Scope_of_Services_5.28.2026_Rev1.docx

SCOPE OF SERVICES Comment by Hernandez Fernandez, Alina: Jenna, check document formatting throughout scope. The margins vary.

Additionally, please make sure to use the scope template from the BP folder, we transitioned to that scope template to make sure all scopes we published aligned. You could probably just copy the header over to this one to make it easier for you.

A. OVERVIEW

The Contractor shall provide all labor and supervision, materials, supplies, and equipment to provide Preventative Maintenance (PM) and repairs for Liebert CRAC (Computer Room Air Conditioning) systems at the Regional Computing Center (RCC). The RCC is located at 4300 S. John Young Parkway Orlando, FL 32839. Due to the mission-critical nature of the RCC environment, only qualified personnel with demonstrated experience in computer room air conditioning (CRAC) systems shall be utilized.

Hours of Performance:

1) Standard Hours: Standard working hours are Monday through Friday, 6:00 AM to 6:00 PM, excluding Orange County recognized holidays. Comment by Hernandez Fernandez, Alina: Do we list them?

2) Non-Standard Hours: Non-Standard working hours are Monday through Friday, 6:01 PM to 5:59 AM, weekends, and Orange County recognized holidays.

3) Emergency Response: Requires two (2) hour response time, twenty-four (24) hours per day, seven (7) days per week, including all holidays.

B. PERSONNEL REQUIREMENTS

1. Points of Contacts:

The Contractor shall provide the following points of contact within ten (10) calendar days of contract commencement. :The Contractor shall immediately notify the Contract Administrator if there is a change in any points of contact and/or contact information. The Contractor shall provide the updated information to the County at the time of notification. All points of contact shall have the capability to receive communication via telephone and e-mail.

a. Lead Point of Contact/Supervisor:

Assign a lead point of contact or supervisor with whom the County may consult regarding contract performance, service requests, project status updates, and other contractual matters throughout the entire contract term. Contact information shall include a valid e-mail address and phone number.

b. Emergency (24/7) Point of Contact:

Provide a twenty-four (24) hour point of contact with a staffed telephone number that the County may contact for non-emergency and emergency service requests during standard and non-standard hours

c. Technicians Listing:

All technicians performing work under this contract shall be factory-trained and certified by the original equipment manufacturer (OEM), specifically for Liebert (Vertiv) CRAC systems, or possess equivalent manufacturer-authorized certification and training. Documentation of such certification shall be provided to the County upon request prior to performing work. The County reserves the right to request and review current certification documentation at any time throughout the term of the contract, including any renewals or extensions. Technicians who do not meet these certification requirements shall not be permitted to perform work on RCC equipment under this contract. The County reserves the right to verify technician certifications at any time during the contract term and may deny access to personnel who do not meet the required qualifications.

Assign a lead point of contact or supervisor with whom the County may consult regarding contract performance, service requests, project status updates, and other contractual matters throughout the entire contract term. Contact information shall include a valid e-mail address and phone number.

Provide a twenty-four (24) hour point of contact with a staffed telephone number that the County may contact for non-emergency and emergency service requests during standard and non-standard hours.

The Contractor shall immediately notify the Contract Administrator if there is a change in any points of contact and/or contact information. The Contractor shall provide the updated information to the County at the time of notification. All points of contact shall have the capability to receive communication via telephone and e-mail.

3. Workforce and Resources Requirement:

The Contractor shall provide sufficient workforce and resources to perform services and meet all the requirements of the contract. Technicians shall be direct employees of the Contractor or County approved subcontractor. The Contractor shall not use employees of any temporary employment agency to supplement his workforce in County buildings for any reason. Effective communication with the County staff is required to perform work under this contract. Therefore, the Contractor shall ensure supervisors and points of contact are able to read, write, and speak English fluently.

4. Employee Responsibility:

TThe Contractor shall maintain sole responsibility for the actions of its employees and subcontractors. Comment by Lee, Sandra F: Attempted to clean up duplicate numbering artifacts but, was unsuccessful on my end. I assume that’s why they are still currently listed.

5. Smoking Prohibited on County Property:

There shall be no smoking or vaping of any kind on County property at any time. The Contractor shall ensure that all employees and subcontractors adhere to this requirement.

