /interceptors and lift stations covered under this contract and their components.

B. Attachments A, B, and C list the current locations requiring services under this contract. The County reserves the right to add or delete locations or equipment for servicing:

• Attachment A, LOT A - Grease Traps/Interceptors Listing

• Attachment B, LOT A - Lift Stations Listing

• Attachment C, LOT B – Septic Tanks Listing

C. The Contractor shall schedule services per the schedule of work provided by the

County. Any changes to this schedule must be approved in writing by the County before the change is effective.

D. The Contractor shall communicate all unforeseen conditions that may cause any work to be delayed as soon as it’s apparent and provide an updated completion timeframe at the time of notification.

E. The Contractor shall not perform any services without an existing Delivery Order unless it is an emergency service. All Proposals and/or Quotes should include appropriate equipment required to complete the service. Service does not include meetings, site surveys, and scheduling activities.

F. When work outside of the inspection/maintenance scope is discovered by the

Contractor’s technician that affects the continued operation of the system, the technician shall contact the County Service Coordinator immediately to obtain approval to correct repairs while on-site and verify approved equipment.

G. For situations requiring repair which are not a threat to system operation, the technician shall submit a quote to the County Service Coordinator to obtain approval to repair the deficiency at a mutually agreed upon date between the Contractor and the County. All Proposals and/or Quotes should include appropriate equipment required to complete the service.

H. The Contractor shall not make any alterations to any equipment or systems without prior written approval by the County.

I. The Contractor shall be responsible for the hauling and proper disposal of all waste removed from the sites, per Attachments A, B, and C per Orange County ordinances and regulations at no additional cost to the County. The use of County dumpsters for disposal of Contractor material is not permitted.

J. If during the performance of services an incident or discovery of pollution is found, the Contractor shall report the findings to the Florida Department of Environmental Protection within twenty-four (24) hours of the incident or discovery. Refer to Attachment F – Reporting Incidents Discovery of Pollution.

K. Requirements under this contract shall supersede any additional language added to work proposals, service tickets, and any other documents supplied by the Contractor.

8. LOT A - GREASE TRAPS/ INTERCEPTORS AND LIFT STATION

MAINTENANCE

All services for grease traps, grease interceptors, and lift stations shall be performed per the Orange County Code of Ordinance No. 2010-02, County Oil and Grease Preventative Program (OGPP) and the requirement of Orange County Utilities, Environmental Compliance Section.

Environmental Compliance Section

Water Reclamation Division 4760 W. Sand Lake Road

Orlando, FL 32819 Environmental.Compliance@ocfl.net

(407) 254-7708 mailto:Environmental.Compliance@ocfl.net

A. INITIAL SERVICES

The Contractor shall conduct an initial inspection of all grease traps/interceptors and lift stations within the first ninety (90) days of contract commencement. The Contractor and the County’s Service Coordinator shall mutually agree on whether the initial maintenance and cleaning required is excessive and beyond the line items on the Fee Schedule. If mutually agreeable to both parties, the Contractor shall provide a quote using a combination of the line items in the Fee Schedule. If the quote is acceptable to the County, a separate Delivery Order shall be issued to the Contractor to perform the initial services. Upon completion of the initial cleaning, the Contractor shall be responsible for continued maintenance for the duration of this contract.

The Contractor shall comply with the requirements of Attachment I – Prohibited Products Memo when performing services for Lot-A.

B. GREASE TRAPS/INTERCEPTORS - ROUTINE MAINTENANCE

1. The services below shall be performed every ninety (90) days and/or as needed to maintain compliance with the OGPP. Maintenance shall meet the requirements of the program and shall include, but is not limited to, the following activities:

a. The Contractor shall perform a functional test of the grease trap/interceptor system. When tanks are pumped out, the Contractor shall check for cracks, holes, and other deficiencies that were previously hidden below the surface.

b. All inspection and cleaning activities of grease traps/interceptors are required to be documented on an Inspection/Maintenance Log, see Attachment G - Private Pump Station (PPS) Maintenance Log for a sample.

