IFB_Y25-1033_Scope_of_Services_(FINAL).pdf

SCOPE OF SERVICES

A. OVERVIEW

1. The Contractor shall provide preventative maintenance (PM) and repairs for commercial overhead roll-up doors, gate operators, g a t e s , g a t e a r m , related systems, and equipment to facilitate consistent safe operation, maximum operational performance, life cycle, and beneficial use of such equipment. The Contractor shall be responsible for furnishing all labor, tools, equipment, materials and other incidentals to provide the required services.

2. The primary user of the contract shall be the Fire Rescue Department. Contract administration and supervision of the work will be the responsibility of the Department issuing the delivery order, inspecting and accepting the work. The issuing Department shall be responsible for verifying that the work has been completed in accordance with specifications and contract terms and conditions, including resolving problems that may arise related to this contract.

3. Examples of work allowed under this contract are:

a. Like-for-like door and gates replacements

b. Replace or repair the components of the motor control systems

c. Repairs to restore the functionality of the door and gate.

B. HOURS OF PERFORMANCE

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

2. Non-Standard Hours: Non-Standard working hours are other than Monday through Friday, 6:01AM to 5:59 PM, weekends, and Orange County holidays (holidays are detailed in the Scope of Service, Supplemental Information).

3. Emergency Services: Twenty-four (24) hours per day, seven (7) days per week, to include weekends and holidays. Emergencies shall require a one (1) hour onsite arrival response time from the time of notification (unless otherwise specified) by the County.

C. PERSONNEL REQUIREMENTS

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

a. The Contractor shall assign a lead point of contact with whom the County may consult with regarding contract performance, service requests, project status updates, and other contractual matters throughout the entire contract term. Contact information shall include a valid e-mail address and phone number.

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

c. 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. The Contractor shall provide the updated information to the County at the time of notification. All points of contact shall have the capability to receive communication via telephone, e-mail, and facsimile.

2. The Contractor shall provide sufficient workforce and supervisory personnel to perform the specified services, as well as provide backup personnel as needed during all working hours and at multiple geographically separated locations.

3. The Contractor shall provide a list of maintenance/repair technicians by name and title who will perform the scope specified herein. This list shall include the technicians’ full name, working title, years of experience in the referenced field, license number and license expiration date (where applicable). The list shall be submitted within ten (10) business days of contract award and prior to performance of work. Copies of the qualifying licenses for each employee shall be included with the list submission where applicable. The Contractor shall provide an updated list within twenty-four (24) hours of any modification to the staff assignment to this contract, such as additions and deletions from this list. All personnel assigned to this contract shall be legally able to perform the assigned tasks in the State of Florida and Orange County.

4. The Contractor shall maintain sole responsibility for the actions of its employees and Subcontractors. All personnel provided by the Contractor, whether employees of the Contractor or Subcontractor, shall be competent and skilled in their areas of their assigned responsibilities. The ability to troubleshoot equipment with phone guidance from manufacturer’s service phone lines does not qualify as experience.

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

6. The Contractor shall ensure that all employees are properly dressed in a uniform shirt displaying the Contractor’s name and logo, business appropriate pants, closed toe shoes.

7. There shall be no smoking on County property at any time. The Contractor shall ensure that all employees and Subcontractors adhere to this requirement.

8. The Contractor shall not use employees of any temporary employment agency to supplement his/her work force in County buildings for any reason.

9. All Contractor personnel, including Subcontractors, shall identify themselves at the appropriate administrative office upon arrival and prior to beginning work and upon completion of work and leaving site. Contractor personnel shall text or call on arrival and upon completion of all services.

10. It is the responsibility of the Contractor to provide the proper training and supervision of their employees. Training records for all employees including certifications and recertification, shall be provided to the County within twenty-four (24) hours of request.

11. 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.

D. PERFORMANCE REQUIREMENTS

1. The Contractor shall comply with all applicable federal, state, and local laws, ordinances, rules, and regulations in performing the work specified herein. The Contractor shall obtain all required permits, licenses, certificates, approvals, or plan specifications necessary for the proper execution of the work.

2. The Contractor shall also comply with shall also comply with the requirements of the Authority Having Jurisdiction (AHJ). In the event of conflicting requirements between this contract and local codes or ordinances, the more stringent requirement shall prevail.

