PART_C_Supplemental_Conditions.pdf

PART C: SUPPLEMENTAL CONDITIONS/SPECIAL PROVISIONS

1. SECURITY AND IDENTIFICATION:

A. A Level 1 (5 years) FDLE Background check for the Contracted Firm’s staff and its Subcontractors must be approved by Orange County’s Security team prior to working in any County facility. Contracted Firms are responsible for obtaining the necessary forms for background checks for work at the Convention Center. All background check results will be sent to the Orange County Owner Project Management Team (OPMT).

The Contracted Firm’s staff and its Subcontractors will not be allowed in Orange County facilities without a completed and approved background investigation.

The OPMT will inform the Contracted Firm of their Access Badge approval results.

B. The Contracted Firm shall be responsible for all costs for background investigations.

Background checks must be renewed annually. The County shall have the right to request any additional investigative background information including, but limited to, the employment record, Right-To-Know records, E-Verify system records (if the Contracted Firm uses this service as a means to determine employment eligibility, available through www.uscis.gov), training records, payroll records, position for which hired including site location of any personnel assigned to perform the services. The Contracted Firm shall furnish, in writing, such information to the extent allowed by law, prior to commencement of services. The County reserves the right to conduct its own investigation of any employee of the Contracted Firm.

For security purposes and to maintain privacy when submitting FDLE Background Checks via e-mail the subject line of the email must contain the following **EXEMPT**

C. Upon Background Check approval, the Contracted Firm’s staff shall arrange an appointment with the Convention Center staff to obtain an Orange County photo ID badge. An affidavit of Identity form (issued by the Contracted Firm) and a State of Florida ID or Driver’s License will be required from the staff. All badges must be returned at the end of the project. The cost associated with stolen, lost, or unreturned badges is $35.00 for each.

D. The Contracted Firm shall arrange an appointment with the OPMT to receive, when applicable, keys to the project areas the Contracted Firm requires access. The Contracted Firm shall be responsible for returning all the keys to OPMT at the project close-out phase. If any of the keys are lost, the Contracted Firm shall pay a cost of $150 per key requiring replacement. The Contracted Firm shall also request OCCC parking hang tags for Contracted Firm’s staff to park on OCCC designated parking lots during construction work hours. The Contracted Firm shall submit the required forms given by the OPMT for the issuance of hang tags. All hang tags must be returned at the end of the project. The cost associated with lost, stolen, or unreturned parking hang tags is $35.00.

2. CONTRACTED FIRM’S SUBMITTALS: The Contracted Firm shall submit all submittals, product data, shop drawings, mockups and samples documentation and other submittals via e- Builder to the A/E Design Team. All submittals will be returned to the Contracted Firm and all responses shall also be (filed) in the e-Builder. All approved submittals shall bear the A/E Design Team’s stamp. The Owner Project Team will manage and monitor at all times the Submittal log in conjunction with the A/E Design Team. The status of the log will be reviewed by the Owner Project Team as a part of each Construction Progress Meeting.

3. CONSTRUCTION SCHEDULE WITH EVENTS: The Convention Center is an occupied and active space that is operational at all times. On-Site work availability is limited due to convention center scheduled show events and Orange County holidays. The project site is anticipated to be available to the Contracted Firm seven (7) days per week. Contracted Firm work hours are anticipated to work around convention activities. Any noise generated activity off hours and any exceptions to the work hours must be approved in advance by the OPMT, unless approved otherwise by the OPMT at least 48 hours in advance for work outside those hours. Work shall be sequenced for shows to be accommodated during the project duration.

Any permissible work activities during the non-workdays will be determined at the OPMT’s discretion. With the advanced approval of the OPMT, specific dates may be coordinated with the Contracted Firm for their work schedule.

4. COMMUNICATION AND GENERAL OVERSIGHT: The Contracted Firm shall communicate with all the project participants during all phases of pre-construction, construction, project close out and other project activities to include the following:

a. Communicate daily or periodically with the OPMT and its Project Team as needed. The Contracted Firm shall submit a report daily on concerns related to design and construction efforts, activities, costs, scope, and schedule.

b. The Contracted Firm shall have a Supervisor/qualified person present onsite for the entire duration when performing their own work or any of their sub-Contracted Firms, suppliers or any other project team members.