c. The Contractor shall clean the grease traps and interceptors after all contents are completely removed (liquid, grease, and food solids) from the device.

d. All debris shall be removed by the Contractor. The equipment used by the Contractor shall be capable of removing dirt, grease, rocks, sand, and other materials and obstructions from the grease trap/interceptor lines and the manholes. The Contractor shall ensure that sediment and floating materials do not accumulate and impair the efficiency of the grease trap/interceptor or enter the wastewater collection system.

e. Back pumping of grease traps shall not be permitted and shall constitute a default.

f. Scrape all interior walls of the grease trap/interceptor, remove all the debris and residue, pressure wash the interior of the device.

g. Deodorizing may be requested at no extra charge to the County. The Contractor shall not use any chemicals and/or additives that are prohibited by the OGPP.

h. Passing of material that could cause line stoppage, accumulations of sand in wet wells, or damaged pumping equipment shall not be permitted.

i. The designated grease trap/interceptor manhole sections shall be cleaned using a hydraulically propelled, high-velocity jet.

2. Cleaning Precautions: During grease cleaning operations, satisfactory precautions shall be taken in the use of cleaning equipment. When hydraulically propelled cleaning tools (which depend on water pressure to provide their force) or tools which retard the flow in the grease traps/interceptors or drains are used, precautions shall be taken to ensure that the water pressure created does not damage or cause flooding of the property being served by the grease trap. Care shall be exercised to avoid pipe damage. The Contractor shall be responsible for all damages to the pipe resulting from negligence or the improper use of equipment.

3. It shall be the Contractor’s responsibility to properly dispose of waste. The

Contractor shall be required to report the waste disposal to the Orange County Environmental Compliance per the County OGPP by submitting the Orange County approved waste disposal manifest on time; Attachment D, Fats, Oils, and Grease Waste Disposal Manifest Sample.

4. A copy of the Fats, Oils, and Grease Waste Disposal Manifest shall be attached to the invoice when submitted to the County for payment. An invoice submitted without this form shall be rejected.

5. All costs for maintenance services shall be based on the wet well capacity of the grease trap/interceptor per the line items in the Fee Schedule. Unit prices on the Fee Schedule are inclusive of all costs to comply with OGPP, including but not limited to, required equipment, labor, transportation, disposal fees, and the Contractor’s overhead cost.

C. LIFT STATION - ROUTINE MAINTENANCE

1. Every ninety (90) days or as needed, the Contractor shall ensure that the lift station is in proper working order, including the control panel and all other electrical and mechanical components.

At a minimum, the Contractor shall perform the following required tasks:

a. Inspect and verify all pumps run properly when switched to the "manual" position.

b. Ensure all pumps are secured and set in the "auto" position during normal operation.

c. Verify lead pump is alternated (cycled) if multiple pumps are present.

d. Record all pump motor hour meter run times on the maintenance log.

e. Inspect and exercise all check/gate /isolation valve(s) and all pressure gauges.

f. Ensure that float electric cable lines hang freely and are not tangled up.

g. Inspect all electrical components, including all electrical connections, amperage, voltage, starter contacts, and indicator lights.

2. The Contractor shall prevent the discharge of grease, sand, and grit into Orange County’s sanitary sewer system, all floating and settled solids (including sand and grit) shall be removed from the lift (pump) station wet well.

3. The wet well walls and all associated equipment and control devices shall be properly cleaned. The Contractor shall use equipment capable of removing all waste (all sand, grit, sediment, settled, floating solids, grease, etc.) from the bottom, top, and sidewalls of the wet well to perform this work.

4. At no time shall the grease be broken up, loosened, and not removed from the pump station wet well.

5. At no time shall the entire contents of the lift station be pumped out to the Orange County sanitary sewer system.

6. It shall be the Contractor’s responsibility to properly dispose of all waste. The Contractor shall be required to report the waste disposal to the Orange County Environmental Compliance per Attachment E, Private Sanitary Sewer & Lift Station Hauler Manifest/User Compliance Report.

7. The County approved Waste Disposal Manifest shall be attached to the invoice for the service when submitted to the County for payment. Invoices submitted without this form shall be rejected.