6. Personnel Uniforms, Identification and PPE Requirements:

The Contractor shall ensure that all technicians and subcontractors are properly dressed with a uniform shirt displaying the Contractor’s company name/logo. The Contractor shall ensure that technicians and subcontractors are dressed in the proper Personal Protective Equipment (PPE) during work performance. If provided by the County, the County issued Photo ID badge shall be displayed on the front of the technician’s uniform at all times while performing work on County property.

7. Professional Conduct Requirements:

All representatives of the Contractor shall conduct themselves in a professional, business-like manner. Such personnel shall not, by word of mouth or deed, express themselves in such a manner as would be construed as conduct being obscene, harassing or offensive by a reasonable, sensitive person. Any such conduct shall be cause for the personnel’s removal from the facility.

C. PERFORMANCE REQUIREMENTS

1. All workmanship shall meet the standards specified herein, and shall be accomplished in accordance with approved and accepted industry best practices and technical standards of the; (1) industry, (2) equipment manufacturer, (3) applicable Federal and local standards and codes, and (4) applicable building and safety codes, including, but not limited to:

· National Fire Protection Association (NFPA)

· American Society of Heating, Refrigeration & Air-Conditioning Engineers (ASHRAE)

2. The Contractor shall conform to all Federal, State, City, and Orange County standards and regulations during the performance of the contract. Any fines levied due to inadequacies or failure to comply with any and allthe requirements of this scope of services shall be the sole responsibility of the Contractor.

3.

4. Any person found not in compliance with any laws, statutes, rules or regulations will not be allowed on the work site. Violations may constitute cause for termination of the Contract.

5. Services required under this contract shall be performed by the Contractor’s direct employees or authorized subcontractors under the Contractor’s supervision. All personnel engaged in performing the services shall be fully qualified, experienced and, if required, certified, authorized, licensed or permitted under state and local law to perform such services.

6.

7. Work shall be scheduled to provide the least inconvenience to building occupants and visitors. The Contractor shall coordinate all scheduling activities for services under this contract with the County Representative. The County Representative will have the final authority on schedules to be implemented.

8.

9.

Any person found not in compliance with any laws, statutes, rules or regulations will not be allowed on the work site. Violations may constitute cause for termination of the Contra

All of the services required hereunder shall be performed by the Contractor’s direct employees or authorized subcontractors under the Contractor’s supervision. All personnel engaged in performing the services shall be fully qualified, experienced and, if required, certified, authorized, licensed or permitted under state and local law to perform such services.

Work shall be scheduled to provide the least inconvenience to building occupants and visitors. The Contractor shall coordinate all scheduling activities for services under this contract with the County’s Representative. The County’s Representative will have the final authority on schedules to be imp

Services not performed in accordance to the content of this contract shall be considered unsatisfactory and unacceptable.

10. The County's County Representative shall notify the Procurement Division of the unsatisfactory performance and/ or deficiencies in service that remain unresolved or recurring reoccurring. The Procurement Division, may, after appropriate notice, take necessary actions to address unsatisfactory performance up to and including termination of the contract for default. Comment by Lee, Sandra F: Recommend - performance and/or deficiencies Comment by Hernandez Fernandez, Alina: Please see the comment I added above under #3, perhaps it can be combined with this one or the language that was flagged can be deleted from #3 since we have #6 speaking to non-performance issues.

D. SAFETY REQUIREMENTS Comment by Hernandez Fernandez, Alina: Fix page formatting before publication

1. The Contractor shall provide and ensure that all shall ensure all personnel providing services under this contract are in compliance with applicable laws, standards, and health and safety requirements of the industry to include but not limited to:

· Occupational Safety and Health Act (OSHA)

· National Institute for Occupational Safety & Health (NIOSH)

· Orange County Safety & Health Manual. The manual can be accessed online at:

http://www.orangecountyfl.net/VendorServices/OrangeCountySafety andHealthManual.aspx

2. The Contractor shall initiate, maintain, and supervise all safety precautions and programs in connection with services and comply with all applicable safety laws, regulations, ordinances, and/or manufacturer’s instruction. The Contractor shall take all reasonable precautions for safety of County, County’s tenants, County’s employees, Contractor’s employees, and other persons on or about Property. Comment by Lee, Sandra F: Insert comma

3. The Contractor shall immediately report any issues which may affect the safety of the County’s personnel or the public to the respective Department’s Service Coordinator as soon as they become apparent.

