Lake_Aeration_Inspections,_Maintenance,_and_Repairs_(Addendum_#1_Revision).pdf

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

INVITATION FOR BID (IFB)

IFB24-0563

LAKE AERATION INSPECTIONS, MAINTENANCE, AND REPAIRS

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

CITY OF ORLANDO PROCUREMENT AND CONTRACTS SITE

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

City of Orlando

INVITATION FOR BID (IFB)

LAKE AERATION INSPECTIONS, MAINTENANCE, AND REPAIRS

TABLE OF CONTENTS

1. INTRODUCTION

2. GENERAL INFORMATION

3. SUBMITTALS

4. SCOPE OF WORK

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. ELECTRONIC PRICING FORM(S) INSTRUCTIONS

8. VIRTUAL OPENING

9. VENDOR QUESTIONNAIRE

Attachments:

A - Exhibit 1 - Lake Area Maps

B - Exhibit 2 - Aeration Quarterly Inspection Form (Sample)

Lake Aeration Inspections, Maintenance, and Repairs

1. INTRODUCTION

1.1. Summary

The City of Orlando (City) requests bids from interested and qualified companies to provide Lake Aeration System inspections, maintenance, and repairs.

1.2. Background

The City of Orlando is a 111.2 square mile area that covers a total of 71,140 acres. With its central location in the region and the State, Orlando is easily accessible from Interstate

4, Florida Turnpike, East/West Expressway, and the Beach line Expressway.

The Mission of the City of Orlando is to enhance the quality of life in the City by delivering public services in a knowledgeable, responsive, and financially responsible manner.

1.3. Contact Information

Direct all questions and inquiries to the following:

Cindy Jordan, C.P.M.

Purchasing Agent III

400 South Orange Ave

Orlando, FL 32801

Email: cynthia.jordan@orlando.gov

Phone: (407) 246-2367

Department:

Streets and Stormwater

1.4. Timeline

Issue Date September 11, 2024 mailto:cynthia.jordan@orlando.gov tel:(407)246-2367

Pre-Bid Conference (Non-

Mandatory)

September 23, 2024, 2:30pm

JOIN THE VIRTUAL PRE-BID

CONFERENCE.

Microsoft Teams meeting https://teams.microsoft.com/l/meetup-join/19%3ameeting_NGEyNjg1ODMtZGJm

OC00ZTAzLTliNzktODY2YjA4N2ZkYTY4

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814dacdc86bc%22%7d

Dial in by phone

+1 321-247-7568,,201607545# United

States, Orlando

Find a local number

Phone conference ID: 201 607 545#

Join on a video conferencing device

Tenant key: cityoforlando@m.webex.com

Video ID: 116 303 172 0

Cut-off date for Questions by

Bidder

September 30, 2024, 5:00pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_NGEyNjg1ODMtZGJmOC00ZTAzLTliNzktODY2YjA4N2ZkYTY4%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NGEyNjg1ODMtZGJmOC00ZTAzLTliNzktODY2YjA4N2ZkYTY4%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NGEyNjg1ODMtZGJmOC00ZTAzLTliNzktODY2YjA4N2ZkYTY4%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NGEyNjg1ODMtZGJmOC00ZTAzLTliNzktODY2YjA4N2ZkYTY4%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NGEyNjg1ODMtZGJmOC00ZTAzLTliNzktODY2YjA4N2ZkYTY4%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NGEyNjg1ODMtZGJmOC00ZTAzLTliNzktODY2YjA4N2ZkYTY4%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NGEyNjg1ODMtZGJmOC00ZTAzLTliNzktODY2YjA4N2ZkYTY4%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NGEyNjg1ODMtZGJmOC00ZTAzLTliNzktODY2YjA4N2ZkYTY4%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d mailto:cityoforlando@m.webex.com

Bid Due Date and Time October 9, 2024, 2:00pm

JOIN THE VIRTUAL BID OPENING

Microsoft Teams meeting https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjY1ODJhYTAtY2MxY i00Yzc4LWI1YWQtYjI4M2VjZWUxNTQ5%