c. The Contracted Firm shall include in its bid a minimum of one (1) license in order to utilize the County’s adopted e-BuilderTM program for all communications with the A/E Design Team, and other members of Owner Project Team. This is to include but not limited to: changes orders, RFI’s, submittals, daily reports or any other correspondence deemed to be necessary by the county project management team. The cost of a single license is approximately $2,050 per year. The Contracted Firm is responsible for the costs of their e-Builder licenses and renewals throughout the duration of construction and closeout phases.

d. The Contracted Firm shall conduct the project progress meetings and any other workshops with the OCCC Capital Planning Team and the Architect/Engineer of Record including preparation of the agenda, record meeting minutes, and distributing the meeting minutes to the attendees and uploaded to the E-Builder under Daily Reports Process within three (3) business days from the date of the meeting. The project progress meeting minutes shall include at the minimum following items as applicable:

1. Deliveries

2. Off-site Fabrication challenges/updates

3. Site Access Protocols

4. Hours of work

5. Hazards and risks

6. Housekeeping

7. Payment Requests Status

8. Submittals Status

9. Correction of Deficient Items

10. Request for Information (RFI’s) Status

11. Project Schedule

12. Pending Change Orders, Claims and Disputes Status

5. CONSTRUCTION REPORTS: The Contracted Firm shall submit and File in e-Builder Daily

Construction Reports within 48 hours. These reports shall contain information on construction activities, manpower, equipment, materials, deliveries, safety, and other pertinent information.

Each construction daily report shall include:

a. The date, time on and off site, weather conditions and temperature

b. General discussion of the daily work and progress, including a description of the activities completed and started and an assessment of the work accomplished by location.

c. Project accidents, deficiencies, changes or corrective action to maintain schedule.

d. Damage to existing facilities

e. Project delays, reason for delay and corrective action to maintain schedule.

f. Record when Contracted Firm is on site, number of workers by craft and list of equipment items by type

g. Construction testing activities, results, and observations

h. Where possible and appropriate, the quantities of work should be put into place.

i. Description of potential disputes between the Contracted Firm and Orange County and/or

A/E Design Team

j. Description of any direction or corrective action given to the Contracted Firm

k. Description of non-conforming work

l. Detailed record of materials, equipment and number of works by craft used in connection with extra work, or in situations where there is reason to suspect a request for a change order or claim may be submitted by the Contracted Firm.

m. Photographic documentation and associated log with description. These photographs should be capturing daily project progress, overall site conditions, job accidents, deficiencies noted, deviations or changes from drawings or technical specifications, items that could cause delays (i.e., weather conditions, unforeseen conditions) and staged materials/equipment.

n. Incident Reports (if applicable)

Monthly reports shall be submitted to the Owner Project Team by the first of every month, detailing construction progress during the month, costs, safety remarks, schedule milestones, manpower and upcoming events. Each monthly report shall be Filed in e-Builder.

6. WORK RESTRICTIONS: The Contracted Firm shall be responsible for covering exposed work areas. The work areas shall be covered to prevent visible exposure.

The Contracted Firm is responsible prior to demolition of ceilings to survey the above ceiling and ensure existing wiring is not damaged during demolition.

The Contracted Firm is responsible for providing their own equipment and method of construction waste disposal. The Contracted Firm shall have a designated location for their waste disposal containers. The Contracted Firm shall be responsible for ensuring these containers are used for disposal of project specific debris. The Contracted Firm is also responsible for securing the waste disposal containers from unauthorized use.

Battery operated lifts shall have gel cell batteries. Accessibility for equipment such as scissor lifts or electric powered maintenance carts shall be permitted with limited access areas, as coordinated, and approved with the OPMT.

Availability of space for staging/lay down area will determine whether County will permit the

Contracted Firm to set up a staging area. The OPMT will make reasonable staging/storage accommodations on property. The Contracted Firm staging area on site will depend on availability of space; however, relocation of staging area may be required during project.

After completion of the work, the Contracted Firm shall replace or restore to the original condition all affected areas within the project limits. The Contracted Firm is required to provide all materials for patching and painting.

7. FIRE PROTECTION SYSTEM INSTALLATION PROTOCOL: The Contracted Firm and their Subcontractors are responsible for reviewing and following the attached Fire Protection Protocol for Installing, Downloading the Program, Pretesting, and Final Testing. Any deviations from the attached protocol will need written authorization from the OPMT.