4. Prior to performing service or maintenance on any equipment where the unexpected energizing, startup, or release of stored energy could occur and cause injury, the equipment shall be isolated and rendered inoperative through the use of a lockout device whenever the equipment is capable of being locked-out. All testing shall require an impairment plan to be submitted to the County to ensure the locked out system or equipment is restored to normal after a test, service or maintenance event has occurred.

5. The Contractor shall ensure the wearing of necessary personal protective equipment (PPE) as required by any applicable laws, regulations, ordinances, and/or manufacturer’s instruction. Contractor shall comply with all applicable safety regulations including, but not limited to, NFPA and OSHA.

6. All equipment used/to be used in the performance of service under this contract shall be properly maintained by the Contractor and shall be subject to inspection by the County when requested by the County. The Contractor shall remove any equipment deemed faulty, inoperable, unsafe or improper for its intended purpose from the County’s premises.

7. Any damage to County facilities or property due to services performed by the Contractor shall be the sole responsibility of the Contractor to replace or repair at no cost to the County. The County reserves the right to repair or replace the damaged item or property and deduct the total cost incurred from payments owed to the Contractor with prior notification to the Contractor of the intent to do so.

E. SECURITY CLEARANCE REQUIREMENTS

1. Background checks for the Contractor’s staff must be approved by the County prior to working in any County facility. All costs for background investigations shall be Contractor's responsibility. The County reserves the right to conduct its own investigation and request any additional investigative background information of any personnel assigned to perform the services. The Contractor shall furnish, in writing, such information to the extent allowed by law, prior to commencement of services.

2. Background checks and additional security requirements are addressed and detailed in the Scope of Service, Supplemental Information. The Contractor is responsible for reading, understanding, and the application of all contract terms.

3. The Contractor shall refer to See the “Supplemental Information” Section of the Scope of Services for full detailed security clearance requirements.

F. TRAVEL AND PARKING

1. The Contractor shall be responsible for all travel and per diem costs to and from the various County facilities. Travel time and truck charges shall not be included when preparing quotes and or invoicing for any service and shall not be compensated by the County under any circumstances. Billable time starts at upon arrival at the job site where work is to be performed, not arrival on the campus.

2. The County will identify locations where vehicle parking is available. If there is a cost associated with parking, the cost shall be paid by the Contractor shall bear the cost. The County will not be responsible for any damages to the Contractor’s or subcontractor’s vehicles while parked on Orange County property. Vehicles towed from County property shall be at the expense of the Contractor. The Contractor vehicles shall be identified with the Contractor’s or subcontractor’s logo/name, all signs shall be clearly visible.

G. GENERAL WORK REQUIREMENTS

1. The Contractor shall perform each of the applicable tasks herein and all other operations per the equipment manufacturer’s operational manuals, specified procedures, and most recent recommendations. The Contractor shall obtain the most recent manufacturer’s documents for the equipment covered herein.

2. The Contractor shall protect existing warranties on applicable County equipment and follow the manufacturer’s recommendations during the warranty period while performing preventative maintenance and repairs activities.

3. During the course of this contract, the County reserves the right to add or delete equipment at its sole discretion. Unit price for an equipment added shall be per the unit price for the type of equipment as specified in the Fee Schedule Form Bid Form. Comment by Hernandez Fernandez, Alina: Watch usage of “Bid Form”, remember since migrating to OpenGov the Bid Response Form section is the one including the submission requirements. Unit prices are now captured in the “Fee Schedule” form/section.

4. The Contractor shall not make alterations to any equipment without prior written approval from Facilities Management Central District representative (referred to as Service Coordinator herein).

5. If during an inspection a condition is discovered that would require an emergency repair, the Contractor shall immediately notify the Service Coordinator. The Contractor shall consult with the Service Coordinator as outlined herein to schedule all requested repair.

6. The Contractor shall not perform any work without an existing Delivery Order issued for the work unless it is an emergency service. This does not include County requested meetings, site surveys, and scheduling activities.

7. Requirements under this contract shall supersede any additional language added to work proposals, service tickets, and any other documents supplied by the Contractor.

8. Unit price on the Bid FormFee Schedule shall be inclusive of all overhead cost, profit and loss to provide services as specified herein.

9. All Contractor personnel shall identify themselves at the appropriate administrative office upon arrival on site and prior to beginning work and upon completion of work and leaving worksite. The Contractor shall sign-in and sign-out using the County provided onsite logbook if applicable.

10. The County reserves the right to verify technician certifications at any time during the contract term and may deny access to personnel who do not meet the required qualifications.