40thread.v2/0?context=%7b%22Tid%22%

3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%

22e07fe6eb-066d-4d58-bf29-

814dacdc86bc%22%7d

Dial in by phone

+1 321-247-7568,,784540091# United

States, Orlando

Find a local number

Phone conference ID: 784 540 091#

Join on a video conferencing device

Tenant key: cityoforlando@m.webex.com

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2. GENERAL INFORMATION

2.1. SOLICITATION INFORMATION

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

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

Portal ("Portal"):

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

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

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

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

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

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

2.2. CONTRACT TERM

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

2.3. SCHEDULE

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

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

2.4. PRE-SOLICITATION CONFERENCE

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

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

3. SUBMITTALS

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

Respondent's risk.

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

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

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

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

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

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

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

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

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

G. Attachment F - Minority/Women-Owned Business Enterprise Participation Form.

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

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

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

J. Bid Security, if applicable.

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

Requirements

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

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

Portal until 2:00 PM on Wednesday, October 9, 2024. Responses received after the scheduled due date and time for submission will not be accepted. Responses submitted in any other format other than via the City's e-Procurement Portal, including but not limited to, hard copy (mailed or hand delivered), facsimile, or emailed submittals, will not be accepted, nor considered. The scheduled due date and time for submission will be scrupulously observed.

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

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

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

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

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

4. SCOPE OF WORK

4.1. OVERVIEW

The City of Orlando (City) requests bids from interested and qualified companies to provide Lake Aeration System inspections, maintenance, and repairs.

The purpose of this solicitation is to ensure that the City’s lake aeration system continues to assist with improving the water quality in our lakes.

4.2. MINIMUM QUALIFICATIONS

Bidder shall meet the following qualifications:

A. Bidder shall be actively in business and have performed lake aeration system inspections, maintenance, and repair work for a minimum of five (5) years. Include verifiable references on Attachment A.

B. Bidder shall be licensed by the State of Florida, Department of Business and

Professional Regulation. Upload a copy of your Business License with bid submittal.

C. Bidder shall have qualified and trained personnel for Lake Aeration System inspections, maintenance, and repairs. Provide a list of key personnel and their years of experience in this field on Attachment H.

4.3. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

As set forth in this solicitation, the Contractor shall conform to the Scope of Work and

Technical Requirements as set forth herein.

4.4. SCOPE OF WORK

A. General

The City requests bids from interested, qualified, and licensed companies to provide Lake

Aeration System inspections, maintenance, and repairs as requested by the City’s

Representative and in accordance with the terms and conditions, and Scope of Work as outlined in this IFB.

The City currently has over one-hundred (100) lakes located through the City of Orlando, Florida. Of the one-hundred (100) lakes, nineteen (19) lakes currently have aeration systems. The City reserves the right to add or remove lake locations at the City’s sole discretion. The Contractor shall maintain any additional lakes as requested by the City’s

Representative per the current specifications.

The City’s Representative may request services that may include initial inspection of each lake’s aeration system, immediate repairs, and maintenance.

All lakes are open to the public. Interested Bidders may access these areas during normal business hours (between 7:00 a.m. to 5:00 p.m.). Bidders are encouraged to visit each location to view current condition of the lakes and equipment prior to submitting their bid.

B. Lake Sites

Below are the lakes that are initially a part of this IFB. Refer to Exhibit 1 titled “Lake Area

Maps” for locations and detailed information about each lake. In addition, you may use the following hyperlink to Florida Atlas of Lakes for further information: http://www.wateratlas.usf.edu/atlasoflakes/florida/.