3. All workmanship shall meet the standards specified herein, where applicable, and shall be performed in accordance with the most current approved and accepted standards of:

1) (1) Industry best practices

2) Equipment manufacturers,

3) Applicable Federal and local standards and codes, and

4) applicable building and safety codes to include but not limited to:

i. American National Standards Institute (ANSI)

ii. Builders Hardware Manufacturers Association (BHMA)

iii. American Association of Automatic Door Manufacturers (AAADM)

iv. International Door Association (IDA)

Any Contractor’s personnel found not in compliance with any laws, statutes, rules or regulations may not be allowed to perform work under this contract and may constitute cause for actions leading up to termination of the contract. Any fines levied due to inadequacies or failure to comply with any and all requirements by Contractor and Subcontractors shall be the sole responsibility of the Contractor.

The County’s request to remove any employee from this contract shall, in no instance, be considered a request for the Contractor to terminate the employee from employment. The sole intent is removal of the individual from this contract.

4. 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.

5. Services not performed in accordance to 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 have the right to exercise the following options:

a. Notify the Contractor of non-performance/unsatisfactory performance in writing and allow 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.

b. Apply liquidated damages as stated in Item 4, Liquidated Damages.

6. The User Department’s Contract Administrator shall notify the Procurement Division of the unsatisfactory performance. The Procurement Division may issue an official Report of Unsatisfactory Materials and/or Services to the Contractor. The Contractor shall respond to the Procurement Division within the number of days specified on the Report with a detailed explanation of why each deficiency occurred and a corrective action plan for each deficiency on the Report to the satisfaction of the County. The Contractor shall respond to each individual report separately. The Contractor’s failure to respond within the timeframe allowed and/or failure to perform the corrective action may be cause for default and may result in actions leading up to termination of this contract.

7. All equipment used/to be used in the performance of service under this contract must be properly maintained by the Contractor and shall be subject to inspection by the County when requested by the County. The Contractor shall remove any equipment deemed faulty, inoperable, unsafe or improper for its intended purpose from the County’s premises.

8. Any damage to County facilities or property due to services performed by the Contractor shall be the sole responsibility of the Contractor to replace or repair at no cost to the County. The County reserves the right to repair or replace the damaged item or property and deduct the total cost incurred from payments owed to the Contractor with prior notification to the Contractor of the intent to do so.

9. The County may schedule meetings periodically to review contract terms, performance, and other contractual related matters. The Contractor shall be required to attend all meetings as requested by the Contract Administrator and County Representative.

10. Emergency Services Procedure

a. The Contractor shall provide emergency services as requested twenty-four (24) hours per day, seven (7) days per week, to include all holidays.

b. The Contractor shall arrive to the site of the emergency within one (1) hour after notification by the County or as otherwise specified at time of notification.

c. Emergency repairs shall be corrected immediately, with the verbal authorization (Emergency Field Directive). If, in the Contractor’s professional opinion, the emergency repair will exceed $5,000, the Contractor shall not proceed until a written estimate is provided and approved by the County Representative in writing.

d. The Contractor shall notify the originator of the call out if all repairs cannot be completed within the same visit and perform any repairs to alleviate the emergency where possible.

e. The Contractor shall submit an itemized invoice to the County Representative 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. It is imperative that either an invoice or quote is received by the County within twenty-four (24) hours. If the emergency occurs 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) prior to close of business on the next business day. Documentation shall be submitted by 3:00 PM to allow for timely processing. The Contractor’s failure to adhere to this requirement may result in payment delays.

f. Invoices for emergencies and supporting documents shall be the same as it is for non-emergency services as specified below.