H. SPECIFICATIONS

1. The Contractor shall provide annual and quarterly maintenance schedules to include operational and audio visual checks to the Service Coordinator (See Section 9 below).

2. The Contractor shall provide semi-annual maintenance schedules to include schedule for condenser coil cleaning.

3. All items on the checklist described as “annual” or “semi-annual” shall be completed before the fourth quarter of each term.

4. Air filter replacement shall be semi-annual and shall be included in the annual price for all of the units listed above at no additional cost. Comment by Hernandez Fernandez, Alina: Above where?

5. The Contractor shall provide annual maintenance to include comprehensive maintenance (See Section 9.BI, Technical Requirements – Minimum Maintenance Checks, Item 2, Direct Expansion Systems – Comprehensive (Annually).).

6. Drive belt replacement and cleaning materials shall be included annually.

7. All refrigerant for each of the units shall be supplied at no additional cost.

8. The Contractor shall provide full service coverage to include all moving and non-moving parts and labor for each of the units identified above. The Contractor shall provide labor for the corrective repair for moving and non-moving mechanical components on the equipment listed in the schedule above during standard hours.

9. The Contractor shall provide all parts and materials and/or replacement of moving and non-moving mechanical components and onboard electrical components on the systems listed above.

I. TECHNICAL REQUIREMENTS – MINIMUM MAINTENANCE CHECKS Comment by Hernandez Fernandez, Alina: Example of formatting error, H and I and subitems are not aligned. Please check throughout the document.

1. Direct Expansion Systems –Operational (Quarterly) The Contractor shall perform all quarterly services as stated below:Th

a. Lubricate bearings as necessary.

b. Adjust and inspect belt tension and condition.

c. Check and replace Air Filters with Farr 30/30

d. Check refrigerant cycle for proper conditions.

e. Service electrical connections, including contactors.

f. Check all operating and safety controls.

g. Check sight glass and moisture indicators.

h. Check cleanliness of cooling coil and condensate pan, and install time released, EPA registered pan treatment.

i. Check evaporator and condensers for proper heat transfer.

j. Check operating condition of humidifier if applicable

k. Check all mounting hardware, tie downs, pitch pans and roof curbings or mounting hardware where applicable.

l. Maintain service records and record conditions for each component.

m. Submit report stating existing conditions and any additional repairs or modifications required.

n. Clean Condenser Coils inside and out with water.

2. Direct Expansion Systems – Comprehensive (Annually) The Contractor shall perform all quarterly servicesannual services as stated below: as stated above plus the following:

a. Adjust and inspect belt tension and condition. Replace if necessary.

b. Check compressor oil level and oil pressure, if applicable.

c. Check and record suction and discharge pressures.

d. Check and record evaporator air temperature.

e. Submit report stating existing conditions and any additional repairs or modifications required.

3. Audio/Visual – All Systems (Quarterly) The Contractor shall perform all quarterly services as stated below:

a. Verify operational condition of each piece of equipment

b. Check each system audio/visually for unusual noise and/or vibration

c. Check cabinet panels and structural components

d. Check unitary controls, temperature, and operational indicators if applicable.

J. COORDINATION OF SERVICES AND RESPONSE TIMES

The Contractor shall coordinate the delivery or services with the County’s Representative or authorized designee.

1. Emergency Service Procedure

a. The Contractor shall provide emergency service as requested twenty-four (24) hours per day, seven (7) days per week to include all holidays. Please refer to Supplemental Information, Item B, Orange County Holidays, for a list of County approved holidays.

b. The Contractor shall arrive on the site of the emergency within two (2) hours after notification by the County.

c. Emergency repairs shall be corrected immediately, with the verbal authorization (Emergency Field Directive) from the Service Coordinator or an authorized County Representative.

d. The Contractor shall submit an itemized invoice to the Service Coordinator within twenty-four (24) hours of the initial emergency visit, if work is complete. If work is not complete, the Contractor shall submit a quote inclusive of work already completed and additional resources required to complete the work. The quote shall be based on the unit pricing prices established in the Bid FormFee Schedule and in accordance with the terms and conditions of this Contract. It is imperative that either an invoice or quote is received by the County within twenty-four (24) hours. If the emergency occurred on a day or at a time when the County department is closed, the Contractor shall submit the required document prior to close of business on the next business day. Documentation shall be submitted by 3:00 PM to allow for timely processing. The Contractor’s failure to adhere to this requirement may lead to payment delays.

e. Supporting documentation for emergency service invoices shall be the same as required for non-emergency servicesInvoice for emergencies supporting documents shall be the same as it is for non-emergencies services as specified below.

f. Failure to meet required emergency response times may result in assessment of liquidated damages as defined in the contract. Comment by Hernandez Fernandez, Alina: Jenna, check your solicitation setup questions, I don’t see a provision added for Liquidated Damages.