1. Lake Cay Dee

2. Lake Como

3. Lake Concord

4. Lake Eola

5. Lake Greenwood

6. Lake Ivanhoe/Mid

7. Lake Ivanhoe/West

8. Lake Lawsona

9. Lake Lorna Doone

10. Lake Lucerne/East

11. Lake Lucerne/West

12. Lake Lurna

13. Lake Olive

14. Park Lake

15. Lake Rowena/East

16. Lake Rowena/West

17. Lake Santiago

18. Lake Theresa

19. Lake Winyah

C. Brand Manufacturer Reference

The City has determined that any manufacturer’s brand defined in the Bid Price Form meets the City’s product and support needs. The manufacturer’s reference is not intended to be restrictive and is only descriptive of the type and quality the City desires to purchase.

If a similar manufactured product of like quality will be considered if the Bid is fully noted with the manufacturer’s brand name and model number. The City reserves the right to determine products and support of equal value and whether other brands or models meet http://www.wateratlas.usf.edu/atlasoflakes/florida/ the City’s product and support needs. The quantities listed on the Bid Price Form are only estimates, not a guaranteed purchase quantity.

D. Warranty

The overall equipment and components shall be warranted for at least one (1) year period.

Individual pieces of equipment could be required to have longer warranties when specifically noted by the manufacturer. The warranty shall start from the day the equipment is installed.

Manufacturer warranties longer that one (1) year shall be transferred to the City. The

Contractor shall provide a list of all equipment used in the performance of the service and duration of the warranty as issued by the manufacturer.

E. Work Requirements

1. General

The Work to be performed under this Contract shall consist of furnishing tools, equipment, materials, supplies and manufactured articles, testing, and furnishing all labor, supervision, transportation, travel, toll charges, and services, including fuel, power, water and essential communications, and performing all Work or other operations requested for the fulfillment of the Contract in strict accordance with the Contract Documents. The Work shall be complete and Work materials and services not expressly indicated or called for in the Contract Documents which may be necessary for the complete and proper execution of the Work in good faith shall be provided by the Contractor as though originally so indicated at no additional cost to the City.

The Contractor shall provide transportation to and from the job site. Any travel related expenses, including toll charges, will be the responsibility of the Contractor and will not be reimbursed by the City. The Contractor shall also come equipped with the necessary specialized equipment, and tools to manage underwater operations and electrical Work.

The Contractor will maintain coordination with the City’s Representative at all times. The

City’s Representative will be entitled at all times to be advised, at his/her request, as to the status and details of Work being completed by the Contractor in the format he/she requires.

The Contractor will supervise and direct the Work efficiently with due care, skill, and attendance. The Contractor will be responsible to ensure that the finished Work complies accurately with the specifications. Any damage caused by the Contractor during the

Contractor’s performance of the Work, is the sole responsibility of the Contractor.

2. Schedule (Service Authorization)

The City will provide to the Contractor a Service Authorization that will include a detailed project schedule starting with the authorization to proceed to the completion of the Scope of Work including all tasks and deliverables. The project schedule shall breakdown individual tasks to be performed with deliverables.

3. Response Time

The Contractor shall respond within forty-eight (48) hours to the respective scheduled

Work authorization. All Work shall be completed in an expeditious manner. Failure to do so may constitute unsatisfactory progress as determined by the City.

4. Work Hours

The normal time of Work for this Contract is limited to forty (40) hours per week and shall be between the hours of 7:00 a.m. to 5:00 p.m., Monday through Friday. The Contractor may elect to Work beyond these hours or on holidays* or weekends provided that written approval is obtained from the City’s Representative and that all cost incurred by the City for additional engineering shall be borne by the Contractor. The City shall deduct the cost of additional engineering costs and overtime from monies due the Contractor. This provision does not apply to shut down operations required by construction sequencing and constraints to maintain the existing facilities in operation.

If it shall become imperative to perform Work at night, the City shall be informed in writing a reasonable time in advance of the beginning of such Work (minimum of forty-eight (48) hours, except in an emergency situation as determined by the Contractor). Temporary lighting and all other necessary facilities for performing and inspecting the Work shall be provided and maintained by the Contractor.

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

Eve, and Christmas Day.

