Previous_Solicitation_21-B-59HO_-SCOPE_OF_WORK.pdf
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- Solicitation number
- 26-B-63KO
- Issued by
- Volusia County, Florida
About this file
This Scope of Work document outlines the maintenance, repair, and installation services required for irrigation systems managed by the County of Volusia, Florida, under Invitation to Bid 26-B-63KO. The County solicits bids from qualified contractors to provide comprehensive irrigation system services across County-owned and County-operated facilities, with bidders able to submit pricing for the west-side of the County, east-side, or the entire County. Required services include system monitoring to ensure proper coverage, cleaning of heads and lines, adjustment of drip irrigation systems with burial of exposed lines into mulch, and modification of spray types or heights as needed. The contract term is initial three years with two optional one-year renewal periods, contingent upon mutual written agreement and County Council approval. All work must be authorized by a County Project Manager prior to commencement, with a mandatory twenty-four-hour response time for regular service requests and a two-hour response time for emergency repairs. Regular service hours are Monday through Friday, 7:00 a.m. to 5:00 p.m., with after-hours service available from 5:00 p.m. to 7:00 a.m. and weekend service from 5:00 p.m. Friday to 7:00 a.m. Monday.
Pricing shall be submitted as hourly labor rates for eight categories including regular hours for East and West Volusia, after-hours, weekend/holiday, and emergency response rates within two hours, plus a fixed percentage discount off manufacturer list prices for parts and materials. Travel time is non-billable, with billing commencing upon contractor arrival at the jobsite and ending upon departure; partial hours are rounded to the nearest quarter hour. All replacement parts must be new and comparable to those being replaced with a minimum one-year warranty. Contractors must employ certified irrigation technicians holding valid Irrigation Competency Cards from the Volusia County Health Department and submit copies with their bid proposal. Invoices must include detailed job information, on-site employee names and titles, start and completion times, detailed work descriptions, and part numbers with quantities installed, along with manufacturer list prices and applied discounts. Historical annual expenditures for irrigation services average $35,000 to $40,000, with higher usage during periods of CARES-funded airport projects. No incumbent vendors or current contractors are identified, and the contract is not subject to local preference provisions or set-aside designations for disadvantaged enterprises. Payment shall be remitted within twenty business days of invoice receipt.
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Text version
1.0 SCOPE OF WORK
The purpose of this Invitation to Bid (ITB) is to solicit bids for maintenance, repair and installation of irrigation systems, for the County of Volusia, Florida. Pricing may be submitted to service the west-side of the County, east-side of the County, or to provide service to the entire County. Contractors shall provide a dedicated and certified irrigation technician for the entire project scope.
1.1 Services
Requested Services shall include, but not be limited to, the following:
A. Irrigation systems and components shall be monitored to ensure that proper coverage is achieved at all times;
B. Cleaning of heads, lines, and other components;
C. Drip irrigation system lines shall be adjusted when needed. drip irrigation lines shall be buried back into the mulch when lines are found to be exposed or after the Contractor makes adjustments to the lines; and
D. Changing of spray types or heights to ensure proper coverage.
1.2 Work Order
A. Work orders shall have a County of Volusia employee’s legible name, title, and signature. Contractor shall be responsible to confirm a routine maintenance call with a County Project Manager before going to the work site. Failure of the Contractor to confirm routine appointments, obtain prior approval for work or clearly identify the County employee that accepted the work may delay or jeopardize the payment of the invoice. Contractor shall have sufficient staff necessary to meet the required response for the job.
B. Contractor shall submit a written estimate detailing the parts required and estimated number of hours for jobs over $3,000.00. No work shall be started until approval is received from the County Project Manager.
C. Each work order/invoice shall list the following information:
1. Job site name and address
2. On-site County employee’s name and title
3. On-site job start time (hour and minute)
4. On-site job completion time (hour and minute)
5. Total hours/minutes
6. Detailed description of work performed.
7. Part number(s), description, and quantity of parts installed. Contractor shall state the manufacturer list price on the invoice along with the discount listed on the Contractor’s bid proposal.
1.3 Time
Regular service time shall be between 7:00 a.m. and 5:00 p.m., Monday through Friday.
After hours service shall be between 5:00 p.m. to 7:00 a.m., Monday through Friday.
Weekend hours shall be between 5:00 p.m. Friday and 7:00 a.m. Monday. Holidays shall be County recognized holidays. Required response time for emergency repair as determined by County Project Manager shall be within two (2) hours. Required response time for regular service shall be within twenty-four (24) hours.
1.4 Billing
A. Travel time shall not be included as a cost to the County. Billing and time shall begin when Contractor arrives at the job site and shall end when Contractor leaves the job site. Partial hours shall be rounded to the nearest quarter of an hour and billed accordingly (i.e., 1 hour and 10 minutes should be rounded to 1 hour and 15 minutes, not 2 hours).
B. Invoices shall have the County of Volusia employee’s name, title, department and address. Failure of the Contractor to clearly identify this information may delay or jeopardize the payment of invoices.
C. In order for payments to be processed in a timely manner, invoices shall be sent to the ordering department. It will be the Contractor’s responsibility to obtain the correct department and invoicing address for each service.
1.5 Parts
Contractor shall only replace parts and materials with new parts and materials comparable to those being replaced. Parts shall have a one-year warranty.
1.6 License/Certifications
Contractors shall have an Irrigation Competency card from the Volusia County Health Department. Bidders shall supply a copy of the Irrigation Competency card with their submittal.
| 1.0 SCOPE OF WORK |
| 1.1 Services |
| 1.2 Work Order |
| 1.3 Time |
| 1.4 Billing |
| 1.5 Parts |
| 1.6 License/Certifications |
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