Orlando_Venues_Event_Conversion_Services_(Addendum_#1_Revision).pdf

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

INVITATION FOR BID (IFB)

IFB23-0283

ORLANDO VENUES EVENT CONVERSION SERVICES

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)

ORLANDO VENUES EVENT CONVERSION SERVICES

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

10. PRICING PROPOSAL

Orlando Venues Event Conversion Services

1. INTRODUCTION

1.1. Summary

The City of Orlando requests bids from interested and qualified firms for venue event conversions, event sets, chair sets, chair strikes, and miscellaneous event labor support. Services are to ensure that Venue calendars and conversion event requirements are met and exceeded, for a multi-purpose sports and entertainment facility services of the Orlando Venues facilities located in Orlando, Florida. The Orlando

Venues, a Department of the City of Orlando, manages the Amway Center, Camping

World Stadium (CWS)/Tinker Field, CWS Complex parking lots, & Festival/Sport

Fields, Harry P. Leu Gardens, and The Mennello Museum of American Art.

1.2. Contact Information

Direct all questions and inquiries to the following:

Angela L. Thomas, MBA, CPPB

Senior Purchasing Agent

400 S Orange Ave

4th Floor Purchasing

Orlando, FL 32801

Email: angela.thomas@orlando.gov

Phone: (407) 246-2563

Department:

Orlando Venues

1.3. Timeline

Issue Date June 24, 2023 mailto:angela.thomas@orlando.gov tel:(407)246-2563

Pre-Bid Conference (Non-Mandatory) July 7, 2023, 1:00pm

JOIN THE VIRTUAL PRE-

SOLICITATION CONFERENCE.

Online:https://teams.microsoft.com/dl

/launcher/launcher.html?url=%2F_%

23%2Fl%2Fmeetup-join%2F19%3Ameeting_MzAxNDQw

NWItYTBhOS00NjYwLTljN2ItZmRiZ

GQ0MzU2NmQ3%40thread.v2%2F0

%3Fcontext%3D%257b%2522Tid%

2522%253a%25227594da9b-294b-

4acf-913b-d159ae921564%2522%252c%2522

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09af2b540b01%2522%257d%26ano n%3Dtrue&type=meetup-join&deeplinkId=3c79b3eb-4c8b-

43a6-8fb5-

24a47f6b9e5d&directDl=true&msLau nch=true&enableMobilePage=false& suppressPrompt=true

Call into the virtual meeting by dialing this phone number: +1 321-

247-7568

Once dialed-in and prompted, enter the Conference ID:598 885 375#

Cut-off date for Questions by Bidder July 17, 2023, 5:00pm https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_MzAxNDQwNWItYTBhOS00NjYwLTljN2ItZmRiZGQ0MzU2NmQ3%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=3c79b3eb-4c8b-43a6-8fb5-24a47f6b9e5d&directDl=true&msLaunch=true&enableMobilePage=false&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_MzAxNDQwNWItYTBhOS00NjYwLTljN2ItZmRiZGQ0MzU2NmQ3%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=3c79b3eb-4c8b-43a6-8fb5-24a47f6b9e5d&directDl=true&msLaunch=true&enableMobilePage=false&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_MzAxNDQwNWItYTBhOS00NjYwLTljN2ItZmRiZGQ0MzU2NmQ3%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=3c79b3eb-4c8b-43a6-8fb5-24a47f6b9e5d&directDl=true&msLaunch=true&enableMobilePage=false&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_MzAxNDQwNWItYTBhOS00NjYwLTljN2ItZmRiZGQ0MzU2NmQ3%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=3c79b3eb-4c8b-43a6-8fb5-24a47f6b9e5d&directDl=true&msLaunch=true&enableMobilePage=false&suppressPrompt=true 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https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_MzAxNDQwNWItYTBhOS00NjYwLTljN2ItZmRiZGQ0MzU2NmQ3%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=3c79b3eb-4c8b-43a6-8fb5-24a47f6b9e5d&directDl=true&msLaunch=true&enableMobilePage=false&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_MzAxNDQwNWItYTBhOS00NjYwLTljN2ItZmRiZGQ0MzU2NmQ3%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=3c79b3eb-4c8b-43a6-8fb5-24a47f6b9e5d&directDl=true&msLaunch=true&enableMobilePage=false&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_MzAxNDQwNWItYTBhOS00NjYwLTljN2ItZmRiZGQ0MzU2NmQ3%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=3c79b3eb-4c8b-43a6-8fb5-24a47f6b9e5d&directDl=true&msLaunch=true&enableMobilePage=false&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_MzAxNDQwNWItYTBhOS00NjYwLTljN2ItZmRiZGQ0MzU2NmQ3%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=3c79b3eb-4c8b-43a6-8fb5-24a47f6b9e5d&directDl=true&msLaunch=true&enableMobilePage=false&suppressPrompt=true 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https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_MzAxNDQwNWItYTBhOS00NjYwLTljN2ItZmRiZGQ0MzU2NmQ3%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=3c79b3eb-4c8b-43a6-8fb5-24a47f6b9e5d&directDl=true&msLaunch=true&enableMobilePage=false&suppressPrompt=true