5. Inspections

On a quarterly basis, the Contractor shall perform a complete System Inspection at each lake site and prepare a maintenance and Work plan which shall be given to the City’s

Representative. After the inspections have been completed, the Contractor shall be required to complete an Inspection form per Lake Site and provide that information to

City’s Representative. For a sample of the Inspection form, refer to Exhibit 2 titled

“Aeration Quarterly Inspection Form (Sample)”.

As part of the Complete System Inspection, the Contractor shall perform the following tasks:

a. Inspect the aeration system beginning at the compressor control cabinet through compressor including the lakes’ bottom mounted diffusers, cooling systems, and system air hoses.

b. Inspect the aeration system to ensure the aeration system is operating as it was designed. Should any parts of the aeration system become unserviceable, the Contractor shall, within forty-eight (48) hours, make notification to the City’s Representative of the issue and provide a cost and timeline for repairs.

c. Check the operation of the air pump/compressor, diffusers, cabinet, cooling/exhaust fan, air tubing, electrical motor, and graphite vein for proper operation.

d. Check the system for leaks or floating airlines.

6. Preventive Maintenance (PM)

The Contractor shall provide PM during regular business hours with the City’s

Representative in which the schedule is to be based on the specific need of the equipment as determined by the Contractor. Work will be performed on an as needed basis and coordinated with the City’s Representative prior to performing said Work. After this Work has been completed, the Contractor will write up a detailed report and give that information to the City’s Representative.

Detailed report may include a PM plan to provide PM monthly, quarterly, semi-annual, and annual basis. The PM program should include at a minimum the following: inspection of the equipment for proper operation, clean intake screens, clean and adjust nozzles, clean light lenses, and test pump motors for proper operation.

7. Repairs

The Contractor shall provide the necessary repairs as needed to keep the aeration system operating properly. The Work will be scheduled during regular business hours with the City’s Representative. The Work will be coordinated with the City’s

Representative prior to performing said Work. After this Work has been completed, the

Contractor will prepare a detailed report and provide that information to the City’s

Representative.

The City’s Representative may request the Contractor to perform repairs on specific aerator system or components based on observations made in the field by either the

Contractor or the City’s Representative.

8. Equipment

Contractor shall provide a detailed description of all of its’ equipment to the City’s

Representative that may be used on each Service Authorization.

Contractors are encouraged to be innovative in its approach to the equipment and service opportunities, i.e., solar-powered subsurface, bottom diffused aeration system to dissolved oxygen in the lakes as long as they meet existing systems operational specifications.

All equipment shall be weatherproof or located in a weatherproof, powder-coated aluminum cabinet.

The Contractor shall ensure all equipment used in the performance of this service is in good safe working order to protect the operator and the public. All equipment used by the

Contractor is subject to inspection by the City’s Representative. Any equipment on site, which is deemed by the City’s Representative to be inoperable, unsafe, or improper for desired use, must be removed from the premises by the Contractor at his/her expense the same day of the City’s determination.

9. Contractor Responsibilities

a. The Contractor's employees shall be trained by the Contractor in all phases of Work to be performed under the Contract.

b. The Contractor's employees assigned shall be neat in their personal appearance and conduct themselves in a professional manner. Any Contractor employee deemed by the

City to be incompetent in the performance of Work under the Contract, discourteous, or otherwise objectionable shall be reported to the Contractor's Foreman and may be removed from the assigned Work.

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

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

City, at no expense to the City.

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

Contractor.

f. The Contractor shall, in addition to all other guarantees, be responsible for faulty labor or Workmanship and shall promptly correct improper Work, without cost to the City, within a reasonable period after receipt of notification of such faulty labor or Workmanship.

Payments in full or otherwise do not constitute a waiver of this guarantee. The guarantee period shall be effective for one (1) year after acceptance of the Work by the City.

g. If, during the course of Work, the Contractor encounters unforeseen conditions which impact the Work and which could not initially be evaluated, the Contractor shall not proceed without authorization from the City's Representative.

h. The Contractor’s employees shall report any hazardous conditions or items in need of repair noted during the performance of their Work, and shall thereupon notify the City’s

Representative of such conditions.

