Preventive_Maintenance_and_Service_of_Overhead_Roll-Up_Doors_and_Rolling_Gates.pdf

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

INVITATION FOR BID (IFB)

IFB26-0035

PREVENTIVE MAINTENANCE AND SERVICE OF OVERHEAD ROLL-UP

DOORS AND ROLLING GATES

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)

IFB26-0035

PREVENTIVE MAINTENANCE AND SERVICE OF OVERHEAD ROLL-UP

DOORS AND ROLLING GATES

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

Attachments:

A - Exhibit A - Overhead Roll Up Door List_IFB26-0035

B - Exhibit B - Rolling Gate List_IFB26-0035

Preventive Maintenance and Service of Overhead Roll-Up Doors and Rolling Gates

1. INTRODUCTION

1.1. Summary

The City of Orlando (“City”) seeks to establish a service contract with a qualified company

("Contractor") to perform preventive maintenance (PM), repair, and emergency repair services for overhead roll-up doors and rolling gates at various City facilities.

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:

Facilities Management

1.4. Timeline

Issue Date December 16, 2025 mailto:cynthia.jordan@orlando.gov tel:(407)246-2367

Pre-Bid Conference (Non-

Mandatory)

December 18, 2025, 1:00pm

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CONFERENCE.

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Cut-off date for Questions by

Bidder

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Bid Due Date and Time January 22, 2026, 2:00pm

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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 - Human Trafficking Affidavit. This form should be downloaded, completed, signed, notarized, 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 Thursday, January 22, 2026. 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”) seeks to establish a service Contract with a qualified company

("Contractor") to perform preventive maintenance (PM), repair, and emergency repair services of overhead roll-up doors, and rolling gates at various City facilities. Services shall include annual, quarterly, and as-needed maintenance, as well as emergency response. The Contractor shall have the capability to service multiple locations, as well as emergency repair requests.

The City owns:

A. There are approximately thee hundred sixty-eight (368) overhead electric-operated roll-up doors. For a complete listing of the overhead roll-up doors covered under this

Contract, refer to Exhibit A.

B. There are Approximately fifty-one (51) automatic rolling gates and one (1) manual rolling gate. For a complete listing of the rolling gates covered under this Contract, refer to Exhibit B.

The City may execute an Amendment to this Contract to add additional overhead roll-up doors and rolling gates at its discretion.

4.2. QUALIFICATIONS

The Bidder shall meet the following Minimum Requirements as outlined below. Include the requested documents with bid submittal.

A. The Bidder shall be actively in business and have performed overhead roll-up door and rolling gate maintenance and repair Work for a minimum of five (5) years. Include verifiable references on Attachment A (References).

B. The Bidder shall have the ability to respond to emergency calls within two (2) hours.

Bidder shall demonstrate their responsiveness to emergency calls and include with bid submittal. Include information on Attachment A. The City shall determine responsiveness at its sole discretion.

4.3. Additional Documentation

A. The Bidder shall provide a list of personnel on Attachment H (Personnel List). Include technician's name, job title and years of experience and include with bid submittal.

B. The Bidder shall be an authorized distributor and service provider for Overhead Door

Corporation, or be able to purchase original equipment manufacturer (OEM) replacement parts from an authorized Overhead Door Corporation distributor, required to maintain the overhead roll-up doors and rolling gates. Provide documentation that demonstrates you are an authorized dealer, or can purchase OEM parts, and include the documentation with bid submittal.

4.4. WORK SCHEDULE

A. The City’s normal business hours are from 7:00 a.m. until 4:30 p.m., local time, City of

Orlando, Monday through Friday. Business hours may vary as some City facility locations, such as Fire Stations, have a 24-hour operation. The Contractor's time shall start on the job site. Any travel time expenses shall be borne by the Contractor and shall not be reimbursed by the City.

B. Work may be performed on weekends, nights, overtime, and/or on City holidays* if specifically authorized by the City’s Project Manager. Only Emergency Repairs that necessitate action outside normal business hours can be verbally authorized by the City’s

Project Manager and will be followed up within forty-eight (48) hours with a written Work

Order.

*City recognized 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.

4.5. SERVICE REQUIREMENTS

A. General Requirements

1. Contractor shall furnish all tools, labor, transportation, and replacement parts to provide preventive maintenance (PM) and perform minor and major repairs to the overhead roll-up doors and rolling gates at various City facilities as outlined in Exhibits A and B. The maintenance and repairs shall be conducted in a manner that will ensure the equipment’s proper operation, and prevent deterioration in operational effectiveness.

2. For any newly installed equipment, Contractor shall provide literature referencing manufacturer's warranty, operation and maintenance manuals, shop drawings, and permits (if required). This information shall be given to the City's Project Manager before use.