2. Non-Emergency Services Procedure

a. For non-emergency service, unless already onsite, the Contractor shall respond by visiting the work site within twenty-four (24) hours after notification “unless otherwise mutually agreed upon by the Service Coordinator and Contractor” in writing. The purpose of the visit shall be to assess the extent of the service requirements.

b. The Contractor shall provide a reasonably estimated “not to exceed” quotes to the County inclusive of the following elements:

i. Scope (clear description of the work to be performed).

ii. Timeframe in the number of calendar days to complete the work from the County’s authorization to proceed.

iii. Estimated hourly quantity for labor per classification (standard/non-standard hours).

iv. Price per hour according to the Bid FormFee Schedule.

v. Estimated cost of parts and materials (inclusive of mark-up) per the format of the Fee Schedule.

vi. Taxes and any other approved charges as a separate line item based on estimated cost of parts and materials.

No increases will be permitted unless unforeseen circumstances arise, and the increase is approved by the County.

c. The Contractor shall not begin work until the Service Coordinator has accepted the quote, the Contractor has received the County issued Delivery Order and the Service Coordinator has given the Contractor expressed authorization to start with the work.

d. The County reserves the right to enter into negotiations with the Contractor whenever it deems that negotiations will be in the best interest of the County. These negotiations may increase or decrease the original scope of work. Upon completion of negotiations, a new quote shall be prepared by the Contractor and submitted to the Service Coordinator for approval. Upon approval, the County will issue a Delivery Order for the work or a change order if work is already in progress.

e. The Contractor shall submit an itemized invoice for services performed along with all supporting documents within thirty (30) calendar days of work completion.

3. Change Order Procedure

a. The Delivery Order total price and terms may only be changed by a written Change Order issued by the County. The Contractor shall notify the County as soon as an unforeseen condition is apparent. The Contractor shall not proceed without the County’s authorization. The Contractor’s failure to adhere to this requirement may lead to partial or non-payment for any additional work.

b. Any claim for an increase in the Delivery Order price shall be in writing and delivered to the Service Coordinator within two (2) work days of the occurrence of the event giving rise to the claim. All claims for adjustment in the purchase or Delivery Order price shall be evaluated and approved by the Service Coordinator.

c. If the condition changes the scope of the previously accepted quote, including labor type and quantity and/or parts and materials needed for successful completion, the Contractor shall provide a revised quote to the County. The revised quote shall include a clear description of the unforeseen condition that was encountered and justification for changes to the approved scope and affected elements of the quotation. Pricing shall be based on the unit rates prices established in the Bid FormFee Schedule and Master Agreement Listing. Upon acceptance of the revised quote, the County shall will issue a Change Order to the current Delivery Order. Comment by Hernandez Fernandez, Alina: Recommend deleting this, vendors don’t have access to this as it’s in Advantage. For the purpose of quoting/invoicing, prices are per the Fee Schedule.

d. No claim for an adjustment to the Delivery Order price or contract amount will be considered for unforeseeable causes that were the fault of or because of negligence on the part of the Contractor, subcontractor, or supplier. This restriction does not restrict submission of claims for additional completion time due to events of this nature. Comment by Hernandez Fernandez, Alina: This section is unclear. Does the dept mean the County won’t accept claims that increase the unit price/contract amount but would receive claims to extend the time needed to finalize work on a DO?

By claim, do they mean request? I think in part it’s because of the use of the word “claim”, generally the word is associated more so in the sense of contract relief.

Please confirm the intent with the dept.

4. Service Tickets

a. The Contractor shall provide all labor necessary for performing services under this contract. The Contractor shall submit a service ticket as documentation of service performed and labor type and quantities.

b. A separate service ticket shall be submitted for each day of service and provided at the end of each service day before leaving the worksite.

c. Service tickets shall be clearly written and summarize all repairs performed. Minimum information on each tickets shall include:

i. Summary of work performed

ii. location of work

iii. date of service

iv. technician’s name (each technician)

v. start time and end time for each technician

vi. total hours for each technician and total for the day

vii. signature of the County’s Service Coordinator or other designated County’s personnel acknowledging performance of services.

d. Chargeable hours for repairs start at Contractor’s technician’s arrival at the job site and ends when work is complete. The Contractor shall exclude time away from worksite for any reason (breaks, lunch, and parts pick-up) from chargeable labor hours.

