IFB_Y24-1085-MM_Scope_of_Services.pdf

SPECIFICATIONS / SCOPE OF SERVICES

This work consists of aquatic weed control (as needed) and additional aquatic weed control (as needed) for Municipal Service Benefit Unit (MSBU) Retention Ponds. All work shall be performed in the specified retention areas throughout un-incorporated Orange County.

A. All work under this contract shall be performed under the supervision of the Manager of the Orange County Stormwater Management Division or designee, 4200 South John Young Parkway, Orlando, Florida, 32839-9205; (407) 836-7919.

This is a supplemental contract designated to aid and enhance the services provided to the citizens of Orange County by the Public Works Department, Stormwater Management Division.

B. The Contractor shall coordinate with the County’s Representative, who will perform inspections for the County and verify that the work has been completed in accordance with the scope of services as scheduled and resolve problems that may arise.

C. The Contractor shall be responsible for and verify all quality control actions to the County’s

Representative as directed.

D. Maintenance of Traffic (M.O.T.) shall conform to F.D.O.T.’s most current editions of the

“Roadway and Traffic Design Standards” for Design, Construction, and Maintenance Systems and the Federal Highway Administration (F.H.W.A.) “Manual on Uniform Traffic Control Devices (M.U.T.C.D.) for Streets and Highways”. These documents can be ordered from F.D.O.T., Maps, and Publications Department, 605 Suwannee Street, Tallahassee, Florida, 32399-0450, Phone (904) 488-9220. A proposed traffic control plan shall be submitted to the County’s Representative for approval, at least two (2) working days prior to start of work. IF THE CONTRACTOR DOES NOT COMPLY WITH

F.H.W.A.’S M.U.T.C.D. (I.E. SIGNS, QUALIFIED FLAGGERS AND/OR

BARRICADES), THE COUNTY RESERVES THE RIGHT TO DIRECT THE

CONTRACTOR TO CEASE OPERATION UNTIL DEFICIENCIES ARE

CORRECTED. IN ADDITION, NO ROAD CLOSURES SHALL BE ALLOWED

EXCEPT IN THE CASE OF EMERGENCIES.

E. THE USE OF PUBLIC ROADS AND STREETS BY THE CONTRACTOR SHALL

PROVIDE A MINIMUM INCONVENIENCE TO THE PUBLIC AND TRAFFIC.

F. The Contractor shall comply with the most current edition of the Accident Prevention Manual pertaining to employee safety and applicable Occupational Safety and Health Administration (O.S.H.A.) and Orange County Standards. The Contractor shall obtain copies of these publications by contacting the F.D.O.T. Maps and Publications Department in Tallahassee, O.S.H.A. Regional Office in Atlanta, Ga. and Orange County Public Works in Orlando, respectively.

G. A mandatory Pre-Work Conference will be conducted by the County’s Representative to ensure understanding and cooperation of all parties. This conference will be held not later than ten (10) days after the notice of award.

H. It is the Contractor’s responsibility to visit each of the contracted areas to determine the equipment and manpower needed to service and complete all locations within the scheduled cycle dates.

I. CYCLE COMPLETION

Frequency of services shall be dependent of spraying conditions. Each aquatic weed control cycle shall consist of twenty-four (24) workdays. A delivery order shall be issued for each cycle. The delivery order shall contain a start date and a completion date. The County will determine the start and ending dates for each cycle.

All work performed, unless authorized by the County’s Representative, shall take place between the hours of 7:00 AM and 5:00 PM, Monday through Saturday. No work shall be performed on Sundays or Federal, State, and County holidays, unless authorized by the County’s Representative. If the Contractor desires to work on Sundays or official holidays (New Year’s Day, Martin Luther King Day, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day, the day after Thanksgiving, Christmas Eve Day and Christmas Day) they shall obtain pre-approval from the Manager, Stormwater Management Division.