4.5. TECHNICAL REQUIREMENTS

A. General Requirements

The Lake Aeration System inspections, maintenance, repairs, and extended maintenance shall be performed in accordance with accepted engineering practices and professional judgment. All direct engineering and design Work related to the repair, modification, and all installation and construction Work shall be performed by engineers and Contractors respectively licensed in the State of Florida.

B. Regulatory Requirements

The Contractor shall comply with all applicable federal, state, and local laws, ordinances, rules and regulations, including the state of Florida, pertaining to the performance of the

Work specified herein.

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

Work specified herein.

The Contractor's employees shall wear appropriate safety gear, clothing and equipment, diving equipment and clothing that comply with all legal requirements including, but not limited to, Occupational Safety and Health Administration (OSHA) and the National

Environmental Policy Act (NEPA) requirements.

The Contractor shall be OSHA 30 certified, and all Work performed shall comply with the requirements of the Building Officials Code Administrators (BOCA), as well as any other applicable local codes.

C. Reference Standards

1. Wherever reference is made to any published standards, codes, or standard specifications, it shall mean the latest standard code, specification, or tentative specification of the technical society organization, or body referred to, which is in effect at the issue date of the IFB.

2. All materials, products, and procedures used or incorporated in the Work shall be in strict conformance with applicable codes, regulations, specifications, and standards.

3. The Contractor shall when requested, furnish evidence satisfactory to the City that materials and methods are in accordance with such standards where so specified.

4. A partial listing of codes, regulations, specifications, and standards are as follows:

• Air Diffusion Council (ADC)

• Air Moving and Conditioning Association (AMCA)

• American Hot Dip Galvanizers Association (AHDGA)

• American Institute of Steel Construction, Inc. (AISC)

• American National Standards Institute (ANSI)

• American Society for Testing and Materials (ASTM)

• American Standards Association (ASA)

• American Standard Safety Specification (ASSS)

• American Water Works Association (AWWA)

• American Welding Society (AWS)

• Building Officials and Code Administrators (BOCA)

• Consumer Product Safety Commission (CPSC)

• Environmental Protection Agency (EPA)

• Florida Building Code (FBC)

• Lightning Protection Institute (LPI)

• National Electrical Code (NEC)

• National Electrical Manufacturer’s Association (NEMA)

• National Electrical Safety Code (NESC)

• National Electrical Testing Association (NETA)

• National Fire Protection Association (NFPA)

• National and Local Fire Codes

• Occupational Safety and Health Administration (OSHA)

• Safety Data Sheets (SDS)

• Standard Building Code (SBC)

• Standard Plumbing Code

• Underwater’s Laboratories, Inc. (UL)

• Uniform Building Code (UBC)

D. Standards of Conduct

1. The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance and integrity. The City reserves the right to request removal of the Contractor’s employees that do not observe these standards of conduct.

2. If an assigned staff person of the Contractor is removed or replaced for any reason, the replacement person must have approval by the City’s Representative prior to joining the project.

E. Weather Conditions

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

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

F. Alteration of Plans

During the execution of the Contract, the City’s Representative shall have the right to make alterations in the Work plans as may be necessary to obtain satisfactory completion of the specified Work. No alterations will be made that result in substantial changes in the Scope of Work.

G. Suspension of Work

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

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

H. Provisions for Convenience of Public

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

I. Cooperation by Contractor

No Work shall be done, nor materials used, without prior inspection by the City’s

Representative.

J. Re-Work

Services that are not performed to City’s satisfaction, or to the required specifications shall be performed or re-performed. The City will notify the Contractor when they would require the job to be re-Worked. Re-Work requests shall be accomplished by the

Contractor at no additional cost to the City. The Contractor shall notify the City when re-

Work requirements have been completed.