11. Non-Emergency Services Procedure

a. For non-emergency services, it shall be the Contractor’s responsibility to visit the work site to assess the extent of the service requirements after a service request is made by the County’s County Representative. Timeframe for the site visit after a service request is made, shall not exceed twenty-four

(24) hours (unless otherwise mutually agreed upon by originator of the call and Contractor). For minor repairs which the Contractor and County Representative mutually agree, the requirement for site visit may be waived.

b. The Contractor shall provide a reasonably estimated “not to exceed” quote to fr-facilities@ocfl.net within one (1) business day. The timeframe between the County’s notification and the County’s receipt of the quote should not exceed two (2) business days (unless otherwise mutually agreed upon by the County Representative and Contractor) in writing.

c. The quote shall be inclusive of the following elements:

i. Scope (clear description of the work to be performed)

ii. Timeframe in the number of calendar days to complete the work from the County’s authorization to proceed.

iii. Estimated hourly quantity for labor per the standard and non- standard hours.

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

v. Estimated cost of parts (inclusive of mark-up) per the format of the Fee

Schedule. The Contractor shall provide supplier and pricing mailto:fr-facilities@ocfl.net information upon request. The County reserves the right to request this information prior to acceptance of quote and anytime during the project.

vi. Unforeseen charges, taxes and any other approved charges as a separate line item based on 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.

d. The Contractor shall not begin work until the Contractor has received a County issued delivery order, and the service has been scheduled with the County

e. The County reserves the right to make modifications to the project scope and performance timeframe whenever such adjustments are determined to be in the best interest of the County. These modifications may result in either an increase or decrease to the original scope of work. Upon completion of the review, the Contractor shall prepare a revised quote reflecting the approved changes and submit it to the County Representative for final review and approval. Upon approval the County shall issue a delivery order for the work or a change order if work is already in progress.

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

E. SECURITY CLEARANCE REQUIREMENTS

1. Background checks for the Contractor’s staff must be approved by the County prior to 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, prior to commencement of services.

2. Contractor shall comply with the different security requirements for each Fire Rescue facility.

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

F. TRAVEL AND PARKING

1. The Contractor shall be responsible for all travel and per diem costs to and from the various County facilities. Travel time and truck charges shall not be included when quoting and or invoicing for any service and shall not be compensated by the County under any circumstances. Billable time starts upon arrival at the job site where work is to be performed, not arrival on the campus.

2. The County will identify locations where vehicle parking is available. If there is a cost associated with parking, the cost shall be paid by the Contractor. Orange County will not be responsible for any damage to the Contractor’s or Subcontractor’s vehicles while parked on Orange County property. Vehicles towed from County property will be at the expense of the Contractor.

3. Each of the Contractor’s vehicles brought onto County property shall have the

Contractor’s business name and logo prominently displayed on said vehicles.

G. GENERAL WORK REQUIREMENTS (LOTS A & B)

1. The Contractor shall provide all material, labor, tools, and incidentals to perform the work under this contract.

2. The Contractor shall coordinate all services with the service requestor(s) (referred to as County Representative herein) for each Department/Division and follow the County Representative’s directives with respect to scheduling of services and any deliveries under this contract per the issued Delivery Order.

3. Lifts and operators required for scheduled maintenance and repairs (annual and quarterly inspections) shall be the Contractor’s responsibility and be included in the bid item price.

4. Preventative maintenance work shall be defined by the manufacturer’s maintenance manual and instructions. The Contractor shall perform each of the applicable tasks per the equipment manufacturer’s maintenance manuals and most recent recommendations. The Contractor is responsible for obtaining the most recent manufacturer’s recommendations for each item requiring maintenance under this contract at the Contractor’s expense. The Contractor shall inform the County if a task list conflicts with manufacturer manuals and/or recommendations.

5. In the event of differing requirements between this contract requirements and local codes or ordinances, and manufacturer requirements, the more stringent requirement shall prevail. The Contractor shall notify the Contract Administrator in writing of such discrepancies.

6. The Contractor shall protect existing warranties on applicable County equipment and related systems and shall follow the manufacturer’s recommendations during the warranty period while performing services.

7. Equipment details listed on Attachment A and Attachment B are subject to change during the course of the contract. The County reserves the right to add or delete equipment to each listing at the County’s discretion without a formal contract amendment. Unit prices for additions shall be per the unit price for the type of equipment/door per the Fee Schedule.

8. Lubricants and other environmentally controlled substances shall be disposed of properly by the Contractor as required by the applicable law and environmental regulations when Contractor leaves the property at end of the work day.

9. Lift equipment and operators required for maintenance shall be the Contractor’s responsibility and be included in the inspection cost.

