PO SOW DCF ITB 2526 058.pdf
PDF 81 KB Posted
- Attached to
- Elevator Maintenance and Repair Northwest Region
- Solicitation number
- ITB-14451
- Issued by
- Leon County, Florida
About this file
This is a Scope of Work document issued by the Florida Department of Children and Families for comprehensive maintenance and repair services for vertical transportation systems at three locations in the Northwest Region: 2383 Philips Road in Tallahassee, 6 Key Street in Quincy, and 4481 Clinton Street in Marianna. The contract requires the Provider to deliver full maintenance and repair services in accordance with original equipment manufacturer specifications and the Maintenance Control Program. The anticipated contract term runs from February 1, 2026, through January 31, 2031, with an option for renewal for up to three years or the original contract period, whichever is longer, subject to satisfactory performance and fund availability. The contract includes expansion provisions allowing the Department to add additional services through mutual written agreement and change orders.
Payment is structured on a fixed-rate basis with invoicing required upon completion of each deliverable, supported by documentation demonstrating service completion. The Provider must submit invoices detailing dates of service, deliverables performed, and PO balance information signed by an authorized representative. Payments will be processed through MyFloridaMarketPlace following Department acceptance and approval of deliverables, with a transaction fee of 0.7% imposed on payments issued. The Provider is responsible for furnishing all equipment required for service delivery and must submit an Executive Compensation Annual Report by May 1st each year. No advance payments or travel reimbursements are provided under the contract. All requirements, procedures, inspections, repairs, and documentation are inclusive of the contract scope, with the Provider bearing sole responsibility for services unless specifically excluded or prorated in the agreement.
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Text version
PMT-57 1 v.24.1
1. Description of Service
The Provider must provide the services described within this Scope of Work (Scope).
1.1 The purpose of this agreement is to state and define the terms and conditions under which the Contractor shall provide full comprehensive maintenance and repair services for vertical transportation systems identified, and the terms and conditions under which the “Owner” shall compensate the Contractor for such services rendered.
1.2 It is the intent of this Contract to ensure all requirements, procedures, tests, inspections, service practices, component repairs, equipment renewals, system adjustments, filing procedures and recording documentation as referenced, mandated or otherwise implied herein are all inclusive, and to guarantee to the “Owner” that absence or omission of a particular item of work, service or procedure shall not alleviate the Contractor of the sole responsibility to provide such labor, expertise, materials, equipment, services or other procedures applicable to the agreement and practical requirements unless same is specifically excluded or prorated herein.
1.3 Minimum standards and requirements for services to be rendered shall be performed in accordance with the original equipment manufacturer (O.E.M.) specifications, Maintenance Control Program and relative time periods. Where there is no specific requirement for a preventive maintenance procedure, the O.E.M. standard shall be employed unless there is no relative documentation available. The absence of both a Contract requirement herein and the O.E.M. design standard shall cause the contractor to engage the services of a qualified engineer to formulate the relative standards and incorporate same as an addendum to this agreement with the Professionals' Seal and Stamp.
2. Governance
Based on §287.057(19), Florida Statutes (F.S.), if applicable, Provider(s) under this contract will be prohibited from participating in any other engagement that the Provider provides related content as this would create a conflict of interest. The Provider shall comply with all applicable state and federal requirements, including, without limitation:
3. Term
3.1 The anticipated term of the resulting Contract is February 1, 2026, through January 31, 2031.
The term of the resulting Contract is subject to change based on the actual execution date of the resulting Contract.
3.2 In accordance with §287.058(1)(g), F.S., the Contract resulting from this procurement may be renewed for a period that may not exceed three years or the term of the resulting original Contract period, whichever is longer. Renewal of the Contract shall be in writing and subject to the same terms and conditions set forth in the original Contract. A renewal may not include any compensation for costs associated with the renewal. Renewals are contingent upon satisfactory performance as determined by the Department, are subject to the availability of funds, and optional to the Department.
3.3 Funding under this Contract is subject to the availability of funds. The Department reserves the right to expand the Scope performed by the Provider, should additional needs and funding become available. Additional services may be included in, or added to, any purchase order(s), upon mutual written agreement, and through issuance of a change order.
4. Composition of the Contract
4.1 This Contract is composed of the documents listed in this section. In the event of any conflict between the documents, the documents shall be interpreted in the following order of precedence:
PMT-57 2 v.24.1
4.1.1 Purchase Order Scope of Work (PMT-57), and other attached documents: All other attachments and exhibits to the contract referenced in the solicitation shall also be part of the resulting contract, if any
4.1.2 The Department’s Purchase Order Terms and Conditions, located at:
https://www.myflfamilies.com/general-information/contracted-client-services/library.
