SPPD_Gate_Repair_Scope_of_Work.pdf

Scope of Services

B-1 Rev (2/17)

SPPD North Main Gate Repair WO 5807

1. Scope of Work

Contractor shall provide a proposal to support all labor, materials, supervision, tools, equipment, and vehicles necessary for conducting an all-inclusive repair service, (The Work), to repair the damages/broken north main gate roller track, located at the St Petersburg Police Department (SPPD) Headquarters Site (HQ), 1301 1st Ave. N. St Petersburg Florida 33705.

The Work shall include, but not limited to:

a. Replacing the (2) two upper roller rails with substantially sized rails designed to withstand normal wear resulting from continuous gate operation

b. Replace the (4) four existing roller trolleys with new (8) eight-wheel heavy duty roller trolleys sized adequately to carry the gates total design weight and to withstand the normal wear resulting from continuous gate operation

c. Installation of a ground mounted “V” roller channel designed to support the total weight of the closed gate, across the entire entry and exit openings

2. Term of Agreement

The term of this agreement will be for one-time all-inclusive repair service.

3. Minimum Qualifications

At a minimum, Contractor must meet the following qualifications:

a. Must attend a site visit to review logistics and required repairs

b. Provide evidence of being in business of providing metal cantilever gate services and repairs for 5 or more years

c. Must possess the ability to service metal cantilever gate including retrofitting roller rails, and other structural support members

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

Agreement

e. Must obtain the minimum insurance requirements set forth in this Agreement.

f. Own or have immediate access to the tools and 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. Contractor shall maintain Minimum Qualifications as stated in bid for the term of

Agreement

b. Contractor to ensure safe egress to all city staff, officers and public

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

d. Perform all repairs to the gate ensuring all materials, paint, construction methods

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

B-2 Rev (2/17) match or exceed the original manufacturers construction

e. Perform final cleaning of affected work area(s) remove debris from site

f. Safe removal and replacement of cantilever gate to complete repaired

g. Secure all permits associated to execute the work

h. Powder coat new rails and surrounding material to match existing fence color

i. Comply with all state, and national safety codes

j. SPPD will coordinate with contractor, schedules for repairs, documentations required, access to building interior and exterior. Contractors will sign in and out with the police maintenance department each time on site to complete any/all services.

(1) Schedules:

(a) The contractor will communicate with Facilities Manager and/or his/her designee to schedule dates, times and specific durations as required to complete each repair task

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

(2) Documentation:

(a) The contractor will provide a detailed report on company letterhead

(service report) to the owner outlining their findings while completing the work, materials used, accurate labor hours per technician as well list recommendations as needed.

(3) Corrective repairs:

(a) All repairs not deemed inclusive or in-part to the agreed upon service 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.

(4) Access to SPPD buildings:

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

(i) CJIS Training

(ii) Background check

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

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 Maintenance 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, access to police buildings providing contractor successfully passes police contractor security background investigations

6. Account Management

Contractor shall provide an Account Manager, who will be readily available during normal

B-3 Rev (2/17) business hours to administer the Agreement. The contractor is responsible for notifying the City with any changes in account manager or contact information. Account Manager’s responsibilities shall include, but are not limited to, overseeing all aspects of implementation, servicing, reporting, and issue resolution.

6. 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.

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 service contract the contractor and account manager shall meet with the SPPD representative(s) to review in detail all deliverables as it pertains to this Preventive Maintenance service contract.

10. Quality Assurance

SPPD Facilities Manager and/or his/her designee 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.

The 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.

12. Non-Performance

B-4 Rev (2/17)

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. The 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. Follow-up or call-back 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 year period.

13. 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 while servicing facilities after hours or when instructed by Facility Manager or Representative.

c. The contractor is to supply all Personal Protective Equipment (PPE).

d. Contractor to furnish SPPD Facility Manager with all applicable SDS sheets prior to bringing chemicals/products on site SPPD 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.

14. 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.

15. Service Rendering Facility

B-5 Rev (2/17)

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

16. Limitation of Project Value

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

17. 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. Contractors 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. The 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.

18. 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.

19. 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.

20. 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.

B-6 Rev (2/17)

23. Ownership of Deliverables

All deliverables, materials, drafts and any fixture, set-up or tool created specifically for the production of the work (“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.

24. 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.]

HEADQUARTERS GATE INFORMATION

Gate Location and repair work area:

B-7

North main gate elevation:

B-8

B-9

Top Track Roller Detail:

B-10

APENDEX “A”

Service Location Addresses:

St Petersburg Police Department

Headquarters Building

1301 1st Avenue North

St Petersburg, Florida, 33705