10. If during the performance of preventative maintenance services, a condition is discovered that would require additional work outside of the unit’s preventative maintenance scope, the Contractor shall immediately notify the County Representative verbally and follow-up in writing within twenty-four (24) hours. The Contractor shall not start repairs until receiving the express authorization of the County Representative. Performance of work without this authorization may result in non- payment for services.

11. The Contractor shall not perform work under this contract without a delivery order unless service is requested by the County as an emergency.

12. The multiple concurrent project capability is considered a minimum contract requirement.

Should concurrent projects be issued, it shall be the responsibility of the Contractor to notify the Department’s Representative, in writing within twenty-four (24) hours of service request if the Contractor has maximized all resources and the volume of work is beyond the Contractor’s operational capacity. This notification does not override the Contractor’s responsibility to provide service as request per contract terms. Failure to advise the Department of this situation and/or subsequent failure to perform or meet work completion schedules, shall be reported to the Procurement Division as unsatisfactory service may lead to contract termination. The Department may request to use another Contractor (awarded under this solicitation) to perform work.

13. The Contractor shall adhere to the response times outlined in this Scope of Service. If the County, at its sole discretion, determines the Contractor has not or cannot respond in time, the County reserves the right to cancel a service request and/or to use an alternate Contractor to perform the required work.

H. LIQUIDATED DAMAGES

1. Time is of the essence. Should the Contractor fail to complete all work by the date stipulated for completion on the delivery order or extension date (if applicable), the Contractor may be required to pay liquidated damages of $250 for each calendar day of delay that actual completion extends beyond the time limit specified until such reasonable time as may be required for final completion of the work.

I. COMMERIAL DOORS AND GATES PREVENTATIVE

MAINTENANCE REQUIREMENTS

1. The Contractor shall be responsible for providing preventative maintenance (PM) and repair service for doors and gates as specified on Attachment A and related equipment attached herein and subject to change through the life of the contract The equipment manufacturer’s manuals and instructions shall be used for all preventative maintenance activities and repairs.

2. The Contractor shall employ a minimum of four (4) technicians (two (2) primary technicians and two (2) back-up technicians) to service Fire Rescue under this contract.

3. Technicians assigned to this contract shall have a minimum of two (2) years’ experience performing a similar scope of work.

4. The Contractor shall have a trained person with the correct tools to work on the Lift

Master, Tork Rite, and HySecurity door opening and gate operating systems.

5. The Contractor shall have factory authorized suppliers for the various operating systems currently in place, Lift Master, Tork Rite, and HySecurity, doors and gates.

Personnel operating manlift and forklifts shall have completed an approved OSHA training/safety course for the operation of said equipment as prescribed by OSHA 29 CFR. Personnel must have their certification in their possession when they are operating lifts.

6. Overhead Roll-up Doors, Motorized and Manual

This guide applies to commercial, industrial, and large overhead doors.

Check points:

a. Inspect general arrangement of door and mechanism, mountings, guides, wind locks, anchor bolts, counterbalances, weather stripping, etc. Clean, tighten, and adjust as required.

b. Operate with power from stop to stop and at intermediate positions. Observe performance of various components, such as brake, limit switches, motor, gear box, etc. Clean and adjust as needed.

c. Check operation of electric eye, treadle, or other operating devices. Clean and make required adjustments.

d. Check manual operation. Note brake release, motor disengagement, functioning or hand pulls, chains sprockets, clutch, etc.

e. Examine motor, starter, push button, etc., blow out or vacuum if needed.

f. Inspect gear box, change or add oil as required (as applicable).

g. Perform required lubrication. Remove and replace old or excess lubricant (as applicable).

h. Clean unit and mechanism thoroughly. Touch up paint where required.