8. FIRE WATCH: The Contracted Firm shall provide a 24/7 fire watch for all inactive areas during the construction phase. The fire watch is the action of an onsite person whose sole duty is to watch for the occurrence of fire the entire time the fire sprinkler system and/or fire alarm system (includes but is not limited to smoke detectors, duct detectors, sprinkler risers, etc.) is disabled. Fire watch personnel shall be a fire watch trained security guard, they must be competent, equipped with a cell phone to contact OCCC Security (OCCC Security line 407-685-9828), have a thorough understanding of the purpose and responsibilities of their assignment, and shall know the location and operation of all portable fire extinguishers onsite. Fire watch personnel shall conduct continuous hourly rounds by walking throughout the affected area, looking for evidence of smoke, fire or any abnormal conditions. The specific route shall be laid out so that the fire watch person is required to pass through the entire area to be covered. A separate log identifying each building, or area, under the fire watch by name and address shall be kept. Log entries shall be made hourly at the completion of each round. Log entries shall consist of the date, the time the round was completed, a summary of what was observed, and the name and signature of the individual conducting the fire watch. The fire watch log shall be kept readily accessible for review by the Fire Marshal and submitted daily through the E-Builder system. The personnel must be a fire watch trained security guard. The onsite OCCC Fire Inspector will check to ensure that the fire watch security guards are properly trained.

9. TRANSPORT DEVICES: Personal transport equipment such as rollerblades, razor scooters, skates, hover-boards, and skateboards are not permitted on OCCC premises.

The Contracted Firm shall obtain prior approval from the OPMT for operation of electric motor vehicles (e.g. Segways®) on the show floor. Safe operating practices shall be used at all times.

Segways® and electric scooter-style wheelchairs are currently the only personal transport equipment with rubber wheels allowed in OCCC concourses, lobbies, and registration areas.

Non-gasoline powered motorized vehicles, such as electric carts and bicycles, may be operated in OCCC’s exhibit halls during move-in and move-out days only. Bicycles shall be walked, not ridden, across any OCCC concourse, lobby, or registration area. All vehicles, transport devices, and equipment shall be operated in a safe manner.

Motorized vehicles, such as personnel carts, forklifts, pallet jacks, and other related motorized vehicles with steel and/or hard metallic wheels are not permitted on the OCCC’s concourses, lobbies, and registration areas. Lifts or other wheeled vehicles approved for use in carpeted areas shall have non-marking tires, or tires that are covered with carpet tape or heavy-duty polyethylene sheeting. Carpeted areas shall be protected by Rhino board or similar products in concours/high traffic areas. The use of Masonite is not permitted in concourse/high traffic areas. Gasoline or propane motorized vehicles are not permitted on the OCCC’s concourses, lobbies, tunnels, and registration areas.

The on-site staging areas shall be coordinated and approved by the OPMT. Any vehicle or equipment that requires charging of lead acid or similar battery type, shall be done outside of the exterior of the building.

Contracted Firm vehicle parking is in a specific parking lot to be coordinated with the OPMT.

10. UTILITY COORDINATION: The Contracted Firm shall coordinate any utility improvements and

/ or relocations for this project. The Contracted Firm shall not use utility delays as a basis for additional compensation. The Contracted Firm shall be responsible for all coordination with utilities and the OPMT and shall cooperate fully with utility companies in the relocation of their utilities.

11. LICENSES/PERMITS/FEES: Refer to “Invitation for Bids”, Item 2 “COUNTY PAID

LICENSES/PERMITS AND FEES”.

The Contracted Firm is responsible for cost associated with permit lapse renewal. The Contracted Firm is also responsible for cost associated with failed inspections and expired permits.

The Orange County Building Division has assigned the following Building Permit Number:

12. REQUEST FOR ADDITIONAL INFORMATION (RFI): The County will require a reasonable amount of time, no more than 3 (three) business days, to respond to any RFI submitted by the Contracted Firm. Any delays in responding to the RFI shall not be the basis for reimbursement of any additional compensation, including delay claims. The Contracted Firm shall submit all Requests for Information (RFI) through the e-Builder to request technical interpretation of the plans/drawings and specifications. The A/E Team will evaluate requested deviation from the approved design or specification; will review and respond to RFIs. Any supplementary sketches will be provided using e-builder for clarification of construction plans and assist in resolving actual field conditions encountered e-Builder. The Owner Project Team will monitor and manage at all times an RFI log of all RFI’s submitted by the Contracted Firm in conjunction with the A/E Design Team. The status of RFI log will be reviewed as part of each Project Progress Meeting.

Attachment:

1. OCCC Fire Protection System Protocol for Capital Planning Projects - Version 1 Dated 08/19/2024