8. All costs for lift station maintenance services shall be based on the wet well capacity of the station per the line items in the Fee Schedule. The unit prices in the Fee Schedule are inclusive of all costs to comply with OGPP, including but not limited to, required equipment, labor, disposal fees, and the Contractor’s overhead cost.

9. Lift Station Pumps: Lift Station pumps shall be inspected as needed.

a. The Contractor shall be responsible for using the appropriate equipment to remove and reinsert all pumps.

b. Upon removal, the Contractor shall inspect/verify that all pump impellers are free of debris, oil, and grease.

c. A written service report shall be provided by the Contractor to the County’s Service Coordinator reporting all deficiencies found. The Contractor shall provide a written quote detailing the extent of the required repair within twenty-four (24) hours of site visitto the requesting County Department Representative.

The Contract shall invoice for this service using a combination of labor rates and/or equipment services (e.g. vactor truck, tripod) outlined in the Fee Schedule.

A service ticket detailing the hours worked and equipment used shall be submitted with the invoice for payment.

9. SEPTIC SYSTEMS

A. The Contractor shall provide as-needed pump-outs of septic tanks upon request of the County per all the requirements of the Florida Department of Health (FDOH) for septic system services.

B. The Contractor shall secure any permits and/or dumping fees required for pumping operations.

C. The Contractor shall remove all waste from the septic system using the appropriate equipment and restore the site to its original grade and appearance.

D. The Contractor shall properly dispose of all septic waste material at an approved location per Florida Health Department regulations.

E. An FDOH approved Waste Disposal Manifest shall be attached to the invoice when submitted to the County for payment. Invoices submitted without this form will be rejected.

F. All costs for septic tank pump-out shall be based on the well capacity of the septic tank station per LOT A - Fee Schedule. The unit prices in the Fee Schedule are inclusive of all costs to comply with the FDOH’s regulations, including but not limited to, required equipment, labor, transportation, disposal fees, and the Contractor’s overhead cost.

10. EQUIPMENT REQUIREMENTS

A. The Contractor shall have all required reference materials, proper tools, and equipment to perform all services required by this contract within the time limits specified throughout the contract. Required equipment shall include the following list and any tools and equipment needed to perform the service.

• Pump Truck

• Vactor Truck

• Crane Truck

• Tripods

• Portable Jetter

B. The Contractor shall maintain an adequate fleet of vehicles to ensure continuous service in the event of vehicle failure.

C. Trucks shall be capable of loading materials with their pumps and, if required, snaking out the waste lines to ensure the system is operating properly. Trucks shall include sufficient storage for all required tools, critical components, and supplies such as relays, contactors, circuit breakers, fuses, floats, wire, check valves, indicator lamps, spare pumps, and other necessary items.

D. The equipment to be utilized in servicing this contract shall be properly licensed and must meet all applicable codes.

E. Equipment operators shall possess and maintain all appropriate licenses and certifications to operate the equipment. Equipment operators or technicians shall possess qualifications to troubleshoot and repair electrical, electronic, and mechanical components for all lift stations, controllers, & septic systems.

F. The County reserves the right to inspect all equipment to be used at worksites before any work is performed.

G. Equipment services (pump truck service, vactor truck service, etc.) per the Fee

Schedule shall include the cost of the truck and labor for the specified hours. Any additional labor shall be per labor hours in the Fee Schedule

11. ON-CALL AND REPAIR SERVICE REQUESTS

A. Emergency Services Procedure

1) The Contractor shall provide emergency services as requested twenty-four (24) hours per day, seven (7) days per week to include all holidays. The Contractor shall be required to arrive on the site of the emergency within two (2) hours after notification (unless otherwise specified) by the County.

2) Emergency repairs shall be corrected immediately, with verbal authorization

(Emergency Field Directive). Emergency Field Directives by a Service Coordinator should not exceed $2,000 for repairs. If in the Contractor’s professional opinion, the emergency repair will exceed $2,000, the Contractor shall notify the Service Coordinator to gain approval to proceed. When emergency service is requested for a lift station, the Contractor shall arrive with the crane truck with the appropriate personnel, equipment, and tools to respond to the emergency call. If a vactor truck or other vehicle or equipment on the authorized list is needed, the Contractor shall obtain verbal approval prior to dispatching a truck or vehicle.