(Match existing type color paint)

i. Clean up and remove all debris.

j. A completed report for each door shall be provided to Fire Rescue when invoiced

7. Green Light System Inspection (Fire Stations)

a. The Green Light System is designed to ensure that overhead doors at Fire Stations are fully raised prior to a fire engine leaving the station bay, and that the door automatically closes once the engine has departed the station. When the door is closed, the pull cord is pulled to initiate the system. At that time, the bay door will begin to open, with the white light flashing until the door is completely open. At that time, the green light will come on and remain on with the white light flashing until a timer is tripped by a vehicle or individual leaving the engine bay. After ninety (90) seconds have elapsed, the door will begin closing. If the photo eye detects movement while the door is closing, it will stop and reverse movement and remain open until manually closed or the process is restarted. The cycle is completed when the door is completely closed. When the green light system is in use, door remote controls will not operate the door, to prevent door closure by mistake. The Contractor shall:

i. Test system door operator opening and closing correctly.

ii. Check timing and reset function of system.

iii. Check pull cord, replace as needed

iv. Check micro switches, adjust as needed

v. Check photo eyes, adjust as needed

vi. Check that light bulbs are working, change as needed

8. Gates, Motorized and Manual

Application: Used to secure multi-user and public entrances.

Check Points:

a. Disconnect power before servicing.

b. Inspect gate assemblies for proper alignment; adjust diagonal tension, track height, track rollers, etc., as necessary.

c. Inspect auxiliary security components such as barbed wire or concertina; ensure such components are securely fastened, not sagging, etc.

d. Inspect gate wheels for alignment and true rolling; lubricate and adjust as necessary; ensure wheels are operating smoothly on track.

e. Inspect pneumatic gate tires, if equipped, for proper inflation; adjust air pressure as necessary.

f. Inspect gate operator, if equipped. Check for smooth operation and unusual noises or vibrations; ensure operator is securely fastened to its foundation or the pavement.

g. Inspect belts and chains for wear and tear and tightness; adjust and lubricate as necessary.

h. Inspect pulleys and sprockets for wear and tear; adjust and lubricate as necessary.

i. Inspect and adjust brake and slip clutch.

j. Inspect drive chain, if equipped; adjust tension and lubricate as necessary.

Lubricate bearings as required.

k. Make sure the reversing sensor is functioning properly.

l. Inspect safety system(s) if so equipped; inspect and adjust photo eyes, safety edges, etc.

m. Inspect gate operator keypad, if so equipped; ensure buttons move freely and are in good condition; ensure keypad pedestal is securely fastened to its foundation.

n. Inspect gear box for proper oil level and fill if necessary.

o. Remove any buildup of dirt, weeds, vines, gravel, etc., that interferes with proper operation of gate.

p. Reconnect power.

q. A completed report for each door shall be provided to Fire Rescue when invoiced

J. TECHNICAL REQUIREMENTS

1. Labor/Service Tickets

a. The Contractor shall be required to submit a service ticket as documentation of service performed and labor type and quantities. A separate service ticket shall be completed and submitted to the County for each workday.

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

1. Summary of work performed

2. location of work

3. date of service

4. technician’s name (each technician)

5. start time and end time for each technician

6. total hours for each technician and labor category per Fee Schedule

7. total for time on the project by labor category

c. Chargeable daily labor hours start at the Contractors arrival at the worksite and ends when work is complete for that day. Time away from 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.

d. All labor shall be billable per the labor rates listed on the Fee Schedule. The established labor rates may be used for diagnostic and repair labor. This does not include travel time, time spent going through security check points, or time spent preparing quote documents.

2. Materials

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

b. To qualify for reimbursement of parts, the Contractor shall provide proof of purchase from the supplier. Proof of purchase must include the manufacturer’s original part name, part numbers, and description of the part on the Contractor’s invoice and supporting documents to support the invoiced total material cost.

The supplier’s invoice shall detail the base price for said parts separate from any additional charges or fees.

c. The Contractor may choose to supply a price list from suppliers or manufacturers of commonly used parts in the repairs of contract equipment.

Note: The County commonly uses Lift Master, Tork Rite, and HySecurity equipment. The Contractor shall be reimbursed the listed price plus mark-up or mark-down per the Fee Schedule.

d. The Contractor shall be allowed a maximum mark-up of up to ten percent (10%) on materials and shall indicate no more than a 10% mark-up on Fee Schedule.