4.1.3 Department of Children and Families Standard Contract Definitions, located at:
https://www.myflfamilies.com/general-information/contracted-client-services/library.
4.1.4 PUR 1000 Form, located at:
https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_ purchasing_pur_forms.
4.1.5 Provider Response: The Provider’s Response and any additional submittals, if incorporated into or attached to the contract.
4.2 Notwithstanding the order of precedence indicated, for purchases based on a state term contract or an enterprise alternative contract source procured for state agency use by the Department of Management Services, the terms of the underlying state term contract or Department of Management Services enterprise alternative contract source agreement shall prevail over conflicting terms in other documents in the order of precedence, unless by the terms of that underlying state term contract or alternative contract source agreement the “Customer” is explicitly authorized to vary the terms to the State’s detriment.
5. Elements of Services
The Provider is responsible for the performance of all tasks and deliverables contained in this Scope.
5.1 Service Delivery
5.1.1 Service Delivery Locations
2383 Philips Road Tallahassee, FL 32308
6 Key Street
Quincy, FL 32351
4481 Clinton Street Marianna, FL 32446
5.2 Equipment
5.2.1 The Provider must provide all equipment required for the services within this Scope.
6. Deliverables, Minimum Performance Measures, and Financial Consequences
6.1 Refer to Attachment A -Technical Specifications for additional information regarding deliverables, minimum performance measures, and financial consequences.
6.2 Executive Compensation Reporting
6.3 Annually on or before May 1 Provider shall complete and return the Executive Compensation Annual Report (Form PCMT-08), located at: https://www.myflfamilies.com/general-information/contracted-client-services/library.
6.4 All reports shall be developed and produced at no cost to the Department.
PMT-57 3 v.24.1
7. Invoicing and Payments
7.1 General Information
7.1.1 A Purchase Order (PO) will be issued to the Provider.
7.1.2 The method of payment for this purchase is fixed rate.
7.1.3 The Provider will not receive payment in advance for goods or services described in this Scope.
7.2 Invoicing
7.2.1 The Provider must submit an invoice upon completion of each deliverable that provides a detailed accounting of the deliverables performed during the invoice period for which payment is being requested. Invoices must be sufficient for a proper pre-audit and post-audit thereof.
7.2.2 The invoice shall be submitted along with the documentation supporting completion of each deliverable, milestone, recurring maintenance and operations monthly cost. Each invoice must include the following information:
7.2.2.1 PO number,
7.2.2.2 Provider name and address,
7.2.2.3 Provider federal identification number,
7.2.2.4 Date(s) and services provided,
7.2.2.5 Identification of any deliverable(s) due during the invoicing period,
7.2.2.6 Invoice amount,
7.2.2.7 PO balance after payment of invoice, and
7.2.2.8 Signature of Provider’s authorized representative and date signed.
7.2.3 The Department may require any other information from the Provider that the Department deems necessary to verify the completion of services.
7.3 Payments
7.3.1 Frequency of Payment: All deliverables will be paid once, upon Department acceptance of the deliverable.
7.3.2 The Provider will receive payment for deliverables described in this Scope after deliverables submitted to the Department are deemed to meet the Department’s satisfaction.
7.3.3 Payments to the Provider through this PO will be made through MyFloridaMarketPlace (MFMP), thus it is required that the Provider is registered with MFMP.
7.3.4 MFMP registration instructions are located at:
https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_ve ndors/requirements_for_vendor_registration
7.3.5 The PO and this document contain all terms and conditions agreed upon by the parties, which terms and conditions shall govern all transactions between the Department and Provider related to this Contract. This Contract may only be modified or amended upon mutual written agreement of the Department and Provider. Any modification to this PO will be addressed through a change order within
MFMP.
7.3.6 Effective July 1, 2024, the MFMP transaction fees imposed for the use of MFMP are equal to seven-tenths of one percent (0.7%) of the payment issued. More information is located at:
https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_ve
PMT-57 4 v.24.1 ndors/transaction_fee_and_reporting.
8. Provider Travel Reimbursement
The Provider will not be reimbursed for any travel expenses under this Contract.
9. Technical Specifications
Refer to Attachment A – Technical Specifications for additional information.
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