SPPD_ASCO_Gear_PM_Service_Scope_of_Work.docx

Invitation for Bid / Request for Proposal / Quotation Scope of Work for Services

St. Petersburg Police Department ASCO Gear - Scope of Services Invitation for Bid / Request for Proposal / Quotation Scope of Work for Services

1. Scope of Work

Contractor shall provide an all-inclusive service to include all labor, materials, tools, equipment, vehicles, necessary technical support, documentation, and supervision, to complete the preventive maintenance tasks for all ASCO Power Technologies emergency power transfer system products (the work) located at the City of St. Petersburg Police Department Police Headquarters Building, located at 1301 1st Ave. N. St. Petersburg FL 33705 (See Appendix A). The work consists of providing preventive maintenance services based on an approved schedule including 24 hours service repairs for all equipment installed as part of the ASCO generator power gears system.

2. Term of Agreement

The term of this agreement will be a (5) five-year contract with an option to renew for an additional (2) two-year extension, with written agreements from all parties.

3. Minimum Qualifications

At a minimum, Contractor must meet the following qualifications:

a. Must be an exclusive OEM factory authorized full-service provider for maintenance, upgrades, and modernization of ASCO Power Technologies emergency power transfer system products.

b. Must possess the required ASCO proprietary computer software.

c. Provide qualified/certified/trained/licensed service personnel to conduct the work.

d. Provide evidence of financial stability and viability to fulfill the commitments of this Agreement.

e. Possess the ability to obtain the minimum insurance requirements set forth in this Agreement.

f. Own or have immediate access to the equipment required to provide services.

g. Be able to provide services without the use of subcontractors.

4. Contractor Responsibilities

At a minimum, Contractor shall provide and meet the following responsibilities:

a. The contractor shall possess the ability to self-perform all aspects of this project without the use of subcontractors.

b. Contractor to supply an all-encompassing proposal as which meets the police department maintenance requirements including information provided on project plans, manufacturers installation designs parameters, verbal communications and required project site review meeting(s).

c. Contractor shall provide a single point of contact (Project Manager) to administer the Agreement.

d. Contractor shall supply City Facility Manager with emergency service contact information.

e. Contractor shall provide all labor to complete the work at the Police Headquarters Building.

f. Contractor shall provide all materials, equipment, tools, and components to complete The Work at the Police Headquarters Building.

g. Contractor shall provide the City Facility Manager, in advance of commencing the work, with a schedule for completing the work.

h. Contractor employees assigned to complete the work shall successfully pass the following security checks prior to performing the work on-site:

(1) CJIS Training

(2) Background Check

i. The Contractor will sign in and out each time on site to complete any/all services.

j. Perform ballistic glass replacement per the agreed upon schedule and dates

k. Contractor to supply a list of approved cleaning chemical for maintenance purposes

l. Schedules:

(1) The Work shall be completed according to the agreed upon work schedule from 8:00am to 4:00pm, Mondays through Fridays excluding city holidays.

(2) The contractor will communicate with City Facility Manager to schedule dates, times, and specific durations to complete the work.

(3) Emergency service repairs will be scheduled on an as required basis in a timeframe which limits equipment down time to a minimum.

(4) Owner will accommodate to the best of their abilities clear access to complete the work.

m. Documentation:

(1) The contractor will provide a detailed warranty documentation complete with company contact information, warranty terms and conditions .

n. Corrective repairs:

(1) All repairs not deemed inclusive or in-part to the agreed upon contract, will be presented in detail to the owner prior to commencing work. The proposed costs will include labor hour costs, materials costs, equipment rentals and all warranties for the repairs.

o. Access to SPPD buildings:

(1) Each employee for each contractor required to complete the work will be required to successfully pass the following required background checks prior to being approved on site.

(a) CJIS Training

(b) Back ground check

(2) Contractors will be provided contractor visitor pass cards which must be worn, on their person, always, while working in and around police facilities.

(3) Operation and Maintenance manuals will be made available to the contractor upon request for all equipment outlined in the contract.

(4) Contractors will not allow unauthorized persons entry, escort contractor employees, public, or any other persons into police facilities.