Mark-downs shall be at the Contractor’s discretion. 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.

e. The County reserves the right to provide parts to the Contractor as deemed necessary by the County.

f. Only Original Equipment Manufacturer (OEM) parts shall be utilized when replacement parts are required, unless otherwise approved in writing from the Fire Rescue Facilities Management team. If approved by the Facilities Management team or designee, all non-OEM material quality shall be commercial grade or as specified in the Scope by the County Representative for each project.

g. Where a door, frame or any part of its appurtenance is damaged to the extent that it could impair the door’s proper emergency function, the Contractor shall strive to make repairs or to replace with parts obtained from the door/equipment manufacturer, when available, in-order to maintain door UL and other applicable certification. Temporary repairs can be made with available parts until approved parts are received with the Facilities Management team or designees’ approval. Upon completion of repairs, the door shall be tested to ensure emergency operation and proper closure.

h. 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 extent possible. The Contractor shall be responsible for all warranty communications and coordination with the suppliers and manufacturers for materials purchased and used by the Contractor under this contract. There shall be no additional compensation to the Contractor for this service.

i. When responding to a service call, the Contractor shall ensure that service vehicles are, at minimum, equipped with standard tools, equipment, parts, and consumables so that service can be accomplished without returning to the shop or to take breaks to go and purchase materials. There shall be no reimbursement for truck charges. 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 labor billable hours to the County.

j. 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.

k. There will be no additional reimbursement to the Contractor for consumable supplies and key stock assortments. The Contractor shall not include consumables on invoices to the County. The Contractor shall account for these items in the unit prices listed 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 wiring, nuts, bolts, screws, washers, wire nuts, electrical tape, wire connectors, etc.

l. The Contractor shall be responsible for the shipping charges, delivery and handling, and storage charges for material needed for the job, unless otherwise approved by Fire Rescue in writing.

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

3. Unforeseen Charges

a. Unforeseen charges include taxes and other governmental fees or surcharges that are justifiable but were not known at the time of services provided by the Contractor. Approved shipping charges are also included in this category. The County will reimburse the Contractor for approved unforeseen charges at the cost to the Contractor and with supporting documentation from a third party.

4. Subcontractors

a. The Contractor is responsible for performing all services under the contract. All services as outlined under this scope shall be invoiced by the Contractor at contract prices.

K. CONDITIONS FOR WORK ACCEPTANCE

1. The Contractor shall not invoice for any work until the work has been accepted by the Fire Rescue Facilities Management team or designee. Conditions for project acceptance may include, but are not limited to:

a. Work carried out to completion and verified by the County

b. Equipment working as the manufacturer intended.

c. Job site clean-up and removal of excess materials is complete.

d. Permit inspections are satisfactorily completed (if applicable).

e. Copies of manufacturer’s warranty documents received for equipment or major parts replacement.

f. Copy of manufacturer’s operating manual received (if applicable).

g. All other requirements were fulfilled according to project scope.

2. The acceptance of the project does not release the Contractor from the responsibility for any latent defects with workmanship and material/parts/equipment. The Contractor shall be responsible for correcting latent defects discovered within one (1) year of acceptance of the project.

L. QUALITY ASSURANCE AND REPORTING REQUIREMENTS

1. The Contractor shall establish and maintain a database for all equipment services being provided within three (3) months of contract execution. The file shall contain the following data:

a. Equipment manufacturer, serial number, size, type, and other similar and important data.

b. Service history including but not limited to, delivery order, dates of services, findings, and remedies. Copies of all work orders and paperwork shall be maintained by the Contractor and provided to the County Representative upon request.

2. The Contractor shall provide accurate records and reports of all services. The

Contractor shall document in writing the findings of each inspection, preventative maintenance actions, and repairs performed for each equipment serviced under this contract.

3. The Contractor shall submit a report to fr-facilities@ocfl.net no later than five (5) business days after completion of each service or preventative maintenance. The reports should include the following:

a. Technician’s name who provided the service

b. Date and time of service

c. Time-in and time-out

d. Location and type of service performed

e. Result of inspections and recommendations mailto:fr-facilities@ocfl.net

4. The Contractor shall document the preventative maintenance actions taken on the applicable facility’s log sheet. Failure to do so may result in non-payment of the invoice for unverified services.

5. If an inspection reveals a safety concern or a major deficiency, the Contractor shall report the condition to FR-Facilities@ocfl.net no later than two (2) hours from when the problem is discovered.