Bid Due Date and Time July 27, 2023, 2:00pm

JOIN THE VIRTUAL OPENING.

Online:https://teams.microsoft.com/dl

/launcher/launcher.html?url=%2F_%

23%2Fl%2Fmeetup-join%2F19%3Ameeting_YjBlNDNmY

WItMWIxYi00Y2FkLThhZjktYWZlOT

YyMWI3OWUy%40thread.v2%2F0%

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09af2b540b01%2522%257d%26ano n%3Dtrue&type=meetup-join&deeplinkId=98a8345f-095c-

4b1c-becb-

2c8349f1b2c1&directDl=true&msLau nch=true&enableMobilePage=false& suppressPrompt=true

Call into the virtual meeting by dialing this phone number: +1 321-

247-7568

Once dialed-in and prompted, enter the Conference ID: 894 754 943# https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_YjBlNDNmYWItMWIxYi00Y2FkLThhZjktYWZlOTYyMWI3OWUy%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=98a8345f-095c-4b1c-becb-2c8349f1b2c1&directDl=true&msLaunch=true&enableMobilePage=false&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_YjBlNDNmYWItMWIxYi00Y2FkLThhZjktYWZlOTYyMWI3OWUy%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=98a8345f-095c-4b1c-becb-2c8349f1b2c1&directDl=true&msLaunch=true&enableMobilePage=false&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_YjBlNDNmYWItMWIxYi00Y2FkLThhZjktYWZlOTYyMWI3OWUy%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=98a8345f-095c-4b1c-becb-2c8349f1b2c1&directDl=true&msLaunch=true&enableMobilePage=false&suppressPrompt=true 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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/orlandofor 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 four (4) additional twelve (12) month periods or portions thereof, up to a cumulative total of eighty-four (84) 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.

https://procurement.opengov.com/portal/orlando/projects/49276?section=412676

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 Thursday, July 27, 2023. 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. Scope of Work

The City of Orlando requests bids from interested and qualified firms for venue event conversions, event sets, chair sets, chair strikes, and miscellaneous event labor support. Services are to ensure that Venue calendars and conversion event requirements are met and exceeded, for a multi-purpose sports and entertainment facility services of the Orlando Venues facilities located in Orlando, Florida. The Orlando

Venues, a Department of the City of Orlando, manages the Amway Center, Camping

World Stadium (CWS)/Tinker Field, CWS Complex parking lots and Festival/Sport

Fields, Harry P. Leu Gardens, and The Mennello Museum of American Art.

A. Conversions occur when the Venue set-up needs to change from one type of event to another type of event. For example, the set change from a Concert to a

Basketball game.

