OCCC_Fire_Alarm_and_Smoke_Control_draft_rev_1.docx

Contract# Y25-193

SCOPE OF WORK

TESTING, INSPECTION, MAINTENANCE AND MONITORING OF THE FIRE ALARM SYSTEM, AND SMOKE CONTROL SYSTEM AT THE ORANGE COUNTY CONVENTION CENTER

This is a contract for the Testing, Inspection, Maintenance and Monitoring of the Fire Alarm System and Smoke Control System installed at West and North/South Buildings, including the Destination Parkway Parking Garage, offices at Station 57 and Remote Building area at the Orange County Convention Center (OCCC). The service provided includes annual testing inspections, maintenance and monitoring of all systems. The Contractor shall provide all applicable Federal, State, and/or local code required maintenance and certification of all systems specified by the OCCC owned and operated facilities. The Contractor shall provide all code required maintenance and certification of all systems specified by the OCCC owned and operated facilities. The Contractor shall monitor all applicable codes including NFPA and advise the OCCC of any actions required to remain in compliance with codes. The Contractor shall perform functional and operational testing of fire alarm and Smoke Control systems for OCCC per current Orange County adopted NFPA 1, NFPA 17A, NFPA 72, NFPA 92 and NFPA 96 guidelines.

The OCCC is a multi-purpose facility designed for conventions, tradeshows, meetings, and consumer events. OCCC is the third largest convention center in the United States with over 7 million square feet of building under roof. Additional square footage will be added within the next 3-5 years.

1. WORKMANSHIP

All testing/inspections will be performed during the hours of 11:00 pm through 5:00 am unless otherwise specified by the Facility Operations Representative. Testing and inspection shall be scheduled through the Facility Operations Representative. All work shall be in accordance with current NFPA standards as adopted by Orange County Florida and shall comply with manufacturer's recommendations.

A. Maintenance, testing and Inspection times have been established for consideration of our operation and the comfort of our clients. Emergencies are to be treated on a case-by-case basis and do not fall under the normally scheduled hours. The Contractor shall have the capability to receive service requests by landline telephone and cellular, text messages and email.

The Contractor shall monitor any and all applicable codes including NFPA. Provide in writing to the Facility Operations Representative any actions required to remain in compliance with code. All inspection reports must be sent electronically to the designated life-safety coordinator within five (5) days of completion. All quotes for deficiencies must be submitted within ten (10) days after the inspection. If a condition is discovered that requires an emergency repair, the Contractor shall immediately notify the Facility Operations designee. Under no circumstance is a system to be left out of service. If emergency repairs cannot be made within four (4) hours, the Contractor shall notify OCCC that a fire watch will be necessary. The Contractor shall notify in writing of the approximate time that the repair will be made The Contractor shall test, service, and maintain systems using only U.L. listed and manufacturer's approved testing equipment and replacement parts. The Contractor will provide a list of all calibrated test equipment to be used for testing within 15 days after award. The integrity of all systems shall be maintained at all times, unless approved by the Facility Operations Representative.

The Contractor shall protect existing manufacturer warranties and follow manufacturer’s recommendations while performing all services herein. Contractor shall furnish lifts, tools, machinery, computers and other related equipment to test/repair all devices.

The property named North/South will consist of the Convention Center addressed at 9899 International Drive and 9400 Universal Boulevard, Destination Parkway Parking Garages and Offices (including Station 57), and the Remote Building and Electric Vehicle Charging Area addressed at 9860 Universal Boulevard. The West Building will consist of the Convention Center, West Entrance, Building 12 and Building 13 addressed as 9800 International Drive.

2. FIRE ALARM SYSTEM

System must comply with NFPA 1, NFPA 17A, NFPA 72, and NFPA 96.

3. SMOKE CONTROL SYSTEM

System must comply with NFPA 1 and NFPA 92.

4. Invoices and Statements

Supporting documentation shall be submitted with a properly executed invoice. The Contractor shall reference the contract number and the corresponding Delivery Order number on all invoices. Line items on invoices shall correspond with the Delivery Order line items.

At a minimum, an invoice shall contain the following information: Delivery Order Number, Date of Service, Labor Category, supporting documentation (work orders, service tickets, etc. and they must be signed by an OCCC representative before submitting for payment), Line items shall be per what is reflected on the Delivery Order, and Service Location.

Emergency and "as-needed" services/work shall be invoiced separately. The Contractor shall provide a copy of the work order and service ticket with the invoice for verification of actual labor hours used on the job. Only properly documented onsite time will be compensated, travel time will not be paid by the OCCC nor the County.

