Scope_of_work.docx
DOCX document 19 KB Posted
- Solicitation number
- 26-B-63KO
- Issued by
- Volusia County, Florida
About this file
This is a Scope of Work document issued by the County of Volusia, Florida, for a competitive bid solicitation to provide comprehensive irrigation system maintenance, repair, installation, and related services across all County-owned and County-operated facilities. The services encompass preventive and routine maintenance including system monitoring, cleaning and adjustment of irrigation components, and seasonal controller programming; repairs and emergency services with a mandatory two-hour emergency response time; and installation and system modifications for new components, zones, and water-efficient equipment replacements. The contractor must employ certified irrigation technicians holding valid Irrigation Competency Cards issued by the Volusia County Health Department and shall furnish all labor, supervision, equipment, tools, materials, and transportation. Regular service hours are Monday through Friday, 7:00 a.m. to 5:00 p.m., with after-hours and weekend service available. All work must be authorized by a County Project Manager prior to commencement, with a regular twenty-four-hour service response time. The bid solicitation (ITB 26-B-63KO) issued on March 9, 2026, with questions due by March 23, 2026, at 11:59 p.m., and responses due electronically by April 9, 2026, at 3:00 p.m. The successful contractor will be awarded an initial three-year term with options for two subsequent one-year renewals, contingent upon mutual written agreement and County Council approval.
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. All replacement parts and materials must be new and carry a minimum one-year warranty, with travel time non-billable and billing commencing upon arrival and ending upon departure. Historical annual expenditures for irrigation services average $35,000 to $40,000, with higher usage during periods when CARES-funded airport projects are active. The County reserves the right to award one or multiple contractors by geographic area and to add or remove facilities during the contract term. Bidders must submit three references for similar projects completed within the last three years and may be required to provide financial stability documentation. The contract is not subject to local preference provisions, and no set-aside designations for disadvantaged enterprises are indicated. 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. Price redeterminations are permitted once annually for documented increases in wages, fuel, or materials costs based on the Employment Cost Index or Producer Price Index.
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Text version
1.0 Purpose
The County of Volusia is soliciting competitive bids from qualified contractors to provide comprehensive irrigation system maintenance, repair, installation, and related services at County-owned and County-operated facilities. This Scope of Work (SOW) is intended to support a new Invitation to Bid (ITB) to replace the existing master agreements.
2.0 Background and Usage Overview
Historical expenditures under prior master agreements demonstrate County-wide, multi-departmental utilization of irrigation services, including but not limited to Facilities Management, Parks, Fire Services, Airports, Coastal, Transit, and Environmental functions. Expenditures have averaged approximately $35,000–$40,000 annually in recent contract years, with higher historical usage when CARES-funded airport projects were active. This contract is intended to support similar County-wide operational needs on an as-needed basis.
3.0 Scope of Services
The Contractor shall furnish all labor, supervision, equipment, tools, materials, transportation, and incidentals necessary to provide irrigation services, including but not limited to:
3.1 Preventive and Routine Maintenance
· Monitoring irrigation systems to ensure proper coverage, efficiency, and compliance with watering restrictions
· Cleaning and adjustment of irrigation heads, valves, lines, controllers, and related components
· Adjustment, repair, and reburial of drip irrigation lines when exposed or displaced
· Modification of spray types, arc patterns, and head heights to eliminate overspray, pooling, or dry zones
· Seasonal adjustments and programming of controllers as directed
3.2 Repairs and Emergency Services
· Diagnosis and repair of leaks, breaks, electrical issues, controller failures, and malfunctioning components
· Emergency response within two (2) hours when designated by the County Project Manager
· Repair or replacement of damaged irrigation infrastructure caused by vehicles, weather events, vandalism, or normal wear
3.3 Installation and System Modifications
· Installation of new irrigation components, zones, or small system expansions as requested
· Replacement of obsolete or non-compliant equipment with modern, water-efficient components
· Coordination with County staff on system upgrades or redesigns
4.0 Service Areas
Bidders may submit pricing for:
· Entire County The County reserves the right to award one or multiple contractors by geographic area.
5.0 Staffing and Qualifications
· Contractor shall provide certified irrigation technicians dedicated to County work
· All technicians must possess a valid Irrigation Competency Card issued by the Volusia County Health Department
· Copies of required licenses and certifications must be submitted with the bid response
6.0 Work Orders and Authorization
· All work must be authorized by a County Project Manager or designee prior to commencement
· Work orders must include the County employee’s printed name, title
7.0 Response Times and Hours of Service
· Regular service hours: Monday–Friday, 7:00 a.m. to 5:00 p.m.
· After-hours service: Monday–Friday, 5:00 p.m. to 7:00 a.m.
· Weekend service: Friday 5:00 p.m. through Monday 7:00 a.m.
· Holidays: County-recognized holidays
· Regular service response time: within twenty-four (24) hours
8.0 Invoicing and Billing Requirements
Invoices shall include, at a minimum:
· Job site name and address
· On-site County employee name and title
· Job start and completion times
· Total labor hours (rounded to the nearest quarter-hour)
· Detailed description of work performed
· Part numbers, descriptions, quantities, manufacturer list prices, and applicable bid discounts Travel time shall not be billable. Billing shall begin upon arrival at the job site and end upon departure
9.0 Parts and Materials
· All replacement parts and materials shall be new and of equal or better quality than those replaced
· All parts shall carry a minimum one (1) year warranty
10.0 County Rights
The County reserves the right to:
· Add or remove facilities during the contract term
· Request pricing for additional irrigation-related services not explicitly listed
· Reject any work not meeting County standards or manufacturer specifications
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