B. Preventive Maintenance Requirements for overhead roll-up doors (electric-operated)

Contractor shall:

1. Perform preventive maintenance service and inspections during normal working hours, as outlined in Exhibit A.

2. Contact the City's Project Manager at least one (1) week in advance to schedule the preventive maintenance visits, and shall schedule such visits around the operational functions at each site.

3. Conduct preventive maintenance in accordance with manufacturer’s recommendations and guidelines.

4. Check for proper door operation, adjust and lubricate, as required. Check and adjust spring tensions, limit switches, sensors, photo eyes, motion sensors, disconnects, gear reducers, and all safety devices.

5. Inspect door springs, operators, door and guide pins, panel hinges, shafts, drums, brackets, power and control cables, drive motors, gear mechanisms, drive belts, and hoisting belts. Adjust, lubricate as required.

6. Grease door tracks and lubricate moving parts, as required.

7. Test locks and weatherproofing seals.

8. Replace any parts or components found to be damaged, broken, or worn beyond useful life.

9. Bear the labor and material costs for preventive maintenance service. Contractor shall bear the labor and material costs of parts and components which normally wear out and require replacement, such as drive belts and rollers (reoccurring parts replacements); the

City shall pay for labor and material costs of all other parts and components requiring replacement (non-reoccurring parts replacements).

10. Ensure that the overhead doors operate in accordance with and as specified by the manufacturer, after the completion of each preventive maintenance service or repair.

Some additional testing may need to be done to ensure the proper operation.

11. Before leaving the site following any visit, the Contractor shall maintain a log and submit reports back to the City's Project Manager on duty of all work performed and findings.

C. Preventive Maintenance Requirements for rolling gates (automatic and manual)

Contractor shall:

1. Perform preventive maintenance service and inspections during normal working hours, as outlined in Exhibit B..

2. Contractor shall contact the City's Project Manager at least one (1) week in advance to schedule the preventive maintenance visits, and shall schedule such visits around the operational functions at each site.

3. Conduct preventive maintenance in accordance with manufacturer’s recommendations and guidelines.

4. Check for proper operation, adjust and lubricate, as required. Check and adjust spring tensions, limit switches, sensors, photo eyes, motion sensors, disconnects, gear reducers, and all safety devices.

5. Inspect gate structure and components. Adjust and lubricate, as required.

6. Inspect door springs, operators, door and guide pins, panel hinges, shafts, drums, brackets, power and control cables, drive motors, gear mechanisms, drive belts, and hoisting belts. Adjust, lubricate as required.

7. Grease and lubricate moving parts, wheels, and hinges, as required.

8. Inspect and check alignment, tension, locks, and weatherproofing seals.

9. Inspect, test and adjust electric motors, control panels, limit switches, photo eyes, all safety devices, and override the system, as required.

10. Check gear boxes for oil level/leaks, adjust belts, and chains. Ensure smooth operation with full range of motion.

11. Clean tracks, chains, guides, rails, and operator housings.

12. Replace any parts or components found to be damaged, broken, or worn beyond useful life.

13. Contractor shall ensure that the rolling gates operate in accordance with and as specified by the manufacturer, after the completion of each preventive maintenance service or repair. Some additional testing may need to be done to ensure the proper operation.

14. Before leaving the site following any visit, the Contractor shall maintain a log and submit reports back to the City's Project Manager on duty of all work performed and findings.

D. Service Call Requirements, to include:

1. Contractor to dispatch their personnel or repair technicians and have them readily available by telephone twenty-four (24) hours per day, seven (7) days per week, with a single phone number used throughout the Contract period as the point of contact.

2. Respond to service calls within fifteen (15) minutes, and shall have repair technician(s) on-site within four (4) hours of the call.

3. Have their service vehicles fully stocked with basic materials and standard replacement parts.

4. To the greatest extent possible, service call repairs shall be performed at the time of the service call visit. When service call repairs cannot be completed on the same day of the service call visit, such repairs shall be completed within three (3) calendar days, unless the City's Project Manager agrees to a time extension. Service call repairs must be scheduled with the City's Project Manager around the operational functions at the site.

5. The City shall pay for all labor and material costs associated with service calls, unless such service calls are necessitated by the actions or inactions of the Contractor.

6. Travel time billing for service calls shall not exceed three (3) mechanic or technician hours for each individual service call.

E. Replacement Parts

1. Contractor shall furnish and install replacement parts as required during the term of the

Contract. Only OEM parts must be utilized, unless not available. Any use of non-OEM parts must have prior approval from the City's Project Manager.

2. Contractor shall include their published manufacturer’s parts price list with the quote.

Parts/materials furnished by the Contractor shall be at manufacturer’s published list price minus any applicable discount bid by the Contractor.