B. Typically, there are six (6) to eight (8) hours maximum to convert. Estimate a crew to include one (1) Working Crew Lead/Supervisor and fourteen (14) to twenty-four (24) crew laborer members.

4.2. Typical Conversion set-ups include:

A. Basketball: Retractable Seating is extended, Lay out Basketball Flooring, Install

Goals, Set-up Courtside Decks & Seating, as well as all other Special

Requirements as fully documented within Event Work order.

B. Concert: Set-up completed on a bare floor. Retractable Seating may or may not be extended or in place, varies based on show seating build, install all sectional stairs, build staging as specified by show promoter and outlined within Event

Work order, as well as all other Special Requirements as fully documented within

Event Work order. Subsequently, a call for a smaller crew (typically seven (7) to ten (10) crew members plus one (1) Crew Lead/Supervisor returns post production build, to complete the Chair-set .

C. Hockey/Lacrosse/Soccer: Install designated Retractable Seating, Installation of

Hockey System to include: Dasher Boards, Hockey Plexi-glass, install access stairs, locker room/player hallway carpet runners, build out of penalty and player team boxes, install/removal of protective netting and install goals if applicable, as well as all other Special Requirements as fully documented within Event Work order.

D. Arena Football: Install designated Retractable Seating, Installation of Hockey

Dasher Boards, install access stairs, locker room/player hallway carpet runners, build out of penalty and player team boxes, install/removal of protective netting, and install goals if applicable, as well as all other Special Requirements as fully documented within Event Work order.

4.3. Other Types of Venues Services Labor would include:

A. Event Sets – These typically involve reduced manpower due to reduced set-up and equipment movement or install/removal. Duration is four (4) to five (5) hours, as well as all other Special Requirements as fully documented within Event Work order.

B. Chair-Sets - smaller crew (typically seven (7) to ten (10) crew members) plus one

(1) Crew Lead/Supervisor setting floor chairs. NOTE: four(4) hour minimum for labor call.

C. Chair-Strikes – Striking of floor chairs typically handled by Conversion Services

Labor that would be on call to transition Venue to following day event; however, in some instances a smaller crew (typically seven (7) to ten (10) crew members) plus one (1) Crew Lead/Supervisor would handle just striking floor chairs to get to clear floor, as well as all other Special Requirements as fully documented within

Event Work order NOTE: a Chair-Strike only call would be a four (4) hour minimum.

D. Miscellaneous Event Labor Support – All Venues may have crew labor support needs (portable chairs placement, barricades, staging, tables, furnishings and equipment.) Pre-Event/Event Day-Night/Post.

E. Contractor's Conversion lead and labor crews must operate in accordance with the policies, procedures, and applicable laws. The Contractor is responsible for training, recruiting, scheduling, and disciplining of crew labor; handling Orlando

Venues/City of Orlando inquiries; resolving Contract Services issues; addressing labor relations issues and decision making responsibilities as it relates to managing their provided labor, and training crew labor on standard operating procedures and ensuring compliance.

F. Inspire, mentor, and develop crew labor to deliver world class service in all aspects of the operation that delight and exceed expectations of Venue guests, clients, and partners.

G. Orlando Venues will provide oversight in the form of a designated Conversion

Manager and Conversion lead(s) as well as assistance/support from the Facility

Manager, Site Operations Manager, Operations Supervisor, and assigned Event

Manager(s), with all events requirements.

H. The Contractor must maintain crew labor records, incident reports, and nightly

Quality Assurance Check-list .

I. The Contractor must Interface with all departments to ensure conversion requirements are met or exceeded in regards to conversion requests.

J. The Contractor rep to represent the conversions labor services team in meetings, strategy sessions, and related to Event readiness.

K. The Contractor must demonstrate consistency in the delivery of semi-skilled to skilled crew laborers, insuring at least four (4) on-site crew have forklift operating certification, efficient turnaround times, streamline work process, and work cooperatively and jointly to provide quality seamless customer service.