The County will review invoices for required information. The County will have the authority to reject an invoice based on improper invoice format.

The backup documentation submitted with the invoice shall include a copy of the invoice reflecting the actual cost paid for the part from a third party supplier.

The Contractor shall submit monthly statements of unpaid invoices. At a 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 by the 15th day of each month for service performed in the prior month and/or as requested by the County.

5. SUPPLEMENTAL CONDITIONS

Within the first ninety (90) days following the contract commencement date, the Contractor shall perform a field verification of all fire alarm and smoke control systems. Within this time, the Contractor shall provide the OCCC a report with all known deficiencies. The Contractor shall accept the current condition of all equipment.

A. The Contractor shall not make any alterations to any equipment without prior written approval of the Facility Operations Representative.

B. The Contractor shall provide all labor, materials, supplies, and equipment for Testing, Inspection, Maintenance and Monitoring of the Fire Alarm System and Smoke Control System.

C. Where in the course of work, the Contractor requires an outage of electrical service, the Contractor must request, in writing, authorization for the outage through the Facility Operations Representative 10 (ten) calendar days in advance. The request shall state the anticipated duration of such outage. In the event of an emergency, when written approval is not practical or possible, verbal approval must be obtained from the Facility Operations Representative.

D. The Contractor and a Facility Operations Representative shall meet monthly to review performance and schedule major repairs for the next 90 (ninety) day period.

E. All areas in which the Contractor conducts work shall be left in a clean and orderly condition. All work shall be done in a safe, courteous, and professional manner. All fire alarm control panels shall be clutter free. Panel will be vacuumed and left free of parts and small hardware.

F. Contractor personnel shall check in with the OCCC's Building Security or Facility Operations Designee during scheduled working hours prior to commencing work and check out after completing the work. This requirement applies to all work. The Contractor is not authorized access to any building or area without obtaining permission.

G. A certificate of compliance must be completed and provided to the Facility Operations Representative each time a fire alarm system is serviced, repaired, or improved. Additional typewritten documentation required for all modifications will not be covered under the certificate of compliance.

H. A Fire Alarm Service Tag must be affixed to the fire alarm control panel each time a system is serviced, repaired, or improved.

I. The Contractor shall use the labor rates on the fee schedule for the purpose of pricing all additional work. Labor hours must be annotated on a work ticket, travel time will not be paid to the Contractor.

The Contractor shall submit a copy of the work order with its invoices for Testing, Inspection, Maintenance and Additional Work. Work orders must be signed by the Facility Operations Representative at the time the Maintenance, Programming or Additional Work is performed. Failure to obtain an authorized signature may result in denial of payment for the work covered by the work order. When an emergency situation is deemed to have existed, written authorization of the work order shall be accomplished as soon as possible after completion of the emergency service work. The work order must include the names of the Contractors workers and the days/hours worked (in/out time).

J. A work order shall be submitted to the Facility Operations representative for approval within 48 (forty-eight) hours of the maintenance, programming and additional work performed. Such work orders shall indicate the date work was performed, a description of the work, man- hours, and any other applicable information.

K. Hours of Performance:

· Standard Hours: Standard working hours are Monday through Friday, 6:00 AM to 6:00 PM, excluding Orange County holidays. Responses should be within 3 hours of notification of additional work request, and on-site within twenty-four hours (or as scheduled by the life-safety coordinator)

· Non-standard hours: Non-standard working hours are Monday through Friday, 6:01 PM to 5:59 AM, weekends, and Orange County Holidays. Responses should be within 3 hours of notification of additional work request, and on-site within twenty-four hours (or as scheduled by the life-safety coordinator)

· Emergency Services: All emergency service responses shall be on a 7 (seven) days per week, 24 (twenty-four) hours per day basis. Response requirements: Emergency Services: Twenty-four (24) hours per day, seven (7) days per week, to include weekends and Orange County holidays. Emergencies shall require a one (1) hour of on-site arrival response time from the time of notification.

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. Veterans’ Day

7. Thanksgiving Day and the Friday after Thanksgiving Day

8. Christmas Eve and Christmas Day

L. The Contractor shall accept the systems covered herein in an as is condition as of the effective date of this contract. The certificate of annual inspection will be made available to the Contractor prior to commencing work. The systems have been installed and approved per adopted Florida Codes.

M. The contractor shall have a lift available on-site for the purpose of testing and inspection or Repairs (non-emergency) of any fire alarm or smoke control systems needed to comply with current NFPA requirements.