5. Parts and Material

a. The Contractor shall supply all parts and materials to complete the needed repairs.

b. All materials must be new and of good quality in the repair or replacement of any inoperative or damaged components. Defective components should always be replaced with the Original Equipment Manufacturers (OEM) parts. Any substitutions to OEM parts must be authorized by County in writing.

c. The Contractor shall coordinate the job site delivery and placement of materials with the County R’s representative.

d. The Contractor shall provide a minimum of one (1) year warranty for parts and labor. All warranties shall be passed-through to the County to all extent possible. The Contractor shall provide copies of the manufacturer’s warranty for parts and materials purchased and used under this contract.

e. Service vehicles shall be stocked with basic materials and standard parts so that response to repair calls can be accomplished without returning to the shop, or as part of a regularly scheduled inspection, testing, or preventative maintenance service. There will be no reimbursement for truck charges.

f. Consumable supplies such as chemicals, nuts, bolts, screws, washers, are considered overhead charges and shall be included in the Unit Prices on the Bid FormFee Schedule and shall not be invoiced by the Contractor. Overhead charges shall be included in the unit prices for line items outlined on the Bid FormFee Schedule.

g. The Contractor shall provide the supplier's invoice/receipt for all parts and materials for reimbursement under this contract. Properly documented purchases will be reimbursed per the Bid FormFee Schedule. The County will allow a maximum of 10% mark-up on parts and materials. Comment by Hernandez Fernandez, Alina: Jenna, make sure this is noted on the Fee Schedule form in OpenGov.

h. The Contractor shall be responsible for shipping and delivery charges for parts and materials. Reimbursement for these costs may be authorized only when the County Representative determines that they are necessary (for example, shipment cost for parts needed that are not available locally to expedite an emergency repair).

i. Materials and parts shall remain the property and responsibility of the Contractor until they are incorporated into the work and the work is accepted by the County. No additional charges will be accepted by the County for the required delivery, handling and storage of materials needed for the job.

6. Permits

a. The Contractor shall acquire all required permits and inspections for services required under this contract. Permits shall be reimbursed at cost per the Bid FormFee Schedule. The Contractor’s failure to obtain a permit for work requiring a permit may result in the County’s refusal to pay for the work.

b. There shall be no reimbursement to the Contractor for time spent requesting and obtaining the necessary permits for work under this contract.

c. The Contractor shall ensure that work is 100% complete prior to a permit inspection. The County will not reimburse for duplicate permit inspections based on the Contractor’s failure to adhere to this or any requirements under this contract.

7. Unforeseen Charges The County shall reimburse the Contractor for approved unforeseen charges. These charges shall be reimbursed at cost, with a proper invoice from a third party. Reimbursable unforeseen costs may include but are not limited to cost for express shipping as requested by the County, and tax payable on parts used in County-owned equipment. The Contractor shall obtain prior approval written from the County for all non-listed unforeseen charges.

K. I. QUOTATION and AND ESTIMATE REQUIREMENTS

Notwithstanding any provision of this Contract to the contrary, including any references to “quotes,” “quotations”, “estimates,” or similar pre-pricing requirements, this provision shall control. To the extent that any portion of this Contract conflicts with or imposes procedures inconsistent with this provision, this provision shall govern and supersede all such requirements. Comment by Hernandez Fernandez, Alina: Delete this language, this was the language provided by Zulay for the purpose of the amendments that came through late 2025. But we wouldn’t include this language in the Scope of Services. This is now the established process. Unless we issue an amendment in the future changing it, this is the requirement the Contractor is bound to perform by.

The County may issue Delivery Orders under this Contract based on, but not limited to, any of the following, at the County’s sole discretion:

· A verbal agreement confirming scope and anticipated quantities.

· A written exchange, such as email, confirming scope and estimated quantities; or

· A formal written quote, when specifically requested by the County.

The County further reserves the exclusive right to establish a standard practice requiring written quotations for certain types of work or work under specified conditions. Such parameters shall be communicated by the County’s representative Representative to the Contractor in writing (e.g., work exceeding $X.00, or work performed at designated facilities requiring written quotes). The County may, at its sole discretion, waive any request for a formal written quote. Any such waiver shall not relieve the Contractor of any performance obligations or contractual duties under this Contract.