J. SCHEDULE AND ROUTE

Areas covered by this contract shall be maintained regularly within each cycle, so they are not neglected for long periods. The County will release separate cycles under this contract once every twenty-four (24) workdays as needed. The Contractor shall submit one (1) work plan for (24 workdays) including schedule and route prior to beginning any work under this contract. The work plan shall contain specific details on work to be performed including a schedule per workweek, route to be followed, and locations of work each day.

The Contractor shall determine their schedule and route based on available resources (personnel and equipment). The Contractor shall also take into consideration differences in seasons (summer/winter) to develop the work schedule. The County’s Representative reserves the right to adjust the maintenance frequency by delaying the release of the cycles.

During this time, areas shall still be maintained within the specified spray cycles as submitted and approved on the work plan. Submitted work plan (schedule and route) shall not be changed to adjust for spray conditions during different seasons. Once determined and submitted to the County, the maintenance schedule shall be locked, and no changes shall be made without the County’s approval. The Contractor shall be in contracted locations as specified on the submitted daily and weekly maintenance schedule unless otherwise authorized in writing by the County’s Representative. Delays on the previous cycle shall not affect operations on a subsequent cycle.

The Contractor shall consult with the County’s Representative prior to any schedule variance. The Contractor shall immediately contact the County’s Representative when circumstances beyond their control that could alter the schedule or route for the cycle arise. The County’s Representative will verify those circumstances and determine if changes to the schedule and/or route for the cycle are warranted. Based on the conditions, the County’s Representative may authorize modifications to the completion date for the cycle.

K. CONGESTED OR UNUSUAL CONDITIONS

Due to congested traffic or unusual conditions, the Contractor may be required to remove their operation from the right-of-way and County property at the discretion of the County’s Representative. If the Contractor is required to remove their operation due to congested traffic, inclement weather (heavy rain, lightning, hail, tropical storm, hurricane, etc.) or other unusual conditions before 12:00 P.M. (noon), the County will consider allowing an additional one (1) day (Per-event/ daily request) be added to the performance period.

The Contractor shall make an immediate written application for this (during event) via e-mail; otherwise, no adjustment will be made to the performance period. The County’s Representative will determine and authorize such an award; the County will verify alleged conditions in the area prior to authorization. Once approved, the County will modify the completion date, accordingly, for the cycle and will notify the Contractor.

The Contractor may request a rain/wind day due to inclement weather. The request shall be in writing or by telephone, followed by an email before noon on the day requested. It will be at the discretion of the County’s Representative whether this request will be granted or not.

If the Contractor is required to remove their operation as a result of inclement weather after 12:00 P.M (noon) for an excessive number of days, the Contractor shall document in writing via email to the County’s Representative any inclement weather after 12:00 PM (noon) affecting their maintenance operations. The Contractor shall also include pictures and other pertinent documentation for review and consideration. The County will consider allowing additional time to the performance period based on Contractor’s written notifications and supporting documentation submitted. The County will notify the Contractor of the final decision and shall modify the completion date, accordingly, for the cycle.

L. DAILY REPORTS

1. The County’s Representative is entitled to be advised, at their request, as to the status and details of work being completed by the Contractor in the format required.

2. The Contractor shall maintain coordination with the County’s Representative at all times. Either party may request and be granted a conference upon request. All conference requests shall be handled in a timely manner. The County utilizes a standard reporting form which shall be provided to the successful bidder upon contract award.

3. The Contractor shall inform the County’s Representative by email daily prior to

7:30am as to the locations to be worked and the areas completed the previous day.

The Contractor shall supervise and direct the work efficiently with due care, skill and attendance. The Contractor shall ensure that the finished work complies accurately with the scope of services.

M. Aquatic Pest Control treatment (with color tracker) is included under one bid item.

N. Any deficiencies not addressed by the Contractor within the time required under this contract will be grounds to deny payment for the location affected.

O. The Contractor shall provide a competent licensed applicator, suitable and qualified personnel to perform the work as required by the scope of services. The Contractor shall, at all times, maintain good discipline and order at the work site. The Contractor shall provide a list of all foreman and supervisors who will perform the work. This list shall also contain twenty-four

(24) hour emergency telephone numbers. All staff (including Supervisors) shall be required to perform all obligations and functions on County property in a professional and business-like manner and wear uniforms identifying the company name. The Contractor representative at each work site shall be fluent in the English language.