3) The Contractor shall notify the Service Coordinator if all repairs cannot be completed within the same visit and perform any repairs to alleviate the emergency where possible.

4) The Contractor shall be required to submit an itemized invoice to the service requestor within twenty-four (24) hours of the initial emergency notification if work is complete. If work is not complete, the Contractor shall submit a quote inclusive of work already completed and any additional resources needed to complete the work. Either an invoice or quote must be received by the County within twenty-four (24) hours. If the emergency occurred on a day or at a time when the County Department is closed (usually during the weekends or a holiday), the Contractor shall submit the required document(s) before the close of business on the next business day. The Contractor’s failure to adhere to this requirement may lead to payment delays or non-payment.

5) Emergency compensation shall only apply to the initial emergency response.

Follow-up visits to complete work do not qualify as an emergency. The invoice for emergencies and supporting documents requirements shall be the same as it is for non-emergencies services as specified below.

B. Non-Emergency Services Procedure

1) For non-emergency services, including repairs discovered during the schedule maintenance pump-out and inspections, the Contractor shall provide a reasonably estimated “not to exceed” itemized quote that includes appropriate equipment needed to the Service Coordinator within forty- eight (48) hours, or two (2) business days of the discovery or notification from the County.

2) If a site visit is required to assess the extent of the service requirements, the

Contractor shall respond by visiting the worksite within twenty-four (24) hours after notification (unless otherwise mutually agreed upon by the Service Coordinator and Contractor). The timeframe between the County’s notification and the County’s receipt of the quote, shall not exceed three (3) business days (unless otherwise mutually agreed upon by the Service Coordinator and Contractor in writing).

3) The quote shall be inclusive of the following elements:

a. Scope - clear description of the work to be performed

b. The timeframe in the number of calendar days to complete the work from the County’s receipt of the delivery order.

c. Estimated hourly quantity for labor

d. Unit price per hour according to the Fee Schedule and labor totals

e. Equipment for the job listed under Additional Services in the Fee Schedule if applicable.

f. The estimated cost of parts (inclusive of mark-up) per the format of the

Fee Schedule.

g. Taxes and any other approved charges as a separate line item based on the estimated cost of parts and materials.

NOTE: No increases will be permitted unless unforeseen circumstances arise and the increase is approved by the County in writing.

4) The Contractor shall not begin work until the Service Coordinator has accepted the quote, the Contractor has received the County issued Delivery Order and the Service Coordinator has given the Contractor expressed authorization to start the work.

5) The County reserves the right to enter into negotiations with the Contractor whenever it deems that negotiations will be in the best interest of the County. These negotiations may increase or decrease the original scope of work. Upon completion of negotiations, a new quote shall be prepared by the Contractor and submitted to the Service Coordinator for approval. Upon approval, the County shall issue a Delivery Order for the work or a change order if work is already in progress.

6) The Contractor shall submit an itemized invoice for services performed along with all supporting documents within thirty (30) calendar days of work completion unless otherwise stated herein.

C. Change Orders

1) The Delivery Order total price and terms can only be changed by a written Change

Order issued by the County. The Contractor shall notify the County as soon as an unforeseen condition is apparent. The Contractor shall not proceed without the County’s authorization. The Contractor’s failure to adhere to this requirement may lead to partial or non-payment for any additional work.

2) If the condition will change the scope of the previously accepted quote, including labor type and quantity and/or parts and materials needed for successful completion, the Contractor shall provide a revised quote to the County. The revised quote shall include a clear description of the unforeseen condition that was encountered and justification for changes to quoted scope and affected elements of the quote. Upon acceptance of the revised quote, the County shall issue a change order to the current Delivery Order.