L. The Contractor is responsible for reviewing, validating, and approving incident and damage reports related to conversion activities.

M. The Contractor is required to manage any third party labor services vendors used, to ensure service level agreements are being met and goals achieved.

N. The Contractor is required to maintain a safe work environment, ensuring that staff is well informed on event schedules and work order deliverables; report irregularities, discrepancies, damage, loss of property, and safety concerns promptly, following reporting procedures.

4.4. Minimum Knowledge, Skills and Abilities of Contractor Crew Laborers

A. Experience with conversion activities for event transitioning, load-in, load-out for events, as well as methods and techniques in the movement of retractable seating, furniture, fixtures, and all event related relevant equipment.

B. Ability to effectively interact with all levels of management and colleagues.

C. Ability to simultaneously perform a high level of detail across multiple operational disciplines.

D. Ability to use heavy equipment such as forklifts, scissor lifts, tug, boom lift, and bobcat etc., with precision and accuracy.

E. Demonstrate knowledge of safety requirements and public facility/venue standards.

F. Work effectively under pressure to meet conversion timelines & deadlines;

adaptable with change.

G. Establish and maintain effective working relationships with staff, vendor contractors, and facility users.

H. Knowledge of, and compliance with, Federal and State OSHA regulations, safety practices, including first aid and all applicable safety standards for public facilities.

4.5. Supplemental Job Functions

A. Certification to operate a forklift and man lift.

4.6. Working Conditions

A. Irregular and extended hours including nights, weekends, and holidays.

B. Exposure to high noise level.

4.7. Security Requirements

A. The City will provide Contractor’s staff keys and/or access cards to the premises, as needed. All keys and access cards may need to be signed in and out, and will not leave the premises without City approval.

B. The Contractor will be responsible for securing all areas of the premises serviced. Failure to comply will result in the Contractor being responsible for all losses of Orlando Venues or any other building occupant's property. If Orlando

Venues has to re-key the premises due to Contractor's staff losing keys or failure to return checked out keys after dismissal/departure, the Contractor will be responsible for all costs associated with rekeying the building.

C. All exterior doors will be kept closed and locked at all times except during event/opening hours. All interior doors that connect public areas and secured areas will be kept closed and locked at all times.

D. The City reserves the right to limit access to the facility to specific entrances for

Contractor’s staff. The Contractor's staff members entering or leaving the premises will make certain exterior doors are locked at all times. The Contractor's staff members will be alert upon entering and leaving the premises to ensure that no unauthorized persons are waiting to gain access to the premises.

E. Unauthorized persons will not be allowed to enter. Doors will not be unlocked for anyone at any time for any reason while Contractor is servicing the premises.

4.8. Operator Safety, Occupational Safety and Health Act (OSHA)

A. All employees of the Contractor will follow normal safety rules as recommended by OSHA such as safe handling of all equipment, etc., and follow any the current safety rules enforced by the City.

B. Contractor employees will be trained at the Contractor’s expense and follow all

Federal, State, and Local laws and OSHA regulations and guidelines.

C. It is essential that the transition both at the beginning and end of the awarded

Contract from the incumbent Contractor to the awarded Contractor be accomplished without interruption to the services being provided to the City.

Coordination of the transition will be between the awarded Contractor, incumbent

Contractor, and the City’s Representative(s), to guarantee there is no interruption of services.

4.9. Standard of Performance

A. The Contractor will perform under this Contract, in accordance with the standards specified and communicated by the City and be consistent with the highest standards of conversion labor services among first class arenas, stadiums, and venues.

B. The performance and the limits of the work will at all times and in all respects be subject to the direction and approval of the City.

C. The Contractor will assume the responsibility of fully acquainting itself with all terms, conditions, and requirements contained herein.

D. Contract modifications are effective only when an Amendment to the Contract is fully signed by the City and the Contractor.