3. Contractor shall supply and install replacement parts only at the express direction of the City's Project Manager. Contractor shall retain replaced parts for inspection by the

City's Project Manager.

F. Labor Rates for Repairs

1. Contractor shall bear the labor and materials cost of all routine preventive maintenance service, including travel. City shall pay for labor and materials costs associated with non-reoccurring parts replacements, and service call repairs.

2. The indicated labor rates shall be inclusive of all payroll taxes, burden, overhead, and profit, and shall remain in effect for the life of the Contract.

3. Provide your labor rates on the Bid Price Table.

G. Repairs

Contractor shall provide estimates in writing for all repair Work and shall be approved by the City’s Project Manager prior to commencement of Work. The City and the Contractor shall mutually agree as to the scheduling of the Work.

1. As-Needed Repairs

The Contractor shall provide an estimate to the City's Project manager within twenty-four

(24) hours of initial repair inspection(s).

2. Emergency Repairs

The Contractor shall:

a. Provide emergency repair service Work twenty-four (24) hours a day, seven (7) days a week, when requested by the City's Project Manager.

b. Provide on site response time shall be no more than two (2) hours after receipt of notification.

c. Provide an estimate to the City's Project Manager within two (2) hours of receipt of the initial repair inspection(s).

3. Major Deficiency Repair Definitions

a. General:

1. Major deficiencies are defined as any condition affecting the safety of City personnel or the public, inability of an overhead door to function reliably, inability of an overhead door to be shut and secured and window glass that is cracked, broken and/ or missing.

2. Contractor shall provide an estimate to the City's Project Manager within two (2) hours of receipt of the initial repair inspection(s).

b. Major Deficiency Repairs (Overhead Electric-operated Roll-Up Doors) could be a result of:

1. Inability to Function: This includes situations where the door will not open and/or close properly.

2. Inability to Shut and Secure: A door that cannot be closed and locked presents a significant security and safety risk.

3. Off-Track or Binding Door: This can be caused by broken cables, worn-out rollers, or obstructions in the tracks.

4. Damaged Components: Broken springs, bent tracks, damaged panels, or malfunctioning openers.

5. Safety Sensor Malfunctions: If safety sensors are misaligned or damaged, the door may not close, and require professional attention.

6. Structural Damage: Broken or cracked window glass or significant damage to door panels.

c. Major Deficiency Repairs (Automatic and Manual Rolling Gates) could be a result of:

1. Structural and mechanical deficiencies: These could be a result of significant wear and tear, physical impact, or improper installation.

2. Gate Off the Track: The gate can come off its’ track due to bent or worn-out rollers, misalignment caused by ground shifts, or impact from a vehicle.

3. Damaged or Worn-out Parts: Rollers, hinges, springs, cables are prone to wear and tear due to significant weight of the gate.

4. Worn Track: A misaligned, bent or worn-out track can cause the gate to drag, move irregular, or get stuck. In humid climates, rust can exacerbate the problem.

5. Weakened Gate Structure: Structural integrity can be compromised by physical damage or corrosion, which can cause the gate to snag.

6. Malfunctioning Safety Sensors: The photo-eye or safety sensors that detect obstructions can become dirty, misaligned or damaged, causing the gate to stop or reverse unexpectedly.

7. Control System Failure: Problems with remote controls, keypads, or wall-mounted switches can prevent the gate from operating. Issues can stem from dead batteries, signal interference, or deprogrammed devices.

8. Defective Limit Switches: Limit switches tell the gate when to stop opening and closing. If they fail, the gate may not fully open or close.

4.6. OTHER REQUIREMENTS

A. Contractor Personnel

1. The Contractor shall only assign trained and experienced maintenance technicians perform the services under this Contract. All personnel working at a City facility or property shall wear a uniform shirt and an employee identification badge that clearly indicates the company name and the employee's name. The cost of the uniforms will be the responsibility of the Contractor. In several facilities, the Contractor's personnel shall be required to present a valid driver's license or government-issued identification and sign in and out of the facility with security and/or reception personnel.

2. The Contractor's employees assigned to the City sites 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 may be removed from the assigned Work.

3. The City shall be provided with a contact list of the Contractor's personnel (including supervisory personnel) assigned to this Contract. The list shall include the names, emergency mobile numbers, and/or communication device (such as a pager or beeper).

The Contractor is responsible for keeping this contact list up-to-date at all times.

4. The personnel who perform these services shall be under the sole responsibility of the

Contractor and shall be full-time employees. No temporary or seasonal personnel should be used under this Contract.