3) Any claim for an increase in the Delivery Order price shall be in writing and delivered to the Service Coordinator within two (2) workdays of the occurrence of the event giving rise to the claim. All claims for price adjustment shall be evaluated and approved by the Service Coordinator or the Contract Administrator.

4) No claim for an adjustment to the Delivery Order price or contract amount will be considered for unforeseeable causes that were the fault of or because of negligence on the part of the Contractor, subcontractor, or supplier. This limitation does not restrict the submission of claims for additional completion time due to events of this nature.

12. TECHNICAL REQUIREMENTS

A. Labor/Service Tickets

1) The Contractor shall provide all labor necessary for performing services under this contract. The Contractor shall be required to submit a service ticket as documentation of service performed to include labor categories and quantities.

2) A separate service ticket shall be completed and submitted to the County for each workday.

3) Service tickets shall be legible and summarize all repairs performed for that day. Minimum information on each ticket shall include:

a. summary of work performed

b. location of work

c. date of service

d. technician’s name (each technician)

e. start time and end time for each technician

f. total hours for each technician and total combined hours for the day by labor category

g. signature of the County’s Service Coordinator or other designated

County’s Service Coordinator as an acknowledgment, not acceptance, of service performance.

4) Chargeable daily labor hours for repairs start at the Contractor’s arrival at the worksite and end when work is complete for that day. Time away from the work site for any reason (breaks, lunch, and parts pick-up) shall be excluded from chargeable labor hours. Labor hours shall be rounded to the nearest thirty

(30) minutes.

B. Materials/Parts

1) All materials shall be purchased from a legally established supplier that is registered and approved to conduct business following all Federal and local regulations, codes, statutes, and per the Authority Having Jurisdiction (AHJ).

The Contractor's suppliers shall have no direct or indirect affiliation with the Contractor and shall pose no conflict of interest.

5) The Contractor shall be allowed a maximum mark-up of up to ten percent

(10%) on material’s cost and shall indicate no more than a ten percent (10%) mark-up in the Fee Schedule. The Contractor shall be reimbursed for the cost of material purchased and used in the repair of County equipment plus/minus the mark-up/mark-down per the Fee Schedule.

6) All materials must be new and of good quality in the repair or replacement of any inoperative or damaged components. Defective components should always be replaced with the Original Equipment Manufacturers (OEM) parts. Any substitutions to OEM parts must be authorized by the County in writing.

2) All materials used shall be manufactured and supplied by a company acceptable to the County. Material quality shall be of commercial grade or as specified in the Scope for each project. The County reserves the right to furnish materials/parts to the Contractor and set the standard of quality for materials for a given job.

3) To qualify for reimbursement of parts, the Contractor shall be required to provide the manufacturer’s original part name, part numbers, and description of the part on the Contractor’s invoice or supporting documents to support the invoiced total material cost.

4) The Contractor shall notify the Service Coordinator if a part is on back-order or is obsolete as soon as it is apparent and/or any other unforeseen events that may cause the work to be delayed. A timeframe for parts arrival and work completion shall be provided at the time of notification.

5) The Contractor shall provide a minimum of one (1) year warranty for all parts and installation labor from project acceptance. If the acceptance date cannot be determined, the warranty will commence on the date payment for the work was issued to the Contractor.

6) The Contractor shall provide copies of the manufacturer’s warranty for materials purchased under this contract. The Contractor shall ensure that all warranties and guarantees are passed through to Orange County to all extents possible. The Contractor shall be responsible for all warranty communications and coordination with the suppliers and manufacturers for materials purchased by the Contractor and used under this contract for the duration of the contract.

There shall be no additional compensation to the Contractor for this service.

7) When responding to a service call, the Contractor shall ensure that service vehicles are, at minimum, equipped with a crane, standard tools, equipment, parts, and consumables so that service can be accomplished without returning to the shop or breaks for material purchases. The Contractor shall use a service vehicle truck with a crane, or a crane truck, with appropriate personnel, equipment, and tools for all service requests. Labor hours per the fee schedule shall include the cost of the truck and equipment operator. For scheduled services, the Contractor shall arrive at the worksite with all materials needed to complete the repair. The Contractor will not receive compensation for time spent gathering materials under any circumstances. Breaks for this purpose must be excluded from billable labor hours to the County.