Prior to commencing work or accepting a Delivery Order or any Change Order to a Delivery Order, the Contractor is responsible for:

· Confirm its understanding of the scope, and

· Verify the accuracy of the estimated quantities or estimated hours stated in the County’s official written order.

The Contractor’s commencement of work under a duly executed Delivery Order or Change Order shall constitute the Contractor’s acknowledgment and agreement to confirmed scope, estimated quantities or hours; and all terms associated with the Delivery Order and Master Agreement. Adjustments between estimated and actual quantities or hours shall require coordination between the County and the Contractor and must be memorialized through a County issued Change Order. Variances arising from the Contractor’s failure to adequately review or assess the Delivery Order shall not justify issuance of a Change Order or additional compensation.

L. INVOICING REQUIREMENTS

Upon acceptance of work by the Service Coordinator, the Contractor shall submit the invoice and supporting documents to the appropriate County department per the issued Delivery Order within thirty (30) calendar days of the acceptance.

A. A valid invoice shall include the following information:

1. The applicable Delivery Order Number and Contract Number. Comment by Hernandez Fernandez, Alina: Jenna, please make sure this aligns with the provision in your IFB.

2. Service Dates, including the start date and end date of service.

3. Location of work.

4. Description of work performed.

5. Itemization of Goods Delivered/ Services Rendered, including, quantities, unit prices, and any other charges contained in the Delivery Order.

6. Unit Pricing in accordance with the Contract Fee Schedule.

7.Total labor hours billed. Labor charges shall be rounded to the nearest thirty (30) minutes.

8. Unforeseen Fees (applicable sales tax, shipping etc., reimbursed at actual cost) Contractor shall provide backup documentation.

9. Any Markdown/mark-ups shall be listed separately as a line item on the invoice.

10. Invoice Total.

11. Applicable sales tax shall be listed separately, when applicable.

12. All invoices shall be supported by appropriate backup documentation, including but not limited to service tickets, labor hour breakdowns, parts and material receipts, and any other documentation necessary to validate the charges. Failure to provide required supporting documentation may result in rejection of the invoice or delay in payment.

At minimum, an invoice shall contain the following information:

· Correct Delivery Order number

· Start and end date of service

· Location of the work

· Description of work performed

· Itemized list of materials or services rendered.

· Quantities, prices, (both unit price and total), terms and any other charges contained in the delivery or purchase order.

· Unforeseen Fees (applicable sales tax, shipping etc., reimbursed at actual cost) Contractor shall provide backup documentation.

· Markdown/mark-ups shall be listed as a line item on the invoice.

· Invoice total

· All invoices shall be supported by appropriate backup documentation, including but not limited to service tickets, labor hour breakdowns, parts and material receipts, and any other documentation necessary to validate the charges. Failure to provide required supporting documentation may result in rejection of the invoice or delay in payment.

B. Preventative maintenance and County requested repairs shall be invoiced separately. Invoices shall itemize labor and parts cost per contract pricing.

C. The Contractor shall provide a separate service ticket for each workday for repair work and supporting documents with all invoices for verification of actual labor hours and parts used on the job. Each service ticket shall be signed and dated by the County Representative each day as acknowledgement of work performed. The Contractor shall submit complete documentation to include the name of the County Representative who requested the work, and confirmation that the work was completed.

D. Markups or markdowns shall be applied only to price for parts. Price for parts shall not include sales tax and shipping charges in the calculation for markups and markdowns.

E. The County will review invoices for required information. The County will have the authority to reject invoices based on improper invoice format and lack of supporting documents.

F. The Contractor shall not invoice the County for any repairs not accepted by the County and diagnostic errors on the part of the Contractor. Should the County received such invoices, they will be rejected.

G. Unless otherwise authorized by the corresponding department in writing, delivery of invoices and back-up documentation via e-mail and/or fax is not allowed under this contract. All invoices shall be mailed or hand-delivered to the appropriate department as referenced on the “Invoice To”: location of the Delivery Order (DO).

H. The Contractor shall submit monthly statements of unpaid invoices to each department ordering services under this contract. The Contractor shall not combine statements for different departments utilizing this contract.