N. To expedite Emergency Repairs requested by the County, the County will provide a County-owned lift and a trained lift operator to raise (lift) the Contractors employee(s) to the areas that need to be worked on. At no time will the Contractors employee(s) be allowed to operate the County lift on their own, nor is/are the Contractor(s) employee(s) allowed to be up on the lift without the presence of a County employee to operate the lift.

O. Inspection Reports and deficiencies are to be submitted electronically within seven (7) days of the completed inspection.

6. SECURITY AND IDENTIFICATION

Background and Drug Screen Requirement and Annual Updates. The Contractor shall provide a Level 1 (5 years) background check and a drug screening for its employees eligible to work under this contract at the OCCC and shall provide this list of such employees to the OCCC Security Division Supervisor upon successful completion background and drug screen requirement in order for the employee to be eligible to work at the OCCC. The background checks and drug screenings shall be dated no earlier than ninety (90) days prior to contract start date. The Contractor shall provide background checks and drug screens at no cost to OCCC. Background checks and drug screenings shall be performed and must be updated for each employee on an annual basis, at no additional cost to the OCCC, throughout the contract and shall include:

a. Identification Verification

b. Selective Service Status, if applicable (registered/unregistered)

c. FDLE Automated Criminal Record

• Amphetamines

• Cocaine Metabolites

• Marijuana Metabolites

• Opiate Metabolites

• Phencyclidine

j. Sex offender registry

A. The Contractor shall ensure that all vehicles used by their staff are properly identified with the company’s name and logo.

B. The Contractor shall remove from Convention Center premises any of its employees who, in the opinion of the County’s Representative, or designee, is not performing the services in a proper manner, or who is incompetent, disorderly, abusive, dangerous, disruptive, or does not comply with the rules and regulations of the County. The Contractor shall in no way, interpret such removal to require dismissal or other disciplinary action of the employee. Employees shall not use controlled substances, unless prescribed, nor illegal substances, and shall not use alcohol on the Center premises. The Convention Center Representative will request that anyone suspected of working under the influence of alcohol or controlled substances be removed from the workplace.

C. OCCC Photo Identification Badges will be issued on an as-needed basis for the Contractor’s employees that have successfully passed their background check and five panel drug screen check. Badges are the property of the OCCC. Each lost and/or misplaced badge will result in a $35.00 replacement fee, payable to the OCCC. In addition, all badges that are not returned to the Security Division or Badging Office within 5 business days upon termination of the Contractor's employee, expiration of the badge date, or conclusion of a project or term contract, will be subject to the $35.00 fee. Payment should be taken to the Business Services office prior to obtaining the replacement badge (receipt must be presented in order to receive a replacement badge). Keys may also be issued to Contractor’s employees on an as-needed basis. All keys are the property of the OCCC. There will be a $35.00 charge per key for all lost and unreturned keys. If multiple cores must be changed due to a missing key, the Contractor shall be responsible for all the core changes. Core changes are $35.00 per core.

D. Contractor's employees will not be allowed in Orange County Convention Center without completed and approved background investigations.

E. Upon termination or transfer of any employee of the Contractor working under this contract, the Contractor shall immediately notify the County Representative, in writing, of such termination or transfer.

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

G. The Contractor shall ensure that all vehicles used by their staff are properly identified with the company’s name and logo.

H. The Contractor shall remove from Convention Center premises any of his employees who, in the opinion of the County's Representative, or designee, is not performing the services in a proper manner, or who is incompetent, disorderly, abusive, dangerous, disruptive, or does not comply with the rules and regulations of the County. The Contractor shall in no way, interpret such removal to require dismissal or other disciplinary action of the employee. Employees shall not use controlled substances, unless prescribed, nor illegal substances, and shall not use alcohol on the Center premises. The Convention Center Representative will request that anyone suspected of working under the influence of alcohol or controlled substances be removed from the workplace.

I. Effective communication is necessary to perform this work. The Contractor shall ensure supervisors and points of contact are able to read, write, and speak English fluently.

7. LICENSE REQUIREMENTS FOR THE CONTRACTOR:

A. Contractors shall maintain the license issued through the Florida Department of Financial Service – Division of Fire Marshal – Fire Protection Systems Contractor License.

B. Contractors shall maintain the license issued from the Florida Department of Business & Professional Regulation – Certified Electrical Contractor from the Electrical Contractors Licensing Board with Only either of the following prefix: EC or EF

C. Contractors shall maintain the license issued through the Florida Department of Financial Services – Division of State Fire Marshal – Fire Equipment Dealer License for Pre-engineered Systems, Class D.