IFB_Y26-195_SCOPE_OF_SERVICES_(Rev7).docx
DOCX document 30 KB Posted
- Attached to
- Hydraulic/Pneumatic Hose Repair
- Solicitation number
- Y26-195
- Issued by
- Orange County, Orlando City, Florida
About this file
This is a Scope of Services document for Orange County, Florida's Hydraulic/Pneumatic Hose Repair contract (IFB Y26-195). The County seeks a contractor to provide on-site and off-site manufacture, repair, and supply of hydraulic and pneumatic hose assemblies and fittings for various equipment types including Caterpillar, John Deere, Kubota, Komatsu, and Bobcat, among others. The contractor must maintain inventory of hydraulic and pneumatic hoses with pressure ratings up to 6,000 working PSI and diameters up to 1.5 inches, along with associated hose protectors and fittings. The contractor is required to provide 24-hour mobile service throughout Orange County at various sites and locations. Delivery timelines are critical to the contract: readily available parts must be delivered within two business days, hard-to-find parts require notification within 48 hours of anticipated delivery, and emergency "hot shot" deliveries must occur within two hours of verbal or email order. Vehicle and equipment repairs at designated County sites must commence within two hours of notification. Sealed offers were due by 4:00 PM EST on Tuesday, September 8, 2026, submitted electronically through the OpenGov e-Procurement Platform.
Pricing is structured on an hourly labor rate as specified in the fee schedule, with shop supplies charged at 3 percent of total labor costs not to exceed $50.00 per invoice. Shipping costs are reimbursed at actual cost with prior County authorization, and overnight shipping requires discretionary approval from a County representative. Only contracted items may be invoiced together, with non-contract items invoiced separately and paid via P-card at time of order. All invoices must include the contract number, delivery or service dates, itemized goods and services with list prices and discount prices, valid fleet unit numbers, labor rates, and hours worked. Invoices should be presented at time of delivery or within three business days to the requesting individual. Monthly account statements are required for both Orange County Fleet Management Division and Solid Waste Management Division. Only one unit service may be billed per invoice, and credit memos for contracted parts must include a copy of the original invoice.
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Other files
| File | Type | Posted |
|---|---|---|
| Hydraulic_Pneumatic_Hose_Repair.pdf | ||
| IFB_Y26-195_SCOPE_OF_SERVICES_7_FINAL.pdf |
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Text version
SCOPE OF SERVICES
On-site and off-site manufacture, repair, and supply of hydraulic and pneumatic hose assemblies and fittings. The Contractor shall deliver parts and perform vehicle/equipment related repairs per the Scope of Services.
1. SERVICES
a. The Contractor shall provide hoses and fittings in stock for various types of Equipment including but not limited to:
| · Caterpillar | Menzi Metric | Kubota |
| · John Deere | Bobcat | Kaiser |
| · Komatsu | Roadtec | Alamo |
· MowerMax
· Energreen
b. The Contractor shall provide various types of hydraulic and pneumatic hoses and associated fittings to include pressure ratings up to 6000 working PSI and hose diameters up to 1 ½” (one and a half inches) for in-field repairs.
c. The Contractor shall provide various types of hose protectors:
Cloth sleeve Poly-wrap Sleeve Yellow PRO-TEC-TO Sleeve
d. Contractor shall provide twenty-four (24) hour mobile service throughout Orange County at various sites and locations.
e. All Contractor provided parts, OEM (Original Equipment Manufacturer) and aftermarket, shall only be used on County authorized repairs.
f. For vehicle/equipment repairs, parts shall be ordered by the Contractor as soon as the repair needed is defined. Repairs shall commence by the Contractor within six (6) hours of receiving parts.
g. The cost of labor shall be at an hourly rate, as specified in the Fee Schedule.
h. Shop supplies shall be charged at 3% of the total labor cost, not to exceed $50.00 per invoice.
i. Shipping costs, when applicable, shall be at cost, with prior authorization from an Orange County representative.
j. Overnight shipping of parts is at the discretion and authorization of an Orange County representative for all parts ordered.
2. PARTS DELIVERY
a. Delivery time is of the essence. For readily available parts, delivery shall be no later than two (2) business days from receipt of delivery order.
| b. For hard to find or obscure parts, the Contractor shall notify the County, within forty-eight (48) hours of the anticipated delivery date from receipt of delivery order. | Comment by Miller, Megan M: Does the dept want to be notified same day? | Comment by Ana Villalona: Within 48 hours |
| c. For hot shot delivery (equipment out-of-service and waiting), delivery shall occur within two (2) hours of verbal or e-mail parts order. A delivery order shall be issued as soon as possible for order confirmation and invoicing purposes. | Comment by Miller, Megan M: Add to delivery provision | Comment by Ana Villalona: Added to delivery provision but also left it here because I think they will see it here better than in Terms and provisions. |
d. It is hereby understood and mutually agreed to by and between parties hereto that the time of delivery is an essential condition of this contract.
3. PERFORMANCE
a. Vehicle/equipment repair at a designated Orange County site shall commence no later than two (2) hours of notification by the County.
4. INVOICE REQUIREMENTS
a. All invoices related to vehicles and/or equipment, including parts and services, shall be addressed to the individual who requested the part or service and billed to one of the entities listed below or another County designated entity, as directed by the County.
Orange County Fleet Management Division (Invoice presented to individual requesting service) 4400 S. Vineland Road Orlando, FL 32811 Phone (407) 836-8215 or
Orange County Solid Waste Management Division (Invoice presented to individual requesting service) 5901 Young Pine Road Orlando, FL 32829 Phone 407-836-6696
c. A valid invoice shall include the following:
· Contract number being billed under
· Current date
· Delivery Order # or Purchase Order #
· Delivery Dates/ Service Dates (must be separate from Invoice date)
· Itemization of Goods Delivered/ Services Rendered
· Itemized charges and unit prices in accordance with the Fee Schedule
· Each part must include list price and discount price in accordance with the Fee Schedule
· Valid Fleet unit number
· Contracted part numbers
· Must list Labor rate, number of labor hours, and total labor charge on service invoices.
d. Fleet Management shall have its own account with the Contractor and not be combined with other ordering divisions.
e. Contractor shall provide a monthly statement of Fleet Management’s account via email to:
Michelle.Janes@ocfl.net (for Fleet Management) orand for Solid Waste Allan.Cole@ocfl.net (for Solid Waste)
f. Invoices shall be presented at time of delivery of parts and/or completed service or within three (3) business days to the individual who placed the order at Fleet Management or the designated County Representative.
g. Only contracted items may be invoiced together. Any non-contract items shall be invoiced separately and paid for with a P-card (Visa) at time of order. Contractor responsible for obtaining P-card information at time of order.
h. Only one unit service shall be billed per invoice, if applicable.
i. Credit memos for contracted parts/services shall include a copy of the original invoice with it. Credits for parts/services non-contracted shall be processed to the original form of payment.
5. HOLIDAYS
Official County holidays are New Year’s Day, Martin Luther King Day, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day, and the day after Thanksgiving, Christmas Eve Day and Christmas Day.
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