8) The Contractor shall provide supporting price documents for materials purchased and used for repairs required by the County. Support documents may include third-party receipts and/or invoices, and supplier or manufacturers’ price lists. The County reserves the right to specify which of the previous documents is acceptable on a case-by-case basis.

9) The Contractor shall be responsible for the shipping charges, delivery, handling, and storage charges for the material needed for the job unless otherwise approved by the County in writing. No additional charges will be accepted by the County for the required delivery, handling, and on-site storage of materials needed for the job. This shall include fencing or other equipment needed to secure contract materials.

10) Materials shall remain the property and responsibility of the Contractor until they are incorporated into the work and the work is accepted by the County.

11) There shall be no additional reimbursement to the Contractor for consumable supplies. The Contractor shall not include consumables on invoices to the County. The Contractor shall account for these items in the unit prices on the Fee Schedule. Consumable supplies are defined as those commonly used supplies that are consumed during the performance of work. Consumable supplies include, but are not limited to, items such as seal tape, washers, solder, sealants, connectors, cable ties, etc.

C. Permits and Re-Inspections

1) The Contractor shall be responsible for acquiring all required permits and inspections for services required under this contract. Permits shall be reimbursed at cost per the Fee Schedule. The Contractor’s failure to obtain a permit for work requiring a permit may result in the County’s refusal to pay for the work.

2) All costs for the process of obtaining permits and performing the inspections shall be considered overhead charges. There shall be no additional compensation to the Contractor for time and travel.

3) The Contractor shall ensure that work is complete before a permit inspection.

The County shall not reimburse for duplicate permit inspections based on the Contractor’s negligence or non-performance (failure to adhere to this or any requirements under this contract).

D. Unforeseen Charges

The County shall reimburse the Contractor for approved unforeseen charges. These charges shall be reimbursed at cost, with a 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, and tax payable on parts used in County-owned equipment. The Contractor shall obtain prior approval written from the County for all non-listed unforeseen charges.

E. Subcontractors

1) The Contractor shall notify the County Service Coordinator in writing of any subcontractors that are scheduled to perform services. Subcontractors shall be pre-approved by the County and qualified and insured to perform the work subcontracted.

2) Ancillary services may be subcontracted with County approved subcontractor’s insurance and prior written approval from the County. The Contractor shall be reimbursed for these services at cost with proper approval, invoice, and backup documentation from a third-party service provider. At-cost reimbursement is allowable only for services that are not specific to this scope of services but are necessary for repair/project completion.

F. Equipment

The Contractor shall provide a list of technicians available to perform the work for both lots, inclusive of the technician’s name, title, and years of experience performing similar work. This list shall be provided to Orange County no more than ten (10) days after Notice of Award.

The Contractor shall list and describe equipment and facilities available to perform the work. This list shall be provided to Orange County no more than ten (10) days after Notice of Award. Trucks listed shall include the make, model, and gallon capacity. Equipment listing shall include:

• Pump/Tanker Trucks

• Vacuum/Vactor Trucks

• Chain Truck (Flatbed and Crane)

• Tripod with Winch

• Portable Jetter Unit

13. INVOICING REQUIREMENTS

A. Upon delivery and acceptance of service, associated costs shall be submitted by invoice to the appropriate County department per the Payment section. The Contractor shall reference the contract number, the appropriate purchase and delivery order number (if applicable) on all invoices.

B. The Contractor shall submit the final invoice for services completed within thirty

(30) calendar days of completing the work.

• Correct Delivery Order number

• Location of the work

• Start and ending date and time of the work

• Description of work performed

• Total labor categorized per the Fee Schedule and rounded to the nearest

(30) minutes

• Itemized list of materials used according to the original manufacturer’s part name and part number (for repairs only).

- Unit price and quantity shall be provided on the invoice for each part

- Applicable sales tax for materials purchased should be listed separately

- Markdown/mark-ups for material shall be listed as a line item on the invoice.