P. COMMUNICATION AND QUALITY CONTROL

1. The Contractor shall designate a competent Contractor’s Representative who shall be responsible for the quality control of this contract and shall not be replaced without written notice to the County’s Representative at least twenty-four (24) hours before or after the incident.

2. The Contractor’s Representative shall be present at job sites and have the authority to act on behalf of the Contractor. All communications given to the Contractor’s Representative shall be as binding as if given to the Contractor.

3. To effectively communicate with County staff while in the field, the Contractor’s

Representative shall have available communication devices with internet access (including email) (e.g. cellular phone, laptop computer, smart phone, etc.). This mandatory requirement ensures proper communication and documentation of problems while performing operations in contracted areas. All conversations with County staff shall be documented via email, including but not limited to:

weather/unusual conditions delays, contractual issues, instructions given by County staff, etc.

Q. NOTIFICATION TO COUNTY RESIDENTS

1. The Contractor shall notify all residents within the work area as to when the work will take place and explain the level of inconvenience that will be involved. This notification shall take place five (5) calendar days prior to commencement of any work in that area.

2. The notification shall be by an approved door hanger to be placed on each house and any vehicles parked on the roadways.

3. Notification to residents shall include Orange County’s Government Information

Number (311) and take place five (5) calendar days prior to commencement of work in that area. Copy of notification per project shall be faxed to the County’s Project Manager or designee.

Failure to provide adequate notification may result in termination of this contract.

R. EQUIPMENT REQUIREMENTS

The Contractor shall furnish necessary equipment to satisfactorily perform the work required under this contract. The Contractor shall ensure all equipment used in the performance of the contract on County property is in good safe working order and properly maintained in order to protect the operator and the public.

1. As a minimum, the following equipment shall be readily available and dedicated for use by this Contract.

The Contract shall provide a list of the equipment dedicated to use by this Contract within ten (10) days of notice of contract award. This list shall include all applicable vehicle identification numbers (VIN Numbers).

a. Two (2) 4 x 4 pickup trucks with mounted spray systems with minimum 100-gallon tanks; minimum 300 feet spray hoses

b. One (1) Airboat equipped with mounted spray system, including injection

(trailing hoses)

c. Two (2) outboard motorboats (skiffs) with mounted spray systems.

d. Two (2) all-terrain vehicles or other small vehicles equipped with mounted spray systems.

e. One (1) fully amphibious equipment w/weighted trailing hoses for submersed aquatic herbicide applications

f. Two (2) portable depth finders

g. Two (2) backpack sprayers

2. All equipment used by the Contractor is subject to inspection by the County’s Representative. Any equipment on site, which is deemed by the County’s Representative to be inoperable, unsafe, or improper for desired use, shall be removed from the premises by the Contractor at their expense the same day of the County’s determination.

3. The Contractor shall use amber flashing lights, back-up alarms, etc. on all equipment and employees shall be provided with the required Personnel Protective Equipment as required by O.S.H.A. and the County.

4. Equipment authorized by the County to be left on the right-of-way or County property after designated work hours shall be placed outside the clear and recovery area and shall be the sole responsibility of the Contractor. Equipment left on the right-of-way, shall be marked with barricades with approved steady burning amber lights.

1. All equipment onsite (including pick-up trucks) shall be identified with the company logo.

S. DEBRIS DISPOSAL

The Contractor shall dispose of debris only in a County approved landfill in accordance with all Federal, State and Local rules and regulations in effect at the time of disposal. Cost involved with the disposal of debris shall be the responsibility of the Contractor.

T. UTILITIES

The Contractor shall be responsible for locates of utilities prior to starting operations.

Locate tickets shall be kept on site at all times. The Contractor shall notify utility companies and residents of any damages to private property (irrigation, utilities, etc.) and repair damages immediately. The Contractor shall be responsible for these areas for a period of six (6) months after acceptance of the project and correct any damages related to such repairs. No additional compensation shall be provided to the Contractor for locates or repairs to damages as specified above.