K. Preservation of Property

The Contractor shall preserve from damage all property associated in any way with the

Work. This applies to public and private property and/or utilities. Any damage occurring to such properties shall be immediately reported to the City’s Representative and repaired at the Contractor's expense.

L. Use of Premises

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

Work. At the completion of the work day, the Contractor shall remove all waste materials and debris from, and about the premises as well as tools, equipment, and surplus materials, and leave the site clean and presentable.

2. The Contractor shall preserve from damage all property associated in any way with the Work. This applies to public and private property and/or utilities. Any damage caused by the Contractor or any of its employees occurring shall be immediately reported to the

City’s Representative.

M. Safety and Protection

1. All materials and procedures used in the performance of the Work specified herein, shall meet all Federal Health and Safety laws currently in effect. Prior to use, the

Contractor shall furnish Safety Data Sheets (SDS) documentation to the City’s

Representative for approval of supplies and chemicals intended for use in the performance of the Work. All chemicals to be used in the performance of the Work shall be assigned an Environmental Protection Agency (EPA) approval number.

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

3. All equipment shall be properly maintained and is subject to inspection by the City’s

Representative. Any equipment deemed inoperable or unsafe must be removed from the premises. All equipment shall meet both the American Standard Safety Specification

(ASSS) and Occupational Safety and Health Administration (OSHA) requirements.

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

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

5. STANDARD TERMS AND CONDITIONS

5.1. COMMUNICATIONS; QUESTIONS REGARDING SPECIFICATIONS OR

SUBMITTAL PROCESS

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

Purchasing Agent referenced on the cover page of this solicitation.

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

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

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

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

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

Chief Procurement Officer.

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

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

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

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

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

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

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

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

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

5.2. RESPONDENT QUALIFICATION

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

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

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

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

5.3. ALTERATIONS/CHANGES TO PRICE FORM(S)

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

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

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

5.4. ADDENDA

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

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

5.5. UNBALANCED PRICING

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

5.6. WITHDRAWAL

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

5.7. SELECTION/REJECTION OF OPTIONS

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

5.8. IRREVOCABLE OFFER

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

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

5.9. QUANTITIES

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

5.10. RESPONDENT'S CERTIFICATION FORM

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

Solicitation. The form should be acknowledged before a Notary Public with notary seal affixed on the document. The failure of a Respondent to include this document with their submittal will be cause for rejection of the submittal.

5.11. SUBMITTALS

Submittals shall be submitted utilizing the form(s) provided herein. All submittals shall be properly executed with all blank spaces filled in. The signatures of all persons signing https://procurement.opengov.com/governments/portal/orlando shall be in longhand. Erasures, interlineations, or other corrections shall be authenticated by affixing in the margin immediately opposite the correction the initials of a person signing the submittal. If the unit price and the total amount provided by a Respondent for any item are not in agreement, the unit price alone shall be considered as representing the Respondent's intention, and the totals shall be corrected to conform thereto.

5.12. INSPECTION, ACCEPTANCE, AND TITLE

Inspection and acceptance will be at destination unless otherwise stipulated. Title and risk of loss or damage to all items shall be the responsibility of the Respondent.

5.13. EXCEPTIONS TO TERMS AND CONDITIONS

When completing your submittal, do not attach any forms which may contain terms and conditions that conflict with those listed in the City’s solicitation document(s). Inclusion of additional terms and conditions, such as those which may be on your company’s standard forms, may result in your submittal being declared non-responsive.

5.14. SPECIFICATIONS

A. The specifications shown in the Invitation for Bid are intended to represent items of a quality level known to meet City’s requirements. While the City endeavors to promulgate written specifications that are accurate and nonrestrictive for submittal purposes, they may also reference an item by manufacturer’s name and model number. Respondents are cautioned that in the event of a discrepancy therein, such difference must be timely questioned in writing. Any written question must be received by the Procurement and Contracts Division at the address on the cover of this solicitation no later than ten (10) days prior to the opening.