5. The Contractor shall employ the same crew to each Work assignment as they are familiar with the site and working conditions. The City’s Project Manager shall be notified of any changes in replacement personnel. The Contractor is responsible for moving and transferring their crew to accommodate multiple Work assignments or in the event of project changes.

6. The Contractor's employees shall report to the City’s Project Manager of any hazardous conditions or items in need of repair noted during the performance of the Work and shall thereupon notify the City’s Project Manager of such conditions.

7. The Contractor shall, in addition to all other guarantees, be responsible for faulty labor or workmanship and shall promptly correct improper Work within fifteen (15) days from notification, 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.

B. Damage to Property

The Contractor shall exercise caution in performance of the services described herein and shall repair or correct any damage caused to City or private property, at no additional cost to the City.

C. Completion/Invoicing

1. After the completed Work, the City's Project Manager will perform an inspection of the

Work to see if the requested Work was done properly and in accordance with the Scope of Work.

2. All Invoices for each Work Assignment shall include:

a. Date and time the Work was initiated and completed;

b. Name of the Contractor’s personnel who completed the Work;

c. City site name;

d. Name of the City personnel who requested the Work;

e. Work Request number, provided by the City at the time of the service or by the next business day for emergency repairs;

f. Actual hours used to perform the Work. All labor hours shall be rounded to the nearest half-hour increment;

g. A detailed breakdown of the materials and equipment used to complete the Work;

h. Cost plus Percentage Mark-Up (Actual material costs and percentage mark-up).

3. All invoices for preventive maintenance shall include copies of Inspection reports.

4. Include a separate invoice for repair work from the preventive maintenance services.

5. Submit all invoices to: ap_invoices@orlando.gov.

D. Regulatory Requirements

1. The Contractor shall conform to all Federal, State and City regulations during the performance of the Contract. Any fines levied due to inadequacies or failure to comply with all requirements shall be the sole responsibility of the Contractor.

2. The Contractor shall comply with following standards:

mailto:ap_invoices@orlando.gov

a. ANSI (American National Standards Institute ) UL325

b. ASTM (American Society for Testing and Materials) E330 and F2200

c. ASHRA (American Society of Heating, Refrigerating and Air-Conditioning) 330.1

d. IBC (International Building Code)

e. OSHA (Occupational Safety and Health Administration)

3. Any Contractor personnel found not to be in conformance with any laws, statutes, rules or regulations will not be allowed on the job site. Continued violations by a Contractor shall constitute cause for immediate termination of the Contract.

4. The Contractor shall obtain all permits, licenses, and certificates, 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.

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

E. Safety Instructions

1. The Contractor’s employees shall close off area(s) with safety cones or barricades and post signs indicating that the area is closed to pedestrian traffic when working over entrances, traveled walkways or any area where people might cross. The signs should indicate that crews are working. The Contractor shall provide safety cones, barricades, signs and other related items at no additional cost to the City.

2. All existing structures, utilities, services, roads, etc., shall always be protected against damage or interrupted service by the Contractor during the Work and the Contractor shall be held responsible for any damage to property caused by reason of his operations on the property.

3. If the Work should require an outage of utilities, the Contractor shall request authorization from the City’s Project Manager at least ten (10) business days in advance.

The request shall state the anticipated duration of such outage. In the event of an emergency, when prior written approval is not practical or possible, prior verbal approval must be obtained from the City’s Project Manager before any shutdown of service is attempted.

4. The Contractor shall not make any alterations to the buildings without prior written approval by the City’s Project Manager. Inspection and acceptance of services performed shall be made by the City’s Project Manager. If at any time, the City's Project Manager deems the Work unsatisfactory, immediate action shall be taken by the Contractor to correct the Work to the satisfaction of the City’s Project Manager.

5. The Contractor shall notify the City’s Project Manager immediately upon notice of any pre-existing damage to any part of the exterior building envelope.

F. 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 Project Manager.

G. Alteration of Plans

During the execution of the Contract, the City’s Project Manager 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 services.

H. Suspension of Work

The City’s Project Manager 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.

I. Provisions for Convenience of Public

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

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's Project Manager 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 Project Manager 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 all tools, equipment, and surplus materials, and leave the site clean and ready for occupancy by the City. The Contractor shall not empty their waste materials in the City’s trash cans or dumpsters. The Contractor shall not wash paint materials down City’s storm drains. The City will designate a cleanup area for the Contractor’s use.

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 Project Manager.

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 Sheet (SDS) documentation to the City’s Project

Manager for approval of supplies and chemicals intended for use in the performance of the Work specified herein. All chemicals to be used in the performance of the Work specified here in shall carry an Environmental Protection Agency (EPA) approval number.

2. The Contractor shall provide and require the wearing of protective clothing, masks, footwear, eye 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. 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…