The Contractor shall remedy all damage resulting from their activities, both within and beyond the limits of this contract, to buildings, telephone, power or other cables, water pipes, storm sewer facilities, sanitary pipes, gas lines, traffic signalization, or other utilities or structures which may be encountered. The Contractor shall eliminate and prevent damages to utilities resulting from Contractor’s activities.

T. The Contractor shall maintain in good condition all cultivated plots, trees and shrubs beyond the grading limits of this contract. After completion of the work, the Contractor shall replace or restore to original or better condition all destroyed or damaged shrubbery or grass areas as directed by the County’s Representative.

U. The County will not provide staging or storage areas for the Contractor. On a case by case basis, in an area where County surplus property is available, the Contractor may, after obtaining permission from the person or persons responsible for the property, use said property for staging with the understanding that the Contractor shall restore the property to its original or better condition upon completion of the project prior to submitting an invoice for work completed and accepted. All agreements for utilizing areas for staging shall be in writing and submitted to the County prior to starting operations.

Should the right-of-way be requested to be used for staging or storage area, an agreement shall be submitted in writing to the County for approval prior to starting operations, and include a plan for maintenance of traffic, pedestrian safety, protection to drainage structures and swales to prevent runoff obstructions, and restoration of the right-of-way to its original or better condition upon project completion. No staging of equipment or material shall be allowed near roadway intersections to avoid sight distance obstructions.

Water needed on the project shall be coordinated between the Contractor and the utility company providing the water at no additional cost to the County.

V. MANAGEMENT PLAN AND RESOURCE LIST

Within ten (10) days of notice of contract award, the Contract shall provide the County’s Representative the following:

1. The Bidder’s approach to the independent management of the contract. This shall include their understanding of contract requirements and how multiple concurrent projects are to be handled.

2. Distribution of personnel showing a reporting hierarchy of staff. This distribution shall show the key individuals and their responsibilities in carrying out the scope of services included herein. This list shall include project management, supervisory personnel, list of workers. Emergency contacts shall be highlighted.

Contingency Plan for Personal and Equipment Loss – The Contractor shall provide a detailed contingency plan for person and equipment loss in the case that sufficient staffing and resources become unavailable. The Contract shall demonstrate that they have the ability to obtain the additional staffing and resources (equipment) to be able to provide services as required.

3. Quality Assurance Plan – The Contractor shall provide their approach to ensure the contract runs smoothly.

4. The Contractor shall provide a list of operations managers and supervisors by name and title including resumes and job descriptions. Operations managers shall have a minimum of five (5) years verifiable experience and supervisors shall have a minimum of three (3) years verifiable experience working commercial and governmental right-of-way and public properties comparable to the areas as required by the scope of services. A job description shall be submitted for each worker who shall have a minimum of one (1) year of experience.

5. A detailed description of the training and safety programs given to all employees regarding proper use of equipment and procedures. Training records shall be made available to the designated Orange County Representative throughout the life of the contract upon request.

1. The names and a copy of the license for one Certified Pest Control Licensee with

Pesticide Application qualified in aquatic pest control category on staff.

2. A written statement confirming that one company representative at each work site shall be fluent in the English language.

3. A written statement acknowledging that all staff shall perform all obligations and functions on County property in a professional and business-like manner and shall wear uniforms identifying the company name.

4. The management plan and resource list collectively shall assist in the evaluation of the Contractor’s capability to handle multiple concurrent projects under this contract.

Failure of a bidder to provide an acceptable Management Plan and Resource List may delay or prevent an award of this contract.

5. Failure of a bidder to provide an acceptable Management Plan and Resource List may delay or prevent an award of this contract.