B. If any proprietary, trade, brand, or manufacturers' name or part number is used herein in describing the required equipment or materials, it shall be understood to indicate the minimum standard of composition and quality desired, and shall not be construed to exclude equipment or goods that equals or exceeds the functional capability and quality of the named equipment. The City, in its sole discretion, shall determine whether equipment or goods are equivalent in capability and quality.

C. In cases where an item is identified by a manufacturer's name, trade name, catalog number, or reference, it is understood that the Respondent proposes to furnish the item so identified and does not propose to furnish an "EQUAL" unless the proposed "EQUAL" is definitely indicated therein by the Respondent. The reference to a name brand is intended to be descriptive but not restrictive and only to indicate to the prospective Respondent articles that will be satisfactory.

Submittals on other makes and catalogs will be considered provided each respondent clearly states in their submittal exactly what he proposes to furnish and forwards with their submittal a cut illustration or other descriptive matter which will clearly indicate the character of the article covered by their submittal.

The City hereby reserves the right to approve as an equal, or to reject as not being equal, any article the Respondent proposes to furnish which contains major or minor variations from the specification requirements but may comply substantially therewith. If no particular brand, model, or make is specified and if no data is required to be submitted with the submittal, the successful contractor after award and before manufacture or shipment may be required to submit working drawings or detailed descriptive data sufficient to enable the City to judge if such requirement of the specification is being complied with.

D. Respondents are strongly encouraged to submit equivalent equipment or materials for consideration during the question and answer period. If equivalent equipment or materials is proposed, indicate the manufacturer's name and model number for the equipment and include any literature or other explanation of the equipment's quality or performance with your submittal.

E. The equipment herein shall be new and shall be of the current production model.

If applicable, detailed equipment specifications for make and model offered shall be provided with submittal.

F. Respondents may be required, at no expense or liability to the City, to make available for test/demonstration, equipment equal in all aspects to the equipment quoted, and/or equal equipment that may be seen under operating conditions in the Central Florida area.

5.15. SILENCE OF SPECIFICATIONS

The apparent silence of these specifications or any supplemental specifications as to details or the omission from same of any detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail and that only materials of first quality and correct type, size, and design are to be used. All workmanship shall be first quality. All interpretations of specifications shall be made upon the basis of this statement.

5.16. PRICES AND TERMS

All prices must be firm for the delivery schedule quoted herein. All prices shall be F.O.B.

Destination delivered to any City of Orlando Department unless otherwise stipulated in the Solicitation.

5.17. TAXES

The City of Orlando does not pay Federal excise and State sales taxes. Our tax exemption number is 85-8015427957C-9 and is also stipulated on all our Purchase Orders.

5.18. POLITICAL SUBDIVISIONS

Under Florida Law, prices contained in State Contracts shall be available to the City of

Orlando, who might wish to purchase under a State Purchase Contract. The City of

Orlando therefore reserves the right to purchase any commodities from a State Purchase

Contract if in the best interest of the City.

5.19. MISTAKES

Respondents are expected to examine the specifications, delivery schedules, prices, and all instructions pertaining to supplies and services. Failure to do so will be at the

Respondent's risk.

5.20. SAFETY STANDARDS

Unless otherwise stipulated in the Solicitation, all manufactured items and fabricated assemblies shall comply with applicable requirements of Occupational Safety and Health

Act and any standards thereunder.

5.21. MARKING

Each individual container shall be marked with the brand name of the product, quantity and the name and address of the manufacturer. Each shipping container shall include the name of the Respondent and must also clearly indicate the City of Orlando Purchase

Order Number and/or City Contract Number.

5.22. INVOICING AND PAYMENT

The Contractor shall be paid in accordance with Florida Statutes, upon submission of invoices to: AP_Invoices@orlando.gov or PO Box 4990, Orlando, FL 32802-4990.

Invoices are to be billed at the…