5. City’s Responsibilities

At a minimum, City shall provide and meet the following responsibilities:

a. City shall provide a single point of contact (Facility Manager) to administer the Agreement.

b. City shall assist with planning, strategy, and objectives prior to performance of the work.

c. City shall promptly respond to issues and inquiries so as not to hinder the progress, completion, or compensation for the work.

d. City shall provide within reasonable, will provide access to the site and work areas for all contractor that successfully complete the required background check process.

6. Account Management

Contractor shall provide a Project Manager, who will be readily available during normal business hours to administer the Agreement. Contractor is responsible for notifying the City Facility Manager with any changes in Project Manager or contact information. Project Manager’s responsibilities shall include, but are not limited to, overseeing all aspects of implementation, servicing, reporting, and issue resolution.

7. Summary of Total Service Charges and Fees

Contractor shall furnish the Procurement and Supply Management Department, when requested, a detailed summary of purchases, charges, and fees in electronic spreadsheet format. The summary shall include an itemized description of products and services delivered and dollar amount and quantity of each. Failure to provide this information within seven (7) business days following the request may result in Contractor being found in default.

7.

8. Personnel

Contractor shall assign all key personnel identified in its proposal and this Agreement to complete all their responsibilities in connection with performance of its obligations. Contractor shall obtain written approval of the City prior to reassigning any key personnel. Replacement of key personnel, upon written approval by the City, shall be with personnel of equal or greater ability and qualifications. Contractor’s replacement of key personnel shall not be grounds for an increase in the total Agreement price or extension of the time for completion of the services required. The unauthorized change of key personnel by Contractor shall be considered by the City as a material breach of the Agreement and grounds for termination.

9. Project or Servicing Schedule (“Delivery”)

Upon award of the project contract the contractor shall meet with the SPPD representative(s) to review in detail, all deliverables as it pertains to this contract.

10. Quality Assurance

Facility Manager will conduct inspections at various times during the service to ensure contractor is providing appropriate levels of service in accordance with the contract.

11. Training and Support

In the event where new products, materials, electronics, and/or programming is implemented because of the work, the contractor will provide appropriate training, documentation, materials, and all other items to support the installation.

13. Non-Performance

a. If Contactor is found in non-performance per the Agreement requirements and responsibilities, and/or fails to satisfactorily remedy or cure non-performance, the Contract Administrator will file a vendor complaint report with the Procurement Department. The Procurement Department will notify the Contractor in writing. Contractor shall reply in writing within ten (10) business days with detailed corrective action to remedy the non-performance, including Completion Deadline date and time. Followup or callback work to correct such non-performance shall be solely at Contractor’s expense.

b. Contract Administrator shall conduct inspection immediately after Completion Deadline and advise the Procurement Department in writing regarding satisfactory resolution or of any remaining deficiencies.

c. If Contractor fails to remedy or cure deficiencies identified in a vendor complaint report by the Completion Deadline, the City may deduct the costs from payment of Contractor invoices to obtain service elsewhere.

d. In the event the Contractor consistently fails to perform per the Agreement requirements, the City may terminate agreement with cause and Contractor may be removed from the bidder’s list for up to a three (3) year period.

14. Safety

a. Contractor shall be responsible for ensuring that Contractor’s staff follow all established safety regulations pertaining to the work to be performed per OSHA and/or City standards.

b. Contractor’s employees will keep doors closed and locked at all times, while working in and around the police facility.

c. Contractor is to supply all Personal Protective Equipment (PPE) for his/her staff.

d. Contractor to furnish Facility Manager with all applicable SDS sheets prior to bringing chemicals/products on site Facility Manager reserves the right to deny acceptance to materials deemed hazardous.

e. All hazardous materials shall be removed from site in compliance with all local, state, federal and national rules, codes and regulations.

15. Training

Contractor shall provide all job skills training and safety training required for its employees. Safety training shall instruct employees on the correct and safe use of the safety equipment required and of general safety procedures for the job and materials handling requirements.