W. ATTACHMENTS

The following attachment(s) is/are attached to, and made a part of this Invitation for Bids:

1. Attachment A – Non-MSBU Pond Maps

You may access the maps at the following link:

https://ocfl.box.com/s/o6v7k58d9lgt5kncixw0a6jgcf1idug9 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Focfl.box.com%2Fs%2Fo6v7k58d9lgt5kncixw0a6jgcf1idug9&data=05%7C01%7CMegan.Miller%40ocfl.net%7Cb946f47051d040b13e1c08dbf299fc29%7Cd054bfee60a64f9f8d90a10bc4585279%7C0%7C0%7C638370515389019548%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=tKdTynlWvOTEnSLaCN%2FM3oJbrCw6R9GASqjF1ddb68M%3D&reserved=0

TECHNICAL PROVISIONS

The Contractor shall furnish all personnel, equipment, and herbicides to effectively control the full spectrum of emergent and submersed vascular plants and algae to include indigenous and non-indigenous species in the specified retention areas. All treatment and services shall be performed by applicators certified by the Florida Department of Agriculture and Consumer Services in the Aquatic Pest Control category. The licensed applicator will be required to be onsite at each location. The use of another applicator license will not be accepted. Retention pond control structures, outfall pipes and inlets shall remain free of all vegetation. Areas around ponds where under-drains are installed shall also be sprayed to control all growth and leave an obvious clean rock area. Normal plant growth on the banks shall not be included in the spray operations as determined by the County's Representative.

NOTE: Some retention areas have a littoral shelf. This littoral shelf shall be maintained at the direction of the County’s Representative.

The Contractor shall obtain all licenses, certifications, required by Federal, State, and County laws, regulations, codes and ordinances for the performance of the work required in the scope of services and to conform to the requirements of such legislation.

A. QUANTITY AND FREQUENCY OF WORK

1. The work specified in this contract represents the type of services to be accomplished. The areas and limits of work are retention areas within the boundaries of Orange County. Areas have been inventoried and calculated as to quantities. Any discrepancies or disagreements concerning quantities and limits of work shall be immediately reported in writing (shall reflect the new measurements taken by the Contractor and the contract measurements) to the County representative. Discrepancies or disagreements shall be mutually resolved prior to beginning work in any area in question. The County will make the final determination on any unresolved matters. During the first cycle of all bid items, the Contractor shall bring all areas specified in the contract up to a maintainable standard.

2. All costs of reclaiming these areas shall be included in the unit price bids. No additional compensation shall be given to the Contractor for bringing the specified areas up to a maintainable level. All work locations shall be considered provided by the County in an "as is" condition.

3. The County's Representative will determine and authorize when to begin each cycle. All work will be ordered by the County's Representative with a Delivery Order. No work shall begin until a delivery order has been issued to the Contractor.

4. This contract allows for a maximum of twelve (12) aquatic weed control spraying cycles, as needed and additional aquatic weed control spraying cycles, as needed.

There is no minimum guarantee of cycles to be released within any contract year.

2. The additional aquatic herbicide weed control treatment is a separate bid item over and above the routine aquatic weed control treatment required during regular weed control operations. Retention ponds needing the additional treatment “as needed” (as determined by the County’s Representative) shall be done in conjunction with the regular spraying cycle. Retreats for deficient ponds are not covered under this bid item and without any additional compensation. A written delivery order will be issued to the Contractor each time there is such a need.

B. CHEMICALS

1. Vegetation shall be controlled by the use of chemical compounds, which shall effectively dispose of the growth with the minimum possibility of fish kill.

2. All herbicides shall be used in accordance with the EPA label. The use of surfactants, adjuvants shall be used when recommended by the herbicide label; the use of a drift control polymer is to be utilized when conditions warrant or directed by the County's site supervisor or designee. The County performs work within the boundaries of these contracted areas and also hires other vendors/contractors/consultants to perform work within these areas.

3. The Contractor is liable for any penalty, fine or damages resulting from misuse of herbicides. The Contractor shall furnish to the County's Representative the labels of all chemicals and the MSDS (material safety data sheets) of all chemicals used in the performance of this contract. The Contractor shall update them at least once a year and submit to the County’s Representative.

C. BIOLOGICAL CONTROL

The permitting and subsequent release of biological control methods shall be at the sole discretion and responsibility of Orange County.