At minimum, the statement shall contain the following information:

1) Statement date

2) Invoice numbers

3) Invoice dates

4) Invoice total or unpaid balance if different from invoice total

5) Delivery Order number corresponding to each invoice listed

6) Balance carry forward

7) Cumulative outstanding balance

Statements shall be sent to the corresponding ordering department, fiscal department, and contract administrator by the fifteenth (15th) of each month for service performed in the prior month and as requested by the County.

SCOPE OF SERVICES

SUPPLEMENTAL INFORMATION

A. SECURITY AND IDENTIFICATION

1. All costs for background investigations including state and national finger-printing-based record checks shall be Contractor's responsibility. The County will have the right to request any additional investigative background information including, but not limited to, the employment record, Right- Tto-Know records, training records, payroll records, position for which hired including site location of any personnel assigned to perform the services. The Contractor 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 Contractor.

2. The Contractor shall be responsible for security clearance compliance for all employees and subcontractors. Background checks and security clearance requirements shall be based on the security requirements for each facility. The Contractor shall perform background checks at the Contractor’s expense, including any security clearance required by the Florida Department of Law Enforcement (FDLE), Division of Criminal Justice Information Services (CJIS) and submit them to County for determiningto determine whether the employee is allowed to work for in a particular facility.

3. Background Checks for the Contractor’s staff must be approved by the County prior to working in any County facility.

For all Contractor’s staff that will be working at other Orange County facilities – a Criminal History Check, conducted at the FDLE website (www.fdle.state.fl.us/ - there is a cost to the contractor), is required. Contact James.Carr@ocfl.net for specifics before completing the check.

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***

Due to the time required to process background checks, the Contractor should allow 2-3 weeks turn-around time. Each County Representative will inform the contractor Contractor of their Background Check results.

4. Upon Background Check approval, the Contractor’s staff shall go to the Orange County Human Resources office located at 450 E. South St., Orlando, FL 32801 with an Affidavit of Identity form (issued by Contractor, sample form in contract documents) and a State of Florida I.D. or Driver’s License to obtain their Orange County photo I.D. badge if required. Access to a site must be coordinated through the County’s Representative.

5. The Contractor will be charged a $25.00 fee per each missing ID badge if lost or not returned at the ending of the contract and/or at the Contractor’s employee/subcontractor dismissal from service under this contract. The County may charge and collect this fee at any time during the contract

6. Contractor's employees will not be allowed to work in Orange County facilities without completed and approved background investigations.

7. Upon termination or transfer of any employee of the Contractor working under this contract, the Contractor shall immediately notify the County’s Contract Administrator, in writing, of such termination or transfer and return said employee’s Orange County photo I.D. badge to the Support Specialist or Contract Administrator within twenty-four (24) hours, unless otherwise directed.

8. The Contractor shall report the arrest of any employee working under the terms of this contract to the County’s Representative within twenty fourtwenty-four (24) hours of the arrest or knowledge of the arrest. It shall be subject to the approval of the County whether the employee shall continue to work at County locations within this contract.

9. The Contractor shall remove from County premises any of his employees who, in the opinion of the County’s Representative, is not performing the services in a proper manner or does not comply with the rules and regulations of the County. The Contractor shall in no way, interpret such removal to require dismissal or other disciplinary action of the employee. The County’s Representative will request that anyone suspected of working under the influence of alcohol or controlled substances be removed from the workplace. The Contractor shall establish, implement and maintain procedures and controls to ensure that their employees comply with all applicable provisions of the contract and all site rules and practices of the County

10. The Contractor shall not use employees of any temporary employment agency to supplement his work force in County buildings for any reason. Only Contractor employees or County approved subcontractor shall be used to perform the required services of this contract unless otherwise approved, in writing, by the County’s Representative.

11. The Contractor shall prevent its employees from tampering with any owned items of County employees or County owned property or entering intoentering any area unless required in the performance of the services.

B. ORANGE COUNTY HOLIDAYS

Legal holidays when most County buildings will be closed to the public, are as follows:

1. New Year’s Day

2. Martin Luther King Day

3. Memorial Day

4. Fourth of July

5. Labor Day

6. Veterans Day

7. Thanksgiving Day and the Friday after Thanksgiving Day

8. Christmas Eve and Christmas Day

In addition to Orange County Holidays, the Ninth Judicial Circuit Court and the Clerk of Court also observe the following:

1. Good Friday

2. Rosh Hashanah

3. Yom Kippur

4. Veterans Day

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