6. Major deficiencies are defined as any condition affecting the safety of Orange County personnel or the public, inability of an overhead door to function reliably, inability of an overhead door to be shut and secured, and cracked, broken or missing window glass.

7. The County may schedule meetings periodically to review contract terms, performance, and other contractual related matters. The Contractor shall be required to attend all meetings as requested by the County; no additional compensation willbe provided to the Contactor for attending these meetings.

M. CHANGE ORDERS

1. The delivery order total price and terms may 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. Any claim for an increase in the delivery order price shall be in writing and delivered to the County Representative within two (2) business days of the occurrence of the event giving rise to the claim. All claims for adjustment in the purchase or delivery order price shall be in accordance with the fee schedule.

3. 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 quote. Upon acceptance of the revised quote, the County shall issue a change order to the current delivery order.

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 restriction does not restrict submission of claims for additional completion time due to events of this nature.

N. INVOICING REQUIREMENTS

1. Upon acceptance of work by the County Representative, the Contractor shall submit the invoice (and supporting documents where applicable) to the appropriate County Department, per the issued Delivery Order within thirty (30) calendar days of the acceptance.

At minimum, invoices shall contain the following information:

• Correct delivery order number

• Description of work performed to include the manufacturer name, original make and model number(s) of parts and equipment installed.

• Start and ending date of the work

• Location of the work

• Total labor categorized per the Fee Schedule and rounded to the nearest (30) minutes Unit price and quantity shall be provided on the invoice for each part

• Applicable sales tax for materials purchased shall 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 cost for reimbursement (if applicable)

• Invoice total

• Preventative Maintenance report for the serviced door

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

Note: The Contractor shall provide a separate service ticket for each workd a y as verification of actual labor spent on the project daily.

3. The Contractor shall not combine charges for multiple delivery orders on the same invoice. Each delivery order must be invoiced separately.

4. 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.

5. 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.

6. Unless otherwise authorized by the corresponding Department in writing, delivery of invoices and back-up 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 under the “Invoice To:” location and on the delivery order.

7. 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 minimum, the statement shall contain the following information:

• Statement date

• Invoice numbers

• Invoice dates

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

• Delivery order number corresponding to each invoice listed

• Balance carry forward

• Cumulative outstanding balance

Statements shall be sent to the corresponding Department’s, 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

A. SECURITY AND IDENTIFICATION

1. 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, 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.

2. The Contractor agrees not to refer or place at Orange County any individual having such a criminal record during the 7-year period preceding placement at Orange County, unless Orange County specifically agrees. Orange County reserves the right to have the Contractor remove any employee from placement at Orange County facilities if such individual is arrested, charged or convicted of such crimes while placed at Orange County, or has been 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.

B. BACKGROUND CHECKS

1. 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, including any security clearance required by the Division of Criminal Justice Information Services (CJIS) and submit them to County for determining whether the employee is allowed to work in a particular facility.

2. Contractors are responsible for contacting the following personnel and obtaining any necessary forms for background checks as follows:

a. For all Contractor’s staff that will be working at other Orange County facilities.

Contact FR-Facilities@ocfl.net for specifics before completing the check.

b. For security purposes and to maintain privacy when submitting Background Checks via e - m a i l the subject line of the email must contain the following: ***EXEMPT***

c. Due to the time required to process background checks, the Contractor shall allow 2-3 weeks turn-around time. Each County Representative will inform the Contractor of their Background Check results.

3. 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.

4. Access to a site must be coordinated through the Fire Rescue Coordinator.

5. 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 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.

6. 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 Facilities Management Division Contract Administrator or designee.

7. The Contractor shall report the arrest of any employee working under the terms of this contract to the Contract Administrator within twenty-four (24) hours of the arrest or knowledge of the arrest. It shall be subject to the approval of the County whether the employee shall continue to work at County locations within this contract.

C. ORANGE COUNTY HOLIDAYS

Legal holidays when most County buildings will be closed to the public, are as follows:

1. New Year’s Day

2. Martin Luther King Day

3. Memorial Day

4. Fourth of July

5. Labor Day

6. Veteran’s Day

7. Thanksgiving Day and the Friday after Thanksgiving Day

8. Christmas Eve and Christmas Day