D. METHOD OF APPLICATION

1. The Contractor shall use the Florida Department of Transportation's publication entitled A Guide to Chemical Weed and Grass Control (current edition) as the standard in determining desirable treatments.

2. The Contractor shall complete application/inspection records for each location. The records shall indicate the pond number, target vegetation, applicator(s) name, license number, weather conditions at time of application, products, and quantities used at each location. Note: The licensed applicator will be required to be onsite at each location. The use of another applicator license will not be accepted.

3. The Contractor's performance will be inspected and evaluated by the County's

Representative for each application. Areas that are determined to be unacceptable by the County's Representative shall be re-treated by the Contractor at no additional cost to the County.

4. The aquatic spray mixture shall contain a colored spray indicator (tracker) to mark the areas treated. Indicator (blue preferred) shall be used to verify application of herbicide treatment.

5. The Contractor shall punctually report any damage occurring prior to or during operations to the County's Representative who will determine what corrective action is required. The Contractor shall punctually perform the required corrective action at the Contractor's expense.

6. The Contractor shall not spray from a truck or other street licensed vehicle from either window (passenger or driver). The County will accept the Contractor using and spraying from ATVIUtility vehicles (non-street worthy) from either side (passenger or driver).

7. The Contractor shall spray only the pond/ditch water column. The Contractor shall not spray pond/ditch banks or tops of banks and shall not allow over spraying on banks of top of banks. Any damages to the canal banks resulting from over spraying shall be repaired at the Contractor’s expense.

E. COMPLETION OF WORK

1. The Contractor shall complete the work ordered within each designated cycle and notify in writing of areas completed on a daily basis to the County’s Representative for inspection and approval of work quality being accomplished.

2. The County’s Representative will make a final inspection and shall notify the

Contractor in writing of any deficiencies found in reported areas. In the event of unsatisfactory work, the Contractor shall repeat the work without additional compensation, within two (2) workdays unless otherwise authorized by the County’s Representative.

If a second re-inspection is required, the County will assess an eighty ($80.00) dollar fee to the Contractor. The eighty ($80.00) dollar fee shall be assessed for every re-inspection after the first re-inspection. The fee is assessed to offset the additional County labor costs and vehicle usage required for unnecessary inspections and the fee shall be deducted from the final invoice for that delivery order.

F. PAYMENT ITEMS

Payment will be made under the following line items:

Item No. 1 – Aquatic Herbicide Treatment – per acre

Item No. 2 – Additional Aquatic Herbicide Treatment – per acre

G. LOCATION OF WORK

The specified locations included in Attachment A are subject to increase due to additions of new ponds or decrease due to removal of ponds. Additional location listings shall be issued as they become available. Attachment A plus these additional location listings (up to the maximum amount allowed for the Basic Year of the contract) constitute the total contract requirement for the Basic Year of the contract.

Option Year Number 1 (2nd year of the contract) and Option Year Number 2 (3rd year of the contract) cover additional acreage to be specified up to the maximum amount allowed for the specific year of the contract.

The Stormwater Management Division shall contact Procurement regarding any changes to the scope of services and the list of locations. Any changes will be memorialized via an amendment to the contract.

H. FINAL INSPECTION FOR PAYMENT

1. After the Contractor has corrected all deficiencies to the satisfaction of the County’s Representative and delivered other documents as required by the Contract, the Contractor may make application for final payment.

2. Invoices for services provided shall be submitted within fourteen (14) days after acceptance of the cycle as completed.

3. Invoices shall be submitted to the following address for payment: Public Works Department, Fiscal & Administration Division, 4200 South John Young Parkway Attn: Stormwater Management Orlando, Florida 32839. Invoices are not processed until received by our Fiscal Division. Invoices shall include: location where work was performed, invoice number, delivery order number, acreage, unit price, current submission date, etc.

I. PERFORMANCE ISSUES

The County will hold the Contractor responsible for meeting all of the Contractor’s contractual obligations. If performance issues arise that cannot be resolved between the Contractor and the County's representative, the matter will be referred to the Procurement Division for appropriate action.