- Approved shipping charges shall be listed separately

• Permit (if applicable)

• Invoice total

C. Proof of purchase for all reimbursable expenses must be submitted with the invoice showing the actual cost for all reimbursable expenses by the County, including but not limited to, parts, sales tax, permits, etc.

D. The Contractor shall provide a separate service ticket for each workday with start and ending time as verification of actual labor spent on the project daily for repairs and services using material and labor.

E. All invoices for pumping services (pump out of grease traps/interceptors, lift stations, and septic tanks) must be accompanied by the appropriate waste disposal manifest.

F. The Contractor shall not combine charges for multiple Delivery Orders on the same invoice. Each Delivery Order must be invoiced separately.

G. The County will review invoices for the required information. The County will have the authority to reject invoices based on improper invoice format and lack of supporting documents.

H. The Contractor shall not invoice the County for any work not accepted by the

County. Should the County receive such invoices, they will be rejected.

I. Unless otherwise authorized by the corresponding department in writing, delivery of invoices and backup documentation via e-mail and/or fax is not allowed under this contract. All invoices shall be mailed or hand-delivered to the appropriate Department as referenced as the “Invoice To:” location and on the Delivery Order.

J. The Contractor shall submit monthly statements of unpaid invoices to each department ordering services under this contract. The Contractor shall not combine statements for different Departments utilizing this contract.

At a minimum, the statement shall contain the following information:

• Statement date

• Invoice numbers

• Invoice dates

• Invoice total or unpaid balance if different from the invoice total

• Delivery order number corresponding to each invoice listed

• Balance carry forward

• Cumulative outstanding balance

Statements shall be sent to the corresponding Department, fiscal department, and the Contract Administrator by the 15th day of each month for service performed in the prior month and upon request by the County.

SCOPE OF SERVICES

SUPPLEMENTAL INFORMATION

1. SECURITY AND IDENTIFICATION

A. The Contractor shall, at its expense, perform annual local, state and federal background and reference checks, including criminal background checks, on all prospective/current employees to be assigned to Orange County Government, for every county of residence, domestic or foreign, of prospective employees for the past seven (7) years. Such checks shall include any convictions involving any violent crime or crimes against children, any crime involving theft, possession, receipt of stolen property or sale/use or possession of illegal drugs. All prospective employees shall also be required to have passed a 5-panel drug screening. The 5-panel drug screening shall include THC, Opioids, Amphetamines, Methamphetamines, and Cocaine.

B. The Contractor agrees not to refer or place at Orange County Government any individual having such a criminal record during the 7-year period preceding placement at Orange County Government, unless Orange County Government specifically agrees. Orange County Government reserves the right to have Contractor remove any employee from placement at Orange County Government if such individual is arrested, charged or convicted of such crimes while placed at Orange County Government, or has determined to falsify their application to conceal their information in anyway. Orange County reserves the right to request to inspect the background and/or drug screening results to ensure compliance with contractual provisions.

2. ORANGE COUNTY FACILITIES MANAGEMENT

A. Background checks and security clearance requirements shall be based on the security requirements for each facility. The Contractor shall perform background checks at the Contractor’s expense and on the Contractor’s time, including any security clearance and training required by the Division of Criminal Justice Information Services (CJIS). Background check/security clearance documents must be submitted to the County for determining whether the employee is allowed to work in a particular facility.

B. For locations requiring Criminal Justice Information Services (CJIS) compliance, the Contractor’s staff shall be required to complete national fingerprint‐based background checks, security awareness training, and sign statements to confirm an understanding of CJI data and the laws mandating the protection of this data. CJIS is currently mandatory for all Clerk of Courts, State Attorney, and law enforcement facilities, including but not limited to:

• Orange County Courthouse Complex (All Buildings)

• 33rd St / Orange County Corrections Complex (All buildings)

• Juvenile Justice Center

• Apopka Service Center

• Ocoee Service Center

• Winter Park Service Center

• Sheriff’s Central Operations Complex

• Sheriff's Sector I, II, III, IV, and V

• Sheriff's SWAT

• Sheriff’s Special Investigation

• Sheriff's Evidence

• Sheriff Law Enforcement Vehicle Operations (LEVO)