16. Cooperation between Contractors

The City reserves the right to contract for and perform other or additional work on or near the work covered by these specifications. When separate contracts are let within the limits of any one project, each contractor shall conduct its work so as not to interfere with or hinder the progress or completion of the work being performed by other contractors. Contractors working on the same project shall cooperate with each other as directed. Each contractor involved shall assume all liability, financial or otherwise, in connection with its contract. Contractor shall protect and save harmless the City from any and all damages or claims that may arise because of inconvenience, delays or loss experienced by Contractor because of the presence and operations of other contractors working within the limits of the same project.

17. Service Rendering Facility

a. City reserves the right to inspect the business location and any other business location the Contractor may operate prior to award of a contract and, upon reasonable notice to inspect the business location at any time during the term of this contract.

b. Contractor shall provide access to all testing, storage, operations, and other areas, as requested by the City's representatives.

c. City reserves the right to conduct an on-site inspection of any subcontractor facilities prior to award and during the term of Agreement.

d. Contractor and its subcontractors shall notify the city, in writing, within 30 days of any relocation of it servicing facility.

18. Limitation of Project Value

No single project, purchase or release against this Agreement shall exceed $9,999.

19. Addition and Deletion of Service Locations

a. City reserves the right to add or delete service locations at any time during the term of the Agreement. Contractor shall visit new sites and provide a quote for service(s) within five business days of request by the City. Upon written approval from the City, Contractor shall begin servicing new locations within 10 business days of the date of the written notice. Written notice shall be made via electronic Purchase Order from the Procurement and Supply Management Department.

b. Contractor shall provide services at all requesting City locations, including but not limited to city facilities which are managed by third party firms. Upon request by the management firm, Contractor shall provide services, billed to the third party management firm, at the same prices extended to the city under this Agreement.

20. Price Escalation/De-escalation

Pricing (“base prices”) shall remain firm for the first 12 months of the agreement term. After the first 12 months, Contractor may request adjustments to the base pricing of the agreement. Requests for price adjustments shall in writing to the Procurement and Supply Management Director at least 30 days in advance. The request shall include written explanation and detailed supporting documentation as justification for the price change. Price adjustments shall not be effective prior to written approval by the City. Approval of price adjustments will establish a new base price from which subsequent adjustments will be calculated.

21. Suspension of Service

The City may temporarily suspend services at specific sites throughout the term of the Agreement at its sole discretion. Sites may suspend service upon five (5) day advance written notification to the Contractor. Contractor shall deduct charges for the suspended site from its invoices, pro-rated per the current monthly cost, until service is resumed by written notification from the City. Contractor shall resume service within 72 hours of written notification.

22. Emergency Services

a. Contractor shall provide the city with evening, weekend, and holiday service, as necessary, to cope with any emergency situation which threatens public health and safety, as determined by the City. Contractor shall furnish a 24-hour contact telephone number in the event of such an emergency.

b. Contractor shall provide first-priority services to the city in the event of a hurricane, flood or other natural disaster, as defined by the city.

23. Conditions for Acceptance

Upon completion of all the work and services required by the contract pursuant to the City’s satisfaction and at the City’s sole discretion, the City will issue a written notice of the Work, in accordance with the Terms set forth in the Agreement.

24. Ownership of Deliverables

All deliverables, materials, drafts and any fixture, set-up or tool created specifically for the production of, the work, developed by the Contractor pursuant to this agreement shall become the sole and exclusive property of the City of St. Petersburg upon acceptance and payment. Contractor shall transfer and assign to the City all rights, title and interest in and to the Work.

25. Transition Requirements Prior to the expiration of the Agreement, Contractor shall work with the City to ensure there is no interruption or reduction of service should the Contractor be required to end its services to the City. If a new contractor is awarded after expiration of this Agreement or if the Agreement is terminated early for any reason, Contractor shall coordinate and cooperate with the newly selected contractor, as well as with the City, to minimize any disruptions in the services provided.

[General Conditions for Services will include orders, invoices, payment, background checks, vendor performance etc.]

APPENDIX “A”

Service Location Addresses:

St Petersburg Police Department Headquarters Building 1301 1st Avenue North St Petersburg, Florida, 33705

B-1 Rev (2/17) B-2 Rev (2/17)