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
Summary
This is a Scope of Work document for Volusia County, Florida's Invitation to Bid 26-B-63KO for comprehensive irrigation system maintenance, repair, and installation services at County-owned and County-operated facilities. The County solicits bids for services that may cover the west side of the County, east side, or the entire County, with contractors required to provide a dedicated certified irrigation technician for the entire project scope. Services encompass system monitoring to ensure proper coverage, cleaning of heads and lines, adjustment of drip irrigation systems with proper burial of exposed lines, and modification of spray types or heights. The solicitation requires all work to be authorized by a County Project Manager before commencement, with routine maintenance confirmed prior to site visits. Work orders must include the job site name and address, on-site County employee identification, start and completion times, total hours worked, detailed work descriptions, and part information with manufacturer list prices and applicable discounts. Regular service hours are Monday through Friday from 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. The County requires a twenty-four-hour response time for regular service requests and a mandatory two-hour response time for emergency repairs. The initial contract term is three years with options for two subsequent one-year renewals, contingent upon mutual written agreement and County Council approval. The question submission deadline is March 23, 2026, at 11:59 p.m., and responses are due electronically by April 9, 2026, at 3:00 p.m., with a non-mandatory solicitation opening scheduled for April 9, 2026, at 3:01 p.m.
Contractors must submit hourly labor rates for eight service categories including regular hours for East and West Volusia, after-hours, weekend/holiday, and emergency response rates, along with a fixed percentage discount off manufacturer list prices for parts and materials. All contractors must hold valid Irrigation Competency Cards issued by the Volusia County Health Department and provide three references for similar projects completed within the last three years. Travel time is non-billable, with billing commencing upon arrival and concluding upon departure from the job site; partial hours are rounded to the nearest quarter hour. All replacement parts and materials must be new and carry a minimum one-year warranty. Historical annual expenditures for irrigation services average $35,000 to $40,000, with higher usage during periods of active CARES-funded airport projects. The County reserves the right to award one or multiple contractors by geographic area and to request pricing for additional irrigation-related services. Payment will be remitted within twenty business days of invoice receipt, with interest accruing at one percent per month on undisputed invoices unpaid after thirty days. No incumbent vendors are identified, and the contract is not subject to local preference provisions due to funding restrictions with no set-aside designations for disadvantaged enterprises indicated.
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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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