For more details concerning CJIS compliance requirements, visit the following links:

http://www.ocfl.net/JailInmateServices/CJISCompliance.aspx http://www.fdle.state.fl.us/criminal-history-records/obtaining-criminal-history-information.aspx

C. Contractors are responsible for contacting the following personnel and obtaining any necessary forms for background checks at a minimum of three (3) weeks in advance:

1. For all Contractor’s staff that will be working at the Courthouse Complex -request forms from the Facilities Management Downtown District via e-mail from Jessica.Perez@ocfl.net.

2. For all Contractor’s staff that will be working at the Juvenile Justice Center, request forms from the Facilities Management Downtown District via e-mail from Monica.Prickett@ocfl.net.

3. For all Contractor’s staff that will be working at the Sheriff’s Central Complex, or any other Sheriff related facility - request forms from the Facilities Management Special Services District via e-mail from James.Carr@ocfl.net .

4. For all Contractor’s staff that will be working at Corrections or a Correction related facility (except for Corrections Support, Cassidy, and the Sheriff’s Section IV buildings) - request forms via e-mail from Monica.Serrano@ocfl.net.

5. For all Contractor’s staff that will be working at other Orange County Facilities Management facilities. Contact James.Carr@ocfl.net for specifics before completing the check.

D. Unless otherwise notified by the respective County background check representative above or the Contract Administrator, only background checks conducted through the F.D.L.E. website noted above shall be accepted. All costs for background checks and security clearances are the responsibility of the Contractor.

http://www.ocfl.net/JailInmateServices/CJISCompliance.aspx http://www.fdle.state.fl.us/criminal-history-records/obtaining-criminal-history-information.aspx http://www.fdle.state.fl.us/criminal-history-records/obtaining-criminal-history-information.aspx mailto:Jessica.Perez@ocfl.net mailto:Monica.Prickett@ocfl.net mailto:James.Carr@ocfl.net mailto:Monica.Serrano@ocfl.net mailto:James.Carr@ocfl.net

E. For security purposes and to maintain privacy when submitting Background Checks via e-mail the subject line of the email must contain the following:

***EXEMPT***

F. Due to the time required to process background checks, the Contractor should allow

2-3 weeks turn-around time.

G. Each County Representative will inform the Contractor of their Background Check results. The employee shall not begin work unless the results are provided to the respective County Representative and confirmation provided to the Contractor by the County that the employee has met the requirements.

3. COUNTY-ISSUED I.D. BADGE (if applicable)

A. Upon Background Check approval, the Contractor’s staff shall go to the Orange County Human Resources office located at 450 E. South St., Orlando, FL 32801 with an Affidavit of Identity form (issued by Contractor, sample form in contract documents) and a State of Florida I.D. or Driver’s License to obtain their Orange County photo I.D. badge.

B. Upon issuance of the County-issued I.D., the Contractor shall provide a clean photocopy of the ID badge to the Support Specialist. The employee name, photograph, and I.D. badge numbers shall be clearly visible on the photocopy provided.

C. Badge access to County buildings is not automatic. Badge access must be coordinated through the County’s Support Specialist or Department Representative. Badge shall only be used for access to authorized sites.

D. At any time during the life of the contract, the County issued ID badged may be inventoried by the authorizing user Department Representative. The Contractor will be advised of any missing ID badges. If any ID Cards are missing, the Contractor may be charged a $25.00 fee per each missing ID badge. The County reserves the right to charge and collect this fee at any time during the contract when it is determined by the County that a County issued ID badge is missing.

E. Upon termination or transfer of any employee of the Contractor working under this contract, the Contractor shall immediately notify the County’s Contract Administrator, in writing, of such termination or transfer and return said employee’s Orange County photo I.D. badge to the Support Specialist or Contract Administrator within twenty-four (24) hours, unless otherwise directed.

F. The Contractor shall report the arrest of any employee working under the terms of this contract to the Contractor Administrator within twenty-four (24) hours of the arrest or knowledge of the arrest.