4.10. Responsibility for Property Damage or Injury to Employees

A. The Contractor will be responsible for any damage to property, caused by negligence in the performance of work under this Contract, including, but not limited to, equipment furnished to the Contractor. In the event of such damage, the City reserves the right to immediately make both temporary and permanent repairs at the expense of the Contractor, and the Contractor hereby agrees that in such event, the City may deduct the cost of such repairs and related expenses incurred from any monies due to the Contractor under this Contract. The

Contractor will report any damaged, nonfunctional or missing items and equipment or vandalism to the City no later than the end of each shift.

B. The Contractor will promptly report in writing within twenty-four (24) hours to the

City’s Venue Security and Risk Management Department all accidents whatsoever arising out of or in conjunction with the performance of the work, whether on or adjacent to the working site, which cause death, personal injury, or property damage, giving full details and statements of witnesses.

4.11. Responsibilities of the Contractor

A. The Contractor shall develop a Personnel Manual for distribution to and for use by its employees for each facility. This manual should include expectations of service, general facility information, specific event related responsibilities, job responsibilities by position, sample reporting forms, and procedures for incidents and other matters. Contents of manual must be approved by the Director or designated representative.

B. The Contractor will employ qualified and competent personnel in their respective lines of work. All such employees will be subject to approval by the City.

C. Should City Venues Management deem any Contractor employee incompetent, negligent or for any cause unfit for duty, then that Contractor employee will not be allowed to work at the Orlando Venues facilities.

D. The Contractor will perform the work specified herein and will be responsible for all conversion services as directed by the City.

E. The Contractor will provide other key personnel necessary for the administration of operations, such as payroll, insurance and clerical work, in addition to the conversion services personnel.

F. The Contractor will provide a primary point or points of contact and phone numbers for communication with the City to ensure customer service standards.

G. Except for instances when supplemental workers are requested to assist the

City’s Venues Operations Department, the Contractor will designate a crew lead/supervisor to be present during the performance of all work to ensure that the work is performed satisfactorily and in full compliance with all requirements and safety precautions.

H. The Contractor realizes that attendance at various events varies from day to day.

Therefore, it is the responsibility of the Contractor to employ the caliber and numbers of personnel requested to perform conversion services in an efficient and safe manner and in accordance with the requirements of this Contract. If the

Contractor’s employee(s) are going to be late or cannot make their scheduled shift, the City should be notified immediately.

I. All Contractor employees must wear uniforms that have been approved by City

Management. Uniforms are to be provided by the Contractor and any future replacement uniforms, cleaning and any other associated costs thereof will be the responsibility of the Contractor. Contractor’s employees’ clothing and personal hygiene is to be professional at all times. Any individual that the City determines does not meet City standards will be brought to the Contractor’s attention and the deficiency remedied or the person removed from the premises.

J. The Contractor will consent to reasonable searches and/or inspections of any containers or packages, and its employees. The Contractor will require its employee’s consent to the above searches, as part of their employment contract.

K. The Contractor will be responsible for ensuring that all lost articles found by its employees are turned in as directed by the City.

L. Only those employees actually working are permitted in the facilities during an event. The Contractor cannot permit free entrance of any person not a bona fide employee for such event or events and no surplus of employees will be permitted for any event.

M. All employees are only to be in their area of assigned work. There will be no loitering in the assigned area or in common areas at any time if not assigned to that area.

N. Drug and Alcohol-Free Workplace: The Contractor certifies and agrees that, with respect to its employees that participate in the performance of this Contract, the

Contractor is to maintain a workplace free of drugs and alcohol use during the term of the Contract.

4.12. Job Dockets

A. Job Dockets will be required for each individual conversion service.

B. An itemized job docket detailing the exact number of hours worked for each individual by position will be provided to the City.

C. The Contractor will provide a job docket with backup no later than 11:00 a.m. the next business day after the conversion set. The City Venues Director or designee will furnish the Contractor with the name or names of those persons authorized to receive the job dockets.

D. Invoices for conversion services should be submitted to the City Venues Director or designee no later the fifth (5th) day following the end of the service month.

E. Labor time keeping report generated by an automated payroll system (i.e.

Kronos, etc) with sign in and sign out capabilities or manual timekeeping logs to keep track of hours worked by all event staff by positions.

F. In the case of hours worked by third-party subcontractors, submit the subcontractor's invoice or supporting documentation from the subcontractor's submittal which shows total hours billed by positions.

G. The backup should match the hours that are billed on the job docket and the monthly invoice.

H. The Contractor shall present a monthly summary, by venue, of the job dockets.

This monthly summary will become the invoice which will be submitted for payment. A copy of the job dockets must be attached to the monthly summary sheet. Payment of the invoice will be made in accordance with the City’s procedures.

4.13. Other Requirements

A. Building Access: The Contractor will provide a roster of all employees by position and maintain this list up-to-date which will be used for upload into the building ABI building entry/check in and out system. Employees may be required to check in and out as directed by the City. Contractor will be responsible for submitting identification badge information into ABI Mastermind and the City is responsible for producing the identification badges once information has been uploaded in the system. All non-regular contractor employees, groups, or partners will be required to be issued a daily wristband by contractor management staff. Identification and daily wristbands are required to remain visible at all times while on Venues property.

B. Parking: The cost of parking for the Contractor and its employees, subcontractors, and vendors shall be at the Contractor's sole cost and expense.

C. Two-Way Radios: The Contractor will provide two-way portable radios for use by personnel assigned to all Orlando Venues Facilities. The radios must be capable of transmitting and receiving from within any on-site location. At least two radios shall be assigned to members of the Orlando Venues staff. The Contractors must submit the model number(s) and quantities of the radio equipment proposed and position of the personnel to whom the radios will be assigned, i.e., crew/lead supervisor, etc. The City shall supply to the Contractor radios for each crew lead/supervisor at all venues. The Contractor shall need to provide any other radio needs at all venues.

D. Pre-Event Meetings: The Contractor may be required to participate in pre-event, regularly scheduled facility staff meetings, and event planning meetings, as requested by Orlando Venues. The Contractor shall provide staff briefing and provide the necessary general information for relevant conversion services to

Contractor’s staff.

E. Training: Each employee will complete a training orientation conducted by the

Contractor. The Contractor’s training materials should emphasize workplace safety, appropriate communication and professionalism skills and overall expectations of each employee.

4.14. Responsibilities of the City

A. The City Venues Director or designated representative shall, under normal circumstances, provide to the Contractor information as it pertains to staffing requirements, at least forty-eight (48) hours prior to an event, or prior to servicing of the facilities, when sufficient information is available to do so.

B. The City will provide and coordinate all work schedules with the Contractor prior to events and servicing of the facilities.

C. The City will provide a primary point or points of contact and phone numbers for communication with the Contractor to ensure conversion services meets the required standards.

D. The City will work with the Contractor in a professional manner to resolve any billing or payment discrepancies or other problems that may arise.

E. The City will provide a list of equipment and required supplies that will be provided by the City.

4.15. Powers Reserved by the City

A. The Orlando Venues reserves the right to modify at any time the Venues Policies and Procedures or Operating Plan changing the nature, method, scope, frequency, or timing of the Contractor’s obligations under this Contract, in whatever manner it determines to be reasonably necessary for the proper operation of the Orlando Venues facilities. The Contractor is to fully comply with all such Contract adjustments and will use its best efforts to do so as promptly and as efficiently as possible. Any contractual changes will be accomplished by formal Amendment to the Contract

B. The City Venues Director or designee may occasionally amend the Venues rules and regulations for the delivery of conversion services, from time to time as business needs dictate. Any contractual changes will be accomplished by formal

Amendment to the Contract

C. The Contractor employees are prohibited from distributing literature of any kind in the Orlando Venues facilities or its grounds unless authorized